Standing Rules/ByLaw Changes 2015

Download Proposals HERE

PROPOSED BYLAWS

These are suggested by Ramona Paine, Gamma State Parliamentarian after receiving a letter dated October 1, 2014 from Dr. Gwen Simmons, DKG International Parliamentarian where she states, “From my perspective, the state rules committee should be alerted that the convention fee assessment of $3.00 by the state is in conflict with DKG Constitution, article IV Finance Section D Financial Assessment:  Financial assessment may be levied only the chapter.  (If the state wants to raise dues to cover convention or other state expenditures, there is an acceptable procedure for doing that.” (Ramona isn’t recommending any changes in dues – but is recommending following Dr. Simmons’ advice.  I wrote the amendment to absorb the fee into our dues.)

1.     IV Finances, Section A. Annual Dues

#1  Currently Reads:  The state annual dues shall be ten dollars ($10.00) for active members and three ($3.00) for reserve members.  Each member shall also pay an annual three dollars ($3.00) convention fee.

 

Amend by striking:  Each member shall also pay an annual three dollars ($3.00) convention fee.

Amend by changing:  annual dues shall be thirteen dollars ($13.00) for active members and three ($3.00) for reserve members.

 

If adopted it would read:  The state annual dues shall be thirteen dollars ($13.00) for active members and three ($3.00) for reserve members.

 

Rationale:  This would make Gamma State in compliance with International without resulting in a loss of funds to the state while keeping money collected from members.

 

2.      IV Finances, Section B.  Financial Control

#2 Currently Reads:    

1. The finance committee shall submit a proposed budget annually for adoption by the executive board.

2. All expense vouchers shall be signed by the president before payment is made by the treasurer.

3. The chairman of the finance committee shall submit an annual audit to the executive board for adoption.

 

Amend by Adding:     

 2. The state finance committee shall set the individual registration fee for state convention.

Renumber 3&4

 

If adopted it would read: 

1. The finance committee shall submit a proposed budget annually for adoption by the executive board.

2. The state finance committee shall set the individual registration fee for state convention.

3. All expense vouchers shall be signed by the president before payment is made by the treasurer.

4. The chairman of the finance committee shall submit an annual audit to the executive board for adoption.

 

Rationale:  Due to a loss in membership the Gamma State leadership and convention is losing money on hosting these annual meetings.  Over the past two (2) years we have had a deficit of $11,352.76.  (2013---$6,440.l20 & 2014 -- $5,012.56)  The $3.00 per member has not been sustainable and this is in conflict with International Bylaws.

 

Gamma State 2013-2015 Ad Hoc Committee is submitting the below changes to the Bylaws and Standing Rules:  Kathy Davis, Peggy Guthrie, Beth Herrington, Linda Floyd, Donna Talley, Pam Harding: ex-officio.

 

3.      ARTICLE VI - OFFICERS AND RELATED PERSONNEL, Section C, d

Currently reads:
 Recording Secretary: The recording secretary shall send minutes of an executive board meeting to the president within two  weeks following the meeting.

Be amended by inserting:   The recording secretary shall be the chair of the Non Dues Revenue Committee.

If amended it would read:  Recording Secretary: The recording secretary shall send minutes of an executive board meeting to the president within two weeks following the meeting. The recording secretary shall be the chair of the Non Dues Revenue Committee.

This amendment is suggested by the Nominations Committee, Suzanne Ritter, Chair; Ramona Paine, Pat Allen, Betty Estes, and Ora Fitzgerald. 

4. Article VIII - Committees, Section A, General Procedures, 4

Currently Reads:  The election of the nominations committee shall follow the same procedure as the nominations and election of state officers. The committee shall be composed of five (5) members, one from each area of the state: Southeast, Northwest, Southwest, Green Country and Oklahoma/Cleveland County. The newly-elected state president shall appoint one member of the elected committee as chairman.

