DELTA SIGMA THETA SORORITY, INCORPORATED A SERVICE SORORITY PHOENIX METROPOLITAN ALUMNAE CHAPTER POLICIES AND PROCEDURES

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1 DELTA SIGMA THETA SORORITY, INCORPORATED A SERVICE SORORITY PHOENIX METROPOLITAN ALUMNAE CHAPTER POLICIES AND PROCEDURES PREAMPLE We, the duly constituted Phoenix Metropolitan Alumnae Chapter of Delta Sigma Theta Sorority, Inc., in order to form a closer union among college women for the fostering of high ideals in moral, social and intellectual life and the assisting of our members in every possible way, do hereby establish the Policies and Procedures set forth below. The chapter governing documents of are: Constitution and Bylaws, Policies and Procedures, Rules of Order, Ritual, Robert s Rules of Order, Chapter Management Handbook, Protocol and Traditions, Internal Audit Manual, Fiscal Officers Manual, Administrative Procedures for Membership Intake, Delta Internet Guidelines, Step Show Participant Guidelines, Scholarship Committee Application Guidelines and Code of Conduct Article I. CHAPTER DEMOGRAPHICS Section 1.01 Name Phoenix Metropolitan Alumnae Chapter Section 1.02 Address P.O. Box 25576, Phoenix, Arizona will be used as the official address for sending and receiving correspondence. Section 1.03 Meeting Day Chapter meetings will be held on the 2 nd Saturday of every month from September through June. Section 1.04 Quorum - The financial membership that constitutes a quorum for Executive Board meetings will be 25% members and for Chapter meetings it will be 25% of the financial members. Section 1.05 Local Chapter Dues (a) Local Chapter Dues are $ payable each Sorority Year along with Grand Chapter Dues and the Per Capita Fee of $ (b) Collegiate Sorors that transition into Phoenix Metropolitan Alumnae Chapter within 1 year of completing a Bachelor s Degree are granted a 1 time waiver of Local Chapter Dues. Article II. Chapter Officers Section 2.01 Elected Officers (a) President (b) First Vice-President (c) Second Vice President (d) Recording Secretary (e) Treasurer (f) Financial Secretary (g) Corresponding Secretary (h) Chair of Nominating Committee (i) Internal Audit Committee Chair (j) Elected Committees (Nominating Committee and Minerva Circle) Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 1

2 Section 2.02 Appointed Officers (a) Parliamentarian (b) Sergeant-at-Arms (c) Legal Advisor (d) Historian/Custodian (e) Chaplain (f) Journalist (g) Assistant Financial Secretary (2 Positions) filled by the Fundraising and Jabberwock Committee Chairs Section 2.03 Requirements for Holding Chapter Office Section 2.04 Elected and Appointed Chapter Officers must meet the following requirements: (a) Financial Member at the time of nomination in the Local Chapter and throughout the term. (b) Membership with the Phoenix Metropolitan Alumnae Chapter for at least one-year prior to nomination for the Elected Office of President, 1 st Vice President, 2 nd Vice President and Treasurer. The Offices of Recording Secretary, Financial Secretary, Corresponding Secretary and all Appointed Offices are exempt from this requirement. (c) Financial and in good standing during their term of office. (d) Registered attendee at a Regional Conference or National Convention within the past 3 years. The Offices of Recording Secretary, Financial Secretary, Corresponding Secretary and all Appointed Offices are exempt from this requirement. (e) Reside in separate domiciles and from different family lineage for elected and appointed Offices holding fiduciary responsibilities. (f) Attend a transition meeting with the outgoing officers prior to the September Chapter meeting. (g) Attend Executive Board, Executive Committee and General Body Meetings and if unable to attend notify the President 24 hrs in advance along with making arrangements for providing reports Section 2.05 Duties of Elected and Appointed Chapter Officers (a) Chapter President - It shall be the duty of the President to provide leadership and administrative guidance to the Chapter. She shall: (i) Preside at all meetings (ii) Lead all ritualistic services (iii) Communicate with Grand Chapter and National Headquarters (iv) Distribute and interpret materials from Grand Chapter and National Headquarters (v) Appoint all committee chairpersons excluding the Internal Audit Committee Chair, Nominating Chair and the Minerva Circle (vi) Enforce observance of the Grand Chapter Constitution and By-Laws and Chapter Rules of Order and Polices and Procedures (vii) Call special meetings (viii) Schedule the Transition Meeting for newly elected and appointed officers (ix) Serve as chair of the executive committee Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 2

