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Alpha Epsilon State BYLAWS

Article I Name 2

II Object 2

III Membership 2

IV Finances 2

V Organization 3

1 Chapters 3

2 New Chapters 3

3 Coordinating Councils 4

VI Officers and Related Personnel 4

1 Officers 4

2 Duties of Officers 4

3 Related Personnel 4

4 Duties of Related Personnel 4

5 Terms of Office 4

6 Vacancies 4

7 Nominations 5

8 Elections 5

VII Meetings 5

VIII Executive Board 5

IX Committees 6

1 Standing Committees 6

2 General Procedures 6

3 Duties of Committees 7

4 Special Committees 7

X Activities 7

1 Scholarships 7

2 Publications 7

XI Dissolution 7

1 State Organization 7

2 Chapters 7

3 Merger of Chapters 8

XII Parliamentary Authority 8

XIII Amendments 8

Adopted June 27, 1984 Amended June 11, 2011

Jane Nichols, State President Carol Herzog, State President

State Conference, Anderson State Convention, Clarksville

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ARTICLE 1 NAME

Section 1 The name of this organization shall be Alpha Epsilon State Indiana of The Delta

Kappa Gamma Society International, hereinafter also referred to as the Society.

{2011}

Section 2 Each chapter shall be named by Alpha Epsilon State. Each chapter in Alpha

Epsilon State Indiana shall be designated by a Greek letter or a combination of

Greek letters in the order in which the chapter is chartered following the sequence

of the Greek alphabet.{2011}

ARTICLE II OBJECT

The object of Alpha Epsilon State shall be to:

1. promote the purposes of The Delta Kappa Gamma Society International as found

in the CONSTITUTION;

2. act as a liaison between chapters and the International organization;

3. organize Delta Kappa Gamma chapters within the state;

4. provide leadership training for officers, chairmen, and members;

5. endorse the Mission Statement of The Delta Kappa Gamma Society International:

“The Delta Kappa Gamma Society International promotes professional and

personal growth of women educators and excellence in education.” {1987}

ARTICLE II MEMBERSHIP

Section 1. The membership in Alpha Epsilon State shall be composed of active, reserve, and

honorary members. All membership is in accordance with the CONSTITUTION.

{2003, 2011}

Section 2. Chapters in the state shall act in accordance with the CONSTITUTION in

matters of their membership.

Section 3. State honorary members

a. Nominees for state honorary membership may be submitted by a member, a

chapter, or the

Executive Board to the State Membership Committee.

b. State honorary members shall be recommended by the State Membership

Committee and elected by the Executive Board. A majority vote of approval is

required. {2003}

c. Initiation of state honorary members may be conducted at any meeting; such as,

state convention, coordinating council, or chapter meeting. The State President

and the State Membership Committee shall organize the orientation and the

initiation.

Section 4. Termination of membership shall be in accordance with the CONSTITUTION.

{1989, 2009, 2011}

Section 5. Reinstatement of membership shall be in accordance with the

CONSTITUTION.{2011}

ARTICLE IV FINANCES

Section 1. Annual Dues

a. The state annual dues shall be determined by a two-thirds (2/3) vote at a

convention in an odd-numbered year. The chapter president or her official

representative shall be entitled to cast one (1) vote for each five (5) active or

reserve members, or a major fraction thereof. The vote of the chapter may be

divided.

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b. Annual dues and the scholarship fee shall be paid between July 1 and October 31.

On November 1, members shall be dropped for non-payment of dues and fees.

c. All dues and fees shall be collected by the chapter treasurer. State and

International dues and fees shall be forwarded to the state treasurer.

d. The fiscal year shall be July 1 through June 30.

Section 2. Funds

a. The Available Fund shall consist of dues, interest income, contributions, and other

income. Expenditures shall be made as authorized by the Executive Board, upon

the recommendation of the Finance Committee.

b. The Scholarship Fund shall consist of fees, gifts, and interest income.

Expenditures shall be made as authorized by the Executive Board, upon the

recommendation of the Scholarships Committee.

c. A Permanent Fund shall be maintained in accordance with the CONSTITUTION.

Expenditures shall be made as authorized by the Executive Board, upon the

recommendation of the Finance Committee.

Section 3.. Financial Controls

a. The Finance Committee shall submit a proposed budget annually for adoption by

the Executive Board.

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

the treasurer.

c. The report of the annual financial review shall be submitted to the Executive

Board for adoption. {2001}

ARTICLE V ORGANIZATION

Section 1. Chapters

a. Each chapter shall govern the conduct of its business in a manner consistent with

the CONSTITUTION and the Alpha Epsilon State Bylaws.

b. Chapter officers, all of whom must be members of the Society, shall be a

president, a vice president, a secretary, and a treasurer. Chapters have the option

of electing a second vice president, and/or a corresponding secretary.

Co-president is not a recognized office in the Society. {1999}

c. Chapter officers, except the treasurer, shall be elected by a majority vote.

(1) The term of each elected officer shall be two (2) years. No officer

except the treasurer may serve in the same office longer than two (2) terms

in succession. All officers shall take office on July 1 following election.

(2) The treasurer shall be selected each biennium by the Executive

Board.

d. Chapters shall submit a copy of their most recent Standing Rules to the State

Rules Committee for review. {2009}

Section 2. New Chapters

a. The State Executive Board shall approve the organizing of a new chapter.{2003}

b. Candidates recommended for membership in a new chapter shall be screened by

the Membership Committee of the sponsoring chapter(s).

c. Rules governing the installation of a new chapter and the initiation of its members

shall be recommended by the Membership Committee and approved by the State

Executive Board. {2005}

d. The State President shall appoint an advisor for each new chapter to serve for four

(4) years.

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Section 3 Coordinating Councils

a. Coordinating Councils shall be organized in areas where several chapters exist for

the purpose of planning activities of benefit to all members.

b. Coordinating Councils shall be governed in accordance with the Standing Rules

of Alpha Epsilon State.

