Brooklyn Alumnae ChapterDelta Sigma Theta Sorority, Inc.

POLICIES AND PROCEDURES

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

Brooklyn Alumnae ChapterDelta Sigma Theta Sorority, Inc.

POLICIES AND PROCEDURES

Table of Contents

Article I – Introduction ….…………………………………………………………………

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

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Article III - Mission Statement .. 4

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Article IV - Officers …………..…………………………………………………………… Section 1 - Criteria for Officers ………………………………………………….…

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

Section 3 - Appointed Officers ………………………….…………………………

Section 4 – Elected Positions……………………………………………………….. Section 5 - Duties of the Officers ………………………….………………………

Section 6 - Term of Office ………………………………………………………...

Section 7 - Filling Vacancies ………………………………………………………

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

Section 1 - Executive Committee ……………….…………………………………

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

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

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

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

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

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

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

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Article VIII – Committees ……………………………….………………………………..

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

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

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

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

Article IX - Chapter Administration …………………………………………….…………

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

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

Section 3 - Impeachment …………………………….…………………………… Section 4 - Amendment ……………………………..…………………………….

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

Section 6 - Pan Hellenic Affiliation ……………………………………….……… Section 7 - Regional Conference and National Convention ……………………….

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

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

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

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

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

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Brooklyn Alumnae ChapterDelta Sigma Theta Sorority, Inc.

POLICIES AND PROCEDURESArticle I

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

Article IINAME OF CHAPTER

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

Article IIIMISSION STATEMENT

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

Article IVOFFICERS

Section 1 - Criteria for Officers

A. To be considered as a candidate for an elected office, the member must have attended a Regional Conference and a National Convention within five fiscal years immediately preceding the election. B. All candidates must be financial with Brooklyn Alumnae and Grand Chapter during the fiscal year in which the election takes place. If elected, the officer shall maintain financial status during her term(s) of office.

Section 2 - Elected Officers

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

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

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Section 3 - Appointed Officers

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

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

Section 4 - Elected PositionsChair and members of the Nominating Committee, Minerva Circle, Chair of the Audit Committee.

Section 5 - Duties of the Officers

Additional responsibilities of Chapter Officers are as follows:

A. President1. It shall be the duty of the President to preside over all meetings, to appoint all committees

not otherwise provided for, to enforce due observance of the Constitution and Bylaws of Grand Chapter, to call special meetings, and perform all other duties as provided in the Grand Chapter Constitution and Bylaws, Chapter Management Handbook and Robert’s Rules of Order, Newly Revised.

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

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

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

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

5. Further, the President:

a. Presents the agenda (which she has prepared with the Executive Board)

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b. Co-signs all plaques and certificates that are awarded or presented in the name of Brooklyn Alumnae (this does not include certificates presented by committees to committee members).

c. Approves and signs all correspondence to persons other than Brooklyn Alumnae members or appoints a designee to do so.

d. The President or her designee is the official spokesperson for the Chapter. In keeping with protocol, this includes any communications with Regional or National officers regarding the chapter, such as, requests for speaking engagements or invitations to the activities of other Chapters or of other organizations.

e. Signs all contractual agreements.f. Initials all deposit slips.g. Signs requests for payment and/or cash advances after the Committee Chairperson (or

Co-Chairperson, if the payee is the Chairperson) and the Financial Secretary have signed said requests.

h. Serves as a member of the Minerva Circle by virtue of her position.

B. First Vice President1. It shall be the duty of the First Vice President to preside in the absence of the President

and to perform all duties of the office.

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

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

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

5. She serves as Chairperson of the Membership Committee.

6. She serves as Leader of the Minerva Circle.

C. Second Vice President1. It is the duty of the Second Vice President to coordinate the selections/designation of

scholarships, and perform all other duties as delegated by the President. 2. The Second Vice President serves as Chairperson of the Scholarship Committee.

D. Recording Secretary1. It is the duty of the Recording Secretary to keep the records of the Chapter and to perform all

other duties pertaining to the office that may be required.

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

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3. Further, the Recording Secretary:a. Maintains the register of members and visiting sorors in attendance at Chapter meetings

and shall update said register to include new chapter members.b. Records the minutes of the proceedings of the Chapter, Executive Committee and

Executive Board meetings. Prepares the minutes and agenda of the Chapter meetings for distribution to chapter members Brooklyn Alumnae. The minutes of the Executive Board shall be prepared for all members of the Executive Board.

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

E. Corresponding Secretary1. It shall be the duty of the Corresponding Secretary to carry on all official correspondence of

the Chapter, including, but not limited to, the transmittal of all advertisements, contributions and donations to outside organizations.

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

3. Further, the Corresponding Secretary:a. Distributes the minutes of the Chapter meetings to chapter members of Brooklyn Alumnae,

and those of the Executive Board to all members of said Board either by U.S. Postal Service or via electronic mail (e-mail).

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

members. Maintains the Chapter mailbox.d. Serves as a member of the Information and Communication Committee.

F. Treasurer 1. The Treasurer shall:

a. Receive all monies of the Chapter from the Financial Secretary or Assistant Financial Secretary, and deposit the same in the name of the Chapter in a bank approved by the Chapter within 2 business days.

b. Disburse all funds by check signed by her and countersigned by the President or the Financial Secretary.

c. Maintain a record of all monies disbursed by each committee and keep a current balance of each committee’s budget.

d. Also keep a correct account of all receipts and expenditures and submit a written monthly report at Chapter meetings.

e. In conjunction with the Financial Secretary, prepare a final written summary of the financial condition of the Chapter for the June meeting.

f. Serve as the Chairperson of the Finance Committee. g. Be responsible for filing the Chapter income tax forms annually.

2. Further, the Treasurer:

a. Reports the Chapter’s income and disbursements monthly.b. Prepares annual fiscal reports.

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c. Works with the Audit Committee to ensure that Chapter financial books are audited by an external auditor for receipts over $25,000.00.

d. Makes disbursements on written authorization.e. Deposits income received from the Financial Secretary within 48 hours of receipt. f. Initials all deposit slips.g. Mails within 30 days of receipt all funds and related forms due to Grand Chapter and

received from the Financial Secretary.h. Maintains accrual based accounting system and keeps records up to date.i. Notifies a Chapter Member in the event said member or a non-soror submits a check to the

Chapter which is returned for insufficient funds or any other reason.j. Signs requests for payment and/or cash advances after the Committee Chairperson (or

Co-Chairperson, if the payee is the Chairperson), the Financial Secretary and the President have signed said requests.

G. Financial Secretary1. It shall be the duty of the Financial Secretary to:

a. Receive and record the receipt of all monies of the Chapter, turning over the same to the Treasurer. She shall keep a record of all financial transactions of the Chapter and record payment of dues.

b. Notify, in writing and email, each member who has failed to pay dues on or before May 30th of the fiscal year or who has failed to meet other financial obligations.

c. Receive financial reports from all chairpersons not later than thirty (30) days following the conclusion of a given activity, including but not limited to fundraising activities.

d. Maintain and keep up-to-date the income section of the simplified accounting record. e. Shall prepare all request for payment forms for all monies submitted to Grand Chapter and

shall submit said forms to the Treasurer. Prepare a final written summary of the financial condition of the Chapter for the June meeting in conjunction with the Treasurer.

f. Be a member of the Finance Committee.