3 (x) Prepare the executive committee and chapter agenda (xi) Serve as an ex officio-member of all committees excluding the Nominating Committee (xii) Sign all binding documents and/or contracts (xiii) Serve as exchequer of finances and fulfill the responsibilities outlined in the current Financial Workshop handbook and follow guidelines for merchant accounts and debit/credit cards as outlined in the (DIG) Delta Internet Guidelines (xiv) Recommend to the Executive Board the removal of an elected or appointed officer who fails to perform the duties of her office (xv) Be the spokesperson for the Chapter (xvi) Serve as an ex officio-member on the board of directors for organizations associated with the Chapter (xvii) Authorize by signature, when necessary, all orders and proceedings of the Chapter (xviii) Review all documents for distribution prior to publication and dissemination (xix) Oversee the operation of the Chapter (xx) Accountable to the Chapter for the expenditure of all funds (xxi) Approve the expenditure of funds that are supported by proper documentation, e.g. receipts and vouchers (xxii) Be responsible for taking all actions required by Grand Chapter and filing all reports required by Grand Chapter (xxiii) Perform all other duties as provided by the current edition of Robert s Rules of Order, Newly Revised (xxiv) Fulfill the ceremonial responsibilities role outlined in the Official Ritual of Grand Chapter and the duties outlined in the Chapter Management Handbook. (b) First Vice President It shall be the duty of the First Vice President to: (i) Perform all the duties of the office of Chapter President in the absence, incapacitation, or at the request of the Chapter President (ii) Serve as Chairperson of the Membership and Reclamation Committee (iii) Assist with development and implementation of reclamation (iv) Responsible for the transition of Sorors from the Collegiate Chapter to the Alumnae Chapter upon graduation (v) Responsible for integrating newly initiated Sorors and transfer Sorors into the Chapter (vi) Maintain a database of financial and non-financial Sorors, Delta Dears, Life Members, and new Sorors to the area (vii) Serve as ex officio member of the Program Planning and Development Committee, the Social Action Commission, Scholarship and Rules of Order/Policies and Procedures Committee and fulfill the role outlined in the Official Ritual of Grand Chapter and the duties outlined in the Chapter Management Handbook (viii) Presides over chapter meeting in the absence of the President (c) Second Vice President It shall be duty of the Second Vice President to: (i) Assist the 1 st Vice President in her duties and/or perform these duties in her absence Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 3

4 (ii) Chair the Program Planning and Development Committee (iii) Preside over chapter meeting in the absence of the president and first vice president (iv) Serve as the Risk Management Coordinator for the chapter by reviewing the risk management policies as directed by Grand Chapter (d) Recording Secretary - It shall be the duty of the Recording Secretary to: (i) Record all votes (ii) Take minutes and keep an accurate record of each Executive Board, Executive Committee, Chapter and Special Meetings called by the President (iii) Provide written copies of the Executive Board, Executive Committee, Chapter and Special Meeting minutes for distribution (iv) Fulfill the duties outlined in the Chapter Management Handbook. (v) Preside over chapter meeting in the absence of the president, first vice president and second vice president (e) Treasurer It shall be the duty of the Treasurer to: (i) Receive and deposit all monies of the Chapter that are collected from the Financial Secretary in accordance with the requirements of the Grand Chapter insurance policy (ii) Give a monthly itemized written report of all money received and disbursed (iii) Prepare financial reports required by the Chapter and Grand Chapter with the assistance of the Finance Committee (iv) Work with the Financial Secretary to ensure that all financial records are accurate (v) Serve as a member of the Fundraising and Finance committees (vi) Prepare annual fiscal reports (vii) Schedule an appointment with an external auditor in order to comply with completion of the audit process by August 31 as required by the Grand Chapter (viii) Secure an annual external audit by a CPA when receipts exceed $50,000 for the fiscal year (ix) Keep a simplified accounting system up-to-date using Software recommended by Grand Chapter (x) Attend the National Convention as the Financial Representative for the Chapter with partial coverage of the expenses being provided by the Chapter. (xi) Chair the Finance Committee (xii) Fulfill the duties outlined in the Chapter Management Handbook and the current Financial Workshop Handbook and the DIG (Delta Internet Guidelines for merchant accounts and debit/credit cards Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 4

