2012 Leadership Development

Training for Presidents and

Chapter Officers

CONGRATULATIONS! You’ve been elected a Chapter Officer

You’ve Accepted the Job

Time for you to…Plan, Prepare, and Lead

Leadership

Does carrying the torch of leadership make you feel uneasy?

Leadership

Traits of LeadersHonest

Imaginative

Forward-looking

Straightforward

Courageous

Broad-minded

Inspiring

Intelligent

Fair-minded

Competent

Authoritarian (Autocratic)

Participative Leadership (Democratic)

Delegative (Laissez-Faire)

What type of leader are you?Psychologist Kurt Lewin identified in 1939 three major leadership types

What Should I Know as a Chapter Officer?

1. Structure of the international organization (or where to find this information)

2. Mission, Vision, and Purposes of the Society

3. Framework of DKG

4. State Executive Board and State Committees

1. Structure of the SocietyThe Delta Kappa Gamma Society International

Three Levels of Governance and Support: Chapters, State Organization, International

While each member belongs to three levels of the Society, Chapter, State Organization and International, she has but one mission, to promote professional and personal growth of women educators and excellence in education.

106,000 MEMBERS

meeting in 2,800 CHAPTERS

organized in 17 COUNTRIES

voting at CONVENTIONS

78 State Organizations State Organization Presidents serve on International Executive Board. State Organizations offer: Leadership training Projects Scholarships and grants Public relations Communications Chapter support

International Society Boards and Committees

Provide:

Management of Society Headquarters Strategic planning and oversight Financial management of funds Projects and services Scholarship and World Fellowships

Offer vehicles for: Communications Public relations Leadership development opportunities Professional development opportunities

Regional Conferences

Disseminate information about Society activities

Provide educational workshops Provide leadership training Facilitate fellowship Provide inspiration

International Headquarters The building located at 416 West 12th Street, Austin, Texas houses the International Society staff who offer support for all members, officers and international personnel.

International Convention

Executive Board and Convention Actions Provide:

overall governance for the organization and revisions of governing documents.

2. Mission, Vision, Purposes of the Society

MissionThe Delta Kappa Gamma Society International promotes professional and personal growth of women educators and excellence in education.

VisionLeading women educators

impacting education worldwide.

Purposes1. To unite women educators of the world in a genuine spiritual fellowship

2. To honor women who have given or who evidence a potential for distinctive service in any field of education

3. To advance the professional interest and position of women in education

4. To initiate, endorse and support desirable legislation or other suitable endeavors in the interests of education and of women educators

5. To endow scholarships to aid outstanding women educators in pursuing graduate study and to grant fellowships to non-member women educators

6. To stimulate the personal and professional growth of members and to encourage their participation in appropriate programs of action

7. To inform the members of current economic, social, political and educational issues so that they may participate effectively in a world Society

3. Framework of DKG

Organization of the International Level

International Committees Report to International President

Responsibilities delineated by the

Constitution.

Administrative Board Reports to Executive Board

Carries out the plans and policies adopted by the international convention.

Business Services Administrator Responsibility: Finance, Accounting, Human Resources payroll/benefits, Building Management, Information Systems, Convention/Conference Business Reports to Executive Coordinator, International President, Administrative Board

Forums Canadian European

Latin American United States

The participants determine the plan and activities.

Educational Foundation Non-profit Corporation

Exempt from federal income taxation 501(c) 3

Mission: … supports and encourages intercultural understanding and educational excellence.

Executive Coordinator Responsibility: Headquarters Functions; Liaison to Boards, President, Educational Foundation Archival Records, Convention/Conference Programs Long Range Planning Reports to International President/Administrative Board

Program/Membership Services Administrator Responsibility: Program and Membership Services Reports to Executive Coordinator, International President, Administrative Board

International Convention Highest Authority

Delegates some authority by way of the Constitution; maintains authority in all other matters.

International Executive Board Reports to the Convention

Has constitutional authority to: 1. adopt the budget 2. elect trustees of Educational Foundation 3. recommend policy/procedures 4. select dates/sites for international

meetings 5. define regions; assign state organizations

to regions 6. approve establishment of state

organizations; procedures for possible dissolution

7. select International Achievement Award recipient

8. select international honorary members

International President Reports to Administrative Board and

International Executive Board

International Headquarters “It is the function of Headquarters to synthesize information, to note the thinking expressed by chapters and state organizations, to help familiarize current officers with the long-range decisions of past Boards and Conventions, and to service the Society through correspondence and by participation at conventions and conferences.”

Our Heritage 1, pg. 234

Communications Services Administrator Responsibility: Public Relations; Publications (print, non-print); Society Inventories Reports to Executive Coordinator, International President, Administrative Board

Organization of the STATE ORGANIZATION and CHAPTER Levels State Organization Organized by International Expansion Committee. Consist of all chapters within the state organization and members holding membership within the state organization. Establishes Bylaws to govern itself and its chapters. Bylaws must be consistent with the Constitution.