2. The Financial Secretary also:

a. Verifies membership (in conjunction with the First Vice President), prepares and maintains a roster of chapter members and shall continuously provide the names of new chapter members to the Sergeant-at-Arms, Recording Secretary and Corresponding Secretary.

b. Monitors disbursements of all Chapter funds ensuring that the proper vouchers and disbursement forms are submitted.

c. Prepares a monthly reconciliation of the Chapter budget documenting budget modifications and changes to specific line items.

d. Records all income received and issues official receipts for income.e. Turns all monies over to the Treasurer promptly.f. Receives the final financial statements from each committee chairpersons prior to June

15th of each program year.g. Informs each chairperson that outstanding monies cannot be carried from one program

year to the next.h. Co-signs all contractual agreements of $250.00 or more with the President.

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i. Collects the monies owed to the Chapter in the event a check submitted by a Chapter member or a non-soror is returned for insufficient funds or any other reason, including bank penalties charged to the Chapter.

j. Serves as one of the authorizers for expenditures.k. Maintains attendance record of members at Regional Conferences/National Convention.l. Signs requests for payment and/or cash advances after the Committee Chairperson (or

Co-Chairperson, if the payee is the Chairperson) has signed said requests, upon verification that the funds are available in the committee’s budget.

m. Is present at Brooklyn Alumnae meetings and any Brooklyn Alumnae event to collect funds.

n. Serves as a member of the Minerva Circle by virtue of her position.

H. Assistant Financial Secretary1. It is the duty of the Assistant Financial Secretary to:

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

b. Document any monetary receipts received and transmit said receipts and reports to the Financial Secretary and/or Treasurer.

c. Assist the Financial Secretary in the reconciliation of monetary receipts. d. Serves as the Jabberwock Treasurer. e. Serves as a member of the Finance Committee.

2. The Assistant Financial Secretary also:

a. Documents revenues and expenditures associated with Chapter collections for miscellaneous activities.

b. Prepares vouchers for checks reflecting the Chapter’s donation or placement of an advertisement, or for other purposes.

c. At the request of the Finance Committee, assumes duties customarily performed by the Financial Secretary on an as needed basis

d. Is present at Chapter meetings and any Chapter event to collect funds where it has been agreed that funds will be collected.

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

I. Sergeant-at-Arms1. It is the duty of the Sergeant-at-Arms to aid the President at all times in keeping order and

supervising the admittance of all persons to meetings. 2. The Sergeant-at-Arms is also responsible for certifying the membership of all sorors who

come to Chapter meetings and ceremonies.

J. Parliamentarian 1. It is the duty of the Parliamentarian to counsel the President on all points of order

according to the Constitution and Bylaws of Grand Chapter, the Chapter’s Policies and Procedures, and Robert’s Rules of Order, Newly Revised.

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

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

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

L. Journalist1. It is the duty of the Journalist to send chapter news and contributions to Grand Chapter

for national publications when so required. She shall also send chapter news to the Regional Journalist.

She shall serve as the Chairperson of the Information and Communications Committee.2. It is the duty of the Journalist to provide for the maintenance and updating of the Chapter

website and any and all other social media accounts officially maintained by the Chapter. 3. It is the duty of the Journalist to provide for the marketing of chapter events to local

media outlets via press releases and other communications as approved by the President.

M. Custodian 1. It is the duty of the Custodian to maintain all the property of the Chapter and to turn over

the same in good conditions to her successor. 2. The Custodian shall retrieve all capital and non-consumable goods following any

scheduled use by a Chapter committee and maintain such items in the Chapter archives for future use by the Chapter.

3. She is a member of the Archives Committee. The Custodian maintains a log of Chapter property, including but not limited to, capital and non-consumable goods.

Section 6 - Term of OfficeThe term of office for elected officers shall be two years, except for members of the Nominating Committee whose term shall be limited to one year. No elected officer shall serve more than two (2) consecutive terms in the same office. The Chair and Members of the Nominating Committee cannot serve consecutive terms on the Nominating Committee in any capacity. The Chair and Members of the Nominating Committee shall not be a candidate for any Chapter office while serving on Nominating Committee and must resign prior to the call for nominations to be eligible to run for an office.

Section 7 - Filling VacanciesA. The President shall appoint Officers for any vacancies that occur, and in the case of an

elected Officer, the member so appointed will remain in office until the next election. Should the office of President become vacant, the 1st Vice President shall serve until such time as a special election is held, as outlined in the “Elections” Section of the Policies and Procedures.

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B. Vacancies that occur on the Minerva Circle shall be filled by special election as soon as practical following notification of the vacancy..

Article VEXECUTIVE BOARD

Section 1 – Executive BoardThe Executive Board of the Chapter shall consist of the elected Officers, appointed Officers,

Committee chairpersons, co-chairpersons, and the immediate past President.

In cases of unethical behavior and/or misconduct, the Executive Board will implement the appropriate actions in accordance with the Sorority’s Code of Conduct, the Code of Ethics and the Disciplinary Action Code. The initiation of any actions by the Executive Board must be referred to the Regional Director, and/or Scholarship and Standards as governed by the Code of Conduct, the Code of Ethics and the Disciplinary Action Code.

Section 2 - Executive Committee

The Executive Committee shall consist of elected officers, who shall act on behalf of the Chapter in the interim of Chapter meetings. The Executive Committee shall be empowered to recommend to the Chapter the appropriate action in the event any Officer fails to carry out her duties as delineated in The Policies and Procedures. Any action initiated by the Executive Committee must be referred to the Executive Board for ratification. It shall then be referred to the Regional Director, and/or Scholarship and Standards as governed by the Code of Conduct, the Code of Ethics and the Disciplinary Action Code.

Actions of the Executive Committee and/or the Executive Board shall be ratified by the Chapter.

Article VIMEETINGS

Section 1 - Executive Board Meeting

The Executive Board shall meet monthly during the sorority year. Brooklyn Alumnae members may attend, but may not participate, in Executive Board meeting discussion, unless recognized by the Chair. Brooklyn Alumnae members who are not members of the Executive Board may not vote at Executive Board meetings.

Section 2 - Chapter Business Meeting

A. Unless otherwise ordered by the Chapter or the Executive Board, regular Chapter meetings shall be held on the first Friday of each month during the sorority year, at a time and place selected by the President/Executive Board.

B. Exceptions shall be made for the months of September, December, January and June.

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C. Attendance of members shall be recorded at each regular meeting. All members shall be appropriately dressed for the business meeting. Jeans, shorts, halters, sneakers, and the like are not appropriate dress for the meeting.

The attire for Chapter Members at the September Chapter meeting of each program year shall be red, and the attire for the June Chapter meeting, during which officers are installed, shall be black. All members should wear the Sorority Pin.

Section 3 - Committee MeetingsEach committee will designate time, place and frequency of their meetings.

Section 4 - Call Meetings

The President shall call and preside over special meetings as deemed necessary to carry out the business of the Chapter. Members will be notified of any specially called meeting using electronic mail, the US Postal service and/or a posting on the Member’s Only section of the Brooklyn Alumnae Chapter web site.

