Brooklyn Alumnae Chapter

Delta Sigma Theta Sorority, Inc.

POLICIES AND PROCEDURES

Amended and restated effective November 2013
with additions from Scholarship and Standards June 2014

Brooklyn Alumnae Chapter

Delta Sigma Theta Sorority, Inc.

POLICIES AND PROCEDURES

Table of Contents

Article I – Introduction
….………………………………………………………………… / 4
Article II - Name of Chapter
…..…………………………………………………………… / 4
Article III - Mission Statement
..…………………………………………………………… / 4
Article IV - Officers
…………..……………………………………………………………
Section 1 - Criteria for Officers ………………………………………………….…
Section 2 - Elected Officers …………………………………….………………….
Section 3 - Appointed Officers ………………………….…………………………
Section 4 – Elected Positions………………………………………………………..
Section 5 - Duties of the Officers ………………………….………………………
Section 6 - Term of Office ………………………………………………………...
Section 7 - Filling Vacancies ……………………………………………………… / 4
4
4
4
5
5
10
10
Article V - Executive Board …………………………….……………………………..…..
Section 1 - Executive Committee ……………….………………………………… / 10
10
Article VI - Meetings ………………………………………………………………………
Section 1 - Executive Board Meeting …………………………………..………..…
Section 2 - Chapter Business Meeting ……………………………………………...
Section 3 - Committee Meetings …………………………..……………………….
Section 4 - Call Meetings ……………………………………..……………………
Section 5 - Chapter Committee Transitional Meetings ………………………….…. / 10
10
10
11
11
11
Article VII - Chapter Members …………………..………………………………..……… / 12
Article VIII – Committees ……………………………….………………………………..
Section 1 - General ………………………………….……………………………..
Section 2 - Standing Committees ……………………………………….………….
Section 3 - Special Committees …………………………………………….………
Section 4 - Elected Committees …………………………………….…..………….
Section 5 - Cooperative Activities among Committees …………………………….. / 13
13
14
20
20
Article IX - Chapter Administration …………………………………………….…………
Section 1 - Elections ……………………………..………………………………..
Section 2 - Fiscal Responsibility ………………………..………………………….
Section 3 - Impeachment …………………………….……………………………
Section 4 - Amendment ……………………………..…………………………….
Section 5 - Membership Intake …………………………...……………………….
Section 6 - Pan Hellenic Affiliation ……………………………………….………
Section 7 - Regional Conference and National Convention ……………………….
Section 8 - A Designated Representative for Required Meetings ………………….. / 21
21
21
23
23
24
24
24
25
Article X - Quorum ……………………………………………………………………… / 26
Article XI - Awards ……………………………………………………………………..
Section 1 - Community/Academic Awards ………………….…………………..
Section 2 - Chapter Awards ……………………………….……………………. / 26
26
29

Article I -I Introduction- Introduction …………………………………………… 4

Article II - Name- Name of Chapter ……………………………………... 4

Article III - Mission Statement …………………………………….. 4

Article IV - Officers ……………………………………………….. 4

Section 1 - Criteria for Officers ……………………………… 4

Section 2 - Elected Officers …………………………………. 4

Section 3 - Appointed Officers ……………………………… 4

Section 4 - Duties of the Officers …………………………… 5

Section 5 - Term of Office …………………………………. 10

Section 6 - Filling Vacancies ………………………………… 10

Article V - Executive Board ……………………………………….. 10

Section 1 - Executive Committee …………………………… 10

Article VI - Meetings ……………………………………………… 11

Section 1 - Executive Board Meeting ……………………..… 11

Section 2 - Chapter Business Meeting ……………………….. 11

Section 3 - Committee Meetings …………………………..… 11

Section 4 - Call Meetings ………………..…………………… 11

Section 5 - Chapter Committee Transitional Meetings ………. 11

Article VII - Chapter Members …………………..………………… 12

Article VIII – Committees …………………………………………12

Section 1 - General ………………………………………….. 12

Section 2 - Standing Committees ……………………………. 13

Section 3 - Special Committees ……………………….……… 18

Table of Contents (continured)

Section 4 - Elected Committees ……………………………. 19

Section 5 - Cooperative Activities Amongamong Committees …….. 20

Article IX - Chapter Administration ……………………………… 20

Section 1 - Elections ……………………………………….. 20

Section 2 - Fiscal Responsibility ……………………………. 21

Section 3 - Impeachment …………………………………… 22

Section 4 - Amendment ……………………………………. 22

Section 5 - Membership Intake ……………………………. 22

Section 6 - Pan Hellenic Affiliation ………………………… 22

Section 7 - Regional Conference and National Convention … 22

Section 8 - A Designated Representative for Required Meetings .. 24

Article X - Quorum ………………………………………………… 24

Article XI - Awards ………………………………………………….. 25

Section 1 - Community/Academic Awards …………………….. 25

Section 2 - Chapter Awards ……………………………………. 27

Brooklyn Alumnae Chapter

Delta Sigma Theta Sorority, Inc.

