Policies and Procedures

Transcription

1 Policies and Procedures DENVER ALUMNAE CHAPTER Denver Alumnae Chapter DELTA SIGMA THETA SORORITY, INCORPORATED (Revised June 24, 2016)

2 Selected Table of Contents CHAPTER INFORMATIONN... 3 Section 4. Objective... 3 MEMBERSHIP... 3 Section 1. Chapter Members... 3 Section 2. Verification... 3 Section 3. Honorary Members... 3 CHAPTER STRUCTURE, GOVERNING BODIES AND RESPONSIBILITIES... 3 Section 1. Leadership Structure... 3 A. Executive Committee... 3 B. Executive Board... 3 C. Committees... 3 D. General Body... 3 Section 2. Executive committee... 3 Section 3. Executive Board... 4 Chapter Officers and other Leadership... 4 Section 1. Elected Officers... 4 Section 2. Appointed Officers... 7 Section 3. Elected Positions... 8 A. Chair and Members of Nominating Committee... 8 B. Chair Internal Audit Committee... 8 C. Minerva Circle... 8 Section 4. Term of Office... 9 Section 5. Filling Vacancies... 9 MEETINGS AND QUORUM... 9 Section 1. Regular Meetings Section 2. Called Meetings... 9 Section 3. Executive Board Meetings... 9 Section 4. Committee Meetings Section 5. Electronic Meetings and Communications COMMITTEES Section 1. Procedures Applicable to all Committees Section 2. Standing Committees Section 3. Special Committees

3 Section 4. Delta-Rettes Vocal Ensemble Section 5. Pan-Hellenic Council Representatives FISCAL POLICIES AND PROCEDURES Section 2. Dues Section 3. Chapter Funds Section 4. Chapter Events Section 5. Reimbursement Vouchers Section 7. Checks Section 8. Reimbursement for Chapter Representatives Section 9. Electronic and Online Financial Business Section 10. PayPal NOMINATIONS, ELECTIONS AND VOTING Section 1. Nominations Section 2. Elections Section 3. Voting Section 4. Campaigning MEMBERSHIP INTAKE Section 1. Process Section 2. Minerva Circle SPECIAL RECOGNITION AWARDS Section 1. Irma Kelly Hudson Image Award Section 2. Torch of Excellence Award Section 3. Woman of the Year Award YOUTHE PARTICIPATION IMPEACHMENT AMENDING OR REVISING THE POLICIES AND PROCEDURES Section 1. Process PARLIAMENTARY AUTHORITY TRANSITION OF OFFICERS FROM ELECTION TO JULY Section 4. Chapter Financial Reports Section 5. Transition Meeting Section 6. Submission of Report of Chapter Officers (RED Zone Access) Section 7. July 1st Transfer of Duties

4 CHAPTER INFORMATION Section 1. CHAPTER NAME The name of this organization shall be Denver Alumnae Chapter of Delta Sigma Theta Sorority, Inc., hereinafter referred to as DAC or the Chapter. Section 2. CHAPTER NUMBER: #195 Section 3. LOCATION A. Region: Central B. Service Area: Metropolitan Denver, Colorado Section 4. OBJECTIVE The objectives of the Chapter shall be to engage in cultural, educational and public service activities in order to establish, maintain and encourage high cultural, intellectual and moral standards that reflect the Sorority s Five-Point Program Thrust, as governed by the Constitution and Bylaws and other governing documents of the Sorority. MEMBERSHIP Section 1. CHAPTER MEMBERS A Chapter member shall be a duly initiated member of the Sorority who has paid current national and Chapter dues to the Chapter. (Members-at-large are not members of a Chapter). Section 2. VERIFICATION Acceptable forms of verification of membership in the Sorority include membership certificate, membership card or verification of membership by National Headquarters. Section 3. HONORARY MEMBERS A soror who has obtained honorary status in the sorority may also be a member of the Chapter. (Honorary members do not have the right of holding office or voting). CHAPTER STRUCTURE, GOVERNING BODIES AND RESPONSIBILITIES Section 1. LEADERSHIP STRUCTURE A. Executive Committee B. Executive Board C. Committees D. General Body Section 2. EXECUTIVE COMMITTEE A. The Executive Committee shall consist of all elected officers. B. The duties of the Executive Committee shall be to: 3

5 Section 3. EXECUTIVE BOARD Act for the Chapter in emergency situations in the interim of Executive Board or Chapter meeting; Resolve issues that arise during July or August; and Attend meetings at the call of the President. A. The Executive Board shall consist of the Executive Committee, appointed officers, the immediate past President and the chairs of the standing committees. B. The duties of the Executive Board shall be to: Manage and administer all Chapter policies, internal business operations and external affairs; Coordinate the work of all officers and committees; Implement directives from National Headquarters and the Regional Office; Recommend courses of action to the Chapter based on sound ethical business practices; Approve and guide Chapter initiatives and projects in accordance with Grand Chapter programmatic thrusts, initiatives and traditions; and Set the agenda for the Chapter meetings. CHAPTER OFFICERS AND OTHER LEADERSHIP Section 1. ELECTED OFFICERS The elected officers shall be a President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Treasurer, and any other elected officer approved by the Chapter. A. President The duties of the President shall be to: General Preside at all Chapter meetings, called meetings, Executive Committee and Executive Board meetings; Call special meetings as the need arises; Appoint all appointed officers and committee chairs except for the chair of the Membership Services Committee and the Nominating Committee; Sign all contracts on behalf of the Chapter; Speak for the Chapter or appoint a designee to do so; Serve as the Chapter voting delegate to National Conventions and Regional Conferences held during her term; Serve as ex-officio member of all committees except the Nominating Committee; Enforce due observance of the Constitution and Bylaws, other governing documents of the Sorority and these Policies and Procedures; Recommend to the Executive Board the removal of any officer who fails to perform the duties of her office; Vote only in matters of secret ballot and/or to break a tie vote; Fiscal Oversee the management and collection of revenue; 4