The only business to be on the agenda at the Call Meeting is that which was the stated purpose of the meeting. No other business may be discussed.

Section 5 - Chapter Committee Transitional Meetings

Within 30 days of the installation of new chapter officers, a transitional meeting with all outgoing and incoming elected officers, all outgoing and incoming appointed officers and all outgoing and incoming chairpersons shall be held. At this time, the Transition Checklist, as set forth in the Chapter Management Handbook, and all records must be turned over to the incoming officers. The membership status of each officer and chairperson and co-chairperson for the upcoming sorority year shall be verified by the Financial Secretary.

Article VIICHAPTER MEMBERS

A. Chapter membership shall consist of all persons duly initiated or inducted by any chapter of the Sorority, who shall be in good financial standing with Grand Chapter and Brooklyn Alumnae Chapter.

B. A visiting soror must submit an official document, e.g., membership card or certificate of membership, to be admitted to any sorority meeting. The 1st Vice President, along with the Financial Secretary, shall verify the membership of all sorors who attend Chapter meetings and ceremonies.

C. At or before the October chapter meeting, a roster of Brooklyn Alumnae Members, compiled by the Corresponding Secretary, in conjunction with the Financial Secretary, shall be available for distribution to the Brooklyn Alumnae members. Said roster shall include all Brooklyn Alumnae members who submitted local and Grand Chapter dues to Brooklyn Alumnae for the current fiscal year.

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D. In the event a Chapter member is appointed or elected to a Regional or National position, the Chapter shall provide financial assistance to said member, as approved by the Executive Board. Additionally, if the Chapter finances a member’s attendance at a workshop or other meeting, said member shall submit a written report within one (1) month of said workshop or meeting.

E. If a Chapter member is found to be negligent and/or abusive in her role as (1) an appointed officer, (2) a committee chairperson, or (3) a committee co-chairperson, as described in the Code of Conduct and the Code of Ethics, she shall immediately be removed from her position(s). She shall also be ineligible to hold any office (elected or appointed) or committee chairmanship(s) for no less than two (2) years and no more than five (5) years. Additionally, reference of Section 800 (Discipline) of the Chapter Management Handbook should be implemented and immediately enforced.

F. Members are responsible for the timely encashment of Brooklyn Alumnae Chapter checks for reimbursement. Members who fail to cash a check within 90 days shall be responsible for the fee associated with the re-issuance of the check.

G. Members will be responsible for all bank fees associated with the reissuance of any check.

Article VIIICOMMITTEES

Section 1 - General

The Committees of the chapter shall be identified as Standing Committees, Special Committees or Elected Committees. The President or the Executive Board shall have the authority to appoint such standing, special or other committees as deemed necessary to carry out the work of the Chapter. The President shall be an ex-officio member of all Committees except the Nominating, and Audit Committees.

When making appointments of chairpersons, the President shall consider members who have served on the committee previously. Committee chairs must be members in good standing. (Refer to Chapter Policies & Procedures, Article VII, Chapter Members, page 8, above.) Additionally, the following will apply:

1. Each Committee shall have a Chairperson and Co-Chairperson(s). At least one of these individuals may have previously served on the Committee or have experience related to the duties of the Committee. Each committee shall consist of at least three members.

B. Committees shall report all meetings to the Executive Board. The Executive Board shall be provided with a schedule of monthly meetings and/or be informed of any meetings called.

C. Committee chairpersons shall submit a typewritten report to the Executive Board at each Executive Board meeting, and shall submit a summary report to the President and the Recording

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Secretary at or prior to each Chapter meeting.

D. Committees shall submit all recommendations for action by the Chapter to the Executive Board, unless emergency action is necessary. After review of recommendations by the Executive Board and upon Executive Board approval, the recommendations shall be presented to the Chapter for action.

Should emergency action be required Committees should make a special request of the President who then will determine if a special meeting of the Executive Committee is required.

E. Each Committee shall have one vote at Executive Board meetings.

F. If after review by the Finance Committee or the Program Planning Committee, a committee’s proposed budget or program is found unacceptable, the committee may revise such for further consideration.

G. Committees shall stay within their approved budgets. If additional expenditures are anticipated, a written request for amendment of said budget must be submitted to and approved by the Chapter, prior to the making the expenditure. All requests for cash advances must be approved by the Executive Board prior to disbursement.

H. Committees shall present dates for activities/events to the Executive Board for recommendation to the Chapter for final approval.

I. Any contractual agreement of $1,000.00 or more must be approved by the Executive Board.

J. Committee chairpersons shall submit final financial reports and all requests for payment or reimbursement to the Financial Secretary not later than 30 days following the conclusion of a given activity, including but not limited to all fund raising activities. Further, committee chairpersons shall submit a program evaluation to the Program Planning Committee not later than 30 days following the conclusion of a given activity. (Chapter Management Handbook §500.3.) Committee chairpersons shall submit final financial statements to the Financial Secretary prior to June 15th of each program year.

K. Committees shall report its activities to the Chapter at each Chapter meeting. Said reports shall be limited to three (3) minutes and any discussion of topics shall be limited to five (5) minutes.

Section 2 - Standing Committees

The Standing Committees of the Chapter are:

A. Alternate Funding Committee1. It shall be the responsibility of the Alternate Funding Committee to solicit funding and

grants for the support of Chapter programs. The Committee Chair will serve as the Brooklyn Alumnae member of DELBAC’s Grants Committee. All requests made by Chapter Programs to grantors for funding must be coordinated through the Alternate Funding Committee in conjunction with Program Planning and Development.

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2. The Alternate Funding Committee will review all initial requests for external funding received from committees, including requests for funding from DELBAC and shall have the responsibility of presenting the request to the Executive Board for approval.

3. It shall be the responsibility of the Alternate Funding Committee to interface with any external donors when requesting donations for funding programs and/or activities.

4. The Committee shall also identify alternate sources of funding, such as corporate and foundation grants, and shall write grants and proposals in the interest of the Chapter with the aim of obtaining funding for the Chapter’s programs.

B. Archives & HeritageIt shall be the duty of the Archives & Heritage committee to preserve records of the Chapters’ various program activities and work with community organizations in researching and preserving the history of the African American in the Brooklyn community. This committee will assist the Custodian in the maintenance of Chapter capital materials and properties.

C. Arts & Letters CommitteeIt shall be the responsibility of the Arts and Letters Committee to enrich and enhance the artistic and literary talents of the community. The Committee shall plan events to showcase creative talent within the community and to showcase the programs and progress of the Brooklyn Alumnae Chapter during the sorority year.

D. Audit Committee1. The Audit Committee shall consist of a minimum of three members that review the Chapter’s records quarterly. The chair shall be elected by the Chapter, and the other two members appointed by the Chapter President. These members should not be the current fiscal officers of the Chapter but should have knowledge of the Chapter’s fiscal operations (e.g., past financial officers).

2. It shall be the duty of this Committee to nominate an independent auditor for the annual review of the Chapter’s financial records. The Committee shall review the Chapter’s fiscal practices and propose internal financial controls. The books of the Chapter shall be audited by a certified public accountant within 30 days of the close of the fiscal year. A copy of the results shall be submitted to National Headquarters between August 1st and 31st.