5 (f) Financial Secretary It shall be the duty of the Financial Secretary to: (i) Collect all financial transactions including receipts from the Assistant Financial Secretaries and keep updated accurate records. (ii) Turn all money collected over to the Chapter Treasurer (iii) Issue a receipt for all money collected (iv) Provide an update of new financial members to the Elected Officers (v) Assist the Treasurer with the preparation of financial reports (vi) Provide a written report of Chapter Receipts to the Executive Board and General Body (vii) Attend all Chapter functions involving the collection of money, collect money or make provisions to have it collected and turn it over to the Treasurer in a timely fashion (viii) Member of the Finance Committee (ix) Fulfill the duties outlined in the Chapter Management Handbook and the current Financial Workshop Handbook (g) Corresponding Secretary It shall be the duty of the Corresponding Secretary to: (i) Provide a written report of all correspondence to the Executive Board and Chapter Members. (ii) Write and mail all Chapter correspondence (iii) Prepare and mail Chapter newsletters via mail and other forms of distribution (iv) Notify members of all meetings (v) Check the Post Office Box on a regular basis (vi) Maintain files of correspondence (vii) Will serve as a member of the Technology Committee (h) Parliamentarian It shall be the duty of the Parliamentarian to: (i) Advise the President on Grand Chapter Constitution and Bylaws (ii) Advise the President on Chapter Rules of Order and Policies and Procedures (iii) Address all parliamentary questions arising during a meeting in accordance with the current edition of Robert s Rules of Order, Newly Revised (iv) Serve as the Chairperson of the Rules of Order and Policies and Procedures Committee (v) Fulfill the duties outlined in the Chapter Management Handbook. (i) Sergeant-At-Arms It shall be the duty of the Sergeant-At-Arms to: (i) Aid the President in keeping order (ii) Control the admittance Guest presenters into Chapter meetings (iii) Verify membership of visiting soror by cross referencing their government issued ID with their official Delta membership card issued by Grand Chapter. The soror will not be allowed to enter the meeting room until her membership has been confirmed. All details of the necessary steps will be included with the transition documents for the Sergeant-at-Arms (iv) Manage a process for tracking meeting attendance and verifying financial status of attendees as Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 5

6 needed for voting purposes and providing information to the President. (v) Be familiar with the Policies and Procedures of the Chapter and Robert s Rules of Order (vi) Fulfill the role outlined in the Official Ritual of Grand Chapter and the duties outlined in the Chapter Management Handbook. (j) Historian/Custodian The following shall be carried out by the Historian: (i) Compile available materials relating to the Chapter activities, such as photographs, newspaper or magazine articles, etc. (ii) Maintain and present annually a written and pictorial record of the Chapter s activities and events (iii) Maintain and archive all materials which become permanent records of the Chapter including but not limited to correspondence, newsletters, rosters, financial records, and Chapter awards and recognitions (iv) Fulfill the role outlined in the Official Ritual of Grand Chapter and the duties outlined in the Chapter Management Handbook. (v) Maintain all Chapter properties (vi) Setup and retrieve properties at all Chapter meetings and ceremonies (k) Chaplain It shall be the duty of the Chaplain to: (i) Perform religious rites of the Chapter (ii) Keep a record of deceased members (iii) Submit a list of deceased members to the Chapter President to be reported to National Headquarters as requested prior to the National Convention and Regional Conference (iv) Fulfill the role as outlined in the Official Ritual of Grand Chapter (v) Fulfill the role outlined in the Official Ritual of Grand Chapter and the duties outlined in the Chapter Management Handbook. (l) Legal Advisor - It shall be the duty of the Legal Advisor to advise the President and such other officers and Committee Chairpersons as required upon request (m) Journalist It shall be the duty of the Journalist to: (i) Chair the Publicity/Public Relations Committee (ii) Notify mass media (print and broadcast) of noteworthy activities of the Chapter (iii) Report on projects and accomplishment of individual Sorors that are of national and regional interest for inclusion in the official Delta publications (iv) Handle the transactions for submitting Chapter ads to various organizations or businesses (n) Pan Hellenic Representative It shall be the duty of the Pan Hellenic Council Representative to represent the Chapter on the local Pan Hellenic Council (o) Assistant Financial Secretary - (2 Positions) - It shall be the duty of the Assistant Financial Secretaries to: (i) Serve as the committee Chair for Jabberwock Committee (ii) Serve as the committee Chair for the Fundraising Committee (iii) Assist with fiduciary responsibilities in the absence of the Financial Secretary. Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 6