Amend by adding:  

a.

b.  If no candidate submits her name for the Nominations Committee, then the current president shall appoint a member from the area(s) to serve and a chairman shall then be selected from all those who are serving on the committee.

If adopted it would read: 

a. The election of the nominations committee shall follow the same procedure as the nominations and election of state officers. The committee shall be composed of five (5) members, one from each area of the state: Southeast, Northwest, Southwest, Green Country and Oklahoma/Cleveland County. The newly-elected state president shall appoint one member of the elected committee as chairman.

b.      If no candidate submits her name for the Nominations Committee, then the current president shall appoint a member from the area(s) to serve and a chairman shall then be selected from all those who are serving on the committee.

Rationale:  No one applied for the nominations committee this biennium and our bylaws do not have anything in them which covers this problem.

Beth Schieber, Gamma State Editor, ΔΚΓ Southwest Regional Director sent the following amendments to be considered:

5.     Article VIII-Committees   Section A       Gamma State Committees

Gamma State Committees

Currently reads:

3. Achievement Award
Financial Development
Convention/Conference
Leadership/Management Seminar 
Creative Women of Oklahoma Award
Scrapbook
Essay

Be amended by striking: leadership/management  Insert: Tebow-Herrington Leadership

If adopted, it would read:

3.  Gamma State Committees

If amended, it would read:

Achievement Award,
Financial Development
Convention/Conference
Tebow-Herrington
Leadership Seminar
Creative Women of Oklahoma Award
Scrapbook
Essay

Rationale: Reflect name change

Gamma State 2013-2015 Ad Hoc Committee is submitting the below changes to the Bylaws and Standing Rules:  Kathy Davis, Peggy Guthrie, Beth Herrington, Linda Floyd, Donna Talley, Pam Harding: ex-officio.

6.      Article VIII - Committees, Section A, General Procedures, 4

Currently Reads: 
The election of the nominations committee shall follow the same procedure as the nominations and election of state officers. The committee shall be composed of five (5) members, one from each area of the state: Southeast, Northwest, Southwest, Green Country and Oklahoma/Cleveland County. The newly-elected state president shall appoint one member of the elected committee as chairman.

 

Amend by striking: composed of five (5) members, one from each area of the state: Southeast, Northwest, Southwest, Green Country and Oklahoma/Cleveland County.
Insert: composed of a minimum of two (2) members from each area of the state: East and West.
 

If adopted it would read: The election of the nominations committee shall follow the same procedure as the nominations and election of state officers. The committee shall be composed of a minimum of two (2) members from each area of the state: East and West. The newly-elected state president shall appoint one member of the elected committee as chairman.

Rationale:

Due to the loss of membership and chapters, the committee believes in order to rebuild Gamma State we need to go back to the beginning with a new division/restructure of the state.  The committee has looked at membership and strength of chapters in making this proposal.  The state would be restructured into two areas: East and West. ·         

The East would consist of chapters from Alpha, Delta, Nu, Gamma, Rho, Epsilon, Eta, Omicron, Alpha Alpha, Alpha Pi, Alpha Gamma, Alpha Epsilon, Alpha Chi, Alpha Iota, Beta Lambda, Beta Kappa, and Gamma Beta.·         

The West would consist of chapters from Mu, Xi, Psi, Theta, Lambda, Omega, Alpha Phi, Alpha Mu, Alpha Sigma, Beta Eta, Beta Beta, Beta Nu, Beta Mu, Beta Gamma, Beta Phi, Beta Xi, Gamma Alpha, Gamma Delta, and Gamma Gamma.

By restructuring the state, strong chapters in those areas will be able to mentor other chapters when attending their state chapter leadership trainings.

Beth Schieber, Gamma State Editor, ΔΚΓ Southwest Regional Director sent the following amendments to be considered:

7.     Article VIII-Committees   Section A       Gamma State Committees

Gamma State Committees

8. The non-dues revenue…a

Currently reads:

a. Current recipients of these funds are scholarship, essay, leadership management, U.S. Forum...

