BYLAWS AND STANDING RULES FLORIDA STATE CHAPTER P.E.O. SISTERHOOD

Transcription

1 BYLAWS AND STANDING RULES FLORIDA STATE CHAPTER P.E.O. SISTERHOOD Amended May 14, 2016 ARTICLE I CONVENTION OF FLORIDA STATE CHAPTER Section 1. TIME. Florida State Chapter shall convene annually in late April or during the month of May, the date to be determined by the hostess chapters with the approval of the executive board. In case of an emergency, the president may change the date with the approval of the executive board and with the consent of the hostess chapters. Section 2. PLACE. Hostess chapter groupings in a designated geographical order shall determine the place of convention, with the approval of the executive board. The grouping and years for this responsibility shall be printed in the proceedings of convention of the state chapter. Section 3. MEMBERS. The convention of the state chapter shall consist of the following active members, when present and registered: The executive board Past presidents of Florida State Chapter Resident past presidents of International Chapter Delegates (see Section 4) Chairman of Amendments and Recommendations Chairman of Finance Committee Chairman of Membership Committee Chairman of Nominating Committee Chairman of Credentials Committee State Convention Historian Web Administrator State chairman for Cottey College and Florida Cottey College Scholarship State chairman for P.E.O. Educational Loan Fund State chairman for P.E.O. International Peace Scholarship Fund State State chairman for P.E.O. Program for Continuing Education State chairman for P.E.O. Scholar Awards State chairman for P.E.O. STAR Scholarship Chairman of Florida P.E.O. Scholarship Section 4. DELEGATES. Each chapter shall be entitled to send one delegate to convention of the state chapter. Section 5. REPORTING. Each delegate shall give a report of the state convention to her chapter at the first regular or special business meeting following convention Florida State Chapter Bylaws & Standing Rules BL-1

2 Section 6. FORMAL ACTION. Any bylaws adopted by the convention of the state chapter which must be implemented by local chapters shall become effective with the website posting of the convention proceedings within 60 days of the close of convention unless otherwise instructed. Local chapter bylaws shall then be edited to conform without requiring vote of the chapter. ARTICLE II REPRESENTATION IN CONVENTION OF INTERNATIONAL CHAPTER Section 1. ASSIGNMENTS. Assignments of local chapters for representation in Convention of International Chapter shall be made on a geographical basis in groups of seven, or major fraction thereof. Chapters shall be chosen in rotation from the assigned groups according to previous representation. In the year of Convention of International Chapter, the vice president of the state chapter shall notify in January each chapter entitled to representation. At the Convention of Florida State Chapter preceding the Convention of International Chapter, the vice president shall provide to the chapter delegates a list of chapter groupings for representation at Convention of International Chapter and the name, address, address, and telephone number of the delegate who will report to each chapter. Section 2. DELEGATES. A chapter entitled to representation shall nominate at its annual election a delegate and alternate whose names shall be reported as required by International Chapter. The names of the nominees for delegates shall be presented to the convention of the state chapter for election. To be eligible for election, a nominee must be a member of the convention at which her name is presented or have been a member of any previous Convention of Florida State Chapter. Section 3. VACANCY. The president of the state chapter shall fill any vacancy in the delegation to Convention of International Chapter by appointment: first, of the alternate nominated by the chapter entitled to representation; second, of a member of the chapter entitled to representation; third, of a member of another chapter in the geographic group; or fourth, of a member from the state chapter at large. A chapter shall forfeit its turn of representation if unable to send a delegate. Section 4. PAST PRESIDENTS. The past presidents of Florida State Chapter for whom the expense of housing and meals shall be paid to the Convention of International Chapter (Constitution, Part I, Article VIII, Section 8), and their alternates, shall be designated by the past presidents present at the convention of the state chapter immediately preceding the Convention of International Chapter. The immediate past president shall be one of those designated. The president of the state chapter may fill any vacancy in the past presidents group by appointment. Section 5. REPORTING. At the state convention, the vice president of the state chapter shall distribute to the delegate s chapter a list of chapters to which the delegate shall give a report of convention. Past state presidents who have attended the convention as entitled delegates may be requested to give reports. Reports may be given to individual chapters or groups of chapters. Reports to reciprocity councils may be given only when authorized by the president of the state chapter. Each delegate shall give a report in person, unless authorized by the president of the state chapter to give a written report. Reports must be completed by December 31 and the president of the state chapter shall be notified when all reports have been made Florida State Chapter Bylaws & Standing Rules BL-2

