Delta Sigma Theta Sorority, Inc

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Delta Sigma Theta Sorority, IncorporatedFort Worth Alumnae ChapterPolicies and ProceduresArticle I: CHAPTER INFORMATIONSection 1.Section 2.Section 3.Chapter Name:Chapter Number:Location:Fort Worth Alumnae207Fort Worth, TXa. Region:b. Mailing Address:SouthwestP.O. Box 1911 Fort Worth, TX 76101Section 4.Chapter Email Address:fort worth alumnae@hotmail.comSection 5.Section 6.Chapter Website URL:http://www.fortworthdst.org/Fort Worth, TexasChapter Service Area:Article II: CHAPTER STRUCTURE, GOVERNING BODIES & RESPONSIBILITIESSection 1.Executive Committee: Consists of the following officers: President, 1st Vice President,2nd Vice President, Recording Secretary, Corresponding Secretary, Treasurer, AssistantTreasurer, Financial Secretary, Assistant Financial Secretary, Chaplain, Journalist,Custodian of Properties, Sergeant-at-Arms and Historian. This committee shall meet atthe call of the Chapter President and facilitate action on the Chapter’s policies andadministrative matters in the interim of the Chapter’s Executive Board meetings. Thiscommittee does not supersede the Chapter’s Executive Board and its decisions shall besubject to ratification by the Chapter’s Executive Board.Section 2.Executive Board:Consists of all officers and Chairs of standing committees. Chairs of specialcommittees shall attend upon the request of the President. The Immediate PastPresident shall serve as an ex officio member in an advisory capacity only, unlessshe is a committee chair or officer. The power of the Executive Board is limited tomaking recommendations only. All recommendations from the Executive Boardshall be voted upon separately. The duties of the Executive Board are as follows;1. Provide recommendations to the chapter;2. Hold regular meetings during the year, the time to be set by the boardSection 3.Committeesa. Standing1.Arts and Letters shall educate and heighten cultural awarenessaccording to the guidelines and goals of the Grand Chapter.2.Internal Audit (Elected chair, four members appointed) shall beresponsible for preparing an Internal Audit Report (IAR-1) to submit toNational Headquarters by August 31st. The committee will also reviewrecords for the internal audit in November, February and May and

report their findings to the chapter within 30 days following the internalaudit.3.Budget and Finance shall prepare the budget for the next sorority year tobe approved by the body, and must be presented by the May chaptermeeting. The committee shall consist of the Treasurer, FinancialSecretary, Assistant Financial Secretary, Assistant Treasurer, AssistantFinancial Secretary, President, 1st Vice-President and Second VicePresident Chair of Programs. Members of the Audit Committee do notserve.4.Courtesy shall extend courtesies on behalf of Fort Worth Alumnaechapter as outlined in the Policies and Procedures.5.Delta Academy shall plan activities for girls ages 11 – 14 as prescribed byGrand Chapter in the Delta Academy Manual.6.Deltascope/Delta GEMS shall plan activities for girls ages 14 – 18and/or in grades 9 through 12 as prescribed by Grand Chapter in theDelta GEMS (Growing and Empowering Myself Successfully) manual.7.EMBODI promotes and provides collaborative efforts to improve thequality of life for African-American males, ages 13-17 in middle to highschool, for building opportunities of developing independence asdescribed by Grand Chapter in the EMBODI (Empowering Males to BuildOpportunities for Developing Independence) manual.8.Fundraising shall be responsible for promoting and planning thefinancial effort(s) approved by the body.9.Health and Wellness shall be responsible for providing sorors andcitizens of the community information about health issues throughseminars, news media, and other activities that are educational.10. Heritage and Archives shall update and compile a record of activitiesand chapter achievements annually. The chapter heritage book will bepresented to the body at the regular meeting in May.11. Membership shall be responsible for developing and providing retentionactivities12. Nominating shall issue the call for nominations, prepare the slate andpresent it to the Executive Board and the Chapter at the March chaptermeeting. This committee shall also oversee that all campaigningguidelines (including the Candidates Corner) are adhered to.13. Programs shall ensure all chapter programs are evaluated foreffectiveness and compliance as it relates to the 5-Point Programmaticthrust.14. Publicity shall be responsible for providing publicity pertaining tochapter activities and all available news media and to Grand Chapter forpublication in the official journal of Delta Sigma Theta Sorority,Incorporated.15. Risk Management is a plan that all chapters sponsoring/participating inany youth initiative, must submit which outlines the chapter’spolicies/procedures related to: Position Descriptions, Qualifications,Time Requirements, Evaluation Procedures, and Background Checks.This will be further defined in section IX of this document.