POLICIES AND PROCEDURES

Article I

INTRODUCTION

To insure standard and proper functioning within the Chapter, Brooklyn Alumnae Chapter shall be governed by the Constitution and Bylaws of Grand Chapter, Chapter Management Handbook, Brooklyn Alumnae’s Rules of Order, Brooklyn Alumnae’s Policies and Procedures and Robert’s Rules of Order, Newly Revised.

Article II

NAME OF CHAPTER

The name of this Chapter shall be the Brooklyn Alumnae Chapter, Delta Sigma Theta Sorority, Inc. hereinafter referred to as “ Brooklyn Alumnae.”

Artlicle III

MISSION STATEMENT

The mission of the Chapter is to serve the Brooklyn community by providing cultural, educational and public service activities. The service area of the Chapter shall be the entire County of Kings within the City of New York, as indicated in Brooklyn Alumnae’s Charter of 1949.

Article IV

OFFICERS

Section 1 - Criteria Forfor Officers

A. To be considered as a candidate for an elected office, the member must have attended a Regional Conference and a National Convention within the past five fiscal years immediately preceding the election.

B. All candidates must be financial ly active with Brooklyn Alumnae and Grand Chapter during the fiscal year in which the election takes place. If elected, the officer shall maintain financial status during her term(s) of office.

Section 2 - Elected Officers

The elected officers of the Chapter shall be President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Financial Secretary, andAssistant Financial Secretary, who shall rank in the order named in accordance with Art. IV, Sec.1.

and all of whom must be active members in good standing.

The first responsibility of elected officials is to their elected office as delineated in these Policies and Procedures of the Brooklyn Alumnae Chapter.

Section 3 - Appointed Officers

The appointed officers of the Chapter shall be the Sergeant-at-Arms, Chaplain, Parliamentarian, Journalist and Custodian.

Appointed officers shall be appointed by the President based on a member’s previous Chapter involvement.

Section 4 -Elected Positions

Chair and members of the Nominating Committee, Minerva Circle, Chair of the Audit Committee.

Section 5 - Duties of the Officers

Additional responsibilities of Chapter Officers are as follows:

A. President

1. It shall be the duty of the President to preside over all meetings, to appoint all committees not otherwise provided for, to enforce due observance of the Constitution and Bylaws of Grand Chapter, to call special meetings, and perform all other duties as provided in the Grand Chapter Constitution and Bylaws, Chapter Management Handbook and Robert’s Rules of Order, Newly Revised.

2. The President makes no motions or votes on any question unless the Chapter is equally divided. The exceptions to this rule shall be that she is permitted to vote in any election of officers and on candidates for Membership Intakeinitiation.

3. The President is responsible for designating a Chapter member(s) to serve as a representative of the Chapter, in her absence, at special meetings, symposia, forums or other official events where the President’s attendance or Chapter representation has requested.

The President shall also have the duty of appointing any officer described in Article IV, Section 3, above.

4. The President has the power to remove any inefficient and neglectful Chairperson of a Committee and appoint another in lieu thereof, and to recommend the removal of any elected Officer who fails to perform the duties of her office in conformance with the impeachment procedures set forth in the Chapter Management Handbook.

5. Further, the President:

  1. Presents the agenda (which she has prepared with the Executive Board)
  2. Co-signs all plaques and certificates that are awarded or presented in the name of Brooklyn Alumnae (this does not include certificates presented by committees to committee members).
  3. Approves and signs all correspondence to persons other than Brooklyn Alumnae members or appoints a designee to do so.
  4. The President or her designee is the official spokesperson for the Chapter. In keeping with protocol, this includes any communications with Regional or National officers regarding the chapter, such as, requests for speaking engagements or invitations to the activities of other Chapters or of other organizations.
  5. Signs all contractual agreements.
  6. Initials all deposit slips.
  7. Signs requests for payment and/or cash advances after the Committee Chairperson (or Co-Chairperson, if the payee is the Chairperson) and the Financial Secretary have signed said requests.
  1. Serves as a member of the Minerva Circle by virtue of her position.

B. First Vice President

1. It shall be the duty of the First Vice President to preside in the absence of the President and to perform all duties of the office.

2. She coordinates all aspects of membership activities, including membership intake[DLS1] as the Leader of the Minerva Circle, reclamation, and verification of membership.

3. She, along with the Financial Secretary, is responsible for verifying the membership of all new sorors who come to Chapter meetings.

4. The First Vice President insures that all sorors receive a copy of the Chapter’s Rules of Order and Policies and Procedures.