3. The Committee shall review the Chapter records and indicate any material weaknesses.

4. The Audit Committee’s review of activities should include: verification of receipts for the fiscal year, verification of expenditures for the fiscal year period; verification of savings and checkbook balances for the fiscal year.

5. The Committee shall ensure presence of expenditure documentation (receipts, invoices, etc.), adherence to budget line items and to separation of fiduciary responsibilities.

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6. The Audit Committee shall notify the Chapter of any weaknesses in financial structure and recommend improvements in the Chapter’s financial management practices.

E. Information & Communication Committee 1. It shall be the duty of the Information & Communication Committee to inform the community of all chapter activities via media, publications and the Chapter web site. The committee shall maintain and update the Chapter web site.

2. The Committee shall assist the Corresponding Secretary in the maintenance of the Chapter roster. 3. This Committee will further assist the other Chapter committees in preserving Chapter records. 4. The Committee shall send Chapter news and contributions to Grand Chapter for national publication when so required. It shall also send Chapter news to the Regional Journalist and shall keep members abreast of Chapter news.

F. Economic Development Committee It shall be the responsibility of the economic development committee to increase awareness about economic issues amongst chapter members and throughout the community, in order to pro-mote economic empowerment within the Brooklyn alumnae chapter and in the Brooklyn com-munity.

G. Educational Development CommitteeIt shall be the responsibility of the Educational Development Committee to conduct programs and projects design to address the need for excellence in Education. These programs including but not limited to the following: School America, Dr. Betty Shabazz Academy, Delta GEMS, Teen Lift, Black College Fair, SEE Program and EMBODI.

These programs shall work cooperatively, not only among themselves, but also with other appropriate Chapter Committees to periodically provide joint activities designed for children and youth ages four through seventeen. The joint activities may include providing and cultivating reading, math, science, technology and cultural skills. The programs’ aims shall be to promote educational awareness and to assist students in identifying and reaching their educational goals.

Members of the Education Development committee shall, include but not limited to, the chairs of School America, Dr. Betty Shabazz Academy, Delta GEMS, Teen Lift, Black College Fair, SEE Program

1. Black College FairIt shall be the duty of the Black College Fair Committee to plan and coordinate an annual college fair to promote the awareness of historically Black colleges and universities.

2. Delta GEMS: Growing and Empowering Myself Successfully a. It shall be the duty of the Delta GEMS Committee to plan activities that provide tools for girls to sharpen and enhance their skills to achieve high level of academic success and to assist girls in proper goal setting and planning for their futures.

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b. The focus of the Committee should be on the five major components that form a road map for college and career planning - Scholarship, Sisterhood, Show Me the Money, Service, and Infinitely Complete.

c. The target group is young females ages 14-18.

3. Dr. Betty Shabazz Academy -It shall be the duty of the Dr. Betty Shabazz Academy to plan and coordinate activities which cultivate the math and science skills of adolescent girls. The target group is young females ages 11-14.

4. School America -It shall be the duty of School America Committee to plan and coordinate all School America activities. The target group is children ages 3-8.

5. SEE - Science in Everyday Experiences. It shall be the duty of the SEE Committee to plan and coordinate activities that will stimulate children’s interest and involvement in Science, Math and Technology.

6. Teen Lift CommitteeIt shall be the duty of the Teen Lift Committee to promote college awareness and other educational opportunities for high school students. The program will be utilized by students to identify and reach their educational goals. The focus is on students in their junior year of high school.

7. EMBODIThe EMBODI (Empowering Males to Build Opportunities for Developing Independence) program is designed to refocus the efforts on the plight of young males. It shall be the duty of the EMBODI Committee to host workshops, forums and other events designed to uplift and empower teenage young men.

H. Finance Committee1. The Finance Committee shall include the Chapter Treasurer, the Financial Secretary, the Assistant Financial Secretary, the immediate past President and three other financial members appointed by the President or who volunteer from the Chapter membership. 2. The Finance Committee shall evaluate the program suggested by the Program Planning and Development Committee and formulate a proposed budget. The Finance Committee and the Program Planning Committee must present the proposed program and budget for review to the Chapter in at least three (3) Chapter meetings prior to the May Chapter meeting each year. The program and budget shall be approved by a vote of financial members present and voting at the May Chapter meeting.

3. The Finance Committee shall monitor Chapter revenues and expenditures and report the acquisition of capital and non-consumable goods to the Custodian, so that such items can be preserved for future use.

4. The Finance Committee shall review the budget periodically, consider the financial needs of the Chapter, and make recommendations to the Executive Committee.

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I. Fund Raising Committee1. It shall be the duty of the Fund Raising Committee to make all plans pertaining to fund- raising activities, including, but not limited to, Jabberwock, a year long endeavor which seeks not only to raise significant funds, but also to enhance the social, cultural and academic lives of young people in the Brooklyn community. 2. The Chairperson of the Fundraising Committee shall so serve in that capacity during her tenure whether or not it is a Jabberwock year. In preparation for a Jabberwock year, the President shall be appoint a Chairperson of the Jabberwock Committee.

The Jabberwock Committee, a subcommittee of the Fund Raising Committee, shall be comprised of a chairperson and other designated Sorors who shall be responsible for coordinating the Jabberwock program and extravaganza.

J. Health CommitteeIt shall be the responsibility of the Health Committee to serve as a resource arm for health education information to keep members informed of current health issues and to develop health awareness for members of the Brooklyn community. It shall also be the Chapter’s efforts to assist and educate women in crisis situations, aiding them in their escape from abusive relationships and circumstances.

K. International Awareness CommitteeIt shall be the responsibility of the International Awareness Committee to make the community aware of global issues that directly and indirectly affect it and the lives of community members.

L. Membership Committee1. The Membership Committee shall develop and promote continuous programs for retention and reclamation of the membership.

2. The Committee shall provide for the instruction of newly reclaimed members as to Brooklyn Alumnae’s Policies and Procedures.

3. It shall be the responsibility of the Committee to develop and provide membership programs and services, including, but not limited to, the remembrances for sorors’ special occasions and activities and collations for the good of the sisterhood.

M. Policies and Procedures Committee1. It shall be the duty of the Policies and Procedures Committee to keep members informed of issues concerning the Constitution and Bylaws of Grand Chapter, the Chapter Management Handbook, Robert’s Rules of Order and Brooklyn Alumnae’s Policies and Procedures.

2. The Committee shall assist in the workshop on Robert’s Rules of Order and Policies and Procedures of Brooklyn Alumnae Chapter held for each program year.

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N. Program Planning and Development Committee1. It shall be the duty of the Program Planning and Development Committee, in conjunction with the Executive Board, to formulate a plan for the Chapter’s activities for the year. The committee shall present its recommendations for a program at the January meeting and shall meet periodically to evaluate the program’s progress.

3. It shall be the responsibility of the Committee to determine the interests/needs of the Chapter members and the needs of the Community and to develop Chapter programs to address the same.

