Appendix: Duties of Chapter Committees
Committees for Society Business
Auditing/Finance Committee
1. To prepare the budget and present it for review, modification, and adoption by the Chapter Executive Board and/or chapter membership. Chapter assessment should be reviewed, and voted every year when the budget is considered.
2. To supervise expenditures and investments of funds of the chapter.
3. To provide for an annual audit of chapter funds.
4. To perform other duties determined by the Chapter Executive Board.
Membership Committee
1. To send the name and address of the chapter chair to the state chair as requested.
2. To encourage members to seek suitable prospective members.
3. To accept recommendations of members presented on Society Form 11, investigate carefully the qualifications of persons whose names have been submitted, screen carefully for professional qualifications, and refer to a chapter vote only the names of those fully qualified for membership.
4. To present the names and qualifications of the candidates to the chapter in advance of the date set for voting, if possible, in order to eliminate uninformed balloting.
5. To conduct the balloting at the time designated, according to the method of preferential voting or by making certain that each candidate receives two-thirds of the votes cast from the attending membership. The president signs the official invitation to membership.
6. To keep an accurate record of invitations sent as well as written replies made by persons who decline membership. If legitimate reasons are offered or if circumstances change, the person may be invited again at a later date. If no reply is made to the invitation to join, a call might be made or a follow-up letter might be sent asking for a written reply. If the person does not reply, she should not be invited.
7. To assist with orientation of new members.
8. To decide which ceremony, new initiation ceremonies or the traditional one as written in the rituals’ publication, to use for the Initiation of new members each year.
9. To provide the chapter president with biographical data for reports of deceased members.
10. To provide information and to plan and conduct tributes or memorial services for deceased members.
a. A brief memorial service, planned by the membership committee, should be held as soon as possible following the member’s death, at a chapter meeting.
b. Copies of the memorial are to be sent to the family and the chapter recording secretary.
c. A brief report of the memorial service is to be included in a news article concerning the chapter meeting.
11. To keep a current file of biographical data of chapter members.
12. To prepare an annual necrology report using Society forms for the state chair, chapter president, and committee file for use by succeeding chairs.
13. To prepare an annual membership report of the committee on Society forms for the state committee chair, state president, and the committee file.
Nominations Committee
1. To solicit from the members’ suggestions for officer material
2. To ascertain that the nominated person will serve, if elected
3. To present to the chapter in even-numbered years, the committee’s nomination of one candidate for each elective office and to prepare the ballot. Installation may take place after the election or at a later meeting. Officers assume their positions on July 1st.
4. To send names and address of newly elected officers immediately to the state president and the international executive secretary
5. To file a report of the election with the chapter’s recording secretary for future reference
Educational Excellence Committees
Educational Excellence Committee
(These duties are primarily handled by the chapter officers.)
1. Promote Schools for Africa project
2. Support Early Career Educators
3. Encourage programs and activities that promote the DKG 7 purposes
4. Encourage programs and activities that promote educational excellence
5. Encourage programs and activities that promote DKG/UN relationship
6. Encourage programs and activities that increase member’s global awareness
7. Encourage programs and activities that impact educational law and policy
Personal Growth and Services Committee
1. To plan a program for the chapter (with the Professional Affairs Committee) using the theme and the series methods as adopted by the international convention; to adjust the focus to meet local needs and interests coordinating with all programs for the year
2. To implement the international program and projects using state suggestions related to the work of this committee
3. To recognize the needs of members and to recommend programs and projects to aid in individual growth
4. To develop leadership among the members and to encourage participation in study groups concerned with economic, social, political, and educational issues
5. To provide opportunities for developing better human relationships within the community
6. To encourage members to reach beyond themselves and their communities to help create a genuine spiritual fellowship among women educators of the world
7. To send the name and address of the chapter chair to the state chair
8. To prepare an annual report for the state chair, chapter president, and chapter committee file for use of succeeding chairs
Professional Affairs Committee
1. To plan a program for the chapter (with the Personal Growth and Services Committee) using the theme and the series methods as adopted by the international convention; to adjust the focus to meet local needs and interests coordinating with all programs for the year
2. To implement the international program and projects, and the state suggestions related to the work of this committee
3. To encourage members to participate in local legislative councils of lay and professional people
4. To encourage selected recruiting activities on the local level
5. To send the name and address of the chapter chair to the state chair
6. To prepare an annual report for the state chair, chapter president, and chapter committee file for use by succeeding chairs
7. To award the Chapter Grant-In-Aid
a. The grant shall be known as the Eleanor Gurley Recruitment Grant.
b. The recipient shall be:
i. A deserving student
ii. Preparing for a career in education
iii. Enrolled in her junior or senior year of a college or university
c. Applicants for the Grant-In-Aid shall:
i. Be recommended by a member of Alpha Iota Chapter
ii. Make application to be processed by the Professional Affairs Committee
iii. Be presented to the membership at a meeting
d. The Professional Affairs Committee shall consider the following criteria:
i. Academic standing and potential
ii. Leadership qualities and participation in activities
iii. Letter of application regarding the aspirations for a career in education
iv. Economic need
e. The amount of the grant shall be at least $500.00.
f. The grant shall be sent to the student to be used at a college or university of the recipient’s choice.