State Convention Highest Authority

The medium for transacting the business of the state organization. Held odd-numbered years (optional even year). Any attending member may make motions, enter discussions and vote.

Executive Board Duties relate to …

Convention policies and procedures; budget; personnel; dates/sites; emergency matters.

Executive Committee Optional committee. Consist of elected officers who act for the Executive Board between meetings. .

State Organization President Responsibility for the guidance of chapter work throughout the state. .

Chapter The BASIC unit of the Society. Organized in accordance with state organization Bylaws. Chapter rules consistent with Constitution and its state organization Bylaws.

Business Meeting (Quorum Present)

Highest Authority The medium for transacting the business of the chapter. A minimum of four per year is required. Chapter president presides at chapter meetings.

Executive Board Duties relate to selection of treasurer; emergency matters; policies and procedures; chapter finances.

Chapter President

Responsibility for the guidance of the work of the chapter.

Standing Committees Constituted to perform continuing functions. Generally remain in existence permanently.

Ad Hoc Committees Constituted for a specific function. Ceases to exist when its assignment is accomplished.

4. State Executive Board & CommitteesOFFICERS

PRESIDENT:Olive Horning FIRST VICE-PRESIDENT:Elizabeth VanWestenburg SECOND VICE-PRESIDENT:Dr. Dorothy SampleRECORDING SECRETARY:Bernice Haglund CORRESPONDING SECRETARY:Kathy Taylor PARLIAMENTARIAN:Dr. Helen PopovichTREASURER:Loretta Miles EXECUTIVE SECRETARY:Sarah “Sally” Garrison WOLVERINE EDITOR:J. Jay Pechta IMMEDIATE PAST PRESIDENT:Jackie Smart

COMMITTEESAPPROVAL OF MINUTES:Diane Dray BY LAWS/STANDING RULES:Ann Elmer CHAPTER/COUNCIL VISITATIONS:Kathy MuenchEXPANSION/MEMBERSHIP: Nancy Everett NECROLOGY CO-CHAIRS:Lynne Elsesser Nancy Higgins FINANCE:Shaila JehleHISTORY:Pat Charlton LEADERSHIP DEVELOPMENT:Jackie SmartNOMINATIONS:Joanne GardnerPERSONNEL:Kaye Calley-Martin

COMMUNICATIONS:Laura Perkins COORDINATING COUNCILS C0-CHAIRS:Julie Usher Dr. Gedy Love DISTINGUISHED SERVICE AWARD:Dr. Dorothy Sample FUNDING OUR PURPOSES:Judi Fisher HISTORICAL DOCUMENT STORAGE:Kay OstromSCHOLARSHIPS/GRANTS:Gloria Fisher TECHNOLOGY/WEBMASTER:Tamara WebsterWILMA ADAMS FUND:Norrie Slater WORLD FELLOWSHIP: Gloria Richards CHAPTER PRESIDENTS AT LARGE:Joanne Saucier Linda IchescoSharon LaHaie

STRATEGIC PLANNING:Dr. Paula A. DentPROGRAM: Liz VanWestenburgLEGISLATION/U.S. FORUM:Judy Foster MUSIC C0-CHAIRS:Nancy Tetzlaff Marcia ThatcherPERSONAL GROWTH & SERVICES:Marilyn Hopkins PROFESSIONAL AFFAIRS:Kay TeboRESEARCH:Nina Keener WOMEN IN THE ARTS CO-CHAIRS:Theresa Sedmak Dr. Ranae Beyerlein EDUCATIONAL SERVICES: Dr. Dorothy Sample

Meetings

Minimum Necessary Officers

Every deliberative assembly must have:

• a presiding officer

• a secretary&

Knowledge is strength

Presiding Tips

Keep members informed

Maintain control over the progress of the meeting

ALWAYS:

Maintain order

Provide strong leadership

Remain impartial

Be tactful

Be fair

Exercise good judgment

NEVER:

Be unjust, even to troublesome members

Be more technical than necessary

Say “I”

Take advantage of a member’s lack of

knowledge

Presider Tips Continued:

What are Minutes?

Official record of the proceedings of a deliberative assembly

Legal public record of a meeting

Should reflect what was done in the meeting, not what was said by the members

Should never reflect the recorder’s opinion, favorable or otherwise, on anything said or done

Purpose of Minutes

Refresh the memory of the members who were present at the meeting

Inform those who were absent from the meeting

Make possible a compiled history of the organization’s acts and accomplishments

The hour of adjournment

Signed by the person writing the minutes

Respectfully submitted no longer used

After final approval, the word “Approved” with the secretary’s initials and date should be written below

Last Paragraph of Minutes

Alpha Iota State Websitewww.deltakappagamma.org/MI

Alpha Iota State Websitewww.deltakappagamma.org/MI

Our state website is full of information and is updated regularly by Webmaster Tamara Webster.