3 ARTICLE III NOMINATION AND ELECTION OF OFFICERS Section 1. ELIGIBILITY. Any member of convention shall be eligible for election to an office on the executive board of Florida State Chapter who has met the following prerequisites: Been a member of Florida State Chapter for at least two years. Been duly elected and installed and served at least one year as a local chapter president. Served in at least one of the following local chapter offices: recording secretary, corresponding secretary, or treasurer. Is present at the time of election, with the exception noted in the Constitution, Part II, Article VI, Section 1. Has agreed to serve if elected. Served at least one year on a Florida State Chapter standing or special committee within the last five years. Section 2. SEQUENCE OF OFFICERS. The sequence of officers shall be: president, vice president, organizer, treasurer, and secretary. Section 3. NOMINATION OF OFFICERS. Nomination of officers shall be by a nominating committee of five members. Two members shall be past presidents of Florida State Chapter, and three members shall be from local chapters in different geographical areas of the state. The president of the state chapter shall annually appoint, with approval by the executive board, four new committee members consisting of three local chapter members and one past president. The past president serving her second year on the committee shall be chairman. The committee may accept names for consideration for state offices from the executive board, chairmen of standing committees, past presidents of Florida State Chapter, and local chapters. Each qualified applicant shall be interviewed personally by a minimum of three members of the Nominating Committee. The report of the nominating committee shall be given at convention of state chapter at a meeting preceding election of officers. The committee shall present the name of one nominee for each office. At the time of election further nominations may be made from the floor for each office. Prior to nomination, all nominees shall have consented to serve if elected. Section 4. ELECTION OF OFFICERS. Election of officers shall be by written ballot. If there are no further nominations from the floor for each office called for in sequence, by general consent the ballot may be dispensed with and a voice vote taken for the entire ticket. If there are nominations from the floor for one or more offices, separate elective ballots for each office shall be taken. A majority of votes cast shall elect, and voting shall not be limited to the nominees Florida State Chapter Bylaws & Standing Rules BL-3

4 ARTICLE IV SPECIAL DUTIES OF STATE OFFICERS The following duties are in addition to those listed in the Constitution, Part II, Article VIII. Section 1. PRESIDENT. The duties of the president shall be: To make necessary appointments at the beginning of her term of office, with the approval of the executive board, to the following standing committees: Amendments and Recommendations State Convention Cottey College and Florida Cottey College Scholarship Finance Florida P.E.O. Scholarship Historian Web Administrator Membership Nominating State chairman for P.E.O. Educational Loan Fund State chairman for P.E.O. International Peace Scholarship Fund State chairman for P.E.O. Program for Continuing Education State chairman for P.E.O. Scholar Awards State chairman for P.E.O. STAR Scholarship To appoint executive board members as advisers to state committees, with the approval of the executive board. To attend organization, reorganization, and merger of chapters. To attend the Convention of International Chapter. To send copies of proposed amendments, recommendations and resolutions to those listed in Article I, Section 3, at least thirty days before convention. To attend the budget planning meeting of the Finance Committee. To serve as an ex-officio member, without vote, of all standing committees, except the Nominating Committee. To serve as proxy for the organizer. To proofread and ensure that the Convention Proceedings are complete, and posted on the website within 60 days of having completed her term of office. Section 2. VICE PRESIDENT. The duties of the vice president shall be: To act as adviser to the state committees as appointed by the president of Florida State Chapter. To attend the Convention of International Chapter To be responsible for the formation and supervision of P.E.O. Groups To be responsible for the formation and supervision of Reciprocity Councils. To act as adviser to the web administrator. To attend the budget planning meeting of the Finance Committee. To serve as proxy for the organizer. Maintain a list of local chapter websites in Florida including the username and password for each. To plan and supervise training for officers of local chapters Florida State Chapter Bylaws & Standing Rules BL-4