Be amended by striking: leadership management 
Insert: Tebow-Herrington Leadership

If adopted, it would read: a. Current recipients of these funds are scholarship, essay, Tebow-Herrington Leadership Seminar, U.S. Forum...

Rationale: Reflect name change 

8.      Article VIII -Section C – Committee Responsibilities 2.f

Currently reads: 2.  Society Mission and Purposes Committees

f.  The leadership/management seminar committee shall be responsible for developing and implementing leadership/management seminars following the guidelines...

Be amended by striking: leadership management  

Insert: Tebow-Herrington Leadership Seminar

If adopted, it would read:  f. The leadership/management seminar committee shall be responsible for developing and implementing Tebow-Herrington Leadership Seminars following the guidelines...

Rationale: Reflect name change

Gamma State 2013-2015 Ad Hoc Committee is submitting the below changes to the Bylaws and Standing Rules:  Kathy Davis, Peggy Guthrie, Beth Herrington, Linda Floyd, Donna Talley, Pam Harding: ex-officio.

 9.      Article VIII, Committees, Section A, 3. Gamma State Committees

Currently Reads:  

3. Gamma State Committees

Achievement Award 
Financial Development 
Convention/Conference                                  Leadership/Management Seminar

Creative Women of Oklahoma Award  
Scrapbook
Essay
Amend by adding Music Committee
If adopted it would read:
3. Gamma State Committees

Achievement Award  
Financial Development 
Convention/Conference                               Leadership/Management Seminar
Creative Women of Oklahoma Award 
Music 
Essay
Scrapbook

Rationale:  
After the reorganization of International Committees, the Music committee was absorbed into the Educational Excellence Committee.  This committee takes a great deal of preparation in providing the music, securing a piano/keyboard, or other musical needs for the state.  In addition the committee chair is expected to not only be available for convention/conferences, but for Leadership Management Seminar and State trainings.  The cost of the music portion is already part of the Convention/Conference costs.

10.  Article VIII: Committees, Section C: Committee Responsibilities, 2. Society Mission and Purposes Committees, a. The educational excellence Committee, (7) 

If Article VIII, Committees, Section A, 3. Gamma State Committees is amended by adding Music Committee, omit (7) which currently reads.   (7) prepare and lead music for the convention in odd-numbered years and the conference in even-numbered years

Article VIII: Committees, Section C: Committee Responsibilities, Gamma State Committees

If SR 8.3.8 and Bylaw Article VII : Committees, Section C: Committee Responsibilities, 2. Society Mission and Purposes Committees, a. The educational excellence Committee, (7) is adopted, Add 3. Gamma State committee h.

If adopted it would read:  h. the music committee shall be responsible for preparing and leading music at the state convention in odd numbered years and the conference in even numbered years.

 Rationale:  Bring all into alignment if Music Committee is added back to the Standing Rules and ByLaws. 

11.  Article IX, Activities, Section A, Leadership Conference

Currently Reads:

Leadership Conference

1. Leadership training for the incoming chapter officers and chairmen shall be conducted in even-numbered years under the direction of the leadership development committee.

2. An executive board meeting shall precede the leadership training for incoming chapter officers and chairmen.

3. During the leadership training for incoming chapter officers and chairmen, time will be set aside for honors, awards and remembrances. [Ref. Article VIII, Section C, 1.d]

4. The state executive board shall approve the sites and dates for the training.

5. The quorum shall be a majority of those members registered and present at the conference.


Amend by striking Leadership and inserting State.
Strike the current number 1 that reads. 
Leadership training for the incoming chapter officers and chairmen shall be conducted in even-numbered years under the direction of the leadership development committee.


Insert: A one day state conference shall be held in even number years to provide workshops that enhance the personal and professional growth of members.

Amend 2  by striking    leadership training for incoming chapter officers and chairmen.  
Insert: state conference.