ARTICLE VI OFFICERS AND RELATED PERSONNEL

Section 1. Officers The state officers, all of whom must be members of the Society,

shall be a president, a first vice president, a second vice president, a recording secretary, a

corresponding secretary (all elected), and a treasurer (employed). {1991}

Proviso: “The state officers, all of whom must be members of the Society, shall

be a president, a first vice president, a second vice president, a secretary, (all

elected), and a treasurer (employed). This amendment shall take effect July 1,

2013.” {2011}

Section 2. Duties of Officers

These officers shall perform the duties as prescribed in the CONSTITUTION and as

authorized by the Alpha Epsilon State Bylaws and Standing Rules

Section 3 Related Personnel

Related personnel shall be an executive secretary, a webmaster, and an editor of The

Hoosier Newsette (all employed), a parliamentarian and an historian (both appointed by

the president). {1997, 2001, 2009} It is desired that these appointed personnel be

members of the Society. {2011}

.Section 4. Duties of Related Personnel

The treasurer, the executive secretary, the webmaster and the editor of The Hoosier

Newsette shall perform such duties as are prescribed in their contract documents and/or

as assigned by the president or the State Executive Board. {2001}

Section 5. Term of Office.

a. Officers, elected by the state convention in odd-numbered years, shall have a term

of two (2) years or until a successor has been named.

b. No officer may serve in the same office longer than two (2) terms in succession.

c. All officers shall take office on July 1 following election.

d. The treasurer, the executive secretary, the webmaster and the editor shall be

recommended by the Nominations / Personnel Committee and elected by vote of

the Executive Board for a four (4) year term. Each shall be eligible to reapply for

a second four (4) year term. Terms of office may exceed eight (8) years only in

the event of an emergency and only with the approval of the Executive Board.

{2011}

Section 6. Vacancies

a. When a vacancy occurs in the office of president, the first vice president shall

become president. The second vice president shall become first vice president.

b. When a vacancy occurs in any other elected office, the president shall name a

successor with the consent of the Executive Committee.

c. When a vacancy occurs in an appointive position, the president shall appoint a

successor.

d. When a vacancy occurs in the position of the treasurer, the executive secretary,

the webmaster or the editor, the president shall appoint a member to fill the

position until the Nominations / Personnel Committee recommends a successor

and the State Executive Board votes{2001, 2011}

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Section 7. Nominations

a. Nominations for office and the ensuing Nominations / Personnel Committee shall

be made by the Nominations / Personnel Committee at the convention in odd-

numbered years.

b. The Nominations / Personnel Committee shall request nominations for elective

offices from the chapters both in the June and September issues of The Hoosier

Newsette. {1999}

c. The committee shall submit the name of one nominee for each elective office and

nominees for the Nominations / Personnel Committee. Consent of the nominee

must be obtained.

d. The slate of nominees, with candidate qualifications, shall be published in The

Hoosier Newsette prior to the convention.

e. After the report of the Nominations / Personnel Committee has been made to the

convention, additional nominations may be made from the floor, with the consent

of the nominee.

f. In the event of nominations from the floor, candidates’ names shall be presented

with credentials, void of any manner of campaigning.

Section 8. Elections

a. Election shall be by ballot; a majority of votes cast elects. If there is but one

nominee for an office, the election may be by voice vote.

b. The Nominations / Personnel Committee shall prepare the ballot and conduct the

election.

c. The chapter president or her official representative shall be entitled to cast one (1)

vote for each five (5) active or reserve members or major fraction thereof. The

vote of the chapter may be divided.

ARTICLE VII MEETINGS

Section 1. Convention

a. Business of the state shall be conducted at a time and place as determined by the

Executive Board for the purpose of receiving reports and adopting policy,

amending Bylaws and Standing Rules, electing officers, and conducting other

business which may properly come before it.

b. Every member who is registered may vote. A roll call vote as specified in the

CONSTITUION may be ordered.

c. The quorum shall be a majority of those members registered at the convention.

Section 2. Conference and special meetings may be held at the call of the Executive Board

ARTICLE VIII EXECUTIVE BOARD

Section 1. State Executive Board

a. The members of the Executive Board shall be the elected officers, the chapter

presidents, the state founders, and past state presidents. The coordinating council

chairmen, the treasurer, the executive secretary, the webmaster, the editor of The

Hoosier Newsette, the parliamentarian, and the historian shall be ex officio

members, without vote. {1993, 1997, 2001}

b The duties of the Executive Board shall be to:

(1) recommend policies and procedures for consideration by the state

organization.

(2) receive and act upon recommendations of the state committees.

(3) establish the procedure for budget development and approval, and for

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the supervision of finances (the president and the treasurer shall serve ex

officio in this process).

(4) examine, modify if necessary, and adopt the budget.

(5) elect a treasurer, an executive secretary, a webmaster, and an editor of

The Hoosier Newsette; prescribe their duties, determine the amount

of their honoraria and terms of office. {2001}

(6) determine the time and place of meetings.

(7) act in the interim between meetings upon matters requiring immediate

decision.

(8) approve the formation of new chapters and assign a Greek name to the

chapter. {1995}

(9) establish the boundaries of coordinating councils. {2003}

(10) approve dates and sites of state organization meetings. {2011}

c. Meetings of the Executive Board shall be held at least once each year. Special

meetings may be called by the president with a minimum of thirty (30) days

notice. (1) The presence of a majority of the voting members of the Board

constitutes a quorum at meetings.(2) A chapter president who is unable to attend

the meeting shall appoint an official representative who shall have full privileges

of participation.

d. A vote by mail may be authorized in case of an emergency.

e. The members of the Executive Committee (composed of the elected officers),

may meet at the call of the president. It shall meet to conduct business delegated

to it by the Board and to take action on matters requiring immediate decision.

{1997, 2001, 2009}

Section 2. Chapter Executive Boards shall function in accordance with the

CONSTITUTION.