7 Section 2.06 Term of Office (a) A term is defined as a two (2) year period. (b) Officers may not serve more than two (2) consecutive terms. Section 2.07 Process for Filling Vacancies (a) A vacancy in the office of President will be filled by the First Vice President (b) Vacancies within other offices will be filled by the Chapter President with the approval vote of the Executive Board Section 2.08 Process for Removing Officers (a) The Chapter shall follow the impeachment process outlined in the Chapter Management Handbook Section 1700, page 358. Sorors of the Chapter shall have the right to impeach an Elected Chapter Officer. An Appointed Chapter Officer serves at the pleasure of the Chapter President and can be removed by the Chapter President. Officers voluntarily resigning must submit a written resignation, preferably with two weeks notification. (b) The President and the Executive Board will meet with Officers that miss three (3) consecutive Executive Board and/or Chapter meetings to address the impact of their action. Minutes from the meeting will be provided to all attendees and retained with the Chapter Records. Article III. Executive Board/Executive Committee Section 3.01 Membership (a) Executive Committee shall consist of all Elected Officers (b) Executive Board shall consist of all Elected Officers, Appointed Officers and Committee Chairs and the immediate Past Chapter President (c) Executive Board meets the Tuesday prior to General Body Meeting Section 3.02 Duties (a) The Executive Board shall (i) Act for the Chapter in the interim between meetings and from mid-june through mid-september and notify the Chapter of actions taken during this period (ii) Hold transition/orientation meetings after each election with all out-going and newly elected officers (iii) Recommend to the Chapter appropriate action when the President fails to carry out her duties (iv) Executive Board decisions do not supersede Chapter decisions (v) Decisions of the Executive Board are subject to ratification by the Chapter excluding the vote to accept or decline decisions made by the President regarding the filling of vacant Elected and/or Appoint offices. (b) The Executive Committee may meet as necessary or during the interim between meetings from mid-june through mid-september to make recommendations to the Executive Board regarding matters of importance affecting the welfare of the Chapter. Article IV. Chapter Expenses and Distributions Section 4.01 Chapter operations shall be governed by an annual budget, approved by vote of the Executive Board and Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 7