5 Section 3. ORGANIZER. The duties of the organizer shall be: To act as adviser to state committees as appointed by the president of Florida State Chapter. To receive all local chapter bylaws and standing rules in the years they are amended and to ensure all chapter bylaws are in compliance with state and International bylaws. Section 4. TREASURER. The duties of the treasurer shall be: To act as adviser to state committees as appointed by the president of Florida State Chapter. To attend the budget planning meeting of the Finance Committee. To serve as proxy for the organizer. Section 5. SECRETARY. The duties of the secretary shall be: To act as adviser to state committees as appointed by the president of Florida State Chapter. To serve as proxy for the organizer. ARTICLE V EXECUTIVE SECRETARY AND EXECUTIVE TREASURER Section 1. APPOINTMENT AND QUALIFICATIONS. An executive secretary and executive treasurer shall be appointed annually by the executive board following convention of state chapter. They shall be active members of the state chapter. They shall not be a member of the executive board. One individual may hold both positions. Section 2. SALARY. Salaries for the executive secretary and executive treasurer shall be determined by the executive board with approval of the committee on finance and shall be paid by the state chapter. Section 3. DUTIES. The executive secretary and executive treasurer shall perform such duties as may be delegated by the executive board. ARTICLE VI FINANCE Section 1. DUES. Each local chapter shall send annually by March 10 to the executive treasurer of the state chapter the amount of forty dollars ($40.00) per active member, to be allocated as follows: twenty-six dollars ($26.00) International Chapter dues, which shall include six dollars ($6.00) for Cottey College and fourteen dollars ($14.00) for state chapter dues, which shall include six dollars ($6.00) for the State Convention Fund. Members of disbanded chapters shall send annually by February 28/29 to the executive treasurer of the state chapter the amount of forty dollars ($40.00) per active member to be allocated as follows: twenty-six dollars ($26.00) International Chapter dues, which shall include six dollars ($6.00) for Cottey College; and fourteen dollars ($14.00) for state chapter dues, which shall include six dollars ($6.00) for the State Convention Fund. Section 2. FEES. Each local chapter shall send annually with the dues to the executive treasurer of the state chapter the following fees: thirty dollars ($30.00) per chapter Florida State Chapter Bylaws & Standing Rules BL-5

6 registration fee for the State Convention Fund; and five dollars ($5.00) per chapter for the State Transportation Fund. Each past president of Florida State Chapter for whom housing and designated meals are provided during convention shall pay a fee of thirty dollars ($30.00) during registration to the State Convention Fund. Section 3. EMERGENCY ASSESSMENTS. An assessment for emergencies may be imposed upon local chapters by two-thirds vote of convention of state chapter. Section 4. EXPENSE OF STATE CHAPTER BETWEEN CONVENTIONS. The state chapter shall pay office and travel expense for the following: Members of the executive board Executive secretary and executive treasurer Members of standing and special committees (as authorized by the president) State chairmen of International projects (as authorized by the president) The state chapter shall pay all necessary expense for: Salary of the executive secretary and executive treasurer Training for local chapter officers Attendance by up to two executive board members and the Cottey College and Florida Cottey College Scholarship Committee Chairman to the biennial P.E.O. Cottey College Seminar. Section 5. FINANCIAL REPORTS. Reports of state officers and standing and special committees containing accounts of receipts and expenditures shall be submitted to the president by March 10 of each year. The president shall forward the reports to the Finance Committee by March 20. Section 6. EXPENSE OF CONVENTION OF STATE CHAPTER. A.) Expense paid from the State General Fund. The state chapter shall pay for the printing of convention programs and proceedings, and all necessary travel expense to convention of state chapter, at the rate established by the executive board, for: The executive board The executive secretary and executive treasurer Chairmen of standing committees Chairmen of special committees, if authorized to attend convention Convention Registrar and A/V Technician Assistant Coordinator of Conventions and Parliamentarian Delegates of newly organized chapters B.) Expense paid from the State Convention Fund. From the State Convention Fund (see Section 1 and 2) the following expenses shall be paid: Housing and designated meals shall be provided at convention rates for members of convention as listed in Article I, Section 3, for the executive secretary, executive treasurer, assistant Coordinator of Conventions, Convention Registrar, A/V Technician, Parliamentarian, a maximum of two pages and representative of any chapter in reorganization. Rental fee, if required, for convention hall and audio visual equipment. Other budgeted expenses as approved by the hostess chapters and the executive board Florida State Chapter Bylaws & Standing Rules BL-6