ARTICLE IX COMMITTEES

Section 1. Standing Committees shall be:

a . Society Business {2005, 2011}

Communications and Publicity {2011}

Finance

Leadership Development

Membership

Nominations / Personnel {2011}

Rules

Special Projects {2001}

b. Society Mission / Purposes {2011}

Educational Excellence {2011}

International Projects

Janet O’Neal Seminar for Personal Growth {2011}

Legislation

Music {2005}

Personal Growth / Professional Affairs {2011}

Scholarships

Section 2 General Procedures

a. All committees, except the Nominations / Personnel Committee, shall be

appointed by the president. {2011}

b. The president shall be an ex officio member of all committees, except the

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Nominations / Personnel Committee. The president shall be an ex officio member

of the Nominations / Personnel Committee only when the committee needs to

discuss personnel. {2011}

c. Matters requiring immediate committee action may be voted upon by mail,

email, phone or fax. {2003}

d. Committee meetings shall be held with the approval of the president.

e. All committee chairmen shall submit a biennial report.

Section 3. Duties of Committees

The committees shall perform the duties as prescribed in the CONSTITUTION

and / or the State Standing Rules.

Section 4. Special Committees

The committee(s) shall be appointed by the president. After submitting the final

report to the Executive Board, the committee shall be dissolved.

ARTICLE X ACTIVITIES

Section 1. Scholarships

a. The number of scholarships and the amount of each shall be recommended by

the Scholarships Committee and approved by the State Executive Board.

b. Mini-grants shall be awarded by the Scholarships Committee. Scholarship

Fund interest monies may be used to fund mini-grants. {1993}

Section 2. Publications

a. A state publication named The Hoosier Newsette shall be published four (4)

times each year.

b. The publication of special brochures shall be approved by the president and

to the Executive Board for approval.

c. Advertising will not be permitted in The Hoosier Newsette. {1989}

ARTICLE XI DISSOLUTION / MERGER {2005}

Section 1. Dissolution of State Organization {1987}

The approval of the Executive Board of The Delta Kappa Gamma Society

International and concordance with the laws of the State of Indiana must be

obtained prior to the dissolution of Alpha Epsilon State. Remaining funds in the

state treasury are to be sent to the International treasury along with initiation

paraphernalia and state records. The International Executive Board must decide

what to do about the state’s chapters and also whether to reuse the name of the

state organization.

Section 2. Dissolution of Chapters {1999}

a. A chapter may request that a chapter advisor from the state attend meetings

and advise in problem solving.

b. A chapter considering dissolution shall first notify the state president and

liaison.

c. Final dissolution shall not be considered without the passage of one calendar

year.

d. The state president shall ascertain that a written notice of the meeting to

discuss dissolution will be sent to all members of the chapter and will be attended

by the state president or her designee. The chapter membership will be polled by

written ballot within thirty days of this meeting.

e. The approval of the chapter executive board must be obtained prior to the

dissolution of the chapter and be in concordance with the Bylaws of Alpha Epsilon

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State.

f. The chapter executive board must submit a written request for dissolution to

the Alpha Epsilon State Executive Board.

g. Following action by the State Executive Board, all outstanding debts of the

chapter must be paid. Any remaining funds in the chapter treasury shall be sent to

the State Treasurer and deposited in the Available Funds. Chapter records and

initiation paraphernalia must be sent to the Alpha Epsilon State Executive

Secretary and made available for use. {2011}

h. The chapter charter must be returned to the State organization to be forwarded

to the Society Headquarters. {2011} i. The state organization executive board shall decide whether the Greek name

shall be reused. {2011}

j After the dissolution process has been completed, state records including

Bylaws and Standing Rules will show the change.

Section 3. Merger of Chapters {2005}

a. Two chapters in geographical proximity may request permission from the State

Executive Board to merge.

b. Each chapter will go through the dissolution process (Section 2). A new

chapter will then be formed and a Greek name assigned.

c. Ceremonial Paraphernalia shall be selected from each chapter to be retained by

the new chapter. Extra paraphernalia shall be sent to the Executive Secretary.

d. Outstanding debts of each chapter must be paid. The remaining funds shall be

combined to form operating funds for the new chapter.

ARTICLE XII PARLIAMENTARY AUTHORITY

Robert’s Rules of Order Newly Revised, current edition, shall govern the proceedings of Alpha

Epsilon State Indiana in all cases not provided for in the CONSTITUTION, Bylaws or Standing

Rules.

ARTICLE XIII AMENDMENTS

Section 1. These Bylaws may be amended at any state convention by two-third (2/3) vote of

the members present, provided that a notice of proposed amendments shall have

been published at least thirty (30) days before convening the convention. {2001}

Section 2. Proposed amendments to the Bylaws may be submitted to the Rules Committee

by a member or by any committee, board or chapter, postmarked by December 1

in even numbered years. {2005}

Section 3. All proposed amendments shall have been approved by a two-thirds (2/3) vote of

the Executive Board before being submitted to the convention.

Section 4. Interpretation of the Alpha Epsilon State Indiana Bylaws shall be made by the

Rules Committee with consultation of the Parliamentarian. If challenged, such

interpretations shall be referred to the Executive Board at its next regular meeting.