6 Approve the expenditure of funds (ensure that all checks have two signatures); Countersign all checks (except those payable to her); Initial all deposits that contain cash; Review all bank statements and fiscal officers reports monthly; Attend finance workshops; Read and be familiar with the Fiscal Officers Manual and the Chapter s financial policies and Procedures Complete the Acceptance of Fiduciary Responsibility Form Perform all other duties pertaining to the office that may be required; B. First Vice President The duties of the First Vice President shall be to: Preside in the absence of the President; Serve as chair of the Membership Services Committee and Leader of the Minerva Circle; Plan the reclamation activities for inactive sorors; Serve as the alternate delegate for the Chapter at National Conventions and Regional Conferences; and Perform all other duties pertaining to the office that may be required. C. Second Vice President The duties of the Second Vice President shall be to: Preside in the absence of the President and the First Vice President; Serve as the alternate delegate at National Conventions and Regional Conferences when the First Vice President is unable to do so; Serve as the Risk Management Coordinator; Serve as Chair of the Program, Planning and Development Committee; and Perform all other duties pertaining to the office that may be required. D. Recording Secretary The duties of the Recording Secretary shall be to: Take the minutes of all Chapter meetings and maintain a written file of the minutes; Record all Chapter votes, motions and action taken; and Perform all other duties pertaining to the office that may be required. E. Corresponding Secretary The duties of the Corresponding Secretary shall be to: Prepare and send all meeting notices, newsletter, or other Chapter mailings; Submit all correspondence to the President for her review and approval; Ensure that all correspondence of the Chapter is sent and maintain a file of all official correspondence; Receive the correspondence of the Chapter and read the correspondence at meetings as appropriate; Submit DAC news and reports for inclusion in the Delta Journal and Newsletter; Maintain all correspondence; and Perform all other duties pertaining to the office that may be required. F. Financial Secretary The duties of the Financial Secretary shall be to: Receive and record all monies of the Chapter and prepare and present a written monthly report to the Chapter; Issue official receipt of income upon receipt of funds; Promptly turn over all funds received to the Treasurer; Serve as one of the authorizers for expenditures; 5

7 Sign checks only when reimbursement is for another fiscal officer or when specifically requested by the President (this should be a rare occurrence); Serve as a member of the Budget Committee; Serve as a member of the Minerva Circle Keep and update financial records of all Chapter members; Update on a continuing basis and publish annually the Chapter s membership roster; Attend finance workshops; Read and be familiar with the Fiscal Officers Manual and the Chapter s financial policies and Procedures; Complete the Acceptance of Fiduciary Responsibility Form; and Perform all other duties pertaining to the office that may be required; G. Treasurer The duties of the Treasurer shall be to: Keep the official financial records of the Chapter; Provide a written report of the Chapter s income and disbursements monthly to all Chapter members; Receive all Chapter monies from the financial secretary, review receipts and promptly deposit funds within two business days of receipt; Remit Grand Chapter funds within 30 days of receipt; Make disbursements on written authorizations as outlined in these Policies and Procedures, ensuring all checks have two signatures; Countersign all Chapter checks except those payable to her; Serve as the chair of the Budget Committee; Present the annual operating budget for the ensuing fiscal year (prepared by the Chapter Budget Committee) to the Chapter for approval by May of each sorority year. Prepare and submit annual fiscal reports by established due dates; Maintain the accounting system prescribed by Grand Chapter for recording and reporting purposes; Reconcile the monthly bank statements; Deliver to the external auditor all documents necessary to complete the audit; Attend finance workshops; Read and be familiar with the Fiscal Officers Manual and the Chapter s financial policies and Procedures; Complete the Acceptance of Fiduciary Responsibility Form; and Perform all other duties pertaining to the office that may be required. H. Assistant Financial Secretary The duties of the Assistant Financial Secretary shall b to: Assist, but not supersede, the duties of the Financial Secretary. This excludes signing checks, depositing funds and managing accounts; Assist Chapter committees in the collection of funds for events and/or fundraisers; Attend finance workshops; and Read and be familiar with the Fiscal Officers Manual and the Chapter s financial policies and procedures. I. Assistant Treasurer The duties of the Assistant Treasurer shall be to: 6