Amend 3 
by striking   During the leadership training for incoming chapter officers and chairmen.  
Amend 4 by striking training. Insert conference

If adopted it would read:

State  Conference

1. A one day state conference  shall be held in even number years to provide workshops that enhance the personal and professional growth of members.

2. An executive board meeting shall precede the conference.

3. Time will be set aside for honors, awards and remembrances. 4. The state executive board shall approve the sites and dates for the conference. 

4.  The state executive board shall approve the sites and dates for the conference.

5. The quorum shall be a majority of those members registered and present at the conference.

12.  Add Article IX, Activities, Section A, Leadership Development Workshop

If adopted it would read:

Leadership Development Workshop

1.  Leadership training for the incoming chapter officers and chairmen shall be conducted in even-numbered years under the direction of the leadership development committee. [Ref. Article VIII, Section C, 1.d]

2.  Chapter leadership training shall be held in two areas of the state by the state officers to provide additional training opportunities and a shortened travel distance.

3.  The state executive board shall approve the sites and dates for the chapter leadership training.

 Rationale:

The original intent of the conference was to have been a one day conference that provided enrichment workshops for personal and professional growth.  The conference has grown into a mini convention, which adds additional cost to Gamma State.  By taking this back to the intended one day, the cost to members and the state would be scaled back.  In addition, a more thorough chapter leadership is needed.  With the declining of membership and those who are willing to lead, we believe that providing this leadership training in two sections of the state would encourage more to attend.  This training would be conducted by the Elected officers and/or the appointed officers in the area.  The focus would be put back on providing a more detailed training for the incoming chapter officers.


PROPOSED STANDING RULES

These are recommended by Ramona Paine, Gamma State Parliamentarian after receiving a letter dated October 1, 2014 from Dr. Gwen Simmons, DKG International quoted earlier in the report.

 1.      8.1.3 Finance Committee

Add:  8.1.3e    Finance Committee shall set registration fee for state convention

 If a adopted it would read:  8.1.3e     Finance Committee shall set registration fee for state convention 

Gamma State 2013-2015 Ad Hoc Committee is submitting the below changes to the Bylaws and Standing Rules:  Kathy Davis, Peggy Guthrie, Beth Herrington, Linda Floyd, Donna Talley, Pam Harding: ex-officio.

2. Committees: 8.1.6.5 

Currently reads: 8.1.6.5 

The candidates for the nomination committee shall be presented by the current nomination committee with one candidate from each of the five areas: Southeast, Southwest, Northwest, Green Country, and Oklahoma /Cleveland County. The newly-elected president shall appoint the chairman of the committee from those elected.

Amend by striking:   one candidate from each of the five areas: Southeast, Southwest, Northwest, Green Country, and Oklahoma/Cleveland County andReplacing with:   two areas: east and west.

If adopted it would read:

The candidates for the nomination committee shall be presented by the current nomination committee with a minimum of two candidates from each of the two areas: east and west. The newly-elected president shall appoint the chairman of the committee from those elected.

Rationale:

Due to the loss of membership and chapters, the committee believes in order to rebuild Gamma State we need to go back to the beginning with a new division/restructure of the state.  The committee has looked at membership and strength of chapters in making this proposal.  The state would be restructured into two areas: East and West.  

The East would consist of chapters from Alpha, Delta, Nu, Gamma, Rho, Epsilon, Eta, Omicron, Alpha Alpha, Alpha Pi, Alpha Gamma, Alpha Epsilon, Alpha Chi, Alpha Iota, Beta Lambda, Beta Kappa, and Gamma Beta.

The West would consist of chapters from Mu, Xi, Psi, Theta, Lambda, Omega, Alpha Phi, Alpha Mu, Alpha Sigma, Beta Eta, Beta Beta, Beta Nu, Beta Mu, Beta Gamma, Beta Phi, Beta Xi, Gamma Alpha, Gamma Delta, and Gamma Gamma.