7 If the expense of state convention exceeds the amount in the State Convention Fund, the balance needed shall be divided per capita among the active members of the hostess chapters. Any chapter which has been organized for three fiscal years shall assume its full share of the cost of convention when included in the group of hostess chapters. The share of a chapter organized for two years shall be based on two-thirds of its membership. The share of a chapter organized for one year shall be based on one-third of its membership. A chapter which has been organized less than one year shall have no financial responsibility. After all specified expenses have been paid, any excess in the convention fund, excluding chapter assessments, shall be returned to the State Convention Fund. The convention chairman of hostess chapters shall present a budget, estimating convention costs, to the executive board by December 1, preceding state convention. C.) Expenses paid from the State Convention Transportation Fund. Transportation for delegates to Convention of Florida State Chapter shall be paid in the following manner: in cities located over 600 miles round trip from the convention city, the state chapter shall pay the delegate for mileage over and above the first 300 miles at the rate established by the executive board. Mileage shall be determined according to an official mileage chart adopted by the executive board. Section 7. EXPENSE FOR CONVENTION OF INTERNATIONAL CHAPTER. The state chapter shall pay necessary travel expenses to Convention of International Chapter for its past presidents entitled to housing and meals at convention and elected delegates. Unless otherwise entitled, the state chapter shall pay necessary registration, travel, housing and meal expenses for the members of the executive board to Convention of International Chapter. The amount allowed shall be determined by the executive board, with the approval of the Finance Committee, on the basis of the most expedient time and mode of travel, and shall be paid from the expense fund for Convention of International Chapter. Section 8. BOND. State president, state treasurer, executive treasurer, and treasurer for convention of state chapter shall be covered by a position bond. The expense for such bond shall be paid by the state chapter. Section 9. AUDITS. The executive board shall engage a CPA firm to audit the financial records of the Florida State Chapter at the end of each fiscal year. ARTICLE VII STANDING COMMITTEES Section 1. AMENDMENTS AND RECOMMENDATIONS. Appointment. The Amendments and Recommendations Committee shall consist of three members of the state chapter, each appointed by the president for a term of three years, one member to be appointed each year. The senior member, in point of service, shall serve as chairman. If the appointment of more than one member is necessary, the president shall designate the chairman, second and third members Florida State Chapter Bylaws & Standing Rules BL-7

8 Duties. The duties of this committee shall be: To consider all amendments, recommendations and resolutions to come before convention of the state chapter. To put such proposals into correct parliamentary form and to present same to convention. To provide the president of the state chapter with a copy of the proposed amendments, recommendations, and resolutions to be sent to those listed in Article 1, Section 3 of these bylaws. To report annually to Florida State Chapter. Section 2. STATE CONVENTION. Appointment. The Coordinator of Conventions, Assistant Coordinator of Conventions, Registrar, and A/V Technician shall be members of the state chapter appointed by the president with the approval of the executive board. The Coordinator shall serve as chairman of the State Convention committee for a term of three years. The Assistant Coordinator shall be appointed to serve with the Coordinator during the third year of her term for training. The Registrar and A/V Technician will be appointed for a three year term. Duties. The duties of the coordinator shall be: To appoint a site selection committee from the members of hostess chapters three to four years prior to state convention. To submit the proposed contract for the convention site to the executive board for approval. To call and preside at a meeting of representatives of hostess chapters, after the convention site had been chosen, to elect a chairman of convention. To be responsible, with the chairman of convention, for preparation of the budget to be submitted to the executive board by December 1 preceding state convention. To serve, in all other matters, as adviser to the chairman of convention. To report annually to Florida State Chapter. The duties of the registrar shall be as outlined in the Florida State Chapter Convention Registrar Manual. The duties of the A/V Technician shall be to provide audio-visual support as needed for convention of Florida State Chapter. Section 3. MEMBERSHIP COMMITTEE. Appointment. The committee shall consist of five members of the state chapter. The chairman shall be appointed for a two-year term. The Area Coordinators, representing each of the four Florida state geographic areas, shall be appointed for two-year terms on a rotating basis. Duties. The duties of the committee shall be: To compile a list of unaffiliated members living in Florida and distribute the names directly to local chapters in the area with copies to Reciprocity Council. To distribute completed Introduction of a Woman Who is Not a P.E.O. forms directly to local chapters in the area. To promote local chapter membership strength. To report annually to Florida State Chapter. Section 4. FINANCE. Appointment. The Finance Committee shall consist of three members of the state chapter, each appointed by the president for a term of three years, one member to be appointed each year. The senior member, in point of service, shall serve as chairman. If the Florida State Chapter Bylaws & Standing Rules BL-8