{2005}

Section 5. The adopted amendments take effect immediately upon adoption unless a proviso

states otherwise. {2005}

Section 6. Upon reprint of amended bylaws, a copy shall be sent by the state president to the

chairman of the International Constitution Committee. {2009}

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STANDING RULES

RULE 1 Organizational Structure 10

a. New Chapters 10

b. Coordinating Councils 10

c. Geographic Areas for Nominations Committee 11

2 Duties of Officers and Related Personnel 11

a. President 11

b. Vice Presidents 11

c. Recording Secretary 12

d. Corresponding Secretary 12

e. Immediate Past President 12

f. Treasurer 12

g. Executive Secretary 13

h. Editor of The Hoosier Newsette 13

i. Parliamentarian 13

j. Historian 14

k. Webmaster 14

3 Duties of Standing Committees 14

a. Society Business 14

b. Society Mission and Purposes 16

4 Executive Board Meetings 17

a. Rules of Order for Meetings 17

b. Coordinating Council 8 18

5 State Conventions / Conferences 18

6 Finances 18

a. Dues 18

b. Fiscal Impact Statement 18

c. Travel Expenses 18

d. Other Expenses 19

7 State President’s Pin 19

8 Amendments 20

APPENDIX A. Scholarships 20

APPENDIX B. Mini-Grants 20

APPENDIX C. Travel Study Grants 21

Adopted April 27, 1985 Amended June 11, 2011

Jane Nichols, State President Carol Herzog State President

State Convention, South Bend State Convention, Clarksville

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1. ORGANIZATIONAL STRUCTURE

a. New Chapters

(1) A chapter, a council or the Membership Committee may present a motion to

the Executive Board to form a new chapter. {2005}

(2) The organization of the new chapter shall be the responsibility of the

Membership Committee and two Vice Presidents in accordance with the Bylaws.

{2005}

(3) To encourage the participation of new chapters at convention / conference,

the state shall pay for the first two (2) years of their organization, the president’s

convention or conference meals from the convention / conference fund. {2008}

(4) A gavel shall be presented to each new chapter by the state at the time of

organization.

b. Coordinating Councils

(1) There shall be thirteen (13) Coordinating Councils: {1999, 2006}

(a) 1 Rho, Sigma, Alpha Gamma, Alpha Omega, Beta Delta, Beta Rho,

Beta Sigma

(b) 2 Gamma, Nu, Alpha Sigma, Beta Beta, Beta Xi, Gamma Kappa

{2002, 2004, 2011}

(c) 3 Phi, Alpha Zeta, Alpha Xi, Alpha Psi, Gamma Lambda

(d) 4 Theta, Alpha Upsilon, Beta Zeta, Gamma Mu

(e) 5 Chi, Alpha Rho, Beta Kappa {2006}

(f) 6 Alpha Omicron, Alpha Pi, Beta Iota, Beta Mu {2004, 2006}

(g) 7 Epsilon, Iota, Beta Epsilon, Beta Phi

(h) 8 Beta, Omega, Alpha Theta, Alpha Chi, Beta Gamma, Beta Tau

{2004}

(i) 9 Kappa, Alpha Beta, Alpha Kappa, Beta Upsilon, Gamma Alpha

(j) 10 Delta, Xi, Alpha Alpha, Beta Eta, Beta Omicron, Beta Psi

(k) 11 Alpha, Omicron, Tau, Alpha Tau, Beta Theta, Gamma Epsilon,

Gamma Nu {2003, 2006}

(l) 12 Pi, Alpha Delta, Alpha Lambda, Alpha Phi, Beta Alpha, Beta

Omega, Gamma Theta, Gamma Iota {2006, 2009}

(m) 13 Lambda, Mu, Upsilon, Beta Pi, Beta Chi, Gamma Delta, Gamma

Omicron, Gamma Rho {2002, 2005, 2006, 2009}

(2) Each Council shall adopt bylaws consistent with the CONSTITUTION and

State Bylaws and Standing Rules.

(3) Membership of the Coordinating Council shall consist of the chapter

president and the immediate past president of each chapter.

(a) Ex officio members shall consist of the past council chairman and any

other state or International board member within the chapters represented.

{1993}

(b) Each chapter shall be entitled to two (2) representatives on the

council. If a chapter has no immediate past president, the executive board

of the chapter may select a representative to the council.

(4) The Executive Committee of the council shall be the chairman, who shall be

an immediate past chapter president, a vice chairman, a secretary, and a treasurer.

The chairman, vice chairman and secretary shall be elected from the membership

of the council. The treasurer shall be appointed from the membership of the

council. Other officers deemed necessary shall be appointed by the council

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chairman. {1993, 2004}

(5) The Coordinating Council chairman shall perform duties designated by the

title of the office, attend all State Executive Board meetings, and serve as a liaison

between chapters and the state officers and committee chairmen. {1993}

(6) The Council shall meet two (2) times each year — once in the Fall after the

State Executive Board meeting and once in the Spring. {1993}

(7) Coordinating Council responsibilities shall include the following items:

{1993}

(a) Councils may plan at least one joint activity per year for their

membership.

(b) Councils may review prospective chapter membership lists.

(c) The responsibility of convention / conference as outlined in the State

plan shall be followed. Sites and dates shall be announced two (2) years

in advance. {1999}

(8) Participating chapters shall approve the activities of the Coordinating

Council. {2011}

(9) Activities of the Coordinating Councils shall be financed as approved by the

state organization executive board. {2011}

c. Geographical Areas for Nominations Committee

The composition of each of the geographic areas of the state will be as follows:

{2001, 2006, 2008}

Northwest — Coordinating Councils 1, 2, 4

Northeast — Coordinating Councils 3, 5, 6

Central — Coordinating Councils 7, 8, 11

Southwest — Coordinating Councils 10, 12

Southeast — Coordinating Councils 9, 13

2. DUTIES OF OFFICERS AND RELATED PERSONNEL

a. President

(1) Appoint chairmen and members of State standing committees,

parliamentarian and historian. {2006}

(2) Appoint an advisor for each new chapter to serve for four (4) years.

(3) Assign a state liaison to each chapter. {2000}

(4) Represent the state at the Seminar on Purposeful Living.

(5) Send a floral tribute or a single red rose and/or a money contribution (not to

exceed twenty-five [$25.00]) dollars to a Delta Kappa Gamma fund in case of the

death or serious illness of current state officers, immediate relatives of current

state officers, past state presidents, and current International officers. {2002,

2008}

6) Be responsible for convention / conference / state meeting planning.

Designate the executive secretary as meeting facilities planner with the authority

to contract or co-sign with the president for all accommodations for conventions,

conferences, and state meetings. {1991, 2004}

(7) Appoint a chairman for state meetings four (4) years prior to the event.