By restructuring the state, strong chapters in those areas will be able to mentor other chapters when attending their state chapter leadership training's.

3.         6.5 Recording Secretary

Currently reads:  There is No 6.5.14 

If added and adopted it would read:

6.5.1.4   serve as chair of the Non Dues Revenue Committee

Beth Schieber, Gamma State Editor, ΔΚΓ Southwest Regional Director sent the following amendments to be considered:

Standing Rules 8            

4.         Standing Rule 8.3.5 

Currently reads:  8.3.5 Leadership/Management Seminar Committee 

Be amended by striking:   /Management   

Insert:  Tebow-Herrington

If adopted, it would read: Tebow-Herrington Leadership Seminar Committee

Rationale: Nelda Tebow and Beth Herrington were the creators and motivating force behind the seminar.  They also presented at every seminar since its establishment.            

5        Standing Rule 8.3.5.1

Currently reads: 8.3.5.1 The leadership/management seminar committee shall consist of five (5) members.

Be amended  by striking leadership management    

Insert: Tebow-Herrington Leadership

If adopted, it would read: The Tebow-Herrington Leadership Seminar committee shall consist of five (5) members.

Rationale: Reflect name change           

 6.         Standing Rule 8.3.5.2

Currently reads:  The leadership/management seminar should be held during the second year of the biennium.

Be amended by striking:  The leadership/management seminar committee should be held during the second year of the 

Biennium. 

Insert: Tebow-Herrington Leadership Seminar should be held once a biennium if funds and participants are available.

If adopted, it would read: The Tebow-Herrington Leadership Seminar should be held once a biennium if funds and participants are available.

Rationale: Due to drop in membership affecting available funds, and decline of membership applicants, the seminar should be held when funds and applicants are sufficient.

7.         8.3.5.3 Guidelines h

Currently reads: h. Evaluation. The participants shall be asked to evaluate the seminar. The director and assistant director will also evaluate the success of each seminar and report the results to the leadership/management seminar committee and executive board.

Be amended by striking: leadership/management 

Insert: Tebow-Herrington Leadership

If adopted, it would read: h. Evaluation. The participants shall be asked to evaluate the seminar. The director and assistant director will also evaluate the success of each seminar and report the results to the leadership/management seminar committee and executive board.

Rationale: Reflect name change  

Gamma State 2013-2015 Ad Hoc Committee is submitting the below changes to the Bylaws and Standing Rules:  Kathy Davis, Peggy Guthrie, Beth Herrington, Linda Floyd, Donna Talley, Pam Harding: ex-officio.

8.          Standing Rules:  9. Meetings

Currently reads:

9.2.4 The non-dues revenue sub-committee will consist of the chairman or designee from each committee receiving the funds and the treasurer. The president shall designate the chairman. The treasurer will not serve as chairman. Current recipients of these funds are the scholarship committee, essay committee, leadership management seminar committee, U.S. Forum committee, and the Creative Women of Oklahoma Award committee.

Amend by striking:  or designee from each committee receiving the funds and The president shall designate the chairman.  The treasurer will not serve as chairman.

Insert:  The Recording Secretary shall serve as the chairman and the president shall appoint the members of the Non Dues Revenue sub-committee.

If adopted it would read:  

9.2.4 The non-dues revenue sub-committee will consist of the chairman and the treasurer. The Recording Secretary shall serve as the chairman and the president shall appoint the members of the Non Dues Revenue sub-committee. Current recipients of these funds are the scholarship committee, essay committee, leadership management seminar committee, U.S. Forum committee, and the Creative Women of Oklahoma Award committee.

Rationale:  

Currently there is not a Non Dues Revenue Committee, which deals with the Gamma State Basket Auction.  This would provide a better communication and organization of this committee for consistency each year.   This activity would not occur during the time the Secretary would need to be available for taking of official minutes.  This would align all of the above ByLaw and Standing Rules.