Committees for Educational Service
Communications Committee
1. To send the name and address of the chapter chair to the state chair each September
2. To maintain the Alpha Iota Chapter website
3. To create and distribute a Chapter newsletter at least two times a year
4. To be alert to opportunities to publicize information about the Society, its aims and purposes, its program of work, and the noteworthy achievements of its members whenever these are of interest to the general public
5. In the case of inclement weather and the Clayton County Public Schools are closed on the Friday preceding an Alpha Iota meeting, notify members of the meeting cancellation through e-mail and/or telephone
6. To prepare stories about events and activities and to help arrange for media coverage for special events
7. To help incorporate international and state news of the Society into the chapter programs and to keep a file of state and international publications for reference
8. To submit articles and other items about Alpha Iota Chapter members to the Psi State Communications Committee
9. To submit items to fulfill the Psi State Communications Committee Checklist
10. To send news of chapter programs, projects and activities to the state editor for consideration for publication in the Psi State newsletter
11. To prepare an annual report on Society forms for the state chair, chapter president, and committee files for use by succeeding chairs
Scholarship and Awards Committee
1. To send the state scholarship chair the name and address of the chapter chair each September
2. To cooperate with the state committee and assist with raising funds for state graduate scholarships for members and/or financial aid to members doing graduate work
3. To recommend criteria for awarding scholarships for graduate study
4. To publicize the Alpha Iota chapter scholarship—the Lenora Rudeseal Scholarship
5. To determine, in conjunction with the Executive Board, the amount to be awarded each year
6. To receive applications from members for the Alpha Iota Chapter Scholarship--the Lenora Rudeseal Scholarship, evaluate each by the criteria for selecting recipients
7. To present the names of recipients to the membership by the February meeting
a. Any Alpha Iota Chapter member working toward a Master’s or higher degree is eligible.
b. Criteria for presentation will be based on
i. Active participation and contribution to Alpha Iota Chapter for at least two bienniums
ii. leadership
iii. superior professional performance
iv. service to the community
8. To follow-up on all recipients and to report to the chapter as requested
9. To identify members to be recommended for the State Achievement Award, present member or members to the membership for vote
10. To prepare biographical and personal data, complete the application, and present it to the state chair
11. To prepare an annual report in triplicate on Society forms for the state chair, chapter president, and chapter committee file for use by succeeding chairs
12. To organize and conduct all chapter activities related to the Committee’s Service Project--Silent Auction for the December meeting
Committees for Service
Hostess Committee
1. To contact each member before each meeting, and to determine the number of reservations for dinner
2. To notify the president the final dinner counts on Wednesday preceding the Saturday meeting
3. To assist members who need help getting to meetings
4. To serve as a communication line when important information should be channeled to members between meetings
5. To notify members of meetings, unusual events occurring within the membership, and other needed communication using e-mail, mail and/or the telephone
6. To help organize each of the meetings through the following suggestions:
a. Decorate tables – you may want to email the chapter president to ask if there is a theme for the meeting and invite member participation
b. Door prizes—invite members to bring door prizes for each meeting and provide tickets/paper for the drawings
c. Brunch items---invite members to provide brunch items for the meeting, including paper products/utensils.
d. The Hostess Committee should make plans to arrive at least thirty minutes before the meeting begins to arrange and decorate the tables and set up the brunch items.
e. Contact a caterer in a timely manner to arrange meals as appropriate. If there are menu choices, please e-mail the membership if a decision needs to be made. Make sure the billing information is forwarded to the Chapter Treasurer.
f. Enlist member participation in clean-up at the end of each meeting.
Remembrance/Recognitions Committee
1. In the event of the death of a member, her husband, a child, father, mother, or any other relative of the same residence as the member, a contribution will be made to that person’s favorite charity in the amount of $25.00. Death of any other member of the family is to be recognized with a sympathy card or note.
2. The committee is responsible for sending birthday cards to all active and members annually. The Treasurer will reimburse the committee member(s) for cards and postage.
3. In the event of serious illness (hospitalization or home confinement for a lengthy period), a gift or gift card not to exceed $10.00 is to be taken/sent to the designated person. The Treasurer will reimburse the committee member who turns in appropriate receipts.