{1997}

(8) Attend International Convention and Northeast Regional Conference as

official representative of Alpha Epsilon State. {2006}

b. Vice Presidents

(1) The first vice-president shall serve as chairman of the Educational Excellence

Committee. The first vice-president may not serve as chairman of any other state

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standing committee. (2011}

(2) The second vice president shall serve as chairman of the Membership

Committee. The second vice-president may not serve as chairman of any other

state standing committee. {2011}

(3) The second vice president shall supervise records management by the officers

and committee chairmen of Alpha Epsilon State. {1995}

(4) Perform other duties assigned by the president or the Executive Board.

c. Recording Secretary

(1) Shall keep minutes of each meeting of the state organization.

(2) Shall furnish the president with a copy of such minutes no later than four (4)

weeks after each meeting.

d. Corresponding Secretary

(1) Shall be responsible for the roll call at Executive Board meetings.

(2) Shall carry on such correspondence as may be delegated by the president.

(3) Shall send notes of condolence, appreciation, congratulation, and

acknowledgement of special events. {1991, 2008}

Proviso: “c. Secretary

1) Shall keep minutes of each meeting of the state organization. (2) Shall

furnish the president with a copy of such minutes no later than four (4)

weeks after each meeting. (3) Shall be responsible for the roll call at

Executive Board meetings. (4) Shall carry on such correspondence as

may be delegated by the president. (5) Shall send notes of condolence,

appreciation, congratulation, and acknowledgement of special events by

email (whenever possible) or postal mail. {1991, 2008} This amendment

shall take effect July 1, 2013.” {2011}

e. Immediate Past President {1995}

(1) Serve as a member of the Alpha Epsilon State Executive Committee.

(2) Provide guidance and assistance to the president, as requested.

(3) Attend state conference, convention, Executive Committee, and Executive

Board meetings.

(4) Attend the Northeast Regional Conference and International Convention to

assist and advise the president and to participate in formal presentations.

(5) Shall serve as chairman of the Leadership Development Committee. {2011}

(6) Shall serve as the state liaison with the Coordinating Council Chairmen.

{1995, 2011}

f. Treasurer

(1) Maintain the Available Fund, the Scholarship Fund, and the Permanent Fund

as separate accounts.

(2) Secure a safety deposit box and be responsible for the safekeeping of all

bonds and savings certificates.

(3) Pay all bills by check after approval by the president.

(4) Shall maintain a record of receipts, bills and bank statements. {2011}

(5) Furnish a fidelity bond of an amount determined by the Executive Board.

(6) Prepare annual reports for the state government, the Society, and the state

organization.

(7) Attend all meetings of and serve as advisor to State Executive Board and

State Executive Committee. Submit written and oral reports to them in session.

{2006}

(8) Submit quarterly reports to the Finance Committee.

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(9) Maintain the membership file which is the record of the annual payment of

dues.

(10) Keep a complete record of all membership in Alpha Epsilon State which has

been terminated. The record shall include the reason and date of termination. The

chapter shall file letters of resignation.

(11) Submit the financial records for an annual financial review. {2001}

(12) Help plan the state convention / conference. {1987}

(13) Attend International Convention and Northeast Regional Conference as

representative of Alpha Epsilon State. Pay financial obligations of each event as

budgeted. {2006}

g. Executive Secretary

(1) Keep a permanent file of records and historical facts of the organization.

(2) Keep a current inventory and schedule of initiation equipment, orientation

slides, tapes, etc.

(3) Subscribe to The Bulletin for Alpha Epsilon State and place the issues in the

executive secretary’s files. {1989}

(4) Compile lists of chapter committee chairmen and send them to the

corresponding state committee chairmen.

(5) Publish annually a state directory as approved by the president.

(6) Assist with the organization of new chapters.

(7) Serve as ex officio member, without vote, on the Standing Committees of

Finance, Membership, and Communications/Publicity. {2000, 2005}

(8) Help plan state convention / conference / state meetings. Assist the president

as meeting facilities planner with the authority to contract and co-sign with the

{2004}

(9) Prepare final copy of programs, as submitted by the president, to be printed +

(10) Order flowers for the president, the immediate past president, past

international presidents, and Administrative Board members from Alpha Epsilon

State at regional conferences and International conventions.

(11) Make hotel reservations at state convention / conference / state meetings for

state officers, related personnel and committee chairmen. {2004, 2008}

(12) Attend International Convention and Northeast Regional Conference as

representative of Alpha Epsilon State to perform assigned duties. {2006}

h. Editor of The Hoosier Newsette

(1) Solicit material for The Hoosier Newsette from the membership, state

officers, and state committee chairmen.

(2) Attend and report in The Hoosier Newsette the Executive Board action at

functions of state, regional, and International conferences, conventions,

functions. {1989, 2006}

(3) Prepare the copy, arrange the editing, printing and distributing of four (4)

issue of The Hoosier Newsette per year.

(4) File necessary forms as required by the United States Postal Service and the

International Society.

(5) Keep a file of Permission to Print forms, signed by each person noted or

pictured in The Hoosier Newsette or on the state website. {2008}

(6) Serve as an ex officio member of the Communications / Publicity Committee.

i. Parliamentarian

(1) Advise officers and members in matters pertaining to the CONSTITUTION,

State Bylaws and Standing Rules, and parliamentary usage.

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(2) Give parliamentary opinions when asked to do so.

(3) Serve as ex officio member of the Rules Committee. {2005}

j. Historian {1997}

(1) Collect and preserve history of Alpha Epsilon State.

(2) Work with the president and the executive secretary.

(3) Keep an historical update of each biennium.

k. Webmaster {2001}

(1) Solicit material for the Alpha Epsilon State web page from the membership,

state officers and state committee chairmen.

(2) Report on the web page appropriate international, state and chapter activities.

(3) Prepare copy, arrange and submit at least four (4) updates of the web page

annually.