8 Assist, but not supersede, the duties of the Treasurer. This excludes signing checks, depositing funds and managing accounts; Attend finance workshops; and Read and be familiar with the Fiscal Officers Manual and the Chapter s financial policies and procedures. Section 2. APPOINTED OFFICERS The appointed officers shall be a Chaplain, Custodian of Properties, Historian, Parliamentarian, Sergeant-at- Arms, and any other appointed officer approved by the Chapter. A. Chaplain The duties of the Chaplain shall be to: Provide spiritual and inspirational guidance to the Chapter; and Keep an accurate record of deceased members and their obituaries and submit the same to the Chapter President to be reported to National Headquarters prior to the specified deadline. B. Custodian of Properties The duties of the Custodian of Properties shall be to: Maintain a safe and central repository for the Chapter s properties; Maintain a written inventory of all properties and submit the same annually to the President and the Recording Secretary; and Make the properties available when needed. C. Historian The duties of the Historian shall be to: Collect, organize, analyze and categorize the historical data of the Chapter; and Compile an annual written narrative account of the Chapter s activities and submit the same to the President and the Chapter for approval. D. Parliamentarian The duties of the Parliamentarian shall be to: Advise the President and other officers, committees and members on matters of parliamentary procedure in accordance with the Constitution and Bylaws, other governing documents of the Sorority, these Policies and Procedures and the current edition of Robert s Rules of Order, Newly Revised; Call the attention of the chair to any error in the proceedings that may affect the substantive rights of any member; Evaluate and update these Policies and Procedures following the conclusion of the National Convention to maintain consistency with the Sorority s Constitution and Bylaws and to ensure that the Constitution and Bylaws are not superseded. Serve as chair of the Policies and Procedures Committee; and Serve as advisor to the Nominating Committee. E. Sergeant-at-Arms The duties of the Sergeant-at-Arms shall be to: Aid the President at all times in keeping order; and ensure that all closed meetings are free from intrusion at all times. F. 2 nd Assistant Financial Secretary: The duties of the 2 nd Assistant Financial Secretary shall be to: 1. Assist, but not supersede the duties of the Financial Secretary except signing checks, depositing funds and managing accounts; 2. Assist Chapter committees in the collection of funds for events and/or fundraisers; 3. Attend finance workshops; and 7

9 4. Read and be familiar with the Fiscal Officers Manual and the Chapter s financial policies and procedures. G. Assistant Recording Secretary-It shall be the duty of the Assistant Recording Secretary to: 1. Assist the Recording Secretary with the performance of her duties. 2. Serve as designated substitute whenever the elected secretary is absent and perform all duties of said office. Complete and submit documents/records to Recording Secretary after assuming her responsibilities. H. Assistant Corresponding Secretary-It shall be the duty of the Assistant Corresponding Secretary to: 1. Assist the Corresponding Secretary with the performance of her duties. 2. Serve as designated substitute in the absence of the elected secretary. Section 3. ELECTED POSITIONS A. Chair and Members of Nominating Committee Responsibility The responsibility of the Nominations Committee is to solicit and receive nominations from Chapter members to serve in elected positions and ultimately to report a slate of the best qualified nominees to the Chapter. Composition and Rules a. The Chapter shall elect a chair and six (6) members of the Nominating Committee on the ballot with Chapter officers in the year of elections. The term of this committee is one (1) term b. Members of this committee are not eligible to be candidates for office while serving on the committee and any member of the committee who wishes to run for an elected office must resign from the committee before the call for nominations; B. Chair of Internal Audit Committee Guidelines a. The Chapter shall elect a chair of the Internal Audit Committee on the ballot with Chapter officers in the year of elections. The Chair shall not be a fiscal officer nor a member of the Budget Committee while holding this position. b. The Chair shall lead the Internal Audit Committee in the duties outlined in these Policies and Procedures. C. Minerva Circle Composition a. The Minerva Circle consists of the First Vice President, who serves as the Leader of the Minerva Circle; the Financial Secretary; Convener of the Odyssey Experience; Keeper of the Muses and Graces and Nine Jewels. b. The election of the Minerva Circle takes place at the Chapter meeting following the Chapter meeting where the vote to proceed with the intake is held. The Convener of the Odyssey Experience, and Keeper of the Muses and Graces shall be elected by position and the Nine Jewels shall be elected as a group. 8

10 Section 4. TERM OF OFFICE A. Officers All officers shall serve for a term of two (2) years. Elected officers serve a two-year term but may serve no more than two (2) consecutive two-year terms in any one (1) elected position. B. Elected Chairs The Chair of the Nominating Committee and Chair of the Internal Audit Committee are each limited to one (1) term. C. A member may hold only one (1) elected office or elected position during any given term. Section 5. FILLING VACANCIES A. President In the event that the office of President becomes vacant the vacancy shall be filled by the First Vice President, leaving the position of First Vice President vacant. B. Elected Officers and Elected Chair of the Internal Audit Committee The vacancy of any elected office or the position of Chair of the Internal Audit Committee shall be announced to the members at the next regular Chapter meeting after the vacancy becomes known to the President and within thirty days shall be filled for the unexpired term by recommendation from the Executive Board with the approval of the membership. Candidates for the unexpired term of an elected officer must meet the eligibility requirements for the position as prescribed in these Policies and Procedures. C. Elected Chair of the Nominating Committee In the event that the position of Chair of the Nominating Committee becomes vacant, the Chapter President shall appoint one of the committee members as chair. D. Nominating Committee In the event that three (3) or more members of the committee resign or are unable to serve, the Chapter shall, as soon as practicable, elect a replacement(s) such that at all times the committee is convened, it consists of at least five (5) members. E. Minerva Circle In the event a vacancy occurs on the Minerva Circle, the President shall appoint a replacement with the required MIT training within 24 hours with the approval of the Executive Board. F. Contingency Appointment In the event a position cannot be filled due to Chapter member(s) not meeting the eligibility requirements for an elected position or the unwillingness to serve, the Chapter President shall contact the Regional Director for approval for special dispensation to make said appointment. MEETINGS & QUORUMS Section 1. REGULAR MEETINGS The Chapter shall meet monthly (except July and August) on the first Saturday at 10:00 a.m. A quorum, the minimum number of members who must be present at the meeting for business to be validly transacted, is 20 percent. Section 2. CALLED MEETINGS The President may call a meeting of the Chapter when the need arises. At least three (3) days notice must be given to all members. Section 3. EXECUTIVE COMMITTEE MEETINGS The Executive Committee shall meet at the call of the President. Section 4. EXECUTIVE BOARD MEETINGS 9