4. An amount of $25.00 will be sent to the Golden Gift Fund in honor of members who have married during the year.
World Fellowhhsip Committee
1. To assist in promoting the work of the international World Fellowship Committee.
2. To encourage contributions to the World Fellowship Fund.
Auditing/Finance Committee
1. To prepare the budget and present it for review, modification, and adoption by the Chapter Executive Board and/or chapter membership. Chapter assessment should be reviewed, and voted every year when the budget is considered.
2. To supervise expenditures and investments of funds of the chapter.
3. To provide for an annual audit of chapter funds.
4. To perform other duties determined by the Chapter Executive Board.
Membership Committee
1. To send the name and address of the chapter chair to the state chair as requested.
2. To encourage members to seek suitable prospective members.
3. To accept recommendations of members presented on Society Form 11, investigate carefully the qualifications of persons whose names have been submitted, screen carefully for professional qualifications, and refer to a chapter vote only the names of those fully qualified for membership.
4. To present the names and qualifications of the candidates to the chapter in advance of the date set for voting, if possible, in order to eliminate uninformed balloting.
5. To conduct the balloting at the time designated, according to the method of preferential voting or by making certain that each candidate receives two-thirds of the votes cast from the attending membership. The president signs the official invitation to membership.
6. To keep an accurate record of invitations sent as well as written replies made by persons who decline membership. If legitimate reasons are offered or if circumstances change, the person may be invited again at a later date. If no reply is made to the invitation to join, a call might be made or a follow-up letter might be sent asking for a written reply. If the person does not reply, she should not be invited.
7. To assist with orientation of new members.
8. To decide which ceremony, new initiation ceremonies or the traditional one as written in the rituals’ publication, to use for the Initiation of new members each year.
9. To provide the chapter president with biographical data for reports of deceased members.
10. To provide information and to plan and conduct tributes or memorial services for deceased members.
a. A brief memorial service, planned by the membership committee, should be held as soon as possible following the member’s death, at a chapter meeting.
b. Copies of the memorial are to be sent to the family and the chapter recording secretary.
c. A brief report of the memorial service is to be included in a news article concerning the chapter meeting.
11. To keep a current file of biographical data of chapter members.
12. To prepare an annual necrology report using Society forms for the state chair, chapter president, and committee file for use by succeeding chairs.
13. To prepare an annual membership report of the committee on Society forms for the state committee chair, state president, and the committee file.
Nominations Committee
1. To solicit from the members’ suggestions for officer material
2. To ascertain that the nominated person will serve, if elected
3. To present to the chapter in even-numbered years, the committee’s nomination of one candidate for each elective office and to prepare the ballot. Installation may take place after the election or at a later meeting. Officers assume their positions on July 1st.
4. To send names and address of newly elected officers immediately to the state president and the international executive secretary
5. To file a report of the election with the chapter’s recording secretary for future reference
Educational Excellence Committees
Educational Excellence Committee
(These duties are primarily handled by the chapter officers.)
1. Promote Schools for Africa project
2. Support Early Career Educators
3. Encourage programs and activities that promote the DKG 7 purposes
4. Encourage programs and activities that promote educational excellence
5. Encourage programs and activities that promote DKG/UN relationship
6. Encourage programs and activities that increase member’s global awareness
7. Encourage programs and activities that impact educational law and policy
Personal Growth and Services Committee
1. To plan a program for the chapter (with the Professional Affairs Committee) using the theme and the series methods as adopted by the international convention; to adjust the focus to meet local needs and interests coordinating with all programs for the year
2. To implement the international program and projects using state suggestions related to the work of this committee
3. To recognize the needs of members and to recommend programs and projects to aid in individual growth
4. To develop leadership among the members and to encourage participation in study groups concerned with economic, social, political, and educational issues
5. To provide opportunities for developing better human relationships within the community
6. To encourage members to reach beyond themselves and their communities to help create a genuine spiritual fellowship among women educators of the world
7. To send the name and address of the chapter chair to the state chair
8. To prepare an annual report for the state chair, chapter president, and chapter committee file for use of succeeding chairs
Professional Affairs Committee
1. To plan a program for the chapter (with the Personal Growth and Services Committee) using the theme and the series methods as adopted by the international convention; to adjust the focus to meet local needs and interests coordinating with all programs for the year
2. To implement the international program and projects, and the state suggestions related to the work of this committee
3. To encourage members to participate in local legislative councils of lay and professional people
4. To encourage selected recruiting activities on the local level
5. To send the name and address of the chapter chair to the state chair
6. To prepare an annual report for the state chair, chapter president, and chapter committee file for use by succeeding chairs
7. To award the Chapter Grant-In-Aid
a. The grant shall be known as the Eleanor Gurley Recruitment Grant.
b. The recipient shall be:
i. A deserving student
ii. Preparing for a career in education
iii. Enrolled in her junior or senior year of a college or university
c. Applicants for the Grant-In-Aid shall:
i. Be recommended by a member of Alpha Iota Chapter
ii. Make application to be processed by the Professional Affairs Committee
iii. Be presented to the membership at a meeting
d. The Professional Affairs Committee shall consider the following criteria:
i. Academic standing and potential
ii. Leadership qualities and participation in activities
iii. Letter of application regarding the aspirations for a career in education
iv. Economic need
e. The amount of the grant shall be at least $500.00.
f. The grant shall be sent to the student to be used at a college or university of the recipient’s choice.
