North Harris County Alumnae Chapter Delta Sigma Theta Sorority, Inc. Policy and Procedures Recommended Changes - October 2015

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1 3 Page 5: President duties: "new bullet added" Page 5 - President duties: Add bullet: Ensure that all chapter financial documents be retained for a minimum of 5 years and chapter meeting minutes be retained forever in storage. 04 Leadership Manual Page 6 - nd Vice President duties: add a new bullet Page 6 - nd Vice President Duties: Add bullet: () Provide New Member Orientation to members who are new to the chapter. 4 Page 6 - Recording Secretary: add a new bullet Page 6 - Recording Secretary: Add bullet: () maintaining record book(s) in which the chapter s Rules of Order Form, Policies and Procedures, and minutes are entered, with any amendments to these documents properly recorded, and having the current record book(s) on hand at every meeting; () In the absence of the President, st Vice-President, nd Vice-President, the Recording Secretary shall call the chapter meeting to order and preside until one of the above arrives, or a chairman pro tem is immediately elected. 03 Leadership Manual - Secretary duties. 5 Page 9 - Sergeant-At-Arms: add a new bullet Page 9 - Sergeant-At-Arms: Add bullet: () Ensure that all members are properly dressed in business attire for all chapter meetings. 6 Page & 4 - Minerva Circle Delete: Members may also be nominated from the floor. Administrative Procedures for Membership Intake 7 Page - Courtesy: add a word "Deliver food to the family " and "Food will be delivered to the family " Page - Courtesy: add the word "immediate" before family in both sections. of family 8 Page 3 - Economic Development: word correction "awareness centered a rounded economic empowerment " Page 3 - Economic Development: replace "a rounded" with around. Grammatical correction 9 Page 4 - Membership Services: add statement Page 3 - Membership Services: add statement: "This committee is chaired by the nd Vice-President." 0 Page 4, -Chair & Members of the Nominating Committee Page 4, - Add: A member of the Nominating Committee may serve "more than one term but not consecutively". National Page 4 - Project ACE: change spelling of "alumni" to "alumnae" Grammar Page of 5

2 Page 5 Add Electronic Meetings and Communications Add under Meetings Add: Electronic Meetings and Communication The National Executive Board and all regional and 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 communications may be sent electronically in accordance with Delta s Internet Guidelines. National page 60 of Bylaws, New Article XII 3 Page 6 - Chapter Officers Page 6 - Put a space between Responsibilities and Chapter Officers Grammar 4 Page 9 - Committee Meetings: The President and all members of the committee should be notified any meetings. Page 9 - Committee Meetings: add word "of" before any. Grammar 5 6 Page 0 - Annual Dues: Non-paid in full life member who Page - Nomination, Election & Voting Page 0 - Annual Dues: change words to "A non-paid in full member who. Page - Add: A member does not have to be present to be nominated from the floor; however, she must be declared eligible and she must affirm her willingness to serve unless she has given prior consent. Acceptable documentation may include, but is not limited to a letter, note, , text, telephone call, or some form of communication, from the nominee stating that she wants to be nominated or if nominated she is willing to serve. National 7 Page - Nominations, elections & Voting: Nominees from Page - Nominations, Elections & Voting: change word "reference Grammar the floor must meet the same eligibility requirements as set to referenced". forth in the Chapter Policies and Procedures for Chapter office as reference under section Criteria.. 8 Page - Nominations, elections & Voting: Page : Add The chair and members of the Nominating Committee must resign prior to the call for nominations to be eligible to run for a chapter office or position. National Bylaws, Article IX 9 Page of 5

3 0 Page Criteria to Run For Chapter Office: To be eligible to Page - Criteria To Run for Chapter Office: change "or" to "of" Grammar have one's name Member, or the Budget and Finance Page - Criteria to Run for Chapter Office: To be eligible to have one's name name submitted for nomination for Nomination Committee Chair and members of the nominating committee.....member to Budget and Finance Committee,... Page - Add: Campaign Guidelines: under Elections Page - Change to: "for nomination for the Nominating Committee Chair and members of the Nominating Committee". Change "Member to Budget to "Member of the Budget" Page - Campaign Guidelines: () A campaign finance report Campaigning Guidelines based on National set must be submitted to the Nominating or Elections Chair ; () Guidelines and Practices The format of the finance report will be provided by the Nominating or Elections Committee. (3) "Candidates will be responsible for cleaning up all literature." (4) No Campaign Materials allowed in the Meeting Room. ALLOWED. Print Literature. Robo-calls 3. Campaigning on the Internet is allowed via websites, personal s, and and video marketing tools. NOT ALLOWED. Gifts/Giveaways. Gifts at campaign pre/post receptions 3. Food of any kind (e.g., table candy, peppermints, popcorn, chocolates) 4. CDs, Jump Drives, etc. 5. Mailing gifts 6. Giveaways of any kind, which includes fundraiser prizes. 7. Activities within social network sites or social online communities that allow individuals to interact with each other are NOT allowed. 8. Campaigning is restricted within the Sorority. 3 Page 5 - Special Elections: The Nominating Committee shall make recommendations to the body for vacancies occurring during the interim between regular elections unless specifically provided for elsewhere in the Policies and Procedures. Page 6 - Relocating/Transferring Sorors: "This letter should will include " Page 5: Remove "Nominating Committee shall make recommendations to the body for and replace with "President shall appoint in the event that any",, Delete unless specifically provided for elsewhere in the Policies and Procedures. Page 6 - Relocating/Transferring Sorors: remove "should will" and replace with "must". Specifically provided for under Filling Vacancies. 4 Page 3 of 5