5. She serves as Chairperson of the Membership Committee.

6. She serves as Leader of the Minerva Circle.

C. Second Vice President

1. It is the duty of the Second Vice President to coordinate the selections/designation of scholarships, and perform all other duties as delegated by the President.

2. The Second Vice President serves as Chairperson of the Scholarship Committee.

D. Recording Secretary

1. It is the duty of the Recording Secretary to keep the records of the Chapter and to perform all other duties pertaining to the office that may be required.

2. With the President, she co-signs all plaques and certificates as identified in Art. IV, Sec. 4A, Sub-sec. 5b.

3. Further, the The Recording Secretary also:

a.Maintains the register of members[DLS2] and visiting sorors in attendance at generalChapter meetings and shall update said register to include newchapter members.

b.Records the minutes of the proceedings of the general Chapter, Executive Committee and Executive Board meetings. Prepares the minutes and agenda of the general Chapter meetings for distribution to chapter members Brooklyn Alumnae.,The minutesand those of the Executive Board shall be prepared for all members of the Executive Board.

  1. Maintains written reports submitted to the Executive Board and the Chapter.

E. Corresponding Secretary

1. It shall be the duty of the Corresponding Secretary to carry on all official correspondence of the Chapter, including, but not limited to, the transmittal of all advertisements, contributions and donations to outside organizations.

2. She shall keep a record of all relevant correspondence as determined by the Executive Committee and report on all actions taken.

3. Further, the The Corresponding Secretary:

1.Distributes the minutes of the general Chapter meetings to chapter members [DLS3]of Brooklyn Alumnae, and those of the Executive Board to all members of said Board either by U.S. Postal Service or via electronic mail (e-mail).

  1. Collects, sorts and distributes Chapter mail to President and appropriate Committee chairs.
  2. Updates, distributes and maintains a roster containing names and addresses of Chapter members.

Maintains the Chapter mailbox.

  1. Serves as a member of the Information and Communication Committee. Communication and Information Committee.

F. Treasurer[DLS4]

1. The Treasurer shall:,

  1. Receive all monies of the Chapter from the Financial Secretary or Assistant Financial Secretary, and deposit the same in the name of the Chapter in a bank approved by the Chapter within 2 business days.
  2. Disburse all funds by check signed by her and countersigned by the President or the Financial Secretary.
  3. Maintain a record of all monies disbursed by each committee and keep a current balance of each committee’s budget.
  4. Also keep a correct account of all receipts and expenditures and submit a written monthly report at Chapter meetings.
  5. In conjunction with the Financial Secretary, prepare a final written summary of the financial condition of the Chapter for the June meeting.
  6. Serve as the Chairperson of the Finance Committee.
  7. Be responsible for filing the Chapter income tax formsannually.

2. Further, tThe Treasurer:

  1. Reports the Chapter’s income and disbursements monthly.
  2. Prepares annual fiscal reports.
  3. Works with the Audit Committee to ensure that Chapter financial books are audited by an external auditor for receipts over $25,000.00.
  4. Makes disbursements on written authorization.
  5. Deposits income received from the Financial Secretary within 48 hours of receipt.
  1. Initials all deposit slips.
  1. Mails within 30 days of receipt all funds and related forms due to Grand Chapter and received from the Financial Secretary.
  2. Maintains accrual based accounting system and keeps records up to date.
  3. Notifies a Chapter Member in the event said member or a non-soror submits a check to the Chapter which is returned for insufficient funds or any other reason.
  4. Signs requests for payment and/or cash advances after the Committee Chairperson (or Co-Chairperson, if the payee is the Chairperson), the Financial Secretary and the President have signed said requests.

G. Financial Secretary

1. It shall be the duty of the Financial Secretary to:

  1. Receive and record the receipt of all monies of the Chapter, turning over the same to the Treasurer. She shall keep a record of all financial transactions of the Chapter and record payment of dues.
  2. Notify, in writing and email, each member who has failed to pay dues on or before May 30th of the fiscal year or who has failed to meet other financial obligations.on prescribed dates. [DLS5]
  3. Receive financial reports from all chairpersonss not later than thirty (30) days following the conclusion of a given activity, including but not limited to fund raising activities.
  1. Maintain and keep up-to-date the income section of the simplified accounting record.

5.Shall prepare all request for payment forms for all monies submitted to Grand Chapter and shall submit said forms to the Treasurer. prepare forms for all monies to Grand Chapter and submit them to the Chapter Treasurer and shall send to Grand Chapter all required financial reports.

6.

  1. Prepare a final written summary of the financial condition of the Chapter for the June meeting in conjunction with the Treasurer.
  1. Be a member of the Finance Committee.