11 The Executive Board shall meet monthly from September to June. Section 5. COMMITTEE MEETINGS Each committee, except the Nominating Committee, shall establish its own meeting schedule. Section 6. ELECTRONIC MEETINGS AND COMMUNICATIONS Chapter committees 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. COMMITTEES Section 1. PROCEDURES APPLICABLE TO ALL COMMITTEES A. Only members of the Chapter may serve on Committees; B. All committees must submit an annual budget request to the Budget Committee; C. All committees must submit receipts for reimbursement requests within the time limits and guidelines set forth in these Policies and Procedures; D. All committees must ensure that any planned event has the financial support of the Chapter prior to obligating the Chapter's funds; E. Committee meetings shall be called at the discretion of the committee chair. All committee members must be notified of time and place of each committee meeting; F. All committees must keep a record of proceedings of committee meetings. Reports to the Chapter should be in writing and copies of the reports shall be filed with the recording secretary; G. All committee chairs must submit reports to the Executive Board prior to the Chapter meeting; and H. All fee-based events and fundraisers must be presented in writing to the Executive Board for approval. Proposals shall include the actual cost (or a firm estimate) for the following items as applicable to the event: Ticket sales (credit card processing fees, etc.) Venue Caterer Entertainment (Band, DJ, etc.) Equipment rental (stage, curtains, lighting, tents, audio/visual equipment, union/non-union A/V staff) Attendee gift/souvenir VIP/Speaker (fee, travel, accommodations, ground transportation, etc.) Printing (flyers, programs, tickets, invitations, etc.) Postage Decorations (placards, centerpieces, linens) Flowers (bouquets, corsages, arrangements) Security Permits Insurance Cleaning Fee Transportation Advertising 10

12 Gifts (speaker, chair, VIPs) I. Committees shall provide written monthly reports of approved fee-based events and fundraisers showing actual expenditures, updates of estimated expenses and income-to-date totals; and J. Committees shall provide a written final report including a detailed statement of income and expenses covering all fiscal years and budgets which includes, but is not limited to the following: All seed monies and advance payments Contributions from sponsors Payments made to event co-sponsors Grants In-kind donations Ticket sale totals Fees Section 2. STANDING COMMITTEES The standing committees shall be: Arts and Letters Dr. Jeanne L. Noble Delta GEMS Program, Planning & Development Internal Audit Educational Development Physical and Mental Budget International Awareness and Publicity Contact Membership Services Scholarship Courtesy Nominating Social Action Dr. Betty L. Shabazz Delta Academy Policies and Procedures Technology and other such committees as approved by the Chapter. A. Arts and Letters The committee shall plan and develop programs or projects that focus on the literary, visual and performing arts. B. Internal Audit The Internal Audit Committee consists of an elected Chair plus two (2) to four (4) members, preferably with some knowledge of the Chapter s fiscal operations (i.e., past financial officers). Immediate past financial offers can be members of the internal audit committee, as long as they are not auditing financial transactions that occurred during their tenure. Members of this committee may not be current fiscal officers or members of the current Budget Committee. Duties The committee shall: a. Recommend an independent auditor for the annual review; b. Verify the existence of and Chapter adherence to internal controls; c. Review and propose internal controls; d. Review the Chapter financial records and indicate any material weaknesses in controls; e. Prepare Internal Audit Report (IAR-1) quarterly or annually as required; f. Meet with fiscal officers regarding the financial review findings; g. Report audit findings and recommendations to the Executive Board and the Chapter; h. Notify the Chapter of any weakness in financial structure and recommend improvements; and i. Perform an audit if the treasurer leaves office at any time before her term is over. The new treasurer will ensure that an audit is performed before accepting the books. 11