9 appointment of more than one member is necessary, the president shall designate the chairman, second and third members. Duties. The duties of this committee shall be: To examine the reports of officers and committees containing accounts of receipts and expenditures. To prepare an annual budget and recommendations for appropriation and transfer of funds for consideration at convention of the state chapter. No appropriations shall be made without the approval of convention. To distribute copies of the proposed budget to the members of convention at least one day prior to its adoption, unless it is included in the printed program. To examine and approve the audit of the financial records of the state chapter. To report annually to Florida State Chapter. Section 5. HISTORIAN. Appointment. An historian shall be a member of the state chapter, appointed by the president for a term of three years. Duties. The duties of the Historian shall be: To collect and preserve data relative to the P.E.O. Sisterhood in Florida. To prepare a display for state convention. To report annually her activities to Florida State Chapter. Section 6. WEB ADMINISTRATOR. Appointment. A web administrator shall be a member of the state chapter, appointed by the president for a term of one year. Duties. The duties of the web administrator shall be: To update the Florida P.E.O. website as directed by the Florida State Chapter Executive Board. Section 7. STATE CHAIRMEN FOR INTERNATIONAL PROJECTS. Appointment. A state chairman for each of the six International projects shall be a member of the state chapter, appointed by the president for a term of two years. Duties. The duties of the chairmen shall be: To promote their assigned project through the Florida State Chapter website, program material, convention displays, and programs. To keep records of funding and payments, where applicable, and to carry on all necessary correspondence with local, state and International chapters. To report annually their activities to Florida State Chapter and International Chapter, as required. Section 8. COTTEY COLLEGE AND FLORIDA COTTEY COLLEGE SCHOLARSHIP. Appointment. The committee for promotion of Cottey College and the Florida Cottey College Scholarship shall consist of four members of the state chapter, three members appointed by the president for three-year terms, one member appointed each year, and the state chairman for Cottey College and Florida Cottey College Scholarship who shall serve as chairman of this committee. Duties. The duties of this committee shall be: To select scholarship recipients for the Florida Cottey College Scholarship Fund and the Elsie K. Wells Cottey Fund, review guidelines, policies and procedures, and conduct other committee business Florida State Chapter Bylaws & Standing Rules BL-9

10 To promote interest in Cottey College and the scholarships through the Florida State Chapter website, programs, and convention displays. To report annually the activities of this committee to Florida State Chapter. Section 9. FLORIDA P.E.O. SCHOLARSHIP. (See Article VIII, Section 3) ARTICLE VIII FLORIDA P.E.O. SCHOLARSHIP Section 1. PURPOSE. The purpose of the Florida P.E.O. Scholarship is to provide financial assistance for tuition and fees to qualified women who will be pursuing undergraduate study at a Florida college or university. Section 2. FUND. The state chapter shall maintain a fund within the P.E.O. Foundation to be used for scholarships. The fund shall be provided by contributions, bequests, fund investment earnings, and appropriations from the state chapter. Section 3. FLORIDA P.E.O. SCHOLARSHIP COMMITTEE. Appointment. The committee shall consist of three members of the state chapter, each appointed by the president for a term of three years, one member to be appointed each year. The senior member, in point of service, shall serve as chairman. If the appointment of more than one member is necessary, the president shall designate the chairman, second and third members. Duties. The duties of this committee shall be: To select scholarship recipients as approved by the Board of Trustees of the P.E.O. Foundation, review guidelines, policies and procedures, and conduct other committee business. To promote interest in the scholarship through the Florida State Chapter website, programs, and convention displays. To report annually the activities of the committee to the Florida State Chapter. Section 4. REQUIREMENTS FOR APPLICANTS. Applicants for the scholarship shall be women who are residents of Florida, who shall have been accepted for admission for their first year of full-time study at an accredited Florida college or university, and who shall be pursuing a course of study leading to an associate s or a bachelor s degree. The applicant shall be sponsored by a Florida P.E.O. chapter. A scholarship applicant must meet the requirements of scholarship, character, personality, purpose, and need. Applicants for their first year of full-time undergraduate study must have high scholastic standing as measured by their grade point average, class rank, and standardized test scores. An applicant renewing her scholarship as a second year student must have completed one year of full-time study, met the scholastic requirements of the college or university, and be confirmed by her sponsoring chapter as a returning full-time student. The sponsoring chapters must submit completed first-time and renewal applications to the chairman of the Florida P.E.O. Scholarship Committee by February 15. The committee has the authority to consider late applications, if funds are available and all other requirements are met Florida State Chapter Bylaws & Standing Rules BL-10