3. The Program Planning and Development Committee shall devise standardized forms for use by all Committee chairpersons in submitting their summary of activity for the current chapter year, proposed program for ensuing Chapter year and proposed budget for ensuing Chapter year. Said forms shall be approved by the Executive Board. Committee chairpersons shall submit the above-mentioned forms to the Executive Board prior to December 15th of each program year. Monies will not be disbursed to any Committee without an approved program and budget.

4. Chapter members may submit recommendations for future programs to the Committee. The Committee shall plan an annual project determined by assessing the needs of the community.

5. The Committee will recommend the Chapter programs and/or activities that should request funding from the DELBAC-Brooklyn Alumnae account. The Committee Chair(s) of those activities and/or programs will be responsible for requesting the funding from DELBAC.

O. Protocol and Traditions Committee The Protocol and Traditions Committee shall consist of members and a chair appointed by the Chapter President.

It shall be the duty of the Protocol and Traditions Committee to:1. Provide clear and authentic descriptions of the traditions and protocol of the chapter.2. Implement the established code of protocol and behavior within the chapter.3. Preserve the forms of ceremony and etiquette observed by the Sorority.4. Provide a support system for the Chapter President and visiting National and/or

Regional Officers, Honorary Members and other guests.

P. Ritual and Ceremonies Committee1. It shall be the duty of the Rituals and Ceremonies Committee to make provisions for the orderly and proper conduct of all rituals and ceremonies of the Chapter, including, but not limited to, Chapter Opening and Closing Ceremonies, Omega Omega services and Membership Intake, in accordance with the Constitution and Bylaws of Grand Chapter, the Chapter Management Handbook, the Protocol and Traditions Manual, the Ritual and the Membership Intake Program.

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2. The Committee shall ensure the proper placement and use of Chapter ritualistic properties, including setting up and dismantling the ritualistic table and shall secure and maintain ritualistic properties for the Chapter’s use.

3. The Committee shall provide continuing education to the Chapter on the Ritual.

4. All members of the Committee shall be appointed by the Chapter President as set forth in the Policies and Procedures of the Brooklyn Alumnae Chapter.

5. Further,a. The Chair of the Ritual and Ceremonies Committee shall be appointed by the Chapter President and shall serve a term of two years, which may be renewed at the discretion of the Chapter President.b. The Ritual and Ceremonies Committee shall have of nine (9) members appointed by the President and shall serve a term of three (3) years. The nine (9) appointed members of the Committee shall be divided into three classes of equal number. Every year three members of the Committee shall be appointed for a term of three (3) years. If a vacancy occurs, a successor shall be appointed by the President to serve until the expiration of the term of said vacancy. Committee members should not be Chapter elected or appointed officers.c. The Chapter President should make every effort to appoint Sorors to the Rituals and Ceremonies Committee of varying experiences in the Sorority, so as to ensure that knowledge and information is transmitted to the next generation of Deltas.d. The Ritual and Ceremonies Committee shall make periodic presentations to the Chapter concerning the Sorority’s Ritual, protocols and traditions.

Q. Scholarship CommitteeIt shall be the duty of the Scholarship Committee to review and evaluate the qualifications of students for scholarship awards.

R. Social Action CommitteeIt shall be the duty of the Social Action Committee to stimulate interest in social action and to educate the Chapter on current issues. The Committee shall develop and coordinate social action programs. It is also the responsibility of the Social Action Committee to plan and coordinate the Chapter’s Delta Days activities on the local, state and national levels and at the United Nations. The Social Action Committee will also be responsible for coordinating any Youth Political Awareness programs.

.

Section 3 - Elected Committees

Nominating Committee1. The Nominating Committee consisting of a chairperson and four members shall be elected at the May Chapter meeting by the members present and voting to serve for the next program year. The Nominating Committee shall submit a slate of candidates for office at the April Chapter meeting and at such time accept additional nominations from the floor, if any.

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2. At least two weeks prior to the May Chapter meeting, the Nominating Committee shall distribute to the members of the Chapter, a statement of qualifications, which may include a resume and answers to questions concerning past service and future visions, for each candidate for elected office. The criteria outlined in Article IV - Officers section of the Policies and Procedures detailing eligibility for an office shall be used in determining the slate of candidates. Members of the Nominating Committee are not eligible for office.

3. At the time the Nominating Committee secures the personal profile of each candidate, they shall also secure the consent of any member, not present when nominated, to serve in the office for which she has been nominated.

4. Members of the Nominating Committee will serve for one 12-month term.

Section 4 - Special Committees

The Special Committees of the Chapter are:

A. Founders DayThe Founders Day Committee shall consist of a chairperson and at least four members who will plan the celebration of Founders Day.

B. Elections Committee1. It shall be the duty of the Elections Committee to supervise, plan and coordinate all elections within the Chapter. Said elections include, but are not limited to, the general election of chapter officers in May as well as the election in January of the chapter voting delegate and alternate voting delegate to represent the Chapter at our annual Regional Conference and National Convention. Members of the election committee shall be ineligible to run for an elected office.2. The president shall appoint a chairperson and four (4) members on or before the March chapter meeting, or prior to any election being held. 3. The Elections Committee shall be responsible for the distribution, collection, and tabulation of all ballots in connection with the aforementioned elections. 4. The Elections Committee shall be responsible for the announcement of all election results to the chapter; however, the Chapter President/Presiding Officer declares the winner.

Article IXCHAPTER ADMINISTRATION

Section 1 – Elections and Voting

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A. Regular Elections - Election of Officers shall occur every two years. The election of the President, Second Vice President, Corresponding Secretary, Treasurer and Assistant Financial Secretary shall be conducted in even years, and the election of the 1st Vice President, Recording Secretary and Financial Secretary shall be conducted in odd years. Said election shall be conducted by secret ballot supervised by the Elections Committee. A majority of votes cast by members present and voting shall constitute a choice. The installation of Officers shall occur in June following the elections in May.

B. Special Election - Should the office of President become vacant, the First Vice President shall serve until such time that a new President is elected in a special election held within 60 days of the vacancy. A Nominating Committee shall submit a slate of eligible candidates based on the criteria outlined in “Officers” Section of the Policies and Procedures (Article IV, Sec. 1, page 4, herein). Members of the Nominating Committee are not eligible for office. Special Elections require the approval of the Regional Director. Installation of the newly elected officer shall occur at the same meeting or no later than the next meeting.

C. Methods of Voting – Voting for chapter officers, elected committee chairs, elected committee members and acceptance to membership shall be by ballot, machine or electronic voting. Write-in candidates are prohibited and provision for write-in candidates shall not be included on the ballot.

D. Voting – When there are two or more candidates (and the office remains unfilled after the first ballot), the two candidates who receive the highest number of votes will remain eligible for election. All other candidates will be dropped and are ineligible for election.

E. Election Notification – Prior written notice shall be given at least ten (10) days prior to: the election of officers, elected committee chairs and elected committee members; voting whether or not to proceed with the membership intake process; and voting on the acceptance of candidates for membership into the Sorority.

F. Vote Required - Voting whether or not to proceed with the membership intake process shall be by a two-thirds (2/3) vote. The acceptance to membership and the election of chapter officers, elected committee chairs and elected committee members shall be by a majority vote of the chapter members present and voting. A majority vote is more than half of the votes cast by members entitled to vote excluding blanks or abstentions, at a properly called meeting. (Example: 19 x ½ = 9 ½. 10 votes needed for majority.)