16. Ritual and Ceremonies shall ensure for the proper setup andperformance of all Delta ceremonies as outlined the Rituals and theProtocols and Traditions manual.17. Senior Citizens shall be responsible for dispensing articles and items asapproved by the body, in addition to planning activities that willenhance the Senior Citizen Project.18. Rules of Order/ Policies and Procedures shall be responsible for makingrevisions to the chapter’s Rules of Order/Policies and Procedures. Afterthe chapter adopts by two-thirds vote of those present and voting theamended Rules of Order/Policies and Procedures document must besent to the Regional Member of the Scholarship and StandardsCommittee for review and approval. After approval from the RegionalMember of the Scholarship and Standards Committee, a copy of theamended Rules of Order/Policies and Procedures will be given to eachlocal member.19. Social shall plan all social activities for the year.20. Social Action shall foster and implement activities relative to currentissues in the community.21. SOS (Supporting Our Sisterhood) shall offer support services and planvisits to sorors (members and sorors) who are shut-in, ill or bereaved.22. Technology Committee shall develop and maintain the chapter’swebsite, social network pages and any other external electronic mediaand ensures they follow Delta Internet Guidelines (DIG). The committeewill also recommend updates and changes for the chapter website. Itwill be the responsibility of the committee to ensure that information isaccurate and current on all social network pages. They will continuouslyreview and monitor all electronic media bearing the chapter’s name andbrand. The chair of this committee shall serve as a member of thePublicity Committee.b. Special1.Barbara Jordan Committee coordinates with educational institutions inthe state to provide evaluators and awards for participants who submitessays on predetermined topics.2.Elections (appointed) shall be responsible for providing the ballots,calculating the votes from an election and announcing the results to thechapter. Carry out the approved Elections Guidelines.3.Founders Day shall plan an annual observance, either public or private,during the months of January, February, or March with the approval ofthe body.4.Jabberwock shall plan contest activities for the Miss Jabberwockpageant.5.May Week shall plan the activities during May recognizingachievements in the field of education and shall plan the culminatingevent for all of our youth programs. This committee shall consist of allthe chairs of our youth programs.

6.Minerva Circle shall carry out the duties of ensuring that theMembership Intake process is followed as outlined by the Doctrine(Administrative Procedures for Membership Intake, Membership IntakeProgram, Pyramid Study Guide and Ritual).7.Music, which consists of Celebration choir and/or Praise Dancers. Thiscommittee shall provide music for Chapter events and programs asrequested.8.Omega Omega Guild coordinates and extends this rite of passage uponthe passing of a Soror.9.Sisterhood Luncheon plans the annual luncheon presented by thechapter.10. Sisterhood Month shall plan the activities the Chapter will participate induring the month of March.11. Step Team represents the chapter in National and Regional step showsand during other community events.12. Yearbook shall be responsible for developing and presenting eachmember a copy of the yearbook annually.

Article III: ELECTED OFFICERS & OTHER LEADERSHIP POSITIONSElected officers shall consist of: President, 1st Vice President, 2nd Vice President, RecordingSecretary, Corresponding Secretary, Financial Secretary, Treasurer, Assistant Treasurer, AssistantFinancial Secretary, Custodian of Properties, Sergeant-at-Arms, Chaplain, Journalist and Historian.Section 1. Duties and Responsibilities of Elected Officersa. PresidentIt shall be the duty of the President to:1.Preside at all Meetings;2.Serve as an ex-officio member of all committees except the NominatingCommittee and Internal Audit Committee;3.Countersign certificates of membership;4.Countersign all checks with the Treasurer or the Financial Secretary, except herown;5.Be bonded by Grand Chapter;6.Vote on candidates for membership, election of officers, and the Minerva Circle;7.Be authorized to enter the post office box and storage unit;8.Collect monthly bank statements from the P.O. Box and deliver to the treasurerwithin 24 hours;9.Sign and approve all correspondence relative to the Fort Worth AlumnaeChapter;10. Approve all disbursements;11. Ensures that all checks have two signatures and signs all vouchers except herown;12. Verify and sign all deposits;13. Support all fund-raising events and receive monies in the absence of all financialofficers;14. Coordinate annual planning meeting for the chapter no later than July 31 st.15. Must sign all contracts;16. Sign all official correspondence;17. Sign and submit to headquarters by the appropriate deadline the President’sAcceptance of Fiduciary Responsibility Form;18. Completes information for compliance in the RED Zone for Chapterb. Vice President(s)1. First Vice PresidentIt shall be the duty of the 1st Vice President to:a.Perform all the duties of the office of the President in the absence,incapacitation, or at the request of the President, except sign checks;b.Assist in formulating committees, when requested by the President;c.Serve as Chair of the Membership Committee;