11 Section 5. AMOUNT OF SCHOLARSHIP. The amount granted for each one-year scholarship shall be determined by the committee from funds available, but shall not exceed two thousand five hundred dollars ($2,500). The funds available shall include contributions and earnings as reported by the P.E.O. Foundation, but shall not include the fund s initial principal of one hundred thousand dollars ($100,000). Section 6. EXPENSE. All expense pertaining to the administration of the fund, as required by the P.E.O. Foundation, shall be borne by that fund. All approved expenses of the committee in administering the Florida P.E.O. Scholarship shall be borne by the state chapter. ARTICLE IX FLORIDA COTTEY COLLEGE SCHOLARSHIP Section 1. FUND. The state chapter shall maintain a fund to be used for scholarships to Cottey College. The fund shall be provided by contributions, bequests, fund investment earnings and appropriations from the state chapter. Section 2. REQUIREMENTS OF APPLICANTS. Applicants for Florida Cottey College Scholarships shall be residents of Florida, shall have been accepted by Cottey College, and shall be sponsored by a Florida P.E.O. chapter. Applicants must meet requirements of scholarship, character, personality, purpose, and need. Applicants for the first year must have high scholastic standing, as measured by their grade point average, class rank, and standardized test scores. Applicants for scholarship renewal must meet scholastic requirements of Cottey College and must be confirmed by their sponsoring chapter as returning students. The sponsoring chapters must submit completed applications to the chairman of the Cottey College and Florida Cottey College Scholarship Committee by March 1. The committee has the authority to consider late applications, if funds are available and all other requirements have been met. Section 3. AMOUNT OF SCHOLARSHIP. Individual scholarship amounts are determined on an annual basis by the committee from funds available. There is no guarantee that the amount of the first year scholarship will be the amount awarded for the following year(s). Section 4. EXPENSE. All expense pertaining to administration of the fund shall be borne by the fund. ARTICLE X ELSIE K. WELLS COTTEY FUND Section 1. PURPOSE. The purpose of the Elsie K. Wells Cottey Fund is to provide scholarships to Cottey College. Section 2. FUND. The state chapter shall maintain the fund within the P.E.O. Foundation. The funds available for scholarships shall be provided by the interest from contributions, bequests and fund investment. The amount of available money shall be reported annually by the Foundation to the vice president of Florida State Chapter Florida State Chapter Bylaws & Standing Rules BL-11

12 Section 3. ADMINISTRATION. The Cottey College and Florida Cottey College Scholarship Committee shall select recipients of the Elsie K. Wells Cottey Fund according to Article IX, Section 2 and 3, and with the approval of the P.E.O. Foundation. Section 4. EXPENSE. All expense pertaining to the administration of the fund required by the P.E.O. Foundation shall be borne by the fund. All approved expense of the committee in administering the Elsie K. Wells Cottey Fund shall be borne by the state chapter. ARTICLE XI ORGANIZATION Section 1. TIME. No new chapters shall be organized during the three weeks preceding convention of state chapter. Section 2. REQUIREMENTS. Any person desiring to select a charter list shall write the organizer for instructions before any action is taken. Section 3. CHARTER INITIATES. Each charter initiate shall be recommended to the state organizer by letters from three active members of the P.E.O. Sisterhood. Section 4. HOUSING AND MEALS OF ORGANIZER AND PRESIDENT. The new chapter shall be responsible for the housing and meals for the organizer and the president or their proxies at the time of organization. ARTICLE XII OFFICIAL VISITS AND LOCAL CHAPTER OFFICER TRAINING Section 1. VISITS TO CHAPTERS. The organizer shall plan with her proxies for visits to chapters. Chapters shall be grouped geographically and shall be visited at regularly scheduled visits. The grouping and year of the official visits shall be printed in the proceedings of convention of state chapter. Section 2. ADDITIONS TO CHAPTER VISIT ROTATION SCHEDULE. Chapters shall be visited the first year following organization, reorganization or merger and then placed in correct sequence for future visits according to their locations. Section 3. EXPENSE. A chapter or group of chapters to be visited shall assume the expense of housing and meals for the organizer or her proxy. Section 4. LATE VISIT. A chapter unable to be visited after an advance notice of thirty days shall be required to pay all expenses of the visiting officers at another time. Section 5. LOCAL CHAPTER OFFICER TRAINING. The vice president shall plan and supervise training for officers of local chapters Florida State Chapter Bylaws & Standing Rules BL-12

