Section Existing Language Proposed Language

Transcription

1 Submitted By Page # in current document 1 Member 11 Article IV: Eligibility of Officers Section 1 2 Member 12 Article IV: Section 5 Regular Meetings Section Existing Language Proposed Language The regular meeting shall begin at 2:00 P.M. not to exceed 5:00 P.M. unless changed by a majority vote of the chapter. A quorum is not required for meetings to begin. No action can be taken if a quorum is not present. A quorum shall be designated as twenty percent of the membership (see Voting Requirements elsewhere in the document). Adding E: A member shall hold only one position, either elected or appointed in the chapter (Due to the size of the chapter, this ruling will allow more members to be involved and also mirror the national and regional level) The regular meeting shall begin at 10:00 A.M. not to exceed 1:00 P.M. unless changed by a majority vote of the chapter. A quorum is not required to begin the ritualistic opening. No action can be taken if a quorum is not present. A quorum shall be designated as twenty percent of the membership (see Voting Requirements elsewhere in the document). (An earlier start time will assist in family/sorority life balance, allow more time for fellowship after meetings and allow sorors time for evening activiites..) 3 Risk Mgmt Coordinator per RD Request 9 ARTICLE III, Duties of Appointed Positions, Section 6: O Risk Management Coordinator It shall be the duty of the Risk Management Coordinator to work with Chapter President to plan and provide training for members of the chapter in regarding to assuring safety of participants in the chapter s youth program with the utilization and resource of the O. RISK MANAGEMENT COORDINATOR It shall be the duty of the Risk Management Coordinator to work with Chapter President and Chapter Youth Group Program Chairpersons to plan and provide training for members of the chapter to assure safety of participants in the chapter s youth program. Following are the duties of the coordinator: Train(if certified) or coordinate an 1

2 local PP&D committee. annual training of volunteers who work with youth groups such as Delta Academy, EMBODI, Gems & Jewels, Jabberwock, TASPers, and other chapter organized youth groups. Conduct background checks on members who work with any of the youth groups listed above as mandated by Grand Chapter. Assist in completing and submitting all required documentation related to the chapter s Risk Management Protocol to Grand Chapter by due date. 4 Budget and 5 Budget and 6 Budget and 5 Article III, Section 2, E Financial Secretary, 1 st bullet 5 Article III, Section 2, E Financial Secretary, 2 nd bullet 6 Article III, Section 2, F Treasurer, insert as new 10 th bullet and push all remaining bullets down Keep an accurate record of all funds received (The changes allow members to understand what is required to work with our youth groups) Keep an accurate record of all funds received including funds received through the Online Business Account. (The change puts in place are measures required by Notify the Treasurer of funds received via the Online Business Account. (The change puts in place are measures required by Transfer funds received through the Online Business Account to the Chapter s Resource Account upon notification from the Financial Secretary that funds have been noted as received and are available for transfer. Fund transfers shall occur at least weekly if funds are available for transfer. 7 Budget and 19 Article V, Section 3, Review financial records and submit Review financial records, including online receipt 2

3 K, 5 th bullet same to external auditors. transactions and submit same to external auditors. (The change put in place are measures required by 8 Budget and 27 Article VI, Section 1, D- On-Line Funds Received 1. The Chapter may obtain an Online Business Account such as PayPal to accept credit and debit card charges for payments received for activities such as but not limited to: events, fundraisers, registration fees, and donations in the amount of $50.00 or more. Payments for Dues or Initiate Fees may not be made using the Online Business Acct. 2. The sale of Delta merchandise through the chapter website or online payment system is prohibited. 3. The Online Business Account will be established using the Employer Identification Number (EIN) of the chapter. 4. The chapter will assume all cost and fees associated with the account. Associated fees cannot be passed on to the cardholder. 5. The chapter will conduct quarterly /annual audits and will include the Online Business Account in the chapter auditing program. 6. The Online Business Account will be set up in the name of the chapter with the Chapter President being the owner. User accounts will be set up for the Treasurer and the Financial Secretary. The President is ultimately responsible for the account and she will be contacted if 3

4 there is a problem with the account. The Chapter President will notify the Treasurer in order to resolve the problem. 7. The Online Business Account will be linked to the Chapter s Resource Account which is used for non-dues related transactions. 8. The Chapter will establish an account specifically for the Online Business Account for all bank notifications that will be managed by the Chapter President. 9. Passwords associated with the Online Business Account will be transferred and immediately changed during the transition of officers (President, Treasurer, and Financial Secretary) and if an Officer does not complete her term for any reason including but not limited to suspension or expulsion by the Sorority. 10. The President and Treasurer shall have access to the security questions and answers and they shall be changed annually. 11. All Fiscal Officers with access to the account shall read the User Agreement and Privacy Policy when they are provided access to the account. 12. The following Fiscal Officers shall have access to the Online Business Account as noted below: a) President Shall have the ability to view balances, view profiles, grant access to other users, discuss the account with Customer Service, and handle authorizations and settlements b) Treasurer Shall have the ability to transfer funds from the Online Business Account to the Chapter s Banking Account, view balances, view profiles, grant access to other users, discuss 4

5 the account with Customer Service, handle authorizations and settlements, and create reports c) Financial Secretary Shall have the ability to view balances, and develop reports of amounts paid by contributor 13. The merchant of the Online Business Account is responsible for securing all of the credit card information of the purchaser. The full credit card account information of the purchaser will not be passed on to the Chapter by the merchant. All purchaser discrepancies and / or account questions will be handled by the merchant and the purchaser directly. All Chapter discrepancies and /or questions will be addressed directly with the merchant and not the purchaser. 14. The Online Business Account will be transferred electronically to the Resource Account at least weekly provided there are funds in the account to be transferred The annual operating budget shall include a line item for Online Business Account Fees 16. All existing procedures and responsibilities currently in effect from Grand Chapter, the National, the National Internal Audit, the National Scholarships and Standards and the local Chapter Policies and Procedures will apply to the use of the Online Business Account as a payment tool for the chapter. (The changes put in place are measures required by 5

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