13 Procedures The detailed quarterly review shall include: a. Verification of receipts for the period; b. Verification of expenditures for the period; c. Verification of 100% of member dues d. Verification of balances for all accounts; e. Verification that account balances have been reconciled. f. Ensure presence of expenditure documentation (receipts, invoices, etc.); g. Ensure adherence to budget line items; and h. Ensure adherence to separation of fiduciary responsibilities. C. Budget The responsibilities of the committee are to plan, evaluate and recommend the annual operating budget to the Chapter. Procedure The committee shall: a. Develop a zero balance budget based upon the needs of the Chapter; b. Prepare the operating budget for the ensuing fiscal year, which is presented by the Treasurer to the Chapter for approval by May of each sorority year; c. Review and recommend budget modifications quarterly; d. Ensure that the Chapter is within the 35% limit of Non-Member Gross Receipts; e. Consider the financial needs of the Chapter and recommend annual dues amount to the Chapter; f. Ensure that the Chapter complies with Grand Chapter directives concerning the tax treatment of the Chapter; g. Recommend the general financial policies of the Chapter; h. Review budget submissions from each committee; i. Oversee and monitor fiscal control of the approved budget of the Chapter; and j. Estimate income for each year based on historical data. D. Contact The committee shall keep Chapter members informed of relevant information or events between meetings. E. Courtesy The committee shall extend courtesies to Deltas on the occasion of illness, death, weddings, births, adoptions or other significant life events. Courtesies may be extended only to the extent that the Chapter has funds for such purposes. Courtesies are to be extended as follows by the committee chair or her designee: Illness a. A Chapter member confined to the hospital for at least three (3) days, or a short hospital stay with transfer to a rehabilitation center, or undergo day surgery that requires extended recuperation in the home or serious illness necessitating extended home confinement will receive a gift valued at approximately $ Members who undergo serious day surgery with short period of confinement may receive a gift of lesser value. Gift items may include flowers/plant, fruit, candy, Stationary, toiletries, sleepwear, etc. b. Cards will be sent for recurring hospitalizations within the same year; c. Cards may be sent periodically during long-term serious illnesses; and d. A card will be sent for short term hospitalizations (e.g., day surgeries) with nonserious debilitating conditions. Death 12

14 a. In the event of the death of a soror, an Omega Omega Service shall be performed. The service will be coordinated by the Chapter President. In the event of the death of a Chapter member a floral arrangement and a meal shall be provided if the family desires. b. In the event of death in a Chapter member s immediate family (immediate family shall include a spouse, children, parents and siblings, and special persons as approved by the President and courtesy chair/committee) a plant/floral arrangement will be extended to the member or deceased; or another appropriate courtesy. In the case of out of town services, a courtesy will be awarded upon the member s return. The courtesy may be in the form of a monetary gift to the member or to a charitable organization in memory of the deceased. The monetary gift shall be $35.00 and the flowers/plant shall approximate that amount. c. Upon the request from a member, a donation in the amount of $50.00 may be made to a charitable organization in the name of the deceased. d. Cards shall be sent in the event of death of other family members. e. In the event of the death of a Chapter member s spouse, the Chapter shall provide dinner (if requested by the soror). Meat items are to be purchased by the Chapter. The remaining menu shall be furnished by sorors. Weddings/Births a. A formal written announcement must be received by the Chapter before a courtesy can be extended. The courtesy chair must be informed of the announcement. b. The following courtesies will be extended to Chapter members: i. Weddings/Anniversaries A Chapter member may receive an appropriate gift, valued at no more than $50.00 for one wedding, a 25th and a 50th anniversary; and ii. Births/Adoptions A Chapter member may receive an appropriate gift, valued at approximately $ The gift may be for the Chapter member or the child. Visitors National and Regional Officers visiting the Chapter will receive an appropriate courtesy (e.g. Colorado memento, corsage, etc.). Sorors who are in the area for other purposes (speaker, performer, or special event) may receive a courtesy upon approval by the President and the Courtesy Committee. Other Significant Life Events Chapter members will receive appropriate recognition or other significant life events such as retirement, public recognition or awards or promotion, which may be a congratulatory card, announcement of event at the Chapter meeting, certificate or plaque. The outgoing Chapter President shall be given a plaque with a gavel. These gifts will be presented by the Executive Committee. A card of concern and encouragement may be sent to Chapter members who are experiencing unusual hardships, such as, the extended serious illness of an immediate family member or other unusual family circumstances. Cards may be sent to sorors who are not Chapter members, in any instances where courtesies are extended. F. Dr. Betty L. Shabazz Delta Academy The Delta Academy is a program targeting African-American girls between the ages of 11 and 14. It is designed to strengthen their skills in math, science, and technology while also instilling in them the need for a commitment to service and sisterhood. The committee shall: 13