13 ARTICLE XIII SPECIAL DUTIES OF LOCAL CHAPTER MEMBERS Section 1. PRESIDENT. It shall be the duty of each local chapter president: To appoint at the beginning of her term of office the following committees: Auditing Membership Nominating (when chapter bylaws provide for nominations by a committee) Counsel Program Projects: Cottey College P.E.O. Educational Loan Fund P.E.O. International Peace Scholarship Fund P.E.O. Program for Continuing Education P.E.O. Scholar Awards P.E.O. STAR Scholarship Florida Cottey College Scholarship Florida P.E.O. Scholarship Other committees may be appointed as authorized by the chapter. Their duties are implied by their names. To check chapter yearbook, using Standing Rule #7 as a guideline, before books are printed and distributed. To see that a Chapter Yearbook Report Form is sent as an attachment or mailed to the executive secretary of Florida State Chapter by June 1 of each year and that one chapter yearbook is mailed to the organizer or her proxy for the year of visitation by July 1. To write a letter to the president of the state chapter reporting chapter activities during the past year, including promotion of all P.E.O. projects and other philanthropic work, methods of fund raising, program features, social activities, spirit of cooperation and interest in chapter life. To read the president s letter to her chapter at a meeting in February, and, after approval by voice vote by the chapter, send by mail or to the state president. A copy shall be placed in the president s box and a copy sent by mail or to each nonresident member. To register the local chapter website with the vice president of the state chapter if utilized. Section 2. CORRESPONDING SECRETARY. In a city where more than one chapter exists, it shall be the duty of the corresponding secretary: To notify each chapter, or the area reciprocity council, when a member has been added by transfer or initiation. Section 3. RECORDING SECRETARY. It shall be the duty of the recording secretary: To send in March as instructed by the state executive board a copy of the chapter bylaws and standing rules, IF amended during the fiscal year. If NO changes have been made, she shall so notify as instructed by the state executive board. Section 4. EXEMPLIFICATION. Exemplification of sponsoring for membership, balloting and the Ceremony of Initiation shall be held within a reasonable time after election of officers Florida State Chapter Bylaws & Standing Rules BL-13

14 ARTICLE XIV RECIPROCITY COUNCILS Section 1. SUPERVISION. Reciprocity Councils shall be guided by the Constitution, Part III, Article XIII, Sections 1, 2, 3, 4, 5, and 6 and shall be under the supervision of the vice president of the state chapter. Section 2. REPORTS. Reciprocity Councils shall submit annually as directed by the designated state officer: By March 10: Financial report required by International Chapter for the fiscal year March 1 to February 28(29). By March 10: A copy of current bylaws (if amended during the previous year). By March 10: Report of reciprocity activities for the year, including a listing of local chapters and P.E.O. Groups that are members of the Reciprocity Council. ARTICLE XV P.E.O. GROUPS Section 1. ESTABLISHMENT. P.E.O. Groups may be formed as stated in the Constitution, Part III, Article XIV. Section 2. SUPERVISION. Each group so formed shall be under the supervision of the vice president of the state chapter. Section 3. REPORTS. P.E.O. Groups shall send annually to the designated state officer: In February, the president shall write a letter reporting on activities during the past year, number of members, spirit of cooperation and interest in group life. By March 10, the financial report required by International Chapter for the fiscal year March 1 to February 28(29). By March 10, a copy of the current bylaws (if amended during the previous year). A yearbook immediately after publication. ARTICLE XVI AMENDMENTS Section 1. PROCEDURE. Amendments to the bylaws of Florida State Chapter shall be proposed only by local chapters, the executive board, or standing committees of the state chapter, and shall be submitted in writing to the chairman of the Amendments and Recommendations Committee by November 1. These bylaws may be amended by a twothirds vote of the members present and voting in convention of Florida State Chapter provided that copies of the proposed amendments shall have been sent at least thirty days before convention to those named in Article I, Section 3, of these bylaws Florida State Chapter Bylaws & Standing Rules BL-14