Section 2 - Fiscal Responsibility

A. Chapter Responsibilities

1. Chapter Fiscal Year - The Chapter shall adhere to the fiscal year as outlined in the Constitution and Bylaws of Grand Chapter.

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2. Financial Accounting System - The Chapter’s financial accounting records shall be maintained on an accrual based accounting system. The fiscal year shall be July 1 through June 30th.

3. Reserve Funding - The Chapter shall develop a reserve funding account to pay expenses obligated in a prior calendar year budget. The Treasurer shall work with the Finance Committee to develop the listing of prior calendar year expenditures and shall set aside appropriate funding to pay for the expenditures in any current year fiscal budget.

4. Financial Support of the Activities of Other Chapters - The Chapter shall limit its financial support of other chapters of Delta Sigma Theta, Sorority, Inc. to those located in the Metropolitan New York area, except as approved by the Chapter.

5. Dues/Collection and Disbursement of Funds

a. The fiscal year is July 1st through June 30th as outlined in the Constitution and Bylaws of Grand Chapter. Upon acknowledgment by Grand Chapter of receipt of a soror’s National dues, said soror is a member of both the Chapter and Grand Chapter for the current fiscal year, regardless of the date of payment. Said member may participate in all chapter activities, including voting. b. The dues payable period for Local dues and National dues is January 1st and March 31st of the fiscal year. All dues collected after March 31st must be accompanied by a late fee, except those of Paid-in full Golden Life and Paid-in full Diamond Life members. Dues collected January 1st and March 31st become effective for the following fiscal year unless specified by the member.

c. All disbursement of funds shall be made only upon the submission of a voucher signed by the committee chairperson or appropriate officer. All requests for payment and/or cash advances shall be made only upon the submission of the appropriate form signed by the Committee Chairperson. If the payee is the Committee Chairperson, the signature of one of the Co-Chairpersons is required. If funds requested exceed the existing Committee budget balance, the request for funds will be denied, unless and until the Committee submits a budget amendment, which has been approved by the Chapter. Receipts must be submitted prior to reimbursement of monies spent.

d. With respect to any dispute regarding the disbursement of funds and/or a dispute regarding the approval of any expenditure or a voucher, a panel consisting of the President, the Treasurer, the Financial Secretary, the Assistant Financial Secretary, the Chair of Program Planning and Development and two (2) Past Presidents shall render a final and binding decision in accordance with the Chapter's Policies and Procedures and Rules of Order. All disputes shall be initiated through a written submission by the President the affected member (or when appropriate to the affected member by the President) ("Dispute Notice"). The Dispute Notice must include all evidence and other pertinent information in support of the member's position and/or claim. The President shall forward the Dispute Notice to the above listed members of the panel and the Executive Board within five (5) days of its receipt. Said Committee may request such materials as it deems necessary or

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appropriate in connection with the dispute. It shall render its decision in writing within a reasonable time, not to exceed thirty (30) days, after the receipt of the Dispute Notice. A copy of the decision shall be delivered to the member submitting the Dispute Notice and to the Executive Board.

e. Any request for cash advance(s) must be approved by the Executive Board prior to disbursement. Original receipts must be submitted prior to payment to third parties or reimbursement of monies spent by sorors. Original receipts for cash advances must be received within thirty (30) days of the disbursement of funds. If original receipts are not received within thirty days, additional requests for disbursement of funds will be denied.

f. The Chapter’s financial records shall be reviewed annually by the Audit Committee prior to being submitted to an independent certified public accountant in accordance with Grand Chapter requirements.

B. Individual Members’ Fiscal Responsibilities

1. A Chapter member who submits a personal check that is returned for insufficient funds or any other reason will be charged the amount of the check and any other related bank fees. The amount of the check and any other related bank fees owed to the Chapter shall be reimbursed within seven (7) business days from the date of written notification to the Chapter member.

a. Check writing privileges shall be reinstated only upon payment of the above referenced monies owed to the Chapter. b. In the event second check is returned for insufficient funds within two years of a previous incidence of a returned check, that member’s check writing privileges shall be suspended for three years. A member cannot submit payment for a returned check with another check; payment must be in cash or money order.

2. When a check submitted by a non member is returned for insufficient funds or any other reason, it shall be the responsibility of the Chapter member who presented said check to secure the monies owed and submit the funds to the Financial Secretary, including any bank penalties charged to the Chapter. The amount of the check and any related bank fees due to the Chapter must be reimbursed within seven (7) business days from the date of written notification.3. If the Chapter member does not clear all outstanding checks (both personal and any checks submitted to the Chapter under her name), she shall be ineligible to hold any office or committee chairmanship(s).

Section 3 - Impeachment

The impeachment process shall be carried out in accordance with the guidelines set forth in the Chapter Management Handbook. All issues will be referred to the Regional Director prior to any action being taken.

An elected or appointed officer who is absent from consecutive Chapter meetings without communicating the reasons to the President may be recommended for impeachment and removal in accordance with the procedures in the Chapter Management Handbook.

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Any officer may appeal her impeachment and removal in accordance with the appeals process set forth in the Chapter Management Handbook.

Section 4 - Amendment

Amendments to the Policies and Procedures shall be recommended by any member of the Chapter during the sorority year. The recommendation for any amendment must be submitted to the Policies and Procedures Committee. After consideration, the Committee shall submit its recommendation regarding said amendment to the Executive Board at its monthly meeting.

Any recommendation by said Committee must be approved by the Executive Board and accepted by a two-thirds vote of financial members of the Chapter, provided the amendment has been submitted in writing at the previous Chapter meeting and prior notice of the vote on the amendment has been given.

Section 5 - Membership Intake

Membership intake procedures shall be in accordance with the Constitution and Bylaws of Grand Chapter, the Chapter Management Handbook and the Administrative Procedures for Membership Intake Manual.

1. Minerva Circle members may not screen the application packets of family members. The Minerva Circle member retains the right to vote on the packet but may not evaluate said packet.

2. Any vacancy on the Minerva Circle shall be filled by special election. A two-thirds (2/3) vote of the Chapter is required.

Section 6 - Pan Hellenic Affiliation

The Chapter shall be a member organization of the local Pan Hellenic Council. The President shall appoint a representative to attend Pan Hellenic Council meetings and report information to the Chapter. Any appropriate expense incurred shall be paid by the Chapter.

Section 7 - Regional Conference and National Convention

1. The Chapter shall elect the voting delegate and alternate voting delegate to represent the Chapter at a Regional Conference/National Convention at the January Chapter meeting of the program year. Election shall be done through nominations of candidates from the floor. The candidate receiving a majority of votes cast shall serve as the voting delegate. The candidate with the second highest votes shall serve as alternate voting delegate.

2. A workshop on the Regional Conference/National Convention, led by the President, the Parliamentarian and other appointed members, shall be conducted for the elected voting

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delegate and alternate voting delegate at least 30 days prior to their attendance at Conference/Convention.