Committees for Educational Service
Communications Committee
1. To send the name and address of the chapter chair to the state chair each September
2. To maintain the Alpha Iota Chapter website
3. To create and distribute a Chapter newsletter at least two times a year
4. To be alert to opportunities to publicize information about the Society, its aims and purposes, its program of work, and the noteworthy achievements of its members whenever these are of interest to the general public
5. In the case of inclement weather and the Clayton County Public Schools are closed on the Friday preceding an Alpha Iota meeting, notify members of the meeting cancellation through e-mail and/or telephone
6. To prepare stories about events and activities and to help arrange for media coverage for special events
7. To help incorporate international and state news of the Society into the chapter programs and to keep a file of state and international publications for reference
8. To submit articles and other items about Alpha Iota Chapter members to the Psi State Communications Committee
9. To submit items to fulfill the Psi State Communications Committee Checklist
10. To send news of chapter programs, projects and activities to the state editor for consideration for publication in the Psi State newsletter
11. To prepare an annual report on Society forms for the state chair, chapter president, and committee files for use by succeeding chairs
Scholarship and Awards Committee
1. To send the state scholarship chair the name and address of the chapter chair each September
2. To cooperate with the state committee and assist with raising funds for state graduate scholarships for members and/or financial aid to members doing graduate work
3. To recommend criteria for awarding scholarships for graduate study
4. To publicize the Alpha Iota chapter scholarship—the Lenora Rudeseal Scholarship
5. To determine, in conjunction with the Executive Board, the amount to be awarded each year
6. To receive applications from members for the Alpha Iota Chapter Scholarship--the Lenora Rudeseal Scholarship, evaluate each by the criteria for selecting recipients
7. To present the names of recipients to the membership by the February meeting
a. Any Alpha Iota Chapter member working toward a Master’s or higher degree is eligible.
b. Criteria for presentation will be based on
i. Active participation and contribution to Alpha Iota Chapter for at least two bienniums
ii. leadership
iii. superior professional performance
iv. service to the community
8. To follow-up on all recipients and to report to the chapter as requested
9. To identify members to be recommended for the State Achievement Award, present member or members to the membership for vote
10. To prepare biographical and personal data, complete the application, and present it to the state chair
11. To prepare an annual report in triplicate on Society forms for the state chair, chapter president, and chapter committee file for use by succeeding chairs
12. To organize and conduct all chapter activities related to the Committee’s Service Project--Silent Auction for the December meeting
Committees for Service
Hostess Committee
1. To contact each member before each meeting, and to determine the number of reservations for dinner
2. To notify the president the final dinner counts on Wednesday preceding the Saturday meeting
3. To assist members who need help getting to meetings
4. To serve as a communication line when important information should be channeled to members between meetings
5. To notify members of meetings, unusual events occurring within the membership, and other needed communication using e-mail, mail and/or the telephone
6. To help organize each of the meetings through the following suggestions:
a. Decorate tables – you may want to email the chapter president to ask if there is a theme for the meeting and invite member participation
b. Door prizes—invite members to bring door prizes for each meeting and provide tickets/paper for the drawings
c. Brunch items---invite members to provide brunch items for the meeting, including paper products/utensils.
d. The Hostess Committee should make plans to arrive at least thirty minutes before the meeting begins to arrange and decorate the tables and set up the brunch items.
e. Contact a caterer in a timely manner to arrange meals as appropriate. If there are menu choices, please e-mail the membership if a decision needs to be made. Make sure the billing information is forwarded to the Chapter Treasurer.
f. Enlist member participation in clean-up at the end of each meeting.
Remembrance/Recognitions Committee
1. In the event of the death of a member, her husband, a child, father, mother, or any other relative of the same residence as the member, a contribution will be made to that person’s favorite charity in the amount of $25.00. Death of any other member of the family is to be recognized with a sympathy card or note.
2. The committee is responsible for sending birthday cards to all active and members annually. The Treasurer will reimburse the committee member(s) for cards and postage.
3. In the event of serious illness (hospitalization or home confinement for a lengthy period), a gift or gift card not to exceed $10.00 is to be taken/sent to the designated person. The Treasurer will reimburse the committee member who turns in appropriate receipts.
4. An amount of $25.00 will be sent to the Golden Gift Fund in honor of members who have married during the year.
World Fellowhhsip Committee
1. To assist in promoting the work of the international World Fellowship Committee.
2. To encourage contributions to the World Fellowship Fund.