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Effective Chapter Management

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Effective Chapter Management SAY: The chapter and its members must assume certain responsibilities in order for the chapter to be successful. It is important to ... – PowerPoint PPT presentation

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Title: Effective Chapter Management


1
Effective Chapter Management
2
Agenda
  • Introduction
  • Meditation
  • Objectives
  • Ice Breaker
  • Chapter Management Defined
  • Mission Statement, Code of Ethics, Code of
    Conduct
  • Understanding the Delta Structure
  • Governing Documents, Administrative Resources,
    Tools
  • Accountability, Productivity, Viability
  • Summary
  • Evaluation
  • Closing

3
Objectives
  • To review the definition and components of
    chapter management.
  • To ensure that sorors are familiar with the
    Sororitys structure, governing documents, and
    administrative resources and tools.
  • To ensure that sorors understand how
    accountability, productivity, and viability can
    contribute to effective chapter management.
  • To enhance the overall effectiveness of the
    chapter through quality chapter management.

4
  • ICE BREAKER

5
Chapter Management Defined
  • What does chapter management mean to you?
  • List ways in which the chapter is managed.

6
Mission Statement
  • Delta Sigma Theta Sorority, Inc. is an
    organization of college educated women committed
    to constructive development of its members and to
    public service with a primary focus on the Black
    community.

7
Code of EthicsDelta Sigma Theta Sorority, Inc.
  • Preamble Sorors, believing in the worth and
    dignity of each human being, recognize
  • the supreme importance of the pursuit of truth,
    devotion to excellence, and
  • commitment to social responsibility
  • Each Soror of this Sorority Shall uphold the
  • National Constitution and Bylaws of Delta
  • Sigma Theta Sorority, Inc.
  • Each Soror of this Sorority Shall uphold and
  • promote the values, goals and rituals of the
  • Sorority
  • Each Soror of this Sorority Shall promote the
  • protocol and traditions of the sisterhood
  • Each Soror of this Sorority Shall conserve and
  • preserve the Sororitys property
  • Each Soror of this Sorority Shall regard as
  • primary the bond of sisterhood and the giving of
  • public service
  • Each Soror of this Sorority Shall maintain high

Each Soror of this Sorority Shall treat all
sorors with dignity and respect Each
Soror of this Sorority Shall neither engage in
nor countenance any exploitation of the Sorority
and shall refrain from use of her membership in
any manner that is improper or illegal
Each Soror of this Sorority Shall hold inviolate
any confidential information entrusted through
her membership Each Soror of this
Sorority Shall recognize her professional
responsibility to the improvement and execution
of programs and policies Each Soror
of this Sorority Shall refrain from making false
or misleading statements about the Sorority or
members Each Soror of this Sorority
Shall carry out her responsibility to the
program, policies and assessments of the
organization Each Soror of this
Sorority Shall demonstrate a high regard for
quality in rendering public service.
8
  • Code of Conduct
  • Delta Sigma Theta Sorority, Inc.

9
National Structure
9
10
Regional Structure
10
11
Chapter Structure
11
12
Deltas Governing Documents
  • Corporate Charter
  • Constitution and Bylaws
  • Roberts Rules of Order, Newly Revised
  • Chapter Management Handbook
  • Ritual
  • Code of Conduct
  • Protocol and Traditions Manual
  • Chapter Rules of Order
  • Chapter Policies and Procedures
  • Heritage and Archives Manual
  • Conduct of Ritualistic and Ceremonies Protocol
    for Delta Sigma Theta Sorority, Inc.

13
Deltas Administrative Resources and Tools
  • Delta Doctrine
  • Administrative Procedures for Membership Intake
  • Pyramid Study Guide
  • Membership Intake Program
  • Chapter Mailings/Updates
  • Fiscal Officers Manual
  • Advisors Handbook
  • Chapter Compliance Checklist

14
What Is Parliamentary Procedure?
  • A set of rules for maintaining order in an
    organization that
  • Provides an approved and uniform method of
    conducting meetings in a fair, orderly and
    expeditious manner.
  • Allows everyone to be heard and to make decisions
    without confusion.

15
Ten Basic Rules Of Parliamentary Procedure
  • The rights of the sorority supersede the rights
    of the individual soror.
  • All members are equal and their rights are equal.
  • A quorum must be present to do business.
  • The majority rules.
  • Silence is consent.
  • Two-thirds vote rules.

15
16
Ten Basic Rules Of Parliamentary Procedure
  • One question at a time and one speaker at a time.
  • Debatable motions must receive full debate.
  • Once a question is decided, it is not in order to
    bring up the same motion or one essentially like
    it at the same meeting.
  • Personal remarks in debates are always out of
    order.