3. As part of the Chapter’s budgetary process, a budget line item shall be determined for expenditures needed to send a voting delegate and alternate voting delegate to represent the Chapter at a Regional Conference/National Convention.

4. The Chapter shall pay the entire cost of registration for its voting delegate and one-half (½) of the alternate’s registration cost to a Regional Conference/National Convention. The Chapter shall forward a check to National headquarters to cover this expenditure.

5. The Chapter shall pay the entire cost for the following expenditures of its voting delegate to a Regional Conference/National Convention and Leadership Conferences: a) transportation (bus, train, plane) costs shall be no more than $1,000.00 for National Convention and $500.00 for the Regional Conference.

b) meals and miscellaneous expenses (e.g., committee luncheons and ground transportation) c) hotel lodging6. The Chapter shall pay one-half (½) of the following expenditures of its alternate to a Regional

Conference/National Convention: a) transportation (bus, train, and plane) costs, shall be no more than $1,000.00 for National

Convention and $500.00 for the Regional Conference. b) meals and miscellaneous expenses (e.g., committee luncheons and ground transportation) c) hotel lodging.7. Based on the budget line item as described in Paragraph 3 of this section, the Chapter shall

issue advance check(s) to its voting delegate/alternate to a Regional Conference/National Convention, subject to the approval of the Executive Board, only for the following expenditures on or before June 30th:

a) hotel lodging b) commercial transportation costs c) a $25.00 stipend for the delegate and $12.50 stipend for the alternate for estimated meals. 8. In the event, the voting delegate and/or the alternate utilizes a private vehicle to attend a

Regional Conference/National Convention, the Chapter shall reimburse the delegate/alternate at a rate of the IRS standard rate per mile. The delegate/alternate must keep an accurate record of all mileage and ground transportation expenditures.

9. All record and receipts of all expenditures must be submitted to the financial Secretary at the first Executive meeting following the close of said Regional conference/National convention for reimbursement.

10. The delegate and alternate to a Regional Conference/National Convention must keep an accurate record of all expenditures for hotel, transportation and meal costs and, within 10 days of the close of said Regional Conference/National Convention, shall submit a report of expenditures, along with receipts, to the Financial Secretary.

11. In the event, the delegate’s and/or alternate’s actual expenditures exceed the amount advanced, as described in Paragraph 7 above, the Chapter shall reimburse said delegate and/or alternate, subject to the approval of the Executive Board. Any amounts not spent by the delegate and/or alternate shall be returned to the Financial Secretary within 10 days of the close of said Regional conference/National convention. The Chapter shall not reimburse any amount unless accompanied by a receipt.

12. The delegate and alternate to a Regional conference/National convention must keep an accurate record of the proceedings of said Regional conference/National convention, and shall submit a written report to the Chapter at the first Chapter meeting following the

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Regional conference/ National convention. A copy of the report shall be maintained by the Recording Secretary.

13. The president shall appoint a Convention/conference Coordinator who shall:a. Make appropriate and reasonable travel arrangements for the delegate and alternate in consultation with the executive board in a timely mannerb. Explore Hotel and travel option for chapter membersc. Assist Chapter members with registration

Section 8 – Designated Representative at Required Meetings

A. As stated in Article IV, Section 4, sub-section A., item 3. above, the President may designate a representative to attend any meeting in her stead.

B. When the chapter has been requested to provide a representative at a local, regional or national symposium, special meeting, forum or other official event, the President may request, on her behalf or that of her designated representative, an allowance for expenses, not to exceed 100% of actual costs.

1. In the event the President or her representative utilizes a private vehicle to attend a special meeting, she must keep an accurate record of all mileage and ground transportation expenditures and, within 10 days of the close of said meeting, shall submit a report of expenditures, along with receipts, to the Financial Secretary for reimbursement.

2. The President or her representative to a special meeting must keep an accurate record of all expenditures for hotel, transportation and meal costs and, within 10 days of the close of said meeting, shall submit a report of expenditures, along with receipts, to the Financial Secretary.

3. In the event, the President or her representative’s actual expenditures exceed the amount advanced, the Chapter may, at its discretion, reimburse said representative, subject to the approval of the Executive Board. Any amounts not spent by the President or representative shall be returned to the Financial Secretary within 10 days of the close of said meeting. The Chapter shall not reimburse any amount unless accompanied by a receipt.

4. The President or her representative to a special meeting must keep an accurate record of the proceedings of said meeting, and shall submit a written report to the Chapter at the first Chapter meeting following the meeting. A copy of the report will be maintained by the Recording Secretary.

C. Any decision to reimburse the President or her representative is at the discretion of the Executive Board in accordance with the standard financial practices of the Chapter.

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Article XQUORUM

Twenty percent of the members shall constitute a quorum.

Article XIAWARDS

Section 1 - Community/Academic Awards

Scholarship/Academic Award1. The Second Vice President shall serve as the Chairperson of the Scholarship Committee.2. The Chapter President may, at her discretion, appoint a soror to serve as the Co-Chair of

the Scholarship Committee.3. At the discretion of the Chairperson of the Scholarship Committee, the Scholarship

Committee shall meet as often as necessary to ensure that there is a timely disbursement of funds to awardees.

4. All materials of students, including but not limited to transcripts, letters of recommendation, and applications shall be held in the strictest confidence.

5. Selection of the awardees shall be by majority vote of the Scholarship Committee.6. The Co-Chairpersons or the Chapter President shall have the sole responsibility of

notifying individuals that they have been awarded a scholarship.7. Scholarships shall be awarded on the criteria listed in this document.

Eligibility for Academic Awards

1. Students who reside in the borough of Brooklyn are eligible for the Scholarship Program sponsored by the Brooklyn Alumnae Chapter of Delta Sigma Theta Sorority, Inc.

2. Applications must be received by the Committee by midnight on the date stated as the deadline or they will not be considered. An appropriately dated postmark by either the U.S. Postal Service or one of the recognized postal delivery services shall be deemed as received. If at any time we elect to receive applications via electronic mail, the date of the e-mail submission will be determined as acceptable.

3. Decisions as to a student’s initial eligibility to receive an award shall be based on a combination of academic average, financial need and the Committee’s evaluation of the likelihood of the student succeeding.

4. Each finalist must meet with the Scholarship Committee for a personal interview.5. To be eligible to receive an award, a student must be enrolled in a four-year or five-year

program leading to a Bachelor’s degree. At least one scholarship awarded each year will be designated to an individual attending a historically black college.

6. For an awardee to receive his/her award, s/he must maintain at least 12 credits per semester and submit evidence of enrollment in a four-year or five-year program leading to a Bachelor’s degree. This evidence should be sent directly to the Scholarship Committee from the college or university.

7. a) In order to be eligible to continue to receive the award, the student must maintain a semester average of at least a 2.5 grade point average of a possible 4.0;. b) A student who does not meet the 2.5 GPA requirements will not automatically be released from the

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Scholarship Program. Instead, in the discretion of the Committee, a student may be maintained for one semester in a probationary status. No grant will be awarded during this probationary period. However, should the student achieve the 2.5 GPA average s/he will again be included in the program.

8. A student who achieves a 3.5 semester GPA or who makes the Dean’s List shall be eligible for a bonus. The amount of the bonus shall be fixed for a one year period based on the Chapter’s budgetary considerations.