9.       8. Committees

Insert:

8.3.8    Music Committee

8.3.8.1 The committee shall be responsible for preparing and leading music for the convention in odd-numbered years and the  conference in even-numbered years.

1.3.8.2  The committee shall be responsible for securing the piano/keyboard for the convention and/or conference if needed.

10.    Article VIII: Committees, Section C: Committee Responsibilities, 2. Society Mission and Purposes Committees, a. The educational excellence Committee, (7)

 If Article VIII, Committees, Section A, 3. Gamma State Committees is amended by adding Music Committee, omit (7) which currently reads.   (7) prepare and lead music for the convention in odd-numbered years and the conference in even-numbered years

Article VIII: Committees, Section C: Committee Responsibilities, Gamma State Committees

If SR 8.3.8 and Bylaw Article VII : Committees, Section C: Committee Responsibilities, 2. Society Mission and Purposes Committees, a. The educational excellence Committee, (7) is adopted, Add 3. Gamma State committee h.

If adopted it would read:  h. the music committee shall be responsible for preparing and leading music at the state convention in odd numbered years and the conference in even numbered years.

Rationale:  Bring all into alignment if Music Committee is added back to the Standing Rules and ByLaws.

 11.    9. Meetings, 9.3 Leadership Conference

Currently Reads:

9.3 Leadership Conference

9.3.1 The leadership conference shall be held for training chapter officers and committee chairmen in even-numbered years, to acquaint them with their responsibilities.

9.3.2 The program for this leadership training shall be concerned with the general program of the Society and with specific responsibilities of chapter officers, committees, and members.

9.3.3 The sites and dates for this training shall be determined by the state president and approved by the state executive committee.

Amend by striking Leadership.  Insert State

Amend 9.3.1 by striking leadership.  Insert State.

Strike: training chapter officers and committee chairmen, to acquaint them with their responsibilities.   

Amend 9.3.2 by striking the current language.  Insert:  The emphasis of the conference shall be to promote personal and professional growth.

Amend 9.3.3 by striking training.  Insert conference. 

If adopted it would read: 

9.3 State Conference

9.3.1 The state conference shall be held in even-numbered years.

9.3.2 The emphasis of the conference shall be to promote personal and professional growth.

9.3.3 The sites and dates for this training shall be determined by the state president and approved by the state executive committee. 

 12.        Add 9.4  Leadership Development Workshop

If adopted it would read:

9.4.1 The Leadership Development Workshop shall be held for training chapter officers and committee chairmen in even-numbered years, to acquaint them with their responsibilities.

9.4.2 The program for this leadership training shall be concerned with the general program of the Society and with specific responsibilities of chapter officers, committees, and members.

9.4.3 The sites and dates for this training shall be determined by the state president and approved by the state executive committee.

 Rationale:  If Bylaws: Article IX, Activities, Section A, Leadership Conference is amended and Add Article IX, Activities, Section A, Leadership Development Workshop is added, this would bring the ByLaws and Standing Rules into alignment.

Beth Schieber, Gamma State Editor, ΔΚΓ Southwest Regional Director sent the following amendments to be considered:

13.   Standing Rule 10.1.1.4 i

Currently reads: The Limelighter shall include in the appropriate issue, but not be limited to:         

i. applications for scholarships and Leadership Management Seminar;

Be amended  by striking:  Leadership Management Seminar  

Insert: Tebow-Herrington

If adopted, it would read: i. applications for scholarships and Tebow-Herrington Leadership Seminar;

Rationale: Reflect name change

Recommendation for future chairman:  It is imperative that the committee chairman and/or other committee members attend both the Regional and International meetings.  Due to personal reasons I have been unable to attend these this biennium and it does affect the workings of this committee.

Recommendations with vote:  Approve these amendments to the Gamma State Bylaws and the Standing Rules.

Ċ
Kathy Davis,
Mar 20, 2015, 7:11 PM
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