(4) Fulfill the requirements as prescribed by the International Society.

(5) Serve as an ex officio member of the Communications / Publicity Committee.

2. DUTIES OF STANDING COMMITTEES

a. Society Business

(1)Communications / Publicity Committee

(a) The committee shall be composed of three (3) members, one (1) of

whom shall serve as chairman. The president, executive secretary,

webmaster, and the editor of The Hoosier Newsette shall serve as ex-

officio members. {2011}

(b) The committee shall promote communications within the

organization. (Internal Communications) {2000, 2008}

(c) The committee shall promote public relations and community

awareness of the Society. (External Communications) {2000}

(d) The committee shall assemble a scrapbook for the state president as a

memento of her biennium. {2008}

(2) Finance

(a) The committee shall consist of three (3) members plus the treasurer,

executive secretary, and the president, who shall serve as ex officio

members, without vote. The chairman shall be selected from committee

members of a previous biennium. {2006}

(b) The committee shall be responsible for supervision of state financial

affairs including recommendations for expenditure and investment of

funds, preparation of a budget for adoption by the Executive Board, and

arrangements for a financial review. {2001}

(3) Leadership Development

(a) The committee shall be composed of five (5) members: the immediate

past president serving as chairman, two (2) members as site coordinators -

one for the northern half of the state and one officio who will serve as

site coordinators for the following biennium. {2008, 2011}

(b) The chairman shall be responsible for planning, preparing materials,

and conducting training for new chapter officers and committee chairmen

in June of even-numbered years. CCOT* sessions shall be held in the

northern half of the state and in the southern half of the state. {1995,

2007, 2008}

*Committee Chairmen and Officers Training

(c) Organize and conduct the presentation of chapter presidents at the

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state convention. {1991}

(d) Assist the Membership Chairman in strengthening chapters identified

as needing assistance. {1991}

(4) Membership

(a) The committee shall consist of five (5) members. The State second

vice-president shall serve as chairman with 4 members representing each

of the 4 other geographical areas plus the immediate past president and the

executive secretary who shall be ex officio, without vote. {2011}

(b) The committee shall evaluate the recommendations of persons

proposed for state honorary membership and shall submit names of

qualified candidates for a majority vote by the Executive Board. {2003}

(c) The committee shall study and make recommendations related to

membership problems.

(d) The committee shall prepare necrology reports and present the

memorial service.

(e) The committee shall identify chapters needing assistance and, with the

support of the immediate past president and executive secretary, work

with those chapters to resolve problems. {2000, 2005, 2011}

(5) Nominations / Personnel

(a) The committee shall consist of five (5) elected members, one (1) of

whom shall be designated as chairman by the preceding committee. The

two (2) immediate past presidents shall be ineligible. One (1) member

shall be elected from each of five (5) geographic areas of the state:

Northeast, Northwest, Central, Southeast and Southwest.

Elected members shall serve for four (4) years. Two (2) members shall be

elected in one biennium and three (3) shall be elected in the following

biennium.

(b) The committee shall present, in election years, a report of one

(1)nominee for each elective office.

(c) The committee shall prepare the ballot in accordance with the plan for

nominations and elections adopted by the Executive Board. {2008}

(d) The committee shall conduct the election. {2008}

(e) The committee shall be responsible for making recommendations to

the Executive Board for the positions of treasurer, executive secretary,

webmaster {2001} and editor of The Hoosier Newsette; drafting contracts;

developing detailed job descriptions; advertising a position six (6) months

prior to the issuing date of the contract; and recommending the amount of

the honorarium. {1991, 2011}

(f) The committee shall be responsible for preparing and distributing job

evaluation forms for positions of treasurer, executive secretary,

webmaster, and editor of The Hoosier Newsette for completion by the

executive committee. The committee shall be in charge of compiling the

evaluation forms and submitting the results to the State Executive Board.

{2011}

(6) Rules

(a) The committee shall be composed of three (3) members, one of whom

shall serve as chairman. The Parliamentarian shall serve ex officio,

without vote. {2005, 2011}

(b) The committee shall be responsible for reviewing coordinating council

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bylaws and chapter rules. {1997}

(c) The committee shall be responsible for reviewing the state Bylaws and

recommending Bylaw amendments or revisions to the Executive Board.

{2001, 2009}

(d) The committee shall be responsible for reviewing the state Standing

Rules and recommending Standing Rule amendments or revisions to the

Executive Board. {2009}

(e) The committee shall submit notification of proposed changes for

publication in The Hoosier Newsette. {2008}

(f) The committee shall present the approved proposals to the convention

or conference for vote. {2001}

(7) Special Projects {2001}

(a) The committee shall consist of five (5) members, one of whom shall

serve as chairman.

(b) The committee shall select and implement money-making activities

designed to benefit special projects of the Society.

(c) The committee shall obtain approval from the executive committee for

items to be sold. {2008}

(d) The committee shall function at all state meetings.

b. Society Mission and Purposes

(1) Educational Excellence

(a) The committee shall consist of four (4) members – the State first vice-

president as chairman, the chairmen of the Legislation, Personal Growth /

Professional Affairs Committees, and the Music Representative.

(b) The committee shall be responsible for professional / personal

educational sessions at the conference and convention. {2011}

(c) The committee shall be responsible for acquainting the chapter

committees with materials and ideas which implement the International

program focus. {1993}

(d) The committee shall collect two (2) copies of each chapter’s yearbook

for distribution to the president and the Educational Excellence committee.

{2002, 2011}

(2) International Projects

(a) The committee shall be composed of one (1) member. {2011}

(b) The member shall be responsible for promoting the work of the

International World Fellowships Committee and all other International

Projects and shall pass on information to the chapter presidents as it

becomes available. {2011}

(c) The member shall make contact with any World Fellowship recipient

at an Indiana college or university and invite her to attend a state

conference or convention. {2008}

(3) Legislation

(a) The committee shall be composed of three (3) members, one (1) of

whom shall serve as chairman. The chairman shall serve on the

Educational Excellence Committee. {2011}

(b) The committee shall be responsible for promoting legislative

awareness to improve education and the status of women educators.

