UTAH STATE BYLAWS and STANDING RULES Amended May 2018 ARTICLE I CONVENTION OF UTAH STATE CHAPTER

Transcription

1 Utah State Bylaws

2 UTAH STATE BYLAWS and STANDING RULES Amended May 2018 ARTICLE I CONVENTION OF UTAH STATE CHAPTER Section 1---MEMBERS A convention of Utah State Chapter shall consist of the following active members of the P.E.O. Sisterhood when present and registered: A. executive board B. past state presidents of Utah State Chapter C. delegates of local chapters D. chairmen of the Finance and Amendments & Recommendations Committees Section 2---TIME AND PLACE Convention shall be held annually the first week in May, unless by reasons of emergency the state president, with the consent of the executive board and hostess chapters, shall see fit to change the date or place. Arrangements shall be provided by hostess chapters as specified by the organizer. Section 3---LOCAL CHAPTER REPRESENTATION A. Each local chapter shall elect two delegates and two alternates to convention, the president acting as first delegate when feasible. B. If a vacancy occurs, the first alternate elected shall automatically fill the first vacancy. Section 4---REPORTS The delegates shall give a report of the business and other highlights of convention to their chapters within six weeks following convention. Section 5---HOSTESS CHAPTERS A. Hostess chapters shall be grouped geographically, with alphabetical order being observed as far as possible. Representatives from convention hostess chapters shall meet during convention, four years prior to their convention, with the officer who will preside as president for the appropriate convention year and the convention coordinator to start the convention planning process. B. Three thousand dollars ($3,000) will be allocated by Utah State Chapter to the hostess chapters convention account, payable over a period of two years. The local chapters serving as hostesses for their convention shall be responsible for any amount spent above the amount allocated. C. Any unspent funds will revert to Utah State Chapter Convention Fund. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-1

3 Section 6---FORMAL ACTION Any item passed by convention of the state chapter that must be implemented by local chapters, shall become effective as ordered by convention, and must be implemented upon receipt of official notice in the proceedings of convention. ARTICLE II REPRESENTATION IN CONVENTION OF INTERNATIONAL CHAPTER Section 1---CHAPTER DELEGATES A. Delegates to Convention of International Chapter shall be chosen in rotation, from groups of seven local chapters or major fraction thereof. These groups shall be designated by the organizer for a period of three future bienniums, with consideration for geographic location. Lists of these groups shall be printed annually in the proceedings of convention. B. In the event of a vacancy in the delegation, the president shall appoint in the following order: the alternate, a member of the chapter entitled to representation, a member of another chapter in the group, or a member of the state chapter at large. C. A chapter shall forfeit its turn for representation if unable to send a delegate to convention at the stated time and shall be placed at the end of the rotation of its group. Section 2---NOMINATION AND ELECTION OF LOCAL CHAPTER DELEGATES A. In the year of Convention of International Chapter, local chapters entitled to representation shall nominate a delegate and an alternate at their annual election. B. Names of nominees for delegate and alternate shall be sent as required by International Chapter. The names shall be submitted to the following convention for election. C. Nominees shall have served as members of a Convention of Utah State Chapter within the last ten years, which may include the convention at which they are elected. Section 3---PAST STATE PRESIDENTS A. Past state presidents shall choose from their members those who will receive housing and meals at Convention of International Chapter. B. The immediate past president shall be among those chosen. C. The president of the group shall appoint members to fill vacancies in the delegation. Section 4---EXECUTIVE BOARD MEMBERS Two officers of the Executive Board of the Utah State Chapter shall be members of Convention of International Chapter as designated by the Constitution. Section 5---REPORTS A. A report of Convention of International Chapter shall be given to each local chapter in the state by a delegate, state officer, or past president of the state chapter who officially attended that convention. B. The report shall be given in person by December 1. A written report may be authorized by the president of the state chapter. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-2