15 STANDING RULES 1. A chapter in need of counsel shall notify the Florida State Chapter organizer. 2. The executive board of the state chapter shall determine the standard of identification for Florida delegates to Convention of International Chapter. 3. With the exception of a Florida past state president, the name of a member whose death occurs after March 1 shall appear on the Memorial Roll at convention the following year. Tributes to past state presidents shall be at the discretion of the past state presidents and under the advisement of the state treasurer. 4. No petition to disband shall be accepted between March 10 and the close of convention of Florida State Chapter. 5. A local chapter or any group desiring an officer of the state chapter as a guest speaker shall pay her traveling expenses. 6. The hour of local chapter regular business meetings shall be specified in the chapter s standing rules. 7. Standard for local chapter yearbook A. Cover 1) Size: as determined by the local chapter B. First Page (inside the cover) 1) Chapter Letter(s) 2) Star (optional) 3) City and state 4) Date of current program year 5) Day and hour of meeting C. Contents 1) Opening Ode, Objects and Aims, and P.E.O. Grace 2) Chapter officers 3) Chapter committees 4) Programs (Date, hostess, programs for a minimum of 12 regular business meetings, programs for social meetings) 5) Dates and place of forthcoming state convention. 6) Resident members with addresses, including zip codes, and telephone numbers with area codes. If same area code for all resident members, indicate at beginning of membership list. A summer address should immediately follow the winter address of a member. 7) Nonresident members with addresses, including zip codes, and telephone numbers with area codes. 8) Current official local chapter bylaws and standing rules. 9) Names, addresses, and telephone numbers of state officers. 10) Names, addresses, and telephone numbers of state chairmen of International and State projects. 11) Printing Standing Rules 7.C. 9) and 10) in the chapter yearbook is optional if the chapter has appointed a technology chairman to access this information on the Florida State Chapter website Florida State Chapter Bylaws & Standing Rules BL-15

16 12) List International Chapter and Florida State Chapter website addresses without the username and password. D. Annual Chapter Requirements 1) Exemplification of sponsoring for membership, balloting and the Ceremony of Initiation shall be held within a reasonable time after election officers (Article XIII, Section 4). 2) Nomination and election of officers and of delegates and alternates to convention shall be held by or at the first meeting in March. Installation of officers shall be held the first meeting in March. 3) Founders Day program may be held jointly with other chapters. 4) Reading president s letter February meeting under New Business. 5) Report of Convention of International Chapter in odd years (between close of Convention of International Chapter and end of that calendar year). 6) Study of P.E.O. Constitution, Florida State and local chapter Bylaws and Standing Rules in even years (January through December). 7) P.E.O. Projects choice of a, b, c, or d a. Separate programs for Cottey College, P.E.O. Educational Loan Fund, P.E.O. International Peace Scholarship Fund, P.E.O. Program for Continuing Education, P.E.O. Scholar Awards, P.E.O. STAR Scholarship, Florida Cottey College Scholarshp, and Florida P.E.O. Scholarship. b. Combined program of all projects, giving equal time to each. c. Combined program of all projects with emphasis on just one project each year. d. Regular spot reports at each chapter regular business meeting with no annual program. If regular spot reports are to be utilized, indicate at start of program listing. 8) Report of Convention of Florida State Chapter at the first regular or special business meeting following convention. 8. Amendments to the standing rules of Florida State Chapter shall be proposed only by local chapters, the executive board, or standing committees of the state chapter, and shall be submitted in writing to the chairman of the Amendments and Recommendations Committee by November 1. These standing rules may be amended by a majority vote of the members present and voting in convention of Florida State Chapter provided that copies of the proposed amendments shall have been sent at least thirty days before convention to those named in Article I, Section 3, of the Bylaws of Florida State Chapter. Proposed amendments received after that time may be considered only if called up by a two-thirds vote of the members present and voting in convention. Such proposed amendments may be adopted by a two-thirds vote of members present and voting, provided the amendment shall have been read at a meeting preceding the one in which it is acted upon Florida State Chapter Bylaws & Standing Rules BL-16