8 General Body at the start of each Sorority year. The chapter budget must be presented at the May chapter meeting for the next Sorority year. Section 4.02 Chapter Officers and Committee Chairs responsible for budget line items are required to manage the assigned budget and follow all procedures referenced in the Chapter Management Handbook, and the National Finance Committee Finance Workshop Manual. Section 4.03 Financial transactions can take place during Chapter meetings, official committee meetings and events where bonded fiduciary officers are present Section 4.04 All financial transactions must be given to Financial Secretary by 12:30 P.M or the announced designated time during the Chapter meeting. An envelope will be provided to Sorors for financial and record keeping purposes. Section 4.05 The Financial Secretary will make an announcement at 12:15 PM during Chapter meetings to remind the Members that the financial table will close at 12:30 P.M. or the announced designated time. Section 4.06 Approved vouchers, receipts/invoices are required prior to chapter disbursements. Section 4.07 The Financial Secretary turns all monies over to the Treasurer prior to the end of the Chapter meeting. Section 4.08 The Chapter shall have three signatures on file with the bank for Chapter checks restricted to the Chapter President, Treasurer and Financial Secretary. Section 4.09 Each check must have two (2) signatures in accordance with the following boundary conditions: (a) All checks must bear the signature of the Chapter President except for checks payable to the President (b) Authorized check signers are restricted from signing checks payable to themselves Section 4.10 The Treasurer must deposit all transactions with 48 hours of receipt from the Financial Secretary in accordance with the insurance requirements of Grand Chapter. Section 4.11 Bank Statements are to be mailed to the official Chapter address to the attention of the President Section 4.12 Unconsumed Local Chapter Dues will be pre-rated and transferred via mail directly to the chapter requesting transfer of the Chapter Dues. The appropriate financial forms must be completed to authorize the transfer of dues. The transferring soror has 6 months from the time of her joining another chapter to request a transfer of dues. After 6 months, the chapter can use the funds for operating expenses. Refund of pro-rated dues will be returned to the family of deceased sorors upon the request. Section 4.13 The following Chapter Elected and Appointed positions are bonded: Chapter President, Treasurer, Financial Secretary and two Assistant Financial Secretaries. The Chapter President, Treasurer and Financial Secretary shall be bonded in the amount of $50,000. The two Assistant Financial Secretaries shall be bonded in the amounts of $10,000. The Chapter will follow the policy outlined in Fiscal Officers Manual. Section 4.14 The chapter may establish merchant accounts for fundraising and other financial transactions as outlined in the Fiscal Officers Manual. The transaction of local and national dues payments are not allowed at this time via merchant accounts. Debit and credit cards associated with chapter accounts are not permissible. Article V. Committees: All Committee Chairs must be financial. Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 8

9 Section 5.01 Standing Committees (a) Fundraising Committee shall (i) Propose fundraising activities and coordinate the implementation of those activities approved by the Chapter (b) Program Planning and Development Committee shall (i) Survey needs, evaluate findings, make recommendations and coordinate chapter projects to be undertaken commensurate with the aims, purposes and available resources of the Chapter (ii) Develop and coordinate projects recommended by the National Planning and Development Committee. (c) Finance Committee shall (i) Be chaired by the Chapter Treasurer (ii) Make financial recommendations to the Chapter (iii) Make recommendations on chapter dues based on review of the chapter s operating income (iv) When necessary make recommendations to the executive board and the chapter regarding financial institutions and merchant accounts (d) Scholarship Committee shall (i) Develop and administer the scholarship program of the Chapter (ii) Select scholarship recipients based on established criteria (iii) Prepare a written report to executive board and to the chapter of all scholarships awarded (iv) Work with the finance committee to establish total chapter scholarship award amount (v) Establishes individual awarded amounts to each recipient as based on the established criteria (e) Publicity/Public Relations Committee shall (i) Advertise the achievements, projects and programs of the Chapter (ii) Assist with writing and submitting articles to the National and Regional publications of the Sorority and the local media (f) Policies and Procedures/Rules of Order Committee shall (i) Review the Chapter Policies and Procedures/Rules of order at least annually. (ii) Recommend amendments or revisions to the Chapter Rules of Order and the Policies, Standards and Procedures to the Executive Board when warranted (iii) Review proposed changes to the National Constitution and By-Laws and provide a recommendation to the Executive Board on what position the Chapter should take regarding the proposed changes. Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/2014 9