15 Recruit young girls in the community to participate by sending flyers to area schools, community organizations, and churches and follow-up with phone calls to notify respondents of meeting place and time; Plan and implement monthly activities for the group, which focus on community-based activities and ethnic studies; and Establish follow-up sessions with young women who have previously participated in the Delta Academy project to invite them to return and work as assistants with the program. G. Dr. Jeanne L. Noble Delta GEMS Delta GEMS is a program where creative activities are used to foster the physical and mental growth and positive self-esteem of teen girls in the community. The committee shall: Formulate suggested activities for the year and recruit youth in the community to participate by sending flyers to area schools, community organizations, and churches and follow-up with phone calls to notify respondents of meeting of place and time; Plan and implement monthly activities for participants which focus on physical and mental growth and creating positive self-esteem; and Monitor participants interest in activities and solicit new activities for the following year. H. Educational Development This committee is an umbrella for National and Chapter programs that promote educational development. The committee shall: Operate under the National guidelines; Execute any National initiatives as directed; Plan, promote and execute Chapter programs that encourage educational development, which have from past years included the ACT Prep Workshop and an Educational Symposium. I. International Awareness and Involvement The committee shall: Develop and coordinate programs designed to enhance international awareness; Select at least one yearly focus designed to allow the Chapter to participate in a project that enhances international awareness or provides a tangible benefit to an area outside the United States; and Focus on areas that are severely economically disadvantaged. J. Membership Services The committee shall: Implement membership programs and services, develop and promote local programs for retention and reclamation of sorors in the Denver Metro area; Distribute Torch of Excellence Award nominating forms to be completed by either the nominee or the person who nominates her (Chapter members may self-nominate); and review the forms to verify qualifications. K. Nominating Committee See Elected Positions for this committee description. L. Policies and Procedures The committee shall: Develop and maintain viable Chapter Policies and Procedures and Rules of Order; Review existing Policies and Procedures and the Rules of Order annually; Receive and evaluate recommendations from the members; Ensure the wording of the Policies and Procedures is clear, succinct and focused; Present proposed amendments or revisions to the Executive Board and the Chapter for review before the Chapter voting takes place; Interpret these Policies and Procedures, and the Rules of Order; and 14

16 Coordinate submission of approved Policies and Procedures and the Rules of Order to the National Scholarship and Standards Committee. M. Physical and Mental Health The committee shall: Address Grand Chapter s physical and mental health initiatives and ensure that sorors and women in the community have current information on preventative care, early detection of disorders and treatment options to meet their health care concerns; Focus on physical activity, dietary and nutritional concerns to combat disorders typically associated with women of color including but not limited to heart disease, breast cancer, diabetes, obesity and high blood pressure. N. Program, Planning & Development The committee shall: Identify the national initiatives of the Sorority and work in conjunction with other committees to implement the Sorority s Five Point Program thrust; Obtain current information on the national program s thrust Assess community needs and potential partnerships; and Assist in the development of the Chapter s yearly calendar. O. Publicity The committee shall strengthen the image of the Chapter within the community and report news or program events to the community. The committee shall also provide outreach to the media promoting Chapter programs and projects. P. Scholarship Duties a. Develop and administer the Chapter s scholarship program. DAC scholarships are awarded based on funds availability, the needs of the applicants and the number of scholarships awarded. b. Distribute a Torch of Excellence Award nominating form. Policy a. Scholarship recipients must be African American seniors with a grade point average of at least 3.0 on a 4.0 scale and must reside in the Denver Metro area; b. Only completed applications with all required attachments will be considered; c. The scholarship amount shall be determined by the committee based on funds availability; d. Scholarships may be for four (4) years, two (2) years, or a one-time only award;. Recipients must maintain a 3.0 grade point average for continued eligibility; e. At the request of the recipient, consideration will be given to summer school or the following quarter/semester grades. Scholarships can be awarded on a semester or quarterly basis instead of annually provided that the GPA requirement is met; f. Recipients must ensure that an official college transcript is sent to the committee by the deadlines established by the committee in order to that year s funds. Scholarships will be terminated if an official transcript is not provided to the committee by the time-lines given; g. Special scholarships will be given provided that funds are available. Special scholarships shall be deemed to be book, memorial scholarships or special requests that support a recipient s educational goals and special projects; 15

17 i. Application forms are developed to be used in the selection process. Applicants are rated on grade point average, ACT/SAT scores, class rank, financial need, school and community work and letters of recommendation. Interviewers also rate applicants on appearance, confidence, poise, articulation and content of the interview; and ii. Scholarship funds may be sent directly to the recipient or designee as determined by the committee upon receipt of registration for freshmen and an official transcript in the following years. Procedures a. Applications and brochures are distributed to selected high schools in the Denver metro area with a significant African-American student population; b. Deadline for applications with accompanying documents is April 1. Top applicants are invited for an interview; c. Applications are reviewed and rated by the committee members and the committee will meet to select the top applicants after consideration of all data. A minimum of five (5) members of the committee conduct interviews; d. Applicants are given guidelines for receiving and renewal of scholarship. Scholarship recipients are assigned liaisons from the Chapter. The committee chair should follow-up to ensure that funds are mailed after all requirements are met; e. Recipients must also attend the scholarship orientation and recognition event before receiving funds; and f. The recipient s parent/guardian must sign a photo consent form. Q. Social Action The committee shall: Stimulate interest in social action, educate Chapter members on current issues and developments, and coordinate programs and projects approved by the Chapter. Encourage active participation as individuals in political activity; Influence enactment of local legislation of particular interest to African-Americans and women and maintain vigilance over action or inaction by local, judicial and administrative agencies and officials; and Encourage volunteer leadership in civic and other social action organizations, including inter-racial groups, and increase appointment and upgrading of women of color in policy making positions in local government. R. Technology The committee shall ensure that the Chapter is informed of and prepared to take advantage of technological advances that serve to improve Chapter functioning and communication. Section 3. SPECIAL COMMITTEES Chairs of special committees are appointed by the President and members serve on a voluntary basis. Committee chairs serve until the specified task is completed or for a term corresponding with that of the officers. The special committees shall be: Delta Day at church Sisterhood Elections Past Presidents Advisory Founders Day Minerva Circle Hostess Step Team And any other such Committee as approved by the Chapter 16