17
Basic Parliamentary Procedure
  • A member requests the floor.
  • Wait to be recognized by the Chair.
  • Motion is made.
  • Motion is seconded.
  • Chair states the motion.
  • Chair opens the floor for debate.
  • Chair puts the question to a vote.
  • Chair announces the vote.

17
18
Case Study Activity
  • Scenario 1
  • At a chapter meeting, you notice that the fiscal
    officers report is not on the agenda. How do you
    get the report on the agenda?
  • Scenario 2
  • The ways means committee would like to do a
    golf tournament as a chapter fundraiser. What
    steps are needed to get chapter approval?
  • Scenario 3
  • Its been recommended that the chapter change
    its meeting date from the 2nd Saturday to the
    3rd Saturday of the month. What steps are needed
    to make this happen?

19
Accountability
  • Responsibility of Chapter to Grand Chapter
  • Report regularly to National Headquarters
  • Participate in National Conventions, Regional
    Conferences and other meetings.
  • Give guidance and direction to the National
    Executive Board on proposed new policies
  • Establish basic structural policies through its
    power to amend the Constitution Bylaws

20
Accountability
  • Chapter Member Responsibilities
  • Provide vital, well-planned programs which are
    beneficial
  • Promote opportunities for learning and active
    participation in purposeful programs
  • Begin and end meetings on time
  • Encourage participation

21
Accountability
  • Responsibility of the Member to the Chapter
  • Attend meetings regularly
  • Be available and willing to serve
  • Participate and support chapter programs

22
Accountability - General
  • Chapters must
  • Develop and amend Chapter Rules of Order and
    Policies Procedures
  • Disseminate copies of Chapter Rules of Order and
    Policies Procedure to chapter members after
    approval by the regional member to the National
    Scholarship and Standards Committee
  • Maintain a current copy of the Chapter Management
    Handbook
  • Maintain current inventory of Delta tools and
    forms
  • Hold one scheduled meeting for the chapter per
    month that is conducted according to
    parliamentary procedure
  • Maintain a record of meeting proceedings

22
23
Accountability - General
  • Develop committee structure that is consistent
    with the Constitution and Bylaws
  • Schedule and execute appropriate committee
    meetings
  • Submit all items necessary for compliance
    according to guidelines
  • Implement a transition of officers meeting
    annually or biennially
  • Disseminate appropriate chapter mailing items to
    chapter officers, members, and committee
    chairpersons
  • Prepare a means of assessing internal operations
  • Conduct an annual assessment of internal
    operations
  • Maintain appropriate inventories of all chapter
    properties

23
24
Accountability Chapter Development
  • Attend regional conferences and national
    conventions
  • Attend regional and state meetings
  • Schedule and implement an annual chapter retreat
  • Plan and execute activities for bonding and
    collaboration
  • Plan and execute means for conflict management
    and resolution
  • Develop and implement an ongoing education
    program (e.g. DID workshops, speakers)
  • Encourage talent development through
    appropriately scheduled activities.

24
25
Accountability Chapter Development
  • Establish a means to keep all chapter members
    informed about internal and external concerns
    about the Sorority, the chapter and the community
  • Identify and implement strategies for reclamation
    and retention of members.
  • Network with other chapters
  • Network with appropriate agencies, organizations
    and other institutions

25
26
Accountability Protocol Management
  • Perform ceremonies according to the Ritual
  • Sing all official Delta songs as written
  • Identify signs, symbols, and secrets of the
    Sorority
  • Explain procedures for courtesies afforded
    members of the Sorority
  • Outline proper decorum for public and closed
    programs
  • Wear official Sorority jewelry properly
  • Wear Delta paraphernalia in good taste
  • Schedule and execute Founders Day program
    annually during January, February, or March

26
27
Accountability Protocol Management
  • Communicate appropriately with National and
    Regional Officers and National Headquarters staff
  • Possess appropriate Delta properties for all
    ceremonies and meetings
  • Implement proper procedures for the verification
    of members
  • Utilize appropriate channel of communication with
    the public (know who speaks for Delta)

27
28
Accountability Fiscal Management
  • Maintain accurate and current financial records
  • Submit all annual dues collected for the current
    year
  • Submit all corporate fees for the current year
  • Conduct an annual audit of chapter financial
    records
  • Establish/use an acceptable procedure for
    recording receipts and expenditures
  • Submit chapter financial statement to National
    Treasurer
  • File annual financial report and Federal Income
    Tax Group Return Authorization Form with National
    Headquarters
  • Obtain general bonding insurance through Grand
    Chapter

28
29
Accountability Fiscal Management
  • Provide receipts for all monies collected
  • Report monthly on treasury status to the chapter
  • Involve appropriate chapter officers and members
    in the establishment of the annual budget
  • Prepare a balanced budget annually
  • Prepare short-range and long-range budgetary
    projections
  • Coordinate budget requests and expenditures among
    standing and special committees
  • Establish/use an acceptable procedure for
    receiving and disbursing funds
  • Develop and implement appropriate means for fund
    raising or financial support of the chapter
    program planning and development