10 (g) Hospitality Committee will extend courtesies on behalf of the Chapter. Courtesies shall also be provided according to the Protocol and Traditions of Grand Chapter. These will include but are not limited to: (i) Recognition 1) Financial sorors will be recognized with a gift not to exceed $50 for advanced degrees, retirement, marriage and child birth/adoption. 2) Non Financial members will be recognized with a greeting card. (ii) Death 1) Sympathy gifts not to exceed $100 in acknowledgement of the loss of a Soror affiliated with the Chapter. 2) Expression of sympathy not to exceed $50 for the death of a Soror s immediate family member, e.g. husband, parent, sibling or child. 3) Sympathy card for the death of a Soror s extended family member e.g. In-Laws, Aunt, Uncle, Cousin, Nephew, Niece, Grandparent or Grandchild (iii) Illness 1) Financial Sorors that have been hospitalized or undergone major surgery will receive an expression of concern not to exceed $50. 2) Non-Financial Sorors will receive a Get Well Card. (h) Membership and Reclamation Committee shall: (i) Develop and provide membership programs and services as directed by the Grand Chapter, the National Executive Board and the National President (ii) Develop continuous programs for retention and reclamation of the membership (i) Audit Committee shall: (i) Consist of three members that are not the current financial officers but have some knowledge of the Chapter s fiscal operation (e.g. past financial officers). (ii) Review Chapter records quarterly. (iii) Nominate an independent auditor, as needed for the annual review (iv) Review Chapter records and indicate material weaknesses (v) Review and propose internal controls (vi) Verify receipts, expenditures and activity on merchant account(s) (vii) Verify the savings and checkbook balances (viii) Confirm adherence to budget line items (ix) Confirm adherence to separation of fiduciary responsibilities (x) Notify the Chapter of weakness in the financial structure and recommend improvements (xi) Confirm that expenditures are documented (j) Nominating Committee shall (i) Consist of 5 committee members with one being the Chair. The Chair and committee members are Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/

11 restricted to serve for 1 term and while serving on the committee are not eligible to run for any elected office. In order to run for an elected office, resignation is required prior to the Call for Nominations. (ii) Meet the following requirements 1) Membership with the Phoenix Metropolitan Alumnae Chapter for at least one-year prior to being nominated to serve on the Nominating Committee. 2) Registered attendee for a Regional Conference or National Convention within the past 3 years. (iii) Be elected during standard chapter elections in May (iv) Assume responsibility for the following duties 1) Providing the Chapter a written slate of candidates that meet the guidelines outlined in the Chapter Policies and Procedures 2) Receive recommendations from Chapter members for Elected Officer positions 3) Prepare a slate of qualified candidates for Chapter consideration according to Robert s Rules of Order, Newly Revised 4) Submit the written slate of candidates to executive board and to the Chapter during the April meeting of the election year 5) Accept and verify nominations from the floor during the May Chapter meeting of the election year after the slate has been presented 6) Establishes application deadline for nominations 7) Accepts applications for qualified candidates 8) Establishes campaign rules and guidelines 9) Has the authority to recommend to the executive board the removal from the slate of candidates who violate the application rules or campaign guidelines. (k) Technology Committee shall: (i) Be comprised of no more than four committee members (minimum three) one of which must be the corresponding secretary. (ii) Assume responsibility for the following duties: 1) Maintain the chapter website as it pertains to content and format, while keeping the site in compliance according to National Headquarters 2) Ensure that chapter and committee information is current 3) Facilitate machinery needed at chapter meetings (i.e. overhead projectors, monitors, DVD players, etc.) 4) Oversees the update and maintenance of all chapter social media sites (l) Physical and Mental Health Committee shall: (i) Assume the responsibility and the activities of educating and involving the chapter and community on matters of physical and mental health with a focus of the African-American community. (ii) Topics of concerns include, but are not limited to: 1) Dementia and depression 2) Weight management and exercise Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/