d. Automatically assume the office of President if a vacancy occurs until aspecial election is approved by the Regional Director and held;e.Serve as a member of the Budget & Finance Committee.f.Conduct new member orientation for Sorors who have reinstated and/orrecently joined Fort Worth Alumnae.2. Second Vice PresidentIt shall be the duty of the 2nd Vice President to:a.Assist the President with coordinating chapter programs for the 5-PointProgram Thrust of Delta Sigma Theta Sorority, Incorporated;b.Assist the President in completing all demographic forms and chaptercompliance forms;c.Perform all of the duties of the President and/or 1st Vice President in theirabsence or at their requests, except sign checks;d. Serve as chair of the Programs Committee;e.Serve as the Risk Management Coordinator.c. Secretaries1. RecordingIt shall be the duty of the Recording Secretary to:a.Maintain a list of all officers and committee chairs with addresses andtelephone numbers;b. Maintain a verbal (audio) and written copy of all official meetings;c.Keep a record in the minutes of all receipts and disbursements received atExecutive and Regular Meetings;d. Keep a copy of the Constitution and Bylaws of Grand Chapter, Rules of Order,and Policies and Procedures available at all meetings;e.Countersign certificates of membership.2. CorrespondingIt shall be the duty of the Corresponding Secretary to:a.Issue reminders of all chapter activities and meetings via email and/ortelephone messaging system;b.Act as an aid to the Recording Secretary and perform the duties of theRecording Secretary in her absence;c.Maintain a file of all business correspondence, incoming and outgoing;d. Assume the duty of writing and mailing official correspondence as requested,with the exception of the chapter newsletter and press releases;e.Update the official roster for correspondence purposes;f.Shall serve as chair of the Yearbook Committee;g.Maintains the telephone messaging system to ensure all active membersreceive chapter messages.

3. FinancialIt shall be the duty of the Financial Secretary to:a.Receive and record all income of the chapter and transfer to the Treasurerimmediately;b.Give a monthly written report of incoming receipts to the chapter;c.Issue receipts for all monies received;d. Serve as one of the authorizers for expenditures, countersigns only when thereimbursement is to the President or Treasurer;e.Prepare records for auditing on an annual basis, and prepare records for theinternal audit in November, February, and May;f.Be bonded by Grand Chapter;g.Serve as a member of the Budget and Finance Committee;h. Support all fund-raising events to receive money (see collection/disbursementfor clarification);i.Prepare the chapter roster and update the roster on a monthly basis;j.Maintain a list of all persons who have issued NSF checks to the chapter;k.Must issue pre-numbered receipts for all income received;l.Present the annual operating budget or the monthly Treasurer’s report (thathas been prepared by the Treasurer) in the absence of or at the request of theTreasurer;m. Sign and submit to headquarters by the appropriate deadline the FinancialSecretary’s Acceptance of Fiduciary Responsibility Form.4. Assistant Financial SecretaryIt shall be the duties of the Assistant Financial Secretary to:a.Serve as the assistant to the Financial Secretary and therefore will notsupersede the duties of the Financial Secretary;b.Assist in the receipt and recording of all income of the chapter to beTransferred to the Financial Secretary immediately;c.Issue pre-numbered receipts for all monies received in the absence of or atthe request of the Financial Secretary;d. Assist in the preparation of records for auditing on an annual basis, andprepare records for the internal audit in November, February and May;e.Be bonded by Grand Chapter;f. Support all fund-raising events to receive money.d. TreasurerIt shall be the duty of the Treasurer to:1.Keep official financial records of the chapter;2.Make bank deposits of income within two (2) business days of receipt offunds;