{2006}

(c) The chairman shall serve as representative to US Forum. {2006}

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(4) Music {2011}

(a) There shall be one (1) music representative who shall serve on the

Educational Excellence Committee.

(b) The music representative shall be responsible for music at state board

meetings/conventions/conferences.

(c )The music representative shall direct a chorus of members at state

convention.

(5) Personal Growth / Professional Affairs Committee {2011}

(a) The committee shall be composed of three (3) members, one (1) of

whom shall be the chairman. The chairman shall serve on the Educational

Excellence Committee.

(b) The committee shall plan and initiate the Fall Arts Retreat every Fall

in odd-numbered years.

(c ) The chairman of the previous biennium will remain active with the

new committee in order to carry out the plans for the Fall Arts Retreat.

The chairman will complete her term at the conclusion of the retreat.

(d) The committee shall be responsible for implementing the plans of

International committee and developing such related programs as may be

of local importance and interest.

(6) Scholarships

(a) The committee shall be composed of three (3) members, one (1) of

whom shall serve as chairman {2011}

(b) The committee shall promote and encourage members to apply for

state and international scholarships and grants. {2008}

(c) The committee shall be responsible for selecting the recipients of the

state scholarships and mini-grants for advanced study and professional

development. {1999, 2003}

(d) The committee shall encourage state scholarship and grant recipients

l notify applicants of state scholarships and grants regarding the decision

of the committee. {2008}

(f) The committee shall be responsible for administering and awarding

two (2) Travel Study Grants of $350 each. {2009, 2011}

(7) The Janet O’Neal Seminar for Personal Growth

(a) The committee shall be composed of four (4) members -- two (2) of

whom shall serve as co-chairmen. {2008}

(b) The committee shall be responsible for planning, preparing materials

and conducting The Janet O’Neal Seminar for Personal Growth during

each biennium for the personal and professional growth of Alpha Epsilon

members.

4. EXECUTIVE BOARD MEETINGS

a. Rules of Order for procedure in Executive Board meetings:

(1) All persons addressing the chair shall stand facing the body and give name

and chapter

(2) All motions, amendments, and resolutions shall be presented to the chair or

presiding officer in written form before a vote is taken and shall be signed the

individual or chairman of the group presenting such motion, amendment, or

resolution. The original motion may become a part of the executive

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secretary’s file.

(3) In speaking to a motion, each person shall be limited to three (3) minutes.

(4) No person shall speak more than twice to the same motion.

(5) Only Executive Board members may vote. These persons shall be seated as

an executive body.

b. Coordinating Council 8 will name a hostess chapter for meetings in Indianapolis.

5. STATE CONVENTIONS / CONFERENCES {1987}

a. The state shall have a Conference in the even-numbered years and a Convention in

the odd-numbered years.

b. Conference sites shall be located in the central part of the state; Convention sites

shall be moved to all areas of the state.

c. The date of both conferences and conventions shall be sometime in the month of

April. Palm Sunday and Easter weekends shall be avoided.

d. Rules of order for procedure in State Conventions / Conferences: {1993}

(1) Members entitled to the floor by the presiding officer shall stand

facing the body and give name and chapter.

(2) Motions, amendments, or resolutions shall be written on the official

motion form, signed, and given to the presiding officer before or

immediately after being proposed. Official forms shall be obtained from

the parliamentarian or secretary.

(3) Debate shall be limited to two (2) minutes for each speaker and ten

(10) minutes for each question except by consent of the voting body.

(4) No person shall speak more than twice to the same question except by

consent of the voting body.

(5) The rules contained in the latest edition of Robert’s Rules of Order

Newly Revised shall govern the convention / conference in all cases in

which they are not inconsistent with the CONSTITUTION and

International Standing Rules of The Delta Kappa Gamma Society

International.

e. Conferences shall be kept as informal as possible with the focus being placed on

personal and professional development and Society business rather than on

formal, traditional luncheons and banquets. {1987}

f. All chapters shall pay a $1.00 per member yearly fee for the purpose of financing

conference / convention registration. {2005}

g. Conventions shall have Friday evening hospitality, a Birthday Luncheon

celebrating the heritage of the Society and its members, a Presidents and Founders

Banquet and a Sunday morning Memorial Service and Honors Breakfast. {2000}

h. Sales of goods by individuals or chapters may not be conducted at state meetings.

6. FINANCES

a. The state annual dues shall be fifteen dollars ($15.00) for active members and six

dollars ($6.00) for reserve members. {1993} A subscription of The Hoosier

Newsette is included in the state annual dues. {2011}

b. A fiscal impact statement shall be required with all proposals for amendments to

the Alpha Epsilon State Bylaws or Standing Rules. {1995}

c. Travel Expenses

(1) Transportation expenses, when allowed, shall be at the rate of fifteen cents

($.15) per mile. {2004}

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(2) Mileage shall be allowed for a visit of an official representative requested by

a chapter. Other expenses must be approved by the Executive Committee.

{2004}

(3) Transportation expenses shall be allowed for officers, related personnel and

committee chairmen for attendance at state conference / convention, Executive

Board or called meetings.

(4) Mileage and expenses for a meal shall be allowed for committee members for

attendance at an approved meeting. {1999}

(5) Transportation expenses shall be allowed retiring and newly elected and

appointed officers and committee chairmen for an organizational meeting.