9. Students’ materials must be received in accordance with the following schedule:No later than APRIL 1st The initial application and supporting information for

preliminary consideration as to eligibility for an award.

No later than JULY 1st The reapplication by students seeking continued maintenance in the program. Reapplication packages should include an official transcript verifying completion of the Spring semester and a 2.5 semester GPA.

No later than OCTOBER 1st Verification of enrollment for the current Fall semester must be received by the Committee.

FEBRUARY 1st An official transcript verifying completion of the Fall semester and attainment of at least a 2.5 GPA must be received by the Committee.Verification of enrollment for the current Spring semester must be received.

10. Checks will generally not be issued after the third month of the academic semester: November for the first semester and March for the second semester.

11. All transcripts and certification of attendance must be delivered to the committee in a sealed envelop from the Registrar’s Office. Including of the college or university seal is preferred.

12. All materials should be submitted so that it will arrive on or before the indicated deadline.13. Failure to follow the rules or meet the appropriate deadlines may result in forfeiture of the

award14. Children of members of Delta Sigma Theta Sorority, Inc. (whether a member of Brooklyn

Alumnae Chapter or another chapter) are ineligible for an academic award. A student who has been an award recipient will not have the award rescinded because his/her mother is subsequently initiated into Delta Sigma Theta Sorority, Inc.

15. In the event, a college or university in which a student is enrolled does not compute grades into grade point averages, the Committee will use the following grading scale for the purpose of computing the 2.5 GPA requirement and the eligibility for the bonus:

A+/A- = 4 quality pointsB+/B- = 3 quality pointsC+/C- = 2 quality pointsD+/D- = 1 quality pointsE/F = 0 quality points

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Additional Requirements For Specific Awards

Beverly Vance Memorial Scholarship

1. A student who is awarded the Beverly Vance Memorial Scholarship must be an entering freshmen majoring in an area of Communications, Drama, Speech, or a related field of study.

2. The continuation of the Beverly Vance Memorial Scholarship depends on the recipient remaining in the major(s) designated by the scholarship.

3. The Beverly Vance Memorial Scholarship is renewable every year until graduation.4. The Beverly Vance Memorial Scholarship may be awarded to a maximum of two (2)

individuals. Each recipient receives $1,000.005. The Beverly Vance Memorial Scholar must meet all other general requirements as set forth

in the scholarship requirements.

Carrie L. Smith Award1. A student who is awarded the Carrie L. Smith Award must:

b. reside, in Brooklyn, c. have a 2.5 grade point average on a 4.0 system, d. receive an Associates Degree in the same year of this award e. must pursue a Baccalaureate degree at Medgar Evers College of The City University of New York in the following academic semester.

2. The Carrie L. Smith Award is awarded to two (2) individuals. Each person receives $1,000.00 for the Fall semester only. This award is not renewable.

3. The Carrie L. Smith Award recipient must meet all other general requirements as set forth in Article IX Section 1.

St. Gregory Award1. The St. Gregory Award is awarded to two (2) eighth grade students (male and female) at St.

Gregory School who have exemplified the greatest academic improvement. The recipients of this award shall be selected by the Principal of St. Gregory School.

2. Award should be $100.00 US Savings Bond

Shirley Chisholm Award

1. A student who is awarded the Shirley Chisholm award must be:a. A female student of the African Diaspora matriculating at Brooklyn College,b. Majoring in Women’s Studies or Political Science,

Said recipient receives a non-renewable $1,000.00 award.The Shirley Chisholm Award recipient must meet all other general requirements as set forth in

Article IX Section 1.

Section 2 - Chapter Awards

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CATHERINE T. ALEXANDER SERVICE AWARD1. This award is established in honor of Soror Catherine T. Alexander, the first President of Delta

Gamma Sigma, now known as Brooklyn Alumnae Chapter, to commemorate her outstanding and dedicated service to the community and to her leadership in the founding of the Chapter. Soror Alexander called the founding meeting of the Brooklyn Alumnae Chapter and was the first African American to serve as a Supervisor of Attendance with the New York City Board of Education.

2. It shall be the duty of the Membership Committee to review and evaluate the qualifications of candidates for two (2) annual Catherine T. Alexander Service Awards to recognize outstanding contributions to the Chapter. The Committee shall make recommendations to the Chapter and shall submit a slate of candidates at the April Chapter meeting. Nominations of candidates from the floor may be made at this time. It shall also be the responsibility of the Membership Committee to review and evaluate the qualifications of all nominations from the floor. Voting by ballot shall take place at the May Chapter meeting; the candidates receiving highest votes will receive the award. The awardees will be announced in May.

3. The criteria for the Catherine Alexander Service Award shall be: Quality Service, Distinguished Service, Active Continued Service on Chapter Committees, Financially active with Chapter, Financial Support of Chapter fund-raising activities, Attendance at Chapter meetings and activities as scored by the Membership Committee. A minimum score of 11 points as scored on the “Criteria For Candidate Selection” scoring sheet is required for nomination.

4. It shall be the duty of the Membership Committee to ensure that any Soror recommended for consideration from either the Membership Committee or the floor meet all stated criteria. Further,

i. Continued active service shall mean service on at least one or more chapter committees for five consecutive years. There is no requirement that said service take place on the same committee and/or committees. An exception to the requirement of “service on at least one or more chapter committees for five consecutive years” may be made if extenuating circumstances are found to exist by the Membership Committee;ii. The Membership Committee shall consult with past and present Chapter Committee chairs regarding the Quality of Service component; iii. The Membership Committee shall consult with the financial officers of the Chapter in determining whether or not a Soror is financially active with the chapter and financially supports the fund-raising efforts of the chapter;iv. The Chapter President, Chair of the Membership Committee and the Recording Secretary shall tabulate the votes for the Catherine T. Alexander Awardv. All ballots shall be kept by the Recording Secretary during her tenure and then archived vi. All “Criteria For Candidate Selection” scoring sheets shall be kept and archived by the Membership Committee for future reviewvii. In no event may a candidate be nominated without having met the minimum scoring requirements. If only one candidate meets the minimum scoring requirements in any given chapter year, then only one candidate may be nominated. In the event that no candidate meets the minimum scoring requirements, then no award shall be given in said chapter year.

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JUMBO AWARD1. This award is established to acknowledge the commitment of members to the advancement

of the Chapter programs through individual participation in its fund raising activities. The awardee will be announced in June. This award shall be given in a sorority year in which the Chapter does not present a Jabberwock.

2. It shall be the duty of the Fund Raising Committee and the Financial Secretary to review and evaluate every member’s financial support of each Chapter fund-raising activity. The member who raises and contributes the largest total dollar amount for all fund-raising activity during the Chapter year will receive the award.

The above represents the amendment and restatement of the Policies and Procedures of the Brooklyn Alumnae Chapter of Delta Sigma Theta Sorority.

First Reading: October 4, 2013

Second Reading: October 5, 2013

Third Reading: November 1, 2013

The document, as amended, was adopted at the November 1, 2013 Chapter Meeting. The document was further amended at the direction of Scholarship and Standards, June 17, 2014.

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