29
30
Accountability
  • Chapter Compliance

30
31
Duties Of Committees
  • To clarify the chapters goals and objectives for
    projects or programs
  • To develop a plan and a budget
  • To implement that plan
  • To regularly report to the chapter
  • To make recommendations to the Executive Board
    and then the chapter
  • Take action after receiving chapter approval
  • To evaluate the effectiveness of the program

31
32
Types Of Committees
  • Executive Committee
  • Executive Board
  • Standing Committees
  • Special Committees
  • Sub-committees
  • Ad-hoc Committees

32
33
Productivity
  • An Effective Chapter Meeting
  • Be prepared
  • Be on time and start on time
  • Adopt and follow the agenda
  • Utilize Roberts Rules of Order, Newly Revised
  • Utilize Chapter Rules of Order
  • Utilize Chapter Policies and Procedures
  • Stay within the meeting time
  • Adhere to guidelines for presenting reports
  • Refrain from side bar conversations
  • Play an active role in decision making
  • Stay informed
  • Offer recommendations

34
Productivity
  • Sample Agenda
  • Call to Order
  • Opening ceremony
  • Adoption of Agenda
  • Reading and approval of the minutes
  • Introduction of National Officers or
    Representatives
  • Communications
  • National Officers
  • Regional Officers
  • Chairs of National Committees/Commissions
  • National Headquarters
  • Other

35
Productivity
  • Sample Agenda (continued)
  • Chapter Reports
  • Executive Board
  • Officers
  • Standing Committees
  • Special Committees
  • Individual Assignments
  • Unfinished Business
  • Major program emphasis
  • New Business
  • Announcements
  • Adjournment
  • Ritualistic Closing

36
Productivity
  • Establish in writing global chapter goals and
    objectives that are consistent with the national
    program of the Sorority
  • Plan and execute at least two Delta programs that
    are consistent with the national programs of the
    Sorority
  • Develop long-range programmatic plans that are
    consistent with national programmatic thrusts
  • Develop a program calendar annually for
    distribution among chapter members, Regional
    Officers, and National Headquarters personnel who
    coordinate Program Planning and Development
  • Identify and participate in networking aligned
    with local and national goals and objectives for
    program development

36
37
Productivity
  • Develop a means of acquiring information about
    community, fiscal, and human resources necessary
    for program enhancement
  • Involve a representative number of chapter
    members in the short-range and long-range
    planning of the program calendar and the
    programmatic goals and objectives
  • Earmark funds for the implementation of
    programmatic thrusts
  • Explore opportunities/funding for programmatic
    support from corporate agencies

37
38
Productivity
  • Conduct an annual evaluation of program activity
    upon which future objectives and plans are
    developed
  • Disseminate a summary of developmental and
    evaluative data to chapter members
  • Design programs consistent with data provided in
    needs assessment that is disseminated in the
    community and the chapter

38
39
Viability
  • Program planning and development is the crux of
    committee work.
  • 8 Steps in the program planning process
  • Make an assessment of the community
  • Assess community needs
  • Assess community resources
  • Assess the chapter
  • Assess feasibility of planning joint programs
    with others
  • Develop a framework for planning activities
  • Create evaluation mechanisms
  • Develop a set of recommendations based on
    evaluations
  • The chapters Annual Program Calendar must be
    submitted by September 1st in order for the
    chapter to be in compliance.

39
40
Summary
  • Keys to Successful Chapter Management
  • Accountability Fulfilling the roles and
    responsibilities of the chapter, officers and
    members including chapter compliance
  • Productivity Planning and implementing the goals
    and objectives of the chapter
  • Viability Creating a chapter program that is
    practical, feasible and achievable

41
  • Questions Answers

41
42
Evaluations
  • Thank you for attending this workshop.
  • Please complete the evaluation
  • and submit it to your trainer.

43
The Leadership Academy2008-2013
  • Elsie Cooke-Holmes, Co-Chair
  • Pamela E. Smith, Co-Chair
  • Schean G. Belton, Esq.
  • Stephanie M. Cooper
  • Deloris Johnson Drakes
  • Lisa Farmer-Cole
  • Soraya Williams Farver
  • Charlotte M. Freeman, Ph.D.
  • Renee LaVerne Harper
  • Beverly Harris Schembri
  • Wendy J. Johnson
  • Sandra F. Mack, Ed.D.
  • Gwendolyn J. Mosley
  • Mandy Mullens-Williams
  • Mabel Lake Murray, Ed.D.
  • Mildred Porter-Duncan
  • Norma Sermon Boyd, Ed.D.
  • Jennifer R. Smith
  • Hellenna L. Terrell, Ed.D.
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