18 A. Delta Day at Church The committee shall provide the opportunity for sorors to worship together at a local church once a year. The committee shall select the local church and the date for the Chapter s approval. The Chapter is responsible for decisions regarding monetary offering to be given to the selected church. B. Elections The committee carries out the chapter s election policies and procedures C. Founders Day The committee shall plan Founders Day activities that promote and keep alive the ideals and ideas of the sorority s Founders, remember the sorority s history and allow sorors to rededicate themselves to the principles of the sorority. The program will alternate annually between closed and open to the public. D. Home Owner Initiative The committee shall plan, organize and present programming related to home ownership, maintenance and education. The committee will present at least one program to the community on any of the three following phases: Buying a home -- outlining the home ownership purchase, mortgage and closing process; Living in your home -- first year tips, living below your means, budgeting, refinancing do' and don'ts and home ownership maintenance; and Keeping your home -- options for avoiding foreclosure. E. Hostess The committee shall plan and execute refreshments to be provided during the Chapter s meetings. F. Sisterhood The committee shall plan programs and activities that promote sisterhood and provide more time for sorors to socialize and fellowship together. G. Past Presidents Advisory Council The committee shall advise the President, at her request, on her role and duties in order to promote, support and strengthen the Chapter. H. Minerva Circle See the Elected Positions and Membership Intake sections of these Policies and Procedures for this committee description. I. Step Team The committee shall submit a budget for each event that includes revenue and all allowable expenses that will be paid by the Chapter Clothing is an unallowable expense that should not be charged to the Chapter. Some examples of allowable expenses include registration fee, music (tapes), smoke machine, and travel cost (if allowed). All prize monies (winnings) should be deposited in the Chapter s operating account. It is not be split between step show participants. The proceeds may be used to support the Chapter s programs and to defray the Chapter s administrative expenses. All step teams shall adhere to the Step Show Participant Guidelines for All Chapters available on the national website through the Members Only portal on the National Committees page, Scholarship and Standards section. Section 4. DELTA-RETTES VOCAL ENSEMBLE The Delta-Rettes is a vocal ensemble organized by Soror Erma Ford in 1948 as the music committee of Beta Phi Chapter. The Delta-Rettes perform at Chapter or sorority sponsored events and programs. Chapter members who are interested in joining the group should contact the director or coordinator. Section 5. PAN-HELLENIC COUNCIL REPRESENTATIVES The Pan-Hellenic council representative(s) shall represent the Chapter at Pan-Hellenic Council meetings. The President shall appoint the representative(s) of the Chapter. The Pan-Hellenic Council 17

19 representative shall act as a liaison between the Chapter and other Greek organizations involved in the Pan-Hellenic Council in order to disseminate information on Chapter activities and provide similar information to the Chapter on the activities of other Greek organizations. Section 1. FISCAL ROLES AND RESPONSIBILITIES Section 2. DUES FISCAL POLICIES AND PROCEDURES A. Chapter Dues Chapter dues are $150 and are payable January 1 to March 15. National dues and the per capita fee are payable to the Chapter at the same time as the Chapter dues. Dues remitted after March 15, must include the late fee of $5; those remitted after June 30, must include the reinstatement fee of $15. B. Dues Exemption Elected Chapter officers and the immediate past President are exempt from the payment of Chapter dues during their term in office. Members who fill vacant elected officer positions are entitled to a refund of their dues paid if there are six (6) months remaining in the sorority year. C. Unconsumed Dues A written request must be submitted to the Chapter for unconsumed dues to be transferred. The soror requesting the transfer must complete the member information section, former Chapter section and bottom portion of the Dues Transfer Form; sign it and give it to the Financial Secretary of her new Chapter for submission to Denver Alumnae. The President will ensure the form is processed. The Treasurer will submit unconsumed dues to the address of the new Chapter. Unconsumed dues may only be transferred for the first nine months of the sorority year. D. Collegiate Sorors who graduate and come directly to the Chapter the following sorority year shall not be charged local dues for their first year. After the first year, such members will pay the full amount (100%) of the local dues then in effect. Section 3. CHAPTER FUNDS A. The Chapter shall be financed by the dues from its membership and other appropriate contributions or fundraising events. B. Each chapter shall submit an Annual Financial Report and Federal Income Tax Group Return Authorization Form by August 31. C. Each chapter shall be covered by general liability insurance, which is solely available through Grand Chapter. D. Each chapter shall pay the Chapter Liability Insurance at the current market rate for each member. E. After a Regional or National investigation of suspected misuse of chapter funds, if guilt is proven, the chapter member will be subjected to legal action at the discretion of the chapter. Section 4. CHAPTER EVENTS A. Authorization Only the Chapter President is authorized to sign or enter into any contract on behalf of the Chapter. B. Financial Support of the Chapter Financial support of the Chapter is indicated when the Chapter votes for and pre-pays for planned activities to meet 25 percent of the projected fixed expenses of the planned activity or program prior to obligating the Chapter s funds. Fixed expenses include, but 18