4 C. The president shall report to each chapter in an incomplete group, or appoint another officer who officially attended convention to make such reports. ARTICLE III NOMINATIONS AND ELECTIONS Section 1---ELIGIBILITY A. A nominee for any state chapter office shall have been a member of the P.E.O. Sisterhood for at least five years. B. No person shall be eligible for a state office who has not served a complete term as president of a local chapter. C. No two officers from any one chapter shall serve on the state board at one time. Section 2---TENURE A. No officer shall serve more than two consecutive terms in one office. B. A vacancy occurring during the year in any office, except that of president, shall be filled by appointment made by the president, with approval by a majority vote of the executive board. Section 3---SEQUENCE OF OFFICERS The sequence shall be president, vice president, organizer, treasurer, and secretary. Section 4---NOMINATION OF OFFICERS A. The president, at the beginning of her term, with approval of the executive board, shall appoint a Nominating Committee of three. This committee shall include the immediate past president, who shall serve as chairman. B. At convention, the committee shall present the name of one nominee for each office. C. Further nominations may be made from the floor for each office preceding the elective ballot for the office providing all nominees shall have consented to serve if elected. D. A past state president, a member of the executive board, the chairman of a standing committee, or local chapters wishing to recommend an eligible member for the executive board shall submit, with the candidate s consent, a completed nomination form to the chairman of the Nominating Committee. The chosen nominee must be a member of the convention at which her name is presented. Section 5---ELECTION OF OFFICERS Election shall be by written ballot, unless there is but one nominee for each office called for in sequence. Then, 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, a separate elective ballot for each such office shall be taken, and a majority of votes cast shall elect, and voting shall not be limited to the nominees. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-3

5 ARTICLE IV DUTIES OF UTAH STATE CHAPTER OFFICERS Section 1---PRESIDENT The president at the beginning of her term, with approval of the executive board, shall appoint, in accordance with the Utah State Chapter Bylaws, the following: A. one member to each of the following committees: Finance and Amendments & Recommendations; and one or more members, if needed, to the Communications Team; B. three members to the Nominating Committee, which shall include as chairman the immediate past president of the state chapter; C. three members to the Auditing Committee, the chairman being a past president of the state chapter; D. one or more members to the Membership Committee, insuring at least one past state president is on the committee; E. a convention coordinator who shall serve until her successor is named; F. a state chapter sales chairman, a state historian and state program file chairman; G. one member to each of the following Utah State Chapter project committees: Helen Abbott Fund, Carole Putnam Fund, Susan W. Coda Memorial Scholarship Fund, Gump and Ayers Scholarship Fund, Ruth S. Clayton Memorial Nursing Scholarship Fund, Cottey College, Ruth Orton Scholarship Fund and Glen Ella Jones Scholarship Fund; H. a member to the P.E.O. International Philanthropies Committee. If a vacancy occurs in a committee, the president shall appoint a replacement, with approval of the executive board. If an adviser or ex-officio member of a committee cannot serve, the president shall appoint another member of the executive board. Section 2---VICE PRESIDENT The vice president shall: A. prepare a résumé of annual local chapter presidents letters to present at convention; B. serve as the organizer s proxy when necessary; C. serve as adviser to designated standing committees as assigned by the executive board; D. serve as an ex-officio member of the Finance Committee; E. notify the chapters entitled to representation before February 1 of the year of Convention of International Chapter; F. have charge of the Time of Remembrance at state convention. Section 3---ORGANIZER The organizer (or her proxy) shall make an official visit to each chapter at least biennially. She shall notify each chapter president of the date of her official visit which may include Exemplification of the Ceremony of Initiation. A chapter may request a visit in an unscheduled year. The organizer shall: Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-4

6 A. arrange, with the approval of the executive board, hostess chapters for state convention for a five year period. Those chapters having been organized for less than five years will not be added into the schedule; B. schedule chapter representation at Convention of International Chapter; C. serve as an ex-officio member of the Membership Committee; D. serve as adviser to designated standing committees as assigned by the executive board. Section 4---TREASURER The treasurer shall: A. keep the financial records of the state chapter and have the books audited at the end of the fiscal year; B. order supplies for the officers and committees of the state chapter; C. allocate state chapter dues annually as recommended by the Finance Committee and approved by the executive board and convention of state chapter; D. serve as an ex-officio member of the Finance Committee; E. present an annual report of the financial records; F. serve as adviser to designated standing committees as assigned by the executive board; G. provide copies of the annual reports, with the secretary, for the members of state convention. Section 5---SECRETARY The secretary shall: A. prepare and distribute a copy of the proceedings, bylaws and standing rules to those specified in the Constitution (Part II, ARTICLE VIII, Section 6). An electronic copy of proceedings will be provided to the Communications Team to be posted on the Utah State website. Upon request, hard copies will be made available for purchase; B. keep a permanent file of proceedings of conventions of state chapter; C. serve as adviser to designated standing committees as assigned by the executive board; D. provide copies of the annual reports, with the treasurer, for the members of state convention. ARTICLE V STANDING COMMITTEES Unless otherwise ordered, all standing committees of state chapter shall be rotating committees, consisting of three members. The senior member in point of service shall serve as chairman, unless otherwise designated, and shall retire at the close of convention. In case of the appointment of an entirely new committee, the president shall designate the chairman, second and third members. Terms shall begin at the close of convention of state chapter, and all members shall serve until their successors are appointed and such appointments are approved by the executive board. A vacancy occurring during the year shall be filled by appointment made by the president and approved by a majority vote of the executive board. Each committee shall prepare a typed report of the year s activities for convention of state chapter. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-5