2. The Financial Secretary also:

  1. Verifies membership (in conjunction with the First Vice President), prepares and maintains a roster of chapter members and shall continuously provide the names of new chapter members to the Sergeant-at-Arms, Recording Secretary and Corresponding Secretary.
  2. Monitors disbursements of all Chapter funds ensuring that the proper vouchers and disbursement forms are submitted.
  3. Prepares a monthly reconciliation of the Chapter budget documenting budget modifications and changes to specific line items.
  4. Records all income received and issues official receipts for income.
  5. Turns all monies over to the Treasurer promptly.
  6. Receives the final financial statements from each committee chairpersons prior to June 15th of each program year.
  7. Informs each chairperson that outstanding monies cannot be carried from one program year to the next.
  8. Co-signs all contractual agreements of $250.00 or more with the President.
  9. Collects the monies owed to the Chapter in the event a check submitted by a Chapter member or a non-soror is returned for insufficient funds or any other reason, including bank penalties charged to the Chapter.
  10. Serves as one of the authorizers [DLS6]for expenditures.
  11. Maintains attendance record of members at Regional Conferences/National Convention.
  12. Signs requests for payment and/or cash advances after the Committee Chairperson (or Co-Chairperson, if the payee is the Chairperson) has signed said requests, upon verification that the funds are available in the committee’s budget.
  13. Is present, with the Assistant Financial Secretary, at any Brooklyn Alumnae Chapter meetingsand any Brooklyn Alumnae events to oversee the collectionof funds with the Committee Chairs.
  1. Serves as a member of the Minerva Circle by virtue of her position.

H. Assistant Financial Secretary

1. It is the duty of the Assistant Financial Secretary to:

a.Handle the miscellaneous collection of funds from Brooklyn AlumnaeChapter members, including, but not limited to, National Convention,Regional convention/Cconference, and meeting fees not otherwise payable via direct electronic payment methods, fees and Chapter advertisements and donations.

  1. serve as the coordinator for all funds collected by sorors who are not fiscal officers of the Chapter.
  2. Document any monetary receipts received and transmit said receipts and reports to the Financial Secretary and/or Treasurer.
  3. Assist the Financial Secretary in the reconciliation of monetary receipts.
  1. Serves as the Jabberwock Treasurer.
  1. Serves as a member of the Finance Committee.

2. The Assistant Financial Secretary also:

  1. Documents revenues and expenditures associated with Chapter collections for miscellaneous activities.
  2. Prepares vouchers for checks reflecting the Chapter’s donation or placement of an advertisement, or for other purposes.
  1. At the request of the Finance Committee, assumes duties customarily performed by the Financial Secretary on an as needed basis
  2. Is present at Chapter meetings and any Chapter event to collect funds where it has been agreed that funds will be collected.

3. The Assistant Financial Secretary does not serve as a member of the Minerva Circle in the absence of the Financial Secretary.

I. Sergeant-at-Arms

1.It is the duty of the Sergeant-at-Arms to aid the President at all times in keeping order and supervising the admittance of all persons to meetings.

2.The Sergeant-at-Arms is also responsible for certifying the membership of all sorors who come to Chapter meetings and ceremonies.

  1. Parliamentarian

1. It is the duty of the Parliamentarian to counsel the President on all points of order according to the Constitution and Bylaws of Grand Chapter, the Chapter’s Policies and Procedures, and Robert’s Rules of Order, Newly Revised.

2. The Parliamentarian shall serve as the Chairperson of the Policies and ProceduresConstitution and Bylaws Committee and shall have the Policies and Procedures open for review and update to the Chapter every fiscal year..

3. The Parliamentarian shall assist at workshops on the Rules of Order and the Policies and Procedures of Brooklyn Alumnae Chapter held for any program year.

K. Chaplain

It shall be the duty of the Chaplain to fulfill the role outlined in the ritual and set the spiritual tone of the meetings, serving in this capacity at other gatherings when so requested.

L. Journalist

  1. It is the duty of the Journalist to send chapter news and contributions to Grand Chapter for national publications when so required. She shall also send chapter news to the Regional Journalist.

4.

She shall serve as the Chairperson of the Information and Co

  1. Commmunications Committee.
  2. andIt is the duty of the Journalist to provide for the maintenance and updating of the Chapter website and any and all other social media accounts officially maintained by the Chapter.
  3. It is the duty of the Journalist to provide for the marketing of chapter events to local media outlets via press releases and other communications as approved by the President.

Information Committee.

M. Custodian

1. It is the duty of the Custodian to maintain all the property of the Chapter and to turn over the same in good conditions to her successor.

2.2. The Custodian shall retrieve all capital and non-consumable goods following any scheduled use by a Chapter committee and maintain such items in the Chapter archives for future use by the Chapter.