20 are not limited to, event location costs, entertainment, printing and reproduction of programs or other materials, speaker fees. Fixed expenses does not include the costs of individual meals. If it is determined that the Chapter will not financially support an event, the event is cancelled. No Chapter vote is required to cancel an event once it is determined that the event does not have the financial support of the Chapter. C. Refunds for Cancelled Events Cancellations Due to No Financial Support. Full refunds will be given for ticket prepurchased for any event cancelled due to the lack of financial support by the Chapter. Other Cancellations. No refunds will be provided for cancelled events due to inclement weather, natural disaster or other unforeseen events. The Chapter shall make every effort to reschedule cancelled events. Section 5. REIMBURSEMENT VOUCHERS A. Committee Chair Approval Members shall submit vouchers for reimbursement to their committee chair with all original receipts attached. Committee chairs must submit an expense report and a voucher(s) with attached receipt(s) to the Financial Secretary before monies will be reimbursed. All vouchers submitted by a committee must be approved and signed by the committee chair. B. Time Limits for Submission Members shall have 60 days from date of purchase to submit receipts for reimbursement except that receipts for expenses occurring within 60 days of the end of the fiscal year must be submitted and closed by June 30th. Receipts for any expenses incurred during the months of July and August must be submitted and reconciled by September 30th. No reimbursements will be granted after the expiration of these time periods. Section 6. REIMBURSEMENTS FROM NON-CHAPTER MEMBERS Sorors who are not Chapter members may be required to reimburse the Chapter when they attend a function sponsored and paid for with the Chapter s funds. The amount will be set by the committee handling an event or the Executive Board, as appropriate. Section 7. CHECKS A. Insufficient Funds Check (NSF) Reimbursement for Chapter s Cost Any soror who submits a check to the Chapter that is returned for insufficient funds shall reimburse the Chapter for the face value of the check and all fees associated with the recovery of the insufficient fund check. Check Writing Privileges Sorors who have submitted a check for non-sufficient funds and failed to pay the reimbursement cost or who for other reasons have failed to submit funds owed to the Chapter shall have their check writing privileges suspended until such time as they satisfy their financial obligations to the Chapter. Until such financial obligations are satisfied sorors must submit cash or certified funds for membership dues or any other paid privilege or reimbursable item. Further Participation in Chapter Activities If the Chapter has obligated its funds for a soror, then the Chapter considers that a debt is owed to it; the soror must repay those funds before participating in any other Chapter activities B. Post-Dated Checks No post-dated check(s) shall be accepted. Section 8. REIMBURSEMENTS FOR CHAPTER REPRESENTATIVES 19

21 A. The Chapter shall reimburse the voting delegate and the alternate delegate for attendance at National Conventions and Regional Conferences. B. If neither the President nor vice Presidents are able to serve as voting or alternate delegate respectively, the Chapter shall hold an election for the voting and/or alternate delegate. C. The delegates shall make every effort to make travel arrangements in a timely fashion in order to secure the lowest possible price available. D. The Chapter shall reimburse the delegates as follows: Registration Fee The Chapter shall pay the registration for the delegates. This does not include the cost of special events, e.g., step show and gala. Hotel Accommodations The Chapter shall pay for one standard room based on double occupancy for the number of days delegates and alternates are required to be present at the event. The delegate and alternate are encouraged to share a room but if they opt not to do so the Chapter will pay the delegate and alternate each one-half of a standard room rate based on double occupancy. Receipts are required. Travel/Transportation The Chapter shall pay for the transportation of the delegate and alternate. If traveling by air, the Chapter will pay for a roundtrip coach fare ticket. If traveling by auto, the Chapter will pay $0.35 per mile for the delegate and alternate delegate. Other allowable expenses may include reasonable taxi/bus fare to and from the airport and hotel parking. Receipts are required. Food The Chapter will pay reimburse per the current Colorado per diem book, which covers all cities and states, (including day of departure and day of return), minus any meals included in the registration fee for delegates. Receipts are required. Workshops or Other Events The Chapter President will serve as the Chapter s representative during workshops, conferences and/ or seminars that are not designated as a National Convention or Regional Conference. The Chapter will reimburse the costs associated with attending the event to the same extent as provided for attendance at National Conventions or Regional Conference but only if budgeted for and approved by the Chapter. Section 9. ELECTRONIC AND ONLINE FINANCIAL BUSINESS A. General Credit/debit card numbers shall not be collected, saved, or stored in any format (e.g., paper, electronic) by the Chapter. Chapter officers shall not access any Chapter payment or ordering system on behalf of any person including Chapter members. The Chapter shall not secure or issue credit or debit cards. The Chapter shall not utilize on-line bill payment. The Chapter may obtain a merchant account with an online payment system such as PayPal for the purpose of accepting payments. Establishment of such an account must be approved by Chapter vote including the addition in these Policies and Procedures of detailed guidance on the use and management of the merchant account. The Chapter may use online software or event services such as Eventbrite and Constant Contact to accept charges for fundraisers and events. Section 10. PAYPAL All existing procedures and responsibilities currently in effect from Grand Chapter, the National Finance Committee, the National Internal Audit Committee, the National Scholarship and Standards 20