3.Reconcile all accounts on a monthly basis giving a monthly written reportwhich contains an exact statement of income and disbursements to allchapter members;4.Collect the bank statements from the President and reconcile immediately;5.Be a holder of the post office box keys;6.Serve as Chair of the Budget and Finance Committee;7.Prepare records for auditing on an annual basis, and prepare records for thequarterly internal audits by November, February, May and July;8.Be bonded by Grand Chapter;9.Make deposits after such receipts are recorded by the Financial Secretary;10. Pay all approved chapter bills using the voucher system;11. Countersign all checks with the President or Financial Secretary, except herown;12. Make deposits only after obtaining the signature of the President;13. Prepares and submits annual fiscal records by the established due dates;14. Mails or transmits grand chapter funds within 30 days of receipt;15. Presents the annual operating budget for the ensuing fiscal year by May;16. Monitors expenditures of the chapter budget;17. Sign and submit to headquarters by the appropriate deadline the Treasurer’sAcceptance of Fiduciary Responsibility Form;18. Prepares chapter’s 990 annually by required date;19. Shall distribute (or designate a financial officer) membership stickers.e. Assistant TreasurerIt shall be the duties of the Assistant Treasurer to:1.Assist the Treasurer and therefore will not superseded the duties of theTreasurer;2.Serve as Co-chair of the Budget & Finance committee;3.Assist in the preparation of records for auditing on an annual basis, and helpprepare records for the internal audit in November, February and May;4.Be bonded by Grand Chapter;5.Assist in the preparation of the annual fiscal records by the established duedates.6.Does not make deposits.f. ChaplainIt shall be the duty of the Chaplain to:1.Perform the religious rites of each meeting;2.Perform other duties at chapter functions as requested by the President.

g. JournalistIt shall be the duty of the Journalist to:1.Submit to National and/or Regional Publication of noteworthy chapteractivities, upon approval of the chapter President;2.Serve as a member of the Heritage and Archives Committee;3.Submit reports of Chapter events to the news media, upon approval of thechapter President;4.Serve as chair of the Publicity Committee;5.Assist the corresponding Secretary and perform the duties in her absence;6.Responsible for publishing the chapter newsletter;7.Perform other duties as assigned by the President.h. Custodian of PropertiesIt shall be the duty of the Custodian of Properties to:1.Keep and maintain control of chapter properties;2.Submit an inventory of all Sorority properties in her possession at the lastmeeting of the fiscal year;3.Requisition and record all chapter properties issued to members in an officialledger;4.Provide and set up all properties as necessary to conduct meetings;5.Perform other duties as assigned by the President.i. Sergeant-at-ArmsIt shall be the duty of the Sergeant-at-Arms to:1.Perform duties as described in the ritual of Delta Sigma Theta Sorority,Incorporated;2.Keep order as needed;3.Verify credentials of all visiting sorors to official chapter meetings;4.Perform other duties at chapter functions as requested by the President.j. HistorianIt shall be the duty of the Historian to:1.Serve as the Chair of the Heritage and Archives Committee;2.Compile an annual narrative of chapter activities;3.Maintain a scrapbook depicting the activities of the chapter.Section 2. Duties and Responsibilities of Appointed OfficersThe large membership of the chapter makes it necessary that other officers may requireassistance throughout the sorority year, i.e. Journalist, Chaplain, Custodian, etc. ThePresident may appoint assistants to any position she deems necessary to facilitate thebusiness of the chapter on an annual basis.

A. Assistant Sergeant-at-ArmsIt shall be the duty of the Assistant Sergeant-At-Arms to:1. Assist with verification of credentials of all visiting Sorors to official chaptermeetings.B. ParliamentarianIt shall be the duty of the Parliamentarian (appointed) to:1.Serve as an advisor for adherence to the Constitution and Bylaws of the GrandChapter of Delta Sigma Theta, Incorporated, and local chapter Rules of Orderand Policies and Procedures;2.Advise the President and other officers, committees and members on mattersof Parliamentary procedure upon request;3.Keep a copy of all the governing documents of Delta, the Chapter’s Rules ofOrder/Policies and Procedures and Robert’s Rules of Order Newly Revisedfor ready reference;4. Serves as chair of the Rules of Order/Policies & Procedures committee.Section 3. Duties and Responsibilities of Appointed PositionsA. Committee Chair and Co-Chairs1.Sorors cannot hold more than one appointed or elected position at onetime unless it is a duty of her office.2.Manage the operation of the committee and use appropriate directionand delegation when implementing programs that support chaptergoals.Section 4. Duties and Responsibilities of Elected Positionsa. Chair and Members of Nominating CommitteeIt shall be the duty of the Nominating Committee to:1.Determine upcoming vacancies or term expirations of any elected offices orpositions.2.Present a “Call to Nominations” and notify members when nominations willbe accepted for all open elected offices and pos

Program, Pyramid Study Guide and Ritual). 7. Music, which consists of Celebration choir and/or Praise Dancers. This committee shall provide music for Chapter events and programs as requested. 8. Omega Omega Guild coordinates and extends this rite of passage upon the passing of a Soror. 9. Sisterhood Luncheon plans the annual luncheon presented .

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