BETA PI RULES

2015-2016
I.
II.

NAME: The official name of our chapter is Beta Pi. We are a member of Xi (Tennessee) State
organization.
PURPOSE
The Beta Pi Rules provide clear guidance for effective and expeditious work of the chapter in accordance
with accepted traditions and practices of Beta Pi. They clarify and expand, but do not replace, duties set
forth in the Constitution and International Standing Rules, the official documents of The Delta Kappa
Gamma Society International, and Xi State Rules and Bylaws, the official policies of the Tennessee
Organization. The Bylaws are the policies of the chapter; these Rules provide guidance in their
implementation.

III.

MEMBERSHIP
A. Membership in Beta Pi Chapter is by invitation only. Perspective members will be invited to attend an
information session and will then be sponsored by members and voted on by the chapter. Invitations
will be issued and initiation will occur at the March meeting.
B. Classes of membership are: active, reserve, and honorary. Dues are $85 for active and $58 for reserve.
C. Termination of membership shall occur by: non-payment of dues, resignation in writing, or death.
D. Former members will be contacted periodically and reinstated if they choose. Orientation and
reorientation for new and old members will be in February of each year. Reinstatement of members
does not require a vote and there is no reinstatement fee.
E. Members may apply for a transfer to another chapter by completing and mailing the required form to
headquarters if they are active or reserve members. The new chapter must accept the transfer.

IV.

FINANCE
A. Annual dues are $85 for active members and $58 for reserve members. International dues are $40;
State Organization dues are $15(includes $1 scholarship contribution); Chapter dues are $30. Our chapter
dues cover: societal contributions to the Educational Foundation, Golden Gift, World Fellowships,
Emergency Fund, and Society Scholarship, as well as chapter fundraising. Our reserve members pay $28
for State and International dues, and $30 for the same chapter contributions.
B. The proposed budget is presented to the Executive Board by the Finance Committee during the July
planning session. The budget is then discussed by the chapter and approved for the year (fiscal year being
July 1 June 30). The Finance Committee audits the budget each year before the planning session and
presents a report. All checks must be endorsed by the President and the Treasurer.

V.

DUTIES OF OFFICERS
Beta Pi officers are nominated by the Nominations Committee and elected by chapter vote in July of oddnumbered years. They are expected to attend the state officer training in the spring before being installed in
May of even-numbered years. The Parliamentarian is appointed by the President. Treasurer is appointed by
the Executive Board. The term of office is a biennium. Vacancies are filled when the need is presented by
chapter election. Expenses for the President to attend convention are paid when funds are available.
A.

The president shall:

1. be responsible for duties as prescribed in the Constitution and International Standing Rules;
2. perform duties as prescribed by the Xi State Rules and Beta Pi Rules;
3. preside over chapter meetings, presenting an agenda for approval at the beginning of each
meeting
4. whenever possible attend the state conventions, Southeast Regional Conference, and the
International Convention during her term of office;
5. confer with members of the Chapter Executive Committee to annually make plans for the
chapter;
6. appoint all standing and ad hoc committees
7. attend meetings of chapter committees when deemed necessary for the transaction of committee
responsibilities;

B.

C.

D.

E.

F.

8. submit an article (a message to members) for each issue of the Beta Pi News, send copies of
death notice forms to news editor, and other such timely information as she may receive;
9. communicate with chapter members as needed;
10. distribute forms and documents to committee chairmen;
11. coordinate information from committee chairmen and disseminate the information to the
appropriate state counterparts;
12. approve all expenditures;
13. assume responsibility for other decisions and arrangements that need executive action.
The first vice-president shall:
1. be responsible for duties as prescribed in the Constitution and International Standing Rules;
2. perform duties as prescribed by the Xi State Rules and Bylaws
3. perform the duties of the president when the president cannot perform them
4. whenever possible, attend state convention, Southeast Regional Conference, and International
Convention during her term of office;
5. serve as chairman of the Program Committee, whose responsibilities include:
a.
guidance to chapter program committee,
b.
development of professional, personal, and program of work programs for chapter
meetings
c.
involvement of the music representatives.
6. confer with the president, second vice-president and/or members of the Executive Committee to
make annual plans for the chapter;
The recording secretary shall:
1. be responsible for duties as prescribed in the Constitution and International Standing Rules;
2. perform duties as prescribed by the Xi State Rules and Bylaws;
3. whenever possible, attend the state conventions, Southeast Regional Conference, and
International
Convention during her term of office;
4. record business of Executive Board meetings and chapter business meetings. Read minutes at
each
meeting.
5. send copies of chapter minutes to the president
6. preserve a copy of all official minutes and keep in chapter archives
7. be responsible for sending correspondence to chapter members upon the behalf of the entire
chapter:
a.
birthday cards
b.
sympathy cards
c.
donation cards
The treasurer shall:
1. be responsible for duties as prescribed in the Constitution and International Standing Rules;
2. perform duties as prescribed by the Xi State Rules and Bylaws;
3. execute all duties and responsibilities of the office as set forth in the Xi State Personnel Manual
and
Guidelines for State and Chapter Treasurers;
4 insure that checks written on Beta Pi accounts shall be cashed within sixty (60) days
5. make reimbursements only when requisitions are submitted within sixty (60) days of the event
and
requisitions include documentation, i.e. attached copy of receipt or bill of sale or third
party statements.
6. be responsible for collection of dues
7. send in dues and forms to State Treasurer
8. distribute membership cards to chapter members who have paid dues
The parliamentarian shall:
1. attend chapter meetings
2. serve as parliamentary advisor to the president before and during chapter meetings;
3. serve as ex officio member of the Rules Committee
The immediate Past President shall:

1. advise and mentor the incoming president;

2. select and present a gift to the new president at the birthday celebration;
3. submit, within the first year following her term of office, a history of her biennium.
4. submit Chapter Excellence Award sheet to the state
(Appointed Positions)
G.
The Newsletter Editor shall:
1. prepare a newsletter during the months that the chapter does not meet.
2. perform duties and responsibilities as directed by the President and the Executive Board.
3. obtain a message from the president for each newsletter
4. mail letters in a timely fashion, stamps provided by the chapter
5. request materials for newsletter when needed
H.
The Executive Secretary shall:
1. perform duties and responsibilities as directed by the President and the Executive Board.
2. be responsible for updating the Chapter Yearbook and submitting it to the state in December of
each year.
3. maintain the Strategic Action plan for the chapter
VI. EXECUTIVE BOARD
A. The Executive Board consists of the chapter officers and the immediate past-president. All members
listed under Officers. The board meets, along with the rest of the chapter, at the July planning session
of each year. The Executive Board has parliamentary authority to make decisions when a chapter vote
is unnecessary or unavailable. Most decisions are majority rule.
VII.

BETA PI COMMITTEES SHALL:

A.
Transfer files to succeeding chairmen as soon as possible
B.
Prepare and submit a committee annual report to the corresponding state committee chairman
C.
Observe the following regulations:
1.
Official business may be transacted only if a quorum (majority of the members) is
present.
2.
All committee expense statements must be approved by committee chairman and
submitted to treasurer within thirty days after expenses are incurred. Reimbursement
may be made only after approved by the chapter president.
3.
For use in the development of future budgets all expenses incurred should be documented
and reported
4.
No member shall serve more than two consecutive terms on the same committee.
D.
Consist of:
Society Business
1.
Finance which shall
a.
prepare and present a budget for the biennium
b.
maintain a record of Beta Pi Treasury Reports
c.
implement changes recommended by the chapter
d.
meet two times during the biennium
2.
Membership which shall
a.
receive recommendation letters for prospective members
b.
plan orientation meeting in February
c.
plan initiation ceremony in March
d.
coordinate with the planning committee/hostesses
e.
provide inspiration for each meeting
f.
plan informational meeting in September
3.
Planning which shall
a.
coordinate all hostesses for meetings
b.
coordinate with Membership committee for orientation and initiation
c.
plan the Birthday Brunch
d.
coordinate New Teacher bags for August in-service
4.
Communications & Publicity which shall
a.
produce six newsletters and send to members and state personnel

b.
write and submit articles to local newspapers
c.
write and submit articles to Xi State News
d.
make sure communications award criteria are met
e.
maintain the chapter website
5.
Program which shall
a.
execute chapter programs
b.
have gifts for special guests at the meetings
c.
plan chapter field trips
Society Mission & Purposes
1.
Literacy which shall
a.
coordinate the Books from Birth activities
b.
Send forms to the state
c.
Keep records of all literacy activities
2.
International Projects which shall
d.
promote World Fellowships
e.
promote projects designated by the state
f.
take donations and send them to appropriate destinations
3.
Legislation which shall
g.
give a legislative update at chapter meetings
h.
provide the newsletter editor with legislative updates
i.
attend the Legislative Symposium in February
VIII. PARLIAMENTARY AUTHORITY
Beta Pi meetings are conducted according to Roberts Rules of Order (current edition).
IX. AMENDMENTS TO CHAPTER RULES
Chapter Rules will be reviewed and amended as necessary and sent into the Xi State organization
for review every three years. They will be presented to the chapter and approved before submission.
X.

B.

Chapter Customs, Traditions, Current Policies and Procedures

PUBLICATIONS
A.
Beta Pi News
1.
shall be published by the editor at least six times a year;
2.
shall have the cost of publication included in members dues;
3.
shall be mailed/e-mailed to all members during the months with no meeting
4.
shall include but not be limited to
a.
dates to remember
b.
a message from the president
c.
information from the presidents mailing
d.
other chapter activities as deemed important by the editor
e.
legislative updates
Chapter Website
1.
shall be maintained and updated regularly
2.
shall be resubmitted for approval to International regularly
MEMORIALS
A. Beta Pi shall contribute to the scholarship fund $25 upon the death of a member.
B. Member shall receive one red rose upon the death of a close family member.
C. Members will be memorialized at the next initiation ceremony following their death.

SCHOLARSHIPS
A.
shall be offered annually.
B.
Applicants will be a female senior who plans to major in education
C.
The amount of $100 will be presented to the top applicant
Last updated: 4/3/16
Approved by Executive Board