4 Page 6 - Insurance: st bullet - combine the words "fund raising" to fundraising. Grammar 5 Page 6 - Insurance: Add: Each chapter shall be covered by general liability insurance, which is solely available through Grand Chapter. per National Bylaws, Article X - Dues and Fees 6 Page 7 - Budget: st bullet "Each committee will be required Page 7 - Budget: change "two consecutive years" to "one year". to develop a budget for two consecutive years. 4th bullet "This Change "mailed" to "given".. budget will be mailed to financial members." 7 Page 7 - Committee Activity Budgets:"Prior to the release of any funds, a Committee Activity Budget Form,.." Page 7 - Committee Activity Budgets: change the statement to read: Prior to the release of any funds, the President and Treasurer reviews the current committee budget with the committee chair. 8 Page 7 - after Committee Activity Budgets: add a section for Fund Reallocation. Page 7 - Reallocation: Fund Reallocations Membership Dues are due by March 3st each year and the Chapter budget for the ensuing fiscal year is presented in the April chapter meeting. When local dues are received after the annual budget has been presented, excess funds are generated. This means additional funds could be used toward administrative/operating expenses or programs/projects. * Fund Reallocations will occur at least once during the fiscal year. * The Budget and Finance Committee will review the current budget and determine when a reallocation is necessary. Once the remaining balance is approved, the Finance Committee makes recommendation for reallocation. A fund reallocation spreadsheet will be prepared and presented to the chapter for approval. Committee chairs will not need to submit a budget request form to receive additional funds unless otherwise stated by the Chair of the Budget and Finance Committee. 9 Page 4 of 5

5 Page 8 -- Add Page 8 add: Chapter Savings Plan Chapter Vote September 05 The Chapter Savings Plan was adopted September 05. The Chapter is to place $0.00 per financial Soror in the established money market account based on the membership roster at the end of each calendar year (/3/xx) provided there is over $0,000 in the net cash balance. (for example : On a yearly basis (/3) if the membership financial roster is 00 and the Chapter has over $0,000 in the net cash balance, the Treasurer will take $,000 from General Funds and place it in the Money Market account.) 30 3 Page 9 - Returned Checks: Bullets and -- Change "Financial Secretary" to "Treasurer". Page 30 - Convention/Conference Travel Expenditures "The per diem amount shall be equal to and not greater than the amount for Grand Chapter which is currently $4.00 " Add: Prepayment of delegate expenses during an election year: The chapter is paying to cover registration and other expenses for the position; not the person. This means the incoming, delegate elected position(s) would be covered. Any Convention/Conference expense(s) paid by the Chapter prior to the election will be transferred to the incoming officer(s) once installed. 3 Page 30 - before Other Fees: Insert Unallowable Expenses/Reimbursements "The per diem amount shall be equal to and not greater than the amount for Grand Chapter which is currently $4.00 " Removinb $4 per diem per day. Page 30 - before "Other Fees" add: Unallowable Recommendation: Change from $4 per day per diem Expenses/Reimbursements. () The delegate will not be reimbursed to the ww.gsa.gov standard rate per diem for the for telephone charges incurred in the hotel room. () Other hotel room amenities such as laundry service, movies, roommate's cost of a shared room and room service meals exceeding the daily per diem. Convention city. 33 Page 30 - after "Other Fees": Insert Non-Convention/Non- Conference Travel Page 30 - after "Other Fees" insert NON-CONVENTION/NON- CONFERENCE TRAVEL are special events recommended by National or Regional that a member of the chapter attends. () () The chapter may pay the full registration fees for the chapter representative attending non-mandated national or regional events upon a chapter vote. () Based on the chapter vote, the expenses eligible for pay/reimbursement shall include: (a) Hotel Accommodations (b) Transportation to and from the host city (c) Per diem not to exceed the daily per diem. Torch Event Example: 34 Page 5 of 5