12 3) Memory, Cancer, Diabetes and AIDS walks 4) General health issue as necessary (m) Social Action Committee shall: (i) Educate the Chapter on pending legislation or situations in local, state and national affairs (ii) Develop and coordinate social action programs and projects in accordance with Grand Chapter. (iii) Establish and maintain relationships with other community service organizations (iv) Inform the chapter of the issues and concerns brought to focus from the National Social Action Commission (n) Arts and Letters Committees shall: (i) Stimulate interest in and educate the chapter in the areas of arts and letters (ii) Inform the chapter of the issues and concerns brought to focus from the National Arts and Letters Commission (o) Rituals and Ceremonies shall: (i) Increase the Chapter s knowledge and appreciation of the fundamental principles of the Sorority. (ii) Conduct special DID workshops (iii) Educate the Founders Day and Minerva circle committees as necessary. Section 5.02 Special Committees (a) Founders Day Committee shall assume responsibility for all arrangements as well as the type of activity for the Founders Day Program. The Committee shall plan a program that (i) Provides opportunity for collaboration with the Arizona State Coordinating Council (ii) Involves the rededication of Delta ideals (iii) Pays tribute to Delta Founders (iv) Seeks greater togetherness in our sisterhood (b) Dr. Betty Shabazz Delta Academy committee shall plan and carry out the Delta Academy in accordance with the guidelines outlined by Grand Chapter. (c) Jabberwock committee shall plan and carry out a program in support of Chapter scholarship awards. (d) Delta GEMS committee shall plan and carry out the program as set forth by Grand Chapter (e) Elections Committee shall consist of 3 financial members appointed by President to tally and create ballots as per the Chapter s Policies and Procedures. Those serving on the Elections Committee are ineligible to run for office during the term they serve on the committee. (f) Step Team shall plan and perform at competitions or community outreach while representing the chapter. The Step Team will follow the Participant Guidelines for All Chapters as outlined by Grand Chapter. (g) The Minerva Circle shall plan and carry out the membership intake activities for the chapter as prescribed by Grand Chapter and outlined in the Administrative Procedures for Membership Intake Handbook. The Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/

13 elected positions are Leader of the Minerva Circle, Keeper of Muses and Graces, Convener of the Odyssey Experience and the nine Jewels. This committee is disbanded at the end of the membership intake program. (i) The chapter president and financial secretary are members of the Minerva Circle (ii) The Jewels are voted on as a body and not by the individual position. Actual Jewel positions are assigned when the committee is formed. (iii) Eligibility to be elected to the Minerva Circle is outlined in the Administrative Procedures for Membership Intake Handbook. (iv) As with other chapter officers the president will appoint a chapter member in the case where a person is unable to serve in a role. (v) Chapter members are allowed to serve on the Minerva Circle if they have relatives who are being reviewed for members. However, the chapter member cannot review and score the relative s package or actively participate in the interview process. They may attend the interview and vote. (vi) The Circle will follow the MIT guidelines, policies and procedures of Grand Chapter. Article VI. Chapter Representation at the National Conventions and Regional Conferences Section 6.01 The Chapter President and 1 st Vice President shall represent the Chapter as the Voting and Alternate Delegate, respectively during National Convention and Regional Conference. If neither is able to attend, officers in descending order within the chain of command will be asked to represent the Chapter (2 nd Vice President, Recording Secretary, Treasurer, Financial Secretary, and Corresponding Secretary). If none of the elected chapter officers listed above are able to attend the Chapter will have a special election to select the Voting and Alternate Delegates to represent the Chapter at the National Convention and the Regional Conference. Section 6.02 Voting Delegate - (a) Responsibilities of the Voting Delegate are as follows: (i) Adhere to the rules outlined in the National Convention and Regional Conference workbooks (ii) Pay any assessment incurred as a result of uncovered absence from the Delegate seat (iii) Attend all activities where Chapter representation is required (iv) Seek Chapter consensus on issues prior to attending the National Convention and Regional Conference (v) Seek the Alternate Delegates assistance in coordinating and covering National Convention and Regional Conference activities (vi) Seek the advice, input and assistance from the Alternate Delegate and other Chapter Members attending the National Convention and Regional Conference as needed (vii) Provide a written report of all expenditures with appropriate receipts for Airfare, Hotel, and Registration, Parking and ground transportation upon return from the National Convention/Regional Conference for the September Chapter meeting (viii) Submit to the Chapter a written report covering pertinent information, materials, updates and/or training following the National Convention/Regional Conference at the September Chapter meeting Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/