Alpha Iota State Website has:

Online Event Registration• Fall Conference • International Convention & NE Conference• State Convention

Forms & ApplicationsAlpha Iota HistoryPAC & Chapter Presidents’ RostersBuzz Tips and more

President’s Mailings

The Wolverine

The Wolverines are archived on the state website.

Send your articles and photos from your chapter meetings and special events to The Wolverine editor, J-Jay Pechta at:

jpechta@dkg.comcast.net

State Committees

Educational Excellence Committee “Program”

Promote the Schools for Africa Project

Support Early-career Educators

Programs and Activities that Focus on Educational Excellence

Programs and activities that promote the DKG/UN relationship

Programs and activities that increase members’ personal and professional skills and pride

Programs and activities that increase members’ global awareness

Programs and activities that impact educational law and policy

Membership

MembershipAlways consider the possibility of recruiting new members.

Remember an educator is an:• Instructor• Teacher• Trainer• Creator of materials for any number, any age, any

audience, and in any location

Where to look for new members ?

• School or work place for regular and part-time teaching staff, specialists, substitutes, support personnel, and administrators

• District, county, state, national, international schools; countrywide service centers; universities; professional career training institutes

• Grade level, department, curriculum or professional development meetings, conferences, workshops, and conventions

• Community colleges, adult and community education courses

• Board of Education, local community, and public board meetings

• Public libraries, museums, zoos, and service organizations

• Organized community park, recreation, sport, and leisure time programs

• Pre-school, private, parochial, charter, and alternative schools

• Nurse educators

• Private businesses and corporations for individuals responsible for providing training and in-service training or creating instructional or training materials

• Health, wellness, personal growth, travel, enrichment, hobby, parenting, human growth and development speakers and events

• Local tutors and private teachers (instruments, drama, painting, …)

Where else? …

Certain membership documents are more important than others. Let your executive board/committee help you decide which of the following, if any, to keep:

Membership Documents

2. A log of chapter honorary members and initiation dates, identifying those who are also state honorary members

3. A temporary record of invitations issued and responses to invitations

4. Copies of chapter minutes containing membership actions

1. The name, date, and rationale given by persons declining membership, particularly those who indicated they may want to join later

 5. An up-to-date biographical data sheet with a resume for each chapter member; use current member profiles to compile a chapter profile and inform members of “voids” in chapter membership

 6. The chapter membership roster should always match current reports of International and State organizations regarding the number and classification of members

7. Copies of Form 6 document the number of deceased members within a specified time

DKG website posts monthly membership resources

Membership MemosFood For Thought: Building Pride in the Society And Building SustainabilityContemporary Initiation CeremonyAssisting Chapter Members with DuesHow to Support and Attract Early Career Educators *New Membership Possibilities2011 Regional Conferences and YouReinstatementSustaining Pride in the Big Picture - OrientationPride in the Big Picture - OrientationMembership Blog

The Membership Committee has prepared new materials:

Pride in the Big Picture

• Orientation PowerPoint

• Re-orientation PowerPoint

• Guide for both

• Contemporary Initiation Ceremony

The materials are on the DKG websiteAn updated Ceremonies booklet will be available soon

Money Matters

Dues Breakdown

Active dues are $63 + $1.00 scholarship feeInternational $40 + $.20 scholarshipAlpha Iota State $23 + $.80 scholarshipChapter Determined by chapter

Reserve dues are $31.00 + $1.00 scholarship State keeps $11.00 $20.00 goes to International

Message for Chapter Treasurers

BREAK into Role-a-Like Groups

• Presidents Leadership Committee

• Membership/Program Chairs/ CommunicationsNancy Everett, Lynne Elsesser, Liz VanWestenburg, & Laura Perkins

• Treasurers, Secretaries, ParliamentariansLoretta Miles & Dr. Helen Popovich

Nuts and Bolts for Chapter Presidents

What Do I Need to Know as Chapter President

President’s Responsibilities

• Attend leadership development training• Attend executive board meetings and

workshops of the state organization• Whenever possible attend the Northeast

Regional Conference and International Convention

• Distribute biennial report forms and ensure they are returned on time

• Notify the state of changes of officers during the biennium

Chapter Presidents need to complete:

• ASAP Chapter Officers Form for 2012-2014

• ASAP Chapter President and Treasurer Form for

2012-2014 to International

• Annual/Biennial Report by February 1st

• Form 6 (Death of a Member)

Reports the State President Needs:

110

FORM FOR REPORTING 2012-2014 CHAPTER OFFICERS State Organization Copy

Please complete the form and mail or fax no later than May 15 to your state organization or another designated person, unless another form has been provided to you by your state organization president. The form may also be downloaded as an interactive form from the Society website and forwarded as an email attachment. Person Completing Form: Chapter Name: State Name:

NAME

MEMBER

I.D.#

MAILING ADDRESS

PREFERRED TELEPHONE

(include area code)

FAX

E-MAIL

President

Treasurer

First Vice-President

Second Vice-President

Recording Secretary

Corresponding Secretary

Parliamentarian

Thank You! 1/2012 I/W/P aw

111

FORM FOR REPORTING 2012-2014 CHAPTER OFFICERS International Copy

Please complete this form and mail or fax no later than May 15 to Society Headquarters

Membership Department You may also download an interactive form P.O. Box 1589 from the Society website and forward as an email Austin, TX 78767-1589 attachment to Linda Davenport at lindad@dkg.org Fax: 512-478-3961 Chapter Name: State Name:

Person Completing Form: CHAPTER PRESIDENT CHAPTER TREASURER NAME

MEMBER I.D. #

MAILING ADDRESS P.O. Box, Street, Route City, State, Zip/Postal Code Country

PREFERRED TELEPHONE (include area code)

FAX

E-MAIL

Thank You! 1/2012 I/W/P aw

Report Forms In November, reporting forms are mailed to Chapter Presidents. They are also available online at www.dkg.org

Chapter Biennial Report FormsPresident Annual Report (Form 54)Communications (Form 38)Educational Excellence (Form 26)Finance Committee (Form 40)Membership Committee (Form 36)Necrology (Form 2)Scholarships Committee (Form 34)World Fellowships Committee (Form 42) Chapter Annual ReportChapter President – Annual Report Necrology – Chapter Annual Report

February 1 (even years)

February 1(odd years)

5. Chapter President’s File - what to save and what to discard

1. Basic Agenda

2. Chapter Rules

3. Basics of Parliamentary Procedure

4. Use of documents (Constitution, International Standing Rules, Handbook)

You Need to Know

Basic AgendaCall to OrderOpening Ceremonies (Welcome; Invocation; Pledge)Minutes of Previous MeetingReports of Officers (include report of Treasurer)Standing and Special Committees Reports Special OrdersUnfinished Business and General OrdersNew BusinessAnnouncements, ProgramAdjournment

MRS SUN

Chapter Rules

Basics of Parliamentary Procedure

The process of following parliamentary law along with any rules of order the organization or assembly may have adopted

Use Parliamentary Procedure to…

To protect to rights of the individual

Expedite business efficiently

To ensure justice and equality

To preserve a sense of harmony and maintain order

To accomplish the group’s purposes

Documents • The basic governing document of Delta Kappa Gamma is the

Constitution. International is governed by the Constitution and International Standing Rules

• Alpha Iota State follows these two documents in addition to our own State Bylaws and Standing Rules

• Each chapter is governed by the Constitution and International Standing Rules and Alpha Iota State Bylaws and Standing Rules. In addition, a chapter adopts its own unit of chapter rules which are consistent with International and State

Contents of your File What to save and what to discard

Current DKG Constitution & International Standing Rules (now online)

Current DKG Handbook (now online)Alpha Iota State Bylaws (now online)Alpha Iota Standing Rules (now online)Chapter RulesChapter CharterOfficial Initiate RegisterReview & read your chapter’s files

5. Websites: International and Statewww.dkg.org & www.deltakappagamma.org/MI

Helpful Tools & Resources1. Guidelines Booklets:

• Chapter Presidents• Membership Chairs• Communications Chairs• Treasurers

2. Delta Kappa Gamma HandbookThis publication provides information regarding chapter responsibilities as designated by the Constitution. You can find the handbook at www.dkg.org Click Library, then click Publications.

3. Past Presidents and officers of your chapter4. Alpha Iota State Officers and Chairmen

What Am I Expected to Do as President?

1. Represent my chapter at state meetings2. Preside at chapter meetings 3. Make all appointments for chapter committees4. Direct the activities of the chapter 5. Ensure all reports required by international and the state are completed by the due dates6. Serve as a voting member of the state Executive Board 7. Invite the state president to a chapter meeting

8. Attend state meetings and encourage other chapter members to do so (see next slide for dates)

July 24 - 28, 2012 International Convention New York City, NY Sheraton New York Hotel and Towers Seventh Avenue

*October 19-20, 2012 Alpha Iota State Fall Conference & Executive Board Holiday Inn, Muskegon, MI

*May 3-5, 2013 Alpha Iota State Convention & Spring Executive Board Meeting Double Tree Hotel Bay City, MI

*Required meetings