2016 LEADERSHIP INSTITUTE Engaging Leadership CHAPTER OPERATIONS presented

2016 LEADERSHIP INSTITUTE Engaging Leadership CHAPTER OPERATIONS presented by Soror Jacqueline Roundtree

Today’s Topics Keystone Documents The Constitution and Bylaws Manual of Standard Procedure Chapter Bylaws Other Documents Common Leadership Pitfalls 2

Keystone AKA Documents The Constitution and Bylaws Manual of Standard Procedure Chapter Bylaws Roberts Rules of Order, Newly Revised

Constitution and Bylaws • The Constitution and Bylaws contain all the rules the Sorority deems so important that they cannot be changed without previous notice to the members and a two-thirds vote. • The Bylaws section of this document prescribe how our organization functions.

The Manual of Standard Procedure • This document contains special rules of order that provide the “how to” or procedure for implementing or further amplifying the various functions of the Sorority prescribed in the Bylaws.

Chapter Bylaws • Each Soror should bring a copy to all meetings —chapter, as well as committee meetings • Chapter Bylaws outline membership, officers, committees, process for amending the bylaws and other important information

Roberts Rules of Order • Considered the “Bible” on Parliamentary Procedure • Comes into play at our meetings when the above documents are absent, or “silent” on a subject – i. e. , Elections rule by majority

Top 10 Pitfalls Common Assumptions Leaders Make

Assumptions Leaders Make 1. A committee decision is a Chapter decision. – Committee decisions result in recommendations that should be brought forth to the Executive Committee, and ultimately, the Chapter. 2. A committee can act solely on its own without consultation from the Basileus or Executive Committee. – – The Basileus is the official Chapter representative and should be consulted on any Chapter actions proposed by a Committee. The committee should again, bring forth its recommendations to the Executive Committee (with Basileus knowledge prior to the Executive Committee meeting. )

Assumptions Leaders Make, continued 3. A written report is not required for Executive or Chapter meetings. – A committee cannot report on any action without submitting a written report. 4. The Body can waive, suspend or amend Chapter Bylaws at any time. – Changes in the Bylaws must require the expressed consent of the Chapter, with final approval of the Regional Director. The Body cannot make a motion and simply “toss out” any part of the Bylaws. – The Basileus is the owner of the Executive and Chapter meeting agenda and makes the final decision

Assumptions Leaders Make, continued 5. A committee is automatically placed on the agenda once a request is submitted. – The Basileus is the owner of the Executive and Chapter meeting agendas and makes the final decision on what the agenda will entail. A submission does not guarantee that a committee will be placed on the agenda. 6. Once a soror signs up for a committee, she is automatically on the committee. – – – Committee members, not just Chairmen, are appointed. Chairmen should consult with the Basileus for final member appointments. Committee meetings are not open to non-committee members (all Chapter members). Non-committee members may be invited to speak on a special topic. All sorors may attend an Executive Committee meeting.

Assumptions Leaders Make, continued 7. The Parliamentarian makes a final ruling on the interpretation of Chapter Bylaws and proceedings. – The Parliamentarian, in her official role, acts as an Advisor to the Basileus. The Basileus has the authority to provide a the final ruling. 8. Once a Soror addresses the presiding chair, she can then address the Body. – A soror MUST be formally recognized by the Presiding Chair before she can speak.

Assumptions Leaders Make, continued 9. A committee may hold a meeting without Basileus notification. – – The Basileus should be included on the original meeting invitation for a Committee meeting as she is the exofficio of all Chapter committees, except Nominating. The Anti-Basileus is an ex-officio member of all Program committees, and should be extended the same courtesy for all programs. 10. External communications, including programs, are approved by the Committee Chairman or related Chapter officers. – The Basileus is the final approver/signer of all internal and external communications, including: programs, correspondence, contracts, flyers, invitations, etc.

The Effective Committee Should be: Good at motivating others Open and honest with the group Responsive to the ideas and input from others

Role of Chapter Members Follow Common Rules of Conduct Know Basic Parliamentary Procedure Are Sisterly No matter what

Always do the Right Thing! To know what’s right, get to know your keystone documents. No actions should ever conflict with keystone documents, or policies set forth. Always seek proper approvals before proceeding with any action. When in doubt, consult with your Basileus. If you’re unsure about your role, refer to our Chapter Bylaws, SOP, and the newly revised So Now You’re Elected. When in doubt, just ASK! 16

Q&A