14 (b) Obligation of the Chapter to the Voting Delegate (i) National Convention/Regional Conference General Registration expenses excluding fees for Special Functions (ii) Coach Airfare (iii) Per Diem of $50 (iv) 50% of the lodging expenses for a Double Occupancy room (v) Cost for Ground Transport to and from home to the Airport, or Airport Parking and Ground Transportation from the Airport to the National Convention and Regional Conference lodging Site not to exceed Fifty Dollars Section 6.03 Alternate Delegate - (a) Responsibilities of the Alternate Delegate are as follows (i) Assume responsibility when the Voting Delegate needs to be absent from the chair (ii) Provide support and input on National Convention and Regional Conference matters as requested by the Voting Delegate (iii) Provide a written report of expenditures with appropriate receipts for Airfare, Hotel, Ground Transportation, Parking and Registration upon return from the National Convention/Regional Conference during the September Chapter meeting (b) Obligations of the Chapter to the Alternate Delegate include: (i) National Convention/Regional Conference General Registration expenses excluding fees for Special Functions (ii) Coach Airfare (iii) Per Diem of $50 (iv) 50% of the lodging expenses for a Double Occupancy room (v) Cost for Ground Transport to and from home to the Airport, or Airport Parking and Ground Transportation from the Airport to the National Convention and Regional Conference lodging Site not to exceed Fifty Dollars Section 6.04 Financial Representative - The Chapter will cover a portion of the expenses for the Treasurer or the Financial Secretary to attend the National Convention. The Treasurer shall be given preference to serve as the Financial Representative for the Chapter. (a) Responsibilities of the Financial Representative attending the National Convention include: (i) Attend financial workshops (ii) Submit to the Chapter a written report covering pertinent information, materials, updates and/or training following the National Convention during the September Chapter meeting (iii) Provide a written report of expenditures with appropriate receipts for Airfare, Lodging, Ground Transportation, Parking and Registration upon return from the National Convention during the Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/

15 September Chapter meeting (b) Obligations of the Chapter to the Financial Representative attending the National Convention include: (i) National Convention General Registration expenses (ii) 50% of the lodging expenses for a Double Occupancy room (iii) 100% of Airfare Costs (iv) Cost for Ground Transport to and from home to the Airport, or Airport Parking and Ground Transportation from the Airport to the National Convention and Regional Conference lodging Site not to exceed Fifty Dollars Article VII. ELECTIONS Section 7.01 Election Process (a) Election of officers shall be held in May biennially and installation held in June. Newly elected officers shall assume office after installation at the June Chapter meeting. (b) The Chapter will be notified of the slate of candidates at least ten (10) days prior to the election date (c) Only Chapter members that are present can vote. (d) Election of Chapter officers shall be by a majority of the Chapter Members present and voting. (e) Voting shall be by secret ballot as prepared by the Elections Committee. (f) No proxy, no absentee voting or write in ballots will be permitted. Article VIII. MEMBERSHIP INTAKE Section 8.01 Membership Intake (a) In accordance with the Constitution and Bylaws of the Grand Chapter of Delta Sigma Theta Sorority a chapter must issue a 10-day written via USPS notification to its membership declaring the intent of the chapter to conduct a vote on whether to proceed or not proceed with Membership Intake during the current sorority year. (b) The chapter vote to proceed or not proceed with membership intake must occur during a regular chapter meeting. During the meeting in which the vote to conduct or not to conduct Membership Intake occurs, the chapter must show the mandatory Membership Intake DVD, Preparing for Membership Intake Ready to Vote. The motion to conduct membership intake must pass by a two-thirds (2/3) vote of those chapter members present and voting. Article IX. POLICIES AND PROCEDURES Section 9.01 Policies and Procedures (a) These Policies and Procedures may be amended at any regular meeting of the Chapter by a two-thirds (2/3) vote of the members present and eligible to vote provided that notice of the proposed amendment was given at the previous Chapter meeting. (b) Once the necessary votes have been achieved to amend Policies and Procedures the chapter must forward proposed changes to the Regional Member of the Scholarship and Standards Committee for final approval. Policies and Procedures are not actionable until they are approved in writing by Scholarship and Standards Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/

16 (c) Policies and Procedures approved by the Regional Member of Scholarship and Standards must be distributed to chapter members within sixty (60) days. Rev: 11/95, 4/99, 3/2000, 5/2002, 6/2002, 11/2004, 3/2005, 1/2009, 11/2010, 06/2012, 3/