7 Section 1---FINANCE COMMITTEE A. The Finance Committee shall perform the duties listed in Part II, Article IX, Section 9 of the Constitution, advise in financial matters, prepare the annual budget, and recommend the apportioning of state chapter funds. B. The vice president and the treasurer shall be ex-officio members. Section 2---AMENDMENTS AND RECOMMENDATIONS COMMITTEE The Amendments and Recommendations Committee shall: A. review bylaws annually to make recommendations and propose amendments as needed; B. receive and prepare proposed amendments and/or recommendations to come before convention. Section 3---AUDITING COMMITTEE A. The Auditing Committee shall: 1. consist of three members appointed annually; 2. audit the books of the state treasurer at the end of the fiscal year. 3. audit the current year hostess chapters convention account no later than July 30. B. The chairman shall be a past president of state chapter. Section 4---MEMBERSHIP COMMITTEE A. The Membership Committee shall: 1. consist of three to five members, at least one of whom shall be a past president of Utah State Chapter. Members may serve from one to three years at the discretion of the president; 2. work to increase the membership and retention of members in the P.E.O. Sisterhood in Utah; 3. help each local chapter have an enthusiastic, actively participating, supportive and growing membership; 4. assist the organizer in forming new chapters in Utah. B. The president shall designate the chairman. C. A past state president shall be responsible for training the members of the committee. D. The organizer shall serve as an ex-officio member of the committee. Section 5---HISTORIAN A. Shall be appointed by the president for a term of one year. B. The historian shall: 1. collect and preserve data relative to P.E.O. in Utah and serve as custodian of old records and memorabilia; 2. be responsible for the preparation and presentation of history books and related materials at convention. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-6

8 Section 6---COMMUNICATIONS TEAM A. Shall consist of a team leader and a minimum of two team members appointed by the president and approved by the executive board. Terms may be staggered as determined by the executive board. B. The Communication Team Leader shall: 1. oversee the training of Communications Team members; 2. supervise the web and newsletter teams; 3. provide training and support to the state board and committees as needed; 4. maintain the P.E.O. Google accounts and documents as specified by the state board. C. The communication team shall: 1. regularly publish Sister to Sister newsletter; 2. be responsible for maintaining the website and other communications of Utah State Chapter. D. A designated state officer shall serve as adviser. Section 7---PROGRAM FILE CHAIRMAN A. Shall be appointed by the president for a term of one year. B. The State Program File Chairman shall keep the state program file. The program materials shall be available for loan to P.E.O. chapters and groups. C. A designated state officer shall serve as adviser. Section 8---STATE CHAPTER SALES CHAIRMAN A. Shall be appointed by the president for a term of one year; B. Shall disperse items to local chapters and collect the funds from their sales. Section 9---CONVENTION COORDINATOR A. Shall be appointed by the president. B. The convention coordinator shall: 1. work with the convention committees and the selected facilities to coordinate the convention logistics and negotiate contracts; 2. meet with the convention committees as necessary to help with their facilities planning; 3. visit the convention site with the convention committee; 4. be on site prior to and during convention and handle facilities issues as they arise. Section 10---HELEN ABBOTT FUND COMMITTEE A. The Helen Abbott Fund Committee shall administer and maintain the Helen Abbott Fund in accordance with Article VI of the Utah State Bylaws. B. A designated state officer shall serve as adviser. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-7