{1987}

(6) Transportation expenses shall be allowed Coordinating Council Chairmen for

attendance at State Executive Board meetings. {1997, 2004}

d. Other Expenses

(1) Expenses for State conference / convention, Executive Board and committee

meetings, as deemed necessary by the president, shall be allowed for officers,

related personnel and committee chairmen {2004}

(a) Room reservations for conference / convention / Executive Board

meetings must be made through the Executive Secretary. {2004}

(b) Breakfast reimbursement will be permitted only when a continental

breakfast is not offered. {2004}

(c) Allowance shall be made for official convention / conference and

meeting meals. {1993, 1999, 2004, 2006}

(2) Expenses for the International Convention shall be paid for the president,

treasurer, executive secretary, and editor. Reimbursement for room shall be one-

half that of a moderately priced double room at a designated hotel. The amount

shall be budgeted biennially. Transportation expenses shall be paid at an amount

based on round trip tourist air fare. {1997, 2011}

(3) Expenses for the Northeast Regional Conference shall be paid for the

president, treasurer, executive secretary, editor, and webmaster. Reimbursement

for room shall be one-half that of a moderately priced double room at a designated

hotel. The amount shall be budgeted biennially. Transportation expenses shall

be paid at an amount based on round trip air fare. {1993, 1997, 2009, 2011}

(4) Expenses for the Seminar on Purposeful Living shall be paid for the

president. The amount shall be budgeted biennially. {1993} Transportation

expenses shall be paid at an amount based on round trip tourist air fare {2011}.

(5) Expenses, not to exceed the budgeted amount, shall be given to the vice

presidents and the immediate past president to attend the Northeast Regional

Conference. The amount shall be budgeted. {2007, 2011}

(6) Expenses, not to exceed the budgeted amount, shall be given to the first vice-

president and the immediate past president to attend the International Convention.

The amount shall be budgeted. {2007, 2011}

(7) An annual contribution, recommended by the Finance Committee and

approved by the Executive Committee, may be made to an International project so

designated each year. {1989}

7. STATE PRESIDENT’S PIN

a. The state president’s pin may be given by the state, her chapter, or an individual.

b. The pin shall be presented at her installation as president. {1997}

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c. The pin shall be presented at a state convention or conference.

8. AMENDMENTS {2005}

a. Proposals for amending the Standing Rules shall be considered at each annual

conference / convention.

b. Proposals may be submitted to the Rules Committee postmarked by December 1

by any member, committee, board or chapter.

c. All proposed amendments will be published in the March issue of The Hoosier

Newsette with the recommendation of the Executive Committee to adopt, not to

adopt, or no recommendation.

d. Vote to amend must be by a majority vote of the members present.

e. The adopted Standing Rules take effect immediately upon adoption unless a

proviso states otherwise.

f. Amendment proposals that have not been published will require a two-thirds (2/3)

vote.

APPENDIX A. SCHOLARSHIPS {2008}

1. Named Scholarships

a. Eight (8) scholarships — the Drake, the Lee, the Sexton, the Holland, the Biddle

(Conover), the Beatty, the Beeman, and the Hedrick — shall be awarded for advanced

study. {1989, 2000, 2003, 2007}

b. One (1) scholarship, the Shanks, shall be awarded for a guidance/ counseling degree

or endorsement. {2007}

c. One (1) scholarship, the Elizabeth A. Greenleaf, shall be awarded to a member who

has been admitted to a doctoral program. {2007}

2. Minimum Requirements for Named Scholarships {2002}

a. Applicants must have been members in good standing of the Society for at least two

(2) years {2008}

b. Applicants must meet reasonable standards of scholarship and professional service.

{2002}

c. Candidates must show promise of distinction in their respective fields of study and of

fulfilling the purposes of the Society. {2002}

d. Importance is attached to the contributions of the candidate to Delta Kappa Gamma

and other organizations.

e. A member may receive one (1) scholarship in any three (3) year period. {2002}

3. Procedure for Applying for Named Scholarships {2002}

a. Obtain application form from the chapter or state scholarship chairman. {2002}

b. Mail completed application form to the state chairman. {2002}

c. Applications will be accepted throughout the year; but they must be filed prior to the

studies for which the member wishes to use the requested monies. {2003}

APPENDIX B. MINI-GRANTS {2008}

1. A mini-grant is an award in the amount of $500 or less from Alpha Epsilon State for the

professional development of members. These awards are made on the basis of the

appropriateness of the member’s project. {2002}

2. Minimum Requirements for Mini-Grants {2002}

a. Applicants must have been members for at least two (2) years. {2002}

b. Applicants must meet reasonable standards of scholarship and professional service.

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{2002}

c. Candidates must show promise of distinction in their respective fields of study and of

fulfilling the purposes of the Society {2002}

d. Projects must show promise of making significant contributions to the candidate’s

professional growth and to the field of education.

e. Applicants shall present plans for reporting the experience to others.

f. A member may receive only one (1) mini-grant every four (4) years.

g. A complete, itemized list of materials that will be used must accompany the

application. {2002}

h. Applicants may not apply for money for materials which the school district should

provide.

i. Funds will not be allowed for travel expenses or personal stipends.

j. Tuition fees will be allowed.

3. Procedure for Applying for Mini-Grants

a. Obtain application form from the chapter or state scholarship chairman. {2002}

b. Application may be made year round.

c. Mail completed application form to the state scholarship chairman.

APPENDIX C. TRAVEL STUDY GRANTS {2009, 2011}

1. A Travel Study grant shall be awarded to a member in the amount of $350 for the purpose of

personal growth. Four (4) travel study grants for $350 each will be awarded during a biennium.

2. Minimum requirements for Travel Study Grants

a. Each applicant shall have been a member of a Delta Kappa Gamma Society

International chapter in Alpha Epsilon State for at least five (5) years and be a member at

the time of application.

b. Each applicant must be 55 years of age or older.

c. Within four (4) weeks of the completion of the travel study, a one-page written

summary should be sent to the Scholarship chairman.

3. Procedure for Applying for Travel Study Grant

a. Obtain an application form from the chapter, the state Scholarship chairman, or the

state website

b. Obtain a letter of recommendation from the chapter president to send with the

application.

c. Mail completed form and letter from chapter president to the state Scholarship

chairman.

d. Applications will be accepted throughout the year but must be filed prior to the travel

study.