9 Section 11---CAROLE PUTNAM FUND COMMITTEE A. The Carole Putnam Fund Committee shall administer and maintain the Carole Putnam Fund in accordance with Article VII of the Utah State Bylaws. B. One of the three members shall be a member of Chapter N. C. A designated state officer shall serve as adviser. Section 12---SUSAN W. CODA MEMORIAL SCHOLARSHIP FUND COMMITTEE A. The Susan W. Coda Memorial Scholarship Fund Committee shall: 1. maintain the Susan W. Coda Memorial Scholarship Fund; 2. review the applications and receive final approval for scholarships from the P.E.O. Foundation. B. Susan Coda Grube shall be an ex-officio life member, without vote. C. A designated state officer shall serve as adviser. Section 13---RUTH S. CLAYTON MEMORIAL NURSING SCHOLARSHIP FUND COMMITTEE A. The Ruth S. Clayton Memorial Nursing Scholarship Fund Committee shall: 1. maintain the Ruth S. Clayton Memorial Nursing Scholarship Fund; 2. review applications and receive final approval for scholarships from the P.E.O. Foundation. B. Joan Clayton Reid shall be an ex-officio life member of the committee, without vote. C. One of the three committee members shall be a member of Chapter W. D. A designated state officer shall serve as adviser. Section 14---GUMP AND AYERS SCHOLARSHIP FUND COMMITTEE A. The Gump and Ayers Scholarship Fund Committee shall: 1. maintain the Gump and Ayers Scholarship Fund; 2. review applications and receive final approval for scholarships from the P.E.O. Foundation. B. Marion P. Ayers shall serve as an ex-officio life member, without vote. C. One of the three committee members shall be a member of Chapter R. D. A designated state officer shall serve as adviser. Section 15---COTTEY COLLEGE COMMITTEE A. The Cottey College Committee shall review applications for Cottey College Scholarship assistance and award scholarships from the following funds. The amount of the scholarship shall be determined by the committee. 1. The Utah Cottey College Scholarship Fund is maintained to provide one or more scholarships of a minimum of five hundred dollars ($500.00) for women in need of financial assistance in order to attend Cottey College. A recipient must meet the scholastic requirements of Cottey College and may, as funds permit, receive a scholarship for a second year. 2. The Ruth H. Clark Cottey College Scholarship Fund, as provided for in Article VIII, Section 2. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-8

10 B. The committee shall notify scholarship applicants of the status of their applications within six weeks of receipt of applications. C. The committee shall extend courtesies to recipient students and promote interest in and support of Cottey College. D. A designated state officer shall serve as adviser. Section 16---RUTH ORTON SCHOLARSHIP FUND COMMITTEE A. The Ruth Orton Scholarship Fund Committee shall: 1. maintain the Ruth Orton Scholarship Fund; 2. review applications and receive final approval for scholarships from the P.E.O. Foundation. B. One of the three committee members shall be a member of Chapter F. C. A designated state officer shall serve as adviser. Section 17---GLEN ELLA JONES SCHOLARSHIP FUND COMMITTEE A. The Glen Ella Jones Scholarship Fund Committee shall: 1. maintain the Glen Ella Jones Scholarship fund; 2. review applications, receive final approval for scholarships from the P.E. O. Foundation. B. A designated state officer shall serve as adviser. Section 18---P.E.O. INTERNATIONAL PHILANTHROPIES COMMITTEE A. The P.E.O. International Philanthropies Committee shall extend courtesies to recipient students in the state and promote interest in and support of the P.E.O. Educational Loan Fund, P.E.O. International Peace Scholarship, P.E.O. Program for Continuing Education, P.E.O. Scholar Awards, and the P.E.O. STAR Scholarship. B. A designated state officer shall serve as liaison. ARTICLE VI HELEN ABBOTT FUND Section 1---ESTABLISHMENT The Helen Abbott Fund shall be maintained by state chapter for educational grants or temporary assistance to members and non-members in need. This fund shall be provided by gifts and bequests. Section 2---ADMINISTRATION This fund shall be administered by a rotating committee of three active members. A designated state officer shall serve as adviser. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-9

11 Section 3---APPLICATION Application for aid shall be made by a local chapter. The forms and accompanying letters shall be submitted by the sponsoring chapter to the chairman of the Helen Abbott Fund Committee. The Helen Abbott Fund Committee, having the final decision in granting aid, shall notify the sponsoring chapter and applicant within six weeks of receiving the application. Section 4---EDUCATIONAL GRANTS OR TEMPORARY ASSISTANCE Upon recommendation of the Helen Abbott Fund Committee, a grant shall be awarded on a one-time basis, to a woman residing in Utah: A. who has been accepted into a degree or certification program at a Utah post-secondary educational institution; or B. who is in need of temporary financial assistance. This grant shall be known as a Helen Abbott Fund Grant. The amount of the grant shall be established under the guidelines of the Helen Abbott Fund Committee. Section 5---ANNUAL REPORT The chairman of the Helen Abbott Fund Committee shall report annually to convention after the report has been approved by the committee. ARTICLE VII CAROLE PUTNAM FUND Section 1---ESTABLISHMENT The Carole Putnam Fund shall be maintained by state chapter to provide grants to qualified women in need of financial assistance to achieve their educational goals. This fund shall be provided by gifts and bequests. Section 2---ADMINISTRATION This fund shall be administered by a rotating committee of three active Utah P.E.O.s, one of whom shall be a member of Chapter N. A designated state officer shall serve as adviser. Section 3---APPLICATION Application for a grant shall be made by a local chapter. Policies, procedure information and application forms shall be secured from the chapter project chairman or a member of the Carole Putnam Fund Committee. The Carole Putnam Fund Committee, having the final decision in awarding the grant, shall notify the sponsoring chapter and applicant of the committee s decision within six weeks of receiving the application. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-10

12 Section 4---GRANTS Upon recommendation of the Carole Putnam Fund Committee, a grant shall be awarded on a one-time basis that will provide opportunity to gain new skills or enhance existing skills that will lead to better employment opportunities. The recipient shall be a woman residing in Utah seeking education that is not part of a degree program. The scholarship check will be made payable to the school or institution to which the applicant has enrolled. If the applicant has already paid tuition, the check shall be made payable to the applicant as a reimbursement. Section 5---ANNUAL REPORT The chairman of the Carole Putnam Fund Committee shall report annually to convention after the report has been approved by the committee. ARTICLE VIII P.E.O. FOUNDATION SCHOLARSHIPS Section 1---SUSAN W. CODA MEMORIAL SCHOLARSHIP FUND A. ESTABLISHMENT. The Susan W. Coda Memorial Scholarship Fund shall be maintained by Utah State Chapter to provide scholarships to qualified Utah women who wish to pursue higher education outside the state of Utah. Scholarships shall be funded entirely by the interest available in the fund. B. ADMINISTRATION. The fund shall be administered by the P.E.O. Foundation and a rotating committee of three active Utah P.E.O.s. Susan Coda Grube shall be an ex-officio life member of the committee without vote. A designated state officer shall serve as adviser. C. APPLICATION. Applicants must be residents of the state of Utah and have attended high school or college in Utah. They must have achieved and maintained high scholastic standards. Additionally, applicants must provide proof of acceptance to or current enrollment in an institution of higher education outside Utah. Scholarship recipients shall be selected on the basis of current scholastic achievement and community involvement, as well as personal and professional goals. Relatives of current committee members are not eligible to receive scholarships. The Susan W. Coda Memorial Scholarship Fund Committee shall review all applications. The applications of the most highly qualified women shall be sent to the trustees of the P.E.O. Foundation for final approval. D. ANNUAL REPORT. The chairman of the Susan W. Coda Memorial Scholarship Fund Committee shall report annually to convention after the report has been approved by the committee. Section 2---RUTH H. CLARK COTTEY COLLEGE SCHOLARSHIP FUND A. ESTABLISHMENT. The Ruth H. Clark Cottey College Scholarship Fund shall be maintained by Utah State Chapter to provide scholarships for Utah women wishing to attend Cottey College. Scholarships shall be funded entirely by the interest available in the fund. B. ADMINISTRATION. This fund shall be administered by the P.E.O. Foundation and the Cottey College Committee of state chapter. A designated state officer shall serve as adviser. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-11

13 C. APPLICATIONS. Applicants must be residents of the state of Utah and must have been accepted for admission to Cottey College. The Cottey College Committee shall review all applications. The applications of the most highly qualified women shall be sent to the trustees of the P.E.O. Foundation for final approval. D. ANNUAL REPORT. The chairman of the Cottey College Committee shall report annually to convention after the report has been approved by the committee. Section 3---GUMP AND AYERS SCHOLARSHIP FUND A. ESTABLISHMENT. The Gump and Ayers Scholarship Fund shall be maintained by Utah State Chapter to provide financial assistance to qualified women who are single parents and who wish to pursue higher education at accredited universities or colleges. Scholarships shall be funded entirely by the interest available in the fund. B. ADMINISTRATION. This fund shall be administered by the P.E.O. Foundation and a rotating committee of three active Utah P.E.O.s, one of whom shall be a member of Chapter R. Marion P. Ayers shall be an ex-officio life member of the committee without vote. A designated state officer shall serve as adviser. C. APPLICATION. Application for aid to a member or non-member may be made by a local chapter. Applicants must have completed high school with high scholastic standards and show evidence of seriousness of purpose. They must show proof of acceptance to or current enrollment in an institution of higher education and be a resident of Utah. Scholarship recipients shall be selected based on current scholastic achievement and potential for success, as well as personal integrity and need. Relatives of the current committee members are not eligible to receive scholarships. The Gump and Ayers Scholarship Fund Committee shall review all applications. Applications of the women selected to receive the scholarships shall be sent to the trustees of the P.E.O. Foundation for final approval. D. ANNUAL REPORT. The chairman of the Gump and Ayers Scholarship Fund Committee shall report annually to convention after the report has been approved by the committee. Section 4---RUTH S. CLAYTON MEMORIAL NURSING SCHOLARSHIP FUND A. ESTABLISHMENT. The Ruth S. Clayton Memorial Nursing Scholarship Fund shall be maintained by Utah State Chapter to provide scholarships to attend a nursing program in the state of Utah. Scholarships shall be funded entirely from interest available in the fund. B. ADMINISTRATION. This fund shall be administered by the P.E.O. Foundation and a rotating committee of three active Utah P.E.O.s appointed by the president, one of whom shall be a member of Chapter W. Joan Clayton Reid shall be an ex-officio life member of the committee, without vote. A designated state officer shall serve as adviser. C. APPLICATION. Applicants must have graduated from a Utah high school and shall provide proof of acceptance or enrollment in a nursing program in the state of Utah. Awards will be made annually unless there are no qualified applicants, in which event, income shall be carried over and accumulated until a qualified applicant is found. Scholarship recipients shall be selected based on scholastic achievement, community involvement, nursing career goals Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-12

14 and shall be in need of financial assistance in order to pursue a nursing education. Scholarship applications shall be reviewed by the entire committee. Final approval of the scholarship shall be granted by the trustees of the P.E.O. Foundation. D. ANNUAL REPORT. The chairman of the Ruth S. Clayton Memorial Nursing Scholarship Committee shall report annually to convention after the report has been approved by the committee. Section 5---RUTH ORTON SCHOLARSHIP FUND A. ESTABLISHMENT. The Ruth Orton Scholarship Fund shall be maintained by Utah State Chapter to provide financial assistance for qualified Utah Cottey graduates to attend colleges and universities of their choice. Scholarships shall be funded by the interest and contributions available in the fund. B. ADMINISTRATION. This fund shall be administered by the P.E.O. Foundation and a rotating committee of three active Utah P.E.O.s appointed by the president, one of whom shall be a member of Chapter F. A designated state officer shall serve as adviser. C. APPLICATIONS. Applications for the scholarship shall be submitted by a Utah Cottey graduate and shall be reviewed by the Ruth Orton Scholarship Fund Committee. The committee will consider the needs of the applicant, GPA, goals, and determine the amount of the scholarship. Applications of the women selected to receive the scholarships shall be sent to the trustees of the P.E.O. Foundation for final approval. D. ANNUAL REPORT. The chairman of the Ruth Orton Scholarship Fund committee shall report annually to convention after the report has been approved by the committee. Section 6---GLEN ELLA JONES SCHOLARSHIP FUND A. ESTABLISHMENT. The Glen Ella Jones Scholarship was established from a trust distribution from Glen Ella Jones and is held and administered by the P.E.O. Foundation. Scholarships shall be awarded by Utah State Chapter from accrued income earned. B. ADMINISTRATION. Administration of the Fund will be in accordance with established procedures of the P.E.O. Foundation. A rotating committee of three active P.E.O.s shall be appointed by the president annually. A designated state officer shall serve as adviser. C. REQUIREMENTS. The applicants must be female Utah residents, 21 years of age or older, who have graduated from high school or have earned a GED. Applicants may have some college credit or be a first year student with no credits, but may not have previously completed a college degree. The application must be accompanied by a letter of recommendation from a local P.E.O. chapter. The scholarship may be used at any two or four year college or university, including nationally accredited vocational schools to which the applicant has been accepted. The scholarship shall be awarded based on educational goals, career plans and financial need. D. ANNUAL REPORT. The chairman of the Glen Ella Jones Scholarship Fund Committee shall report annually to convention after the report is approved by the committee. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-13

15 ARTICLE IX FINANCE Section 1---DUES A. The annual dues shall be forty dollars and fifty cents ($40.50) per active member, which shall be allocated as follows: twenty-six dollars ($26.00) for International Chapter dues, which includes six dollars ($6.00) for Cottey College, and fourteen dollars and fifty cents ($14.50) for state chapter dues. State chapter dues shall be allocated annually as recommended by the Finance Committee, with the approval of the executive board and presented to and approved by the convention. B. Local chapters shall have the option of paying the dues for a chapter member who, because of personal difficulties, can no longer afford to participate in local chapter life. Section 2---STATE CONVENTION FEES A. Each local chapter shall provide for the transportation of its delegates to state chapter convention and shall pay a convention fee of eight dollars ($8.00) per chapter member to the Utah State Chapter Convention Fund along with the annual dues. B. The state chapter shall pay all necessary expenses of convention as budgeted by the Finance Committee; however, expenses incurred by delegates at a higher rate than budgeted will be reimbursed at the negotiated rate. These expenses are the following: 1. three meals, one of which shall be a convention banquet, for chapter delegates, members of the executive board, chairman of the Amendments and Recommendations Committee, chairman of the Finance Committee, the assistant secretary, the convention coordinator, and the AV specialist. 2. one meal for those being honored as part of a convention tribute and one meal for invited philanthropy speakers; one nights lodging based on double occupancy for those delegates, resident past state presidents, chairman of the Amendments and Recommendations Committee, chairman of the Finance Committee, and the assistant secretary living beyond a distance of fifty miles and less than one hundred miles; 3. two nights lodging based on double occupancy for those delegates, resident past state presidents, chairman of the Amendments and Recommendations Committee, chairman of the Finance Committee, and the assistant secretary living beyond a distance of one hundred miles; 4. the convention registration fee for all members of convention as listed in Article 1, Sec. 1, the convention coordinator, the assistant secretary, and the AV specialist; 5. the convention registration fee for Golden Girls who attend only the tribute portion of the convention at which they are being honored; 6. three nights lodging based on double occupancy for the convention coordinator. 7. the three nights lodging based on double occupancy for members of the executive board except that the president shall have a room to herself; 8. a storage room for use by the hostess chapters and participants of convention; Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-14

16 9. the required contents for binders; 10. the expense of the organizer s Period of Instruction, as provided for in the budget; 11. the expense of the Time of Remembrance, as provided for in the budget; 12. the expense of the workshops, as provided for in the budget; 13. the expense of the Pre-convention Open House, as provided for in the budget. The open house shall be held annually by the executive board the night before the opening of Utah State Convention to welcome early arriving delegates and visitors. C. Visitors, with the exception of members of the hostess chapters, shall pay a registration fee. Section 3---INTERNATIONAL CONVENTION State chapter shall pay from the International Travel Fund, the necessary travel expenses to the Convention of International Chapter of its president, vice president, immediate past state president (if she has not attended as either president or vice president), and each local chapter delegate. Housing and meals for members of Convention of International Chapter shall be paid according to the P.E.O. Constitution Part 1, Article VIII, Section 8. Section 4---OPERATING EXPENSES Utah State Chapter shall pay necessary standing committee, project committee and board expenses for the year as authorized by the executive board. These expenses shall be submitted to the president or treasurer with original receipts. Section 5---AUDIT The books of the state treasurer shall be audited annually at the close of the fiscal year by the Auditing Committee as specified in Article V, Section 3. The fiscal year of state chapter shall be from April 1 to March 31 of the following year. Section 6---ANNUAL REPORT The annual report of the state treasurer shall be kept on file as required by International Chapter. ARTICLE X ORGANIZATION OF NEW CHAPTERS The following requirements are in addition to those listed in the Constitution, Part III, Article I: Section 1---CHARTER LIST A woman desiring to select a charter list shall write to the organizer of state chapter before any action is taken. After a request for a new chapter has been received and approved by the president of state chapter and the organizer, the group shall meet regularly until organization. Such period of time shall be determined by the organizer with the approval of the president of state chapter, but shall not be fewer than eight meetings. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-15

17 Section 2---CHARTER INITIATE Each charter initiate shall be recommended by a letter to the organizer of state chapter from three active members of the P.E.O. Sisterhood. Section 3---RESTRICTION No new chapter shall be organized within four weeks preceding the convention of state chapter. Section 4---BYLAWS A new chapter shall present its bylaws to the organizer for approval before adoption. ARTICLE XI LOCAL CHAPTER OFFICERS The following duties are in addition to those listed in the Constitution, Part III, Article V and in the Instructions to Officers of Local Chapters. Section 1---PRESIDENT The president shall: A. call a meeting of chapter officers within one month after election to acquaint each with her specific responsibilities; B. appoint such committees as may be authorized by chapter bylaws; C. send a letter to the state president before March 1, reporting on chapter activities. This letter shall be read and approved at a chapter meeting, a copy filed with the historical records of the chapter, and a copy sent to each nonresident member and resident members who are unable to attend meetings regularly. Section 2---CORRESPONDING SECRETARY The corresponding secretary shall send one copy of the chapter s yearbook to each member of the executive board before September 1. Section 3---RECORDING SECRETARY The recording secretary shall send in March to the vice president of state chapter a copy of the complete chapter bylaws and standing rules with changes highlighted. If they have not been amended, notification of NO CHANGE shall be sent to the vice president of the state chapter. Section 4---OFFICERS WORKSHOP Each local chapter corresponding secretary and treasurer shall attend the End of the Year Officers Workshop as scheduled by the executive board. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-16

18 ARTICLE XII RECIPROCITY GROUPS The following requirements are in addition to those stated in the Constitution, Part III, Article XIII. Section 1---SUPERVISION Each group formed shall be under the supervision of a designated state officer in compliance with the Guidelines for Reciprocity Groups. Section 2---BYLAWS Each group shall adopt bylaws consistent with the Constitution and bylaws of the Sisterhood and bylaws of state chapter, with the approval of a designated state officer. Section 3---MEETINGS Each Reciprocity Group shall determine the number of meetings to be held each year. Section 4---ELECTION AND INSTALLATION OF OFFICERS The biennial election and installation of officers shall be held at the April meeting. Section 5---FINANCE A. Reciprocity groups may have savings or other interest-bearing accounts. B. The local chapter reciprocity dues shall be paid by the February meeting. Section 6---REPORTS Each president of a reciprocity group shall: A. send to the president of state chapter: 1. the annual financial report required by International, for the fiscal year March 1 to February 28/29, by March an annual report no later than the April Reciprocity meeting, regarding the group s activities during the past year. B. immediately following election, the report of election shall be submitted as required by International Chapter. C. send to a designated state officer by April 1, a copy of the bylaws, if changed during the year, or a notification of NO CHANGE. D. announce the rotation of president for the next three bienniums at the April meeting. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-17

19 ARTICLE XIII P.E.O. GROUPS The following requirements are in addition to those stated in the Constitution, Part III, Article XIV. Section 1---SUPERVISION Each group shall be under the supervision of a designated state officer in compliance with the P.E.O. Group Book. Section 2---BYLAWS AND STANDING RULES Each group shall adopt bylaws and standing rules according to the Group Book with the approval of a designated state officer. Section 3---MEETINGS Each group shall have no fewer than four meetings per year. Section 4---FINANCE P.E.O. Groups may have savings or other interest-bearing accounts. Section 5---REPORTS A. The required reports listed in the P.E.O. Group Book shall be sent as required by International Chapter. B. The group president shall write a letter to the president of state chapter in February reporting on activities during the past year, the number of members, and the spirit of cooperation within the group. ARTICLE XIV AMENDMENTS Amendments to the Bylaws of Utah State Chapter shall be proposed only by local chapters, the executive board, or by standing committees of state chapter. A. By October 30 of each year, the Amendments and Recommendations committee shall solicit any proposed changes to the bylaws. B. Proposed amendment changes shall be submitted in writing to the chairman of the Amendments and Recommendations Committee before January 15. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-18

20 C. Proposed amendments shall be distributed to local chapters, members of the executive board and past state presidents, no less than thirty days prior to convention. D. Such proposed amendments may be adopted by a two-thirds vote of members present and voting in convention of Utah State Chapter. STANDING RULES 1. The flags of the United States of America and Canada shall be displayed prominently at state chapter conventions. 2. No gifts shall be presented publicly to individuals during meetings of any state conventions. 3. The past president s pin shall be given to the outgoing president by state chapter in recognition of her years of service. This pin shall be presented with her past president s credential. 4. One copy of each officer s and committee report and other material for the proceedings of the convention must be computer generated and transmitted electronically to the state secretary prior to convention. 5. The Executive Board of the Utah State Chapter shall determine the requirements for local chapter yearbooks and programs. The information will be sent to all local chapters and will be available on the Utah State Chapter website. 6. Requirements of local chapter bylaws: A. ARTICLE I REGULAR BUSINESS MEETINGS 1. Day of week (hour of meeting shall be specified in local chapter standing rules) 2. Vacation period B. ARTICLE II FINANCE DUES 1. Resident 2. Non-resident 3. When payable C. ARTICLE III COMMITTEES 1. Names 2. Duties D. ARTICLE IV NOMINATIONS AND ELECTION E. ARTICLE V (last) AMENDMENTS 7. The annual local chapter president s letter to the state president shall include: A. increase or decrease in membership, B. average attendance, C. intellectual activities, D. social activities, program features, E. contribution to P.E.O. Projects, F. other philanthropic work, G. spirit of cooperation. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-19

21 8. Amendments to the Standing Rules of Utah State Chapter shall be proposed only by local chapters, the executive board, or standing committees of the state chapter. A. By October 30 of each year, the Amendments and Recommendations Committee shall solicit any proposed changes to the standing rules. B. Proposed amendment changes shall be submitted in writing to the chairman of the Amendments and Recommendations Committee before January 15. C. Proposed amendments shall be distributed to local chapters, members of the executive board and past state presidents, no less than thirty days prior to convention. D. Such proposed amendments may be adopted by a majority vote of the members present and voting in convention of Utah State Chapter. Utah State Chapter - P.E.O. Sisterhood - Bylaws and Standing Rules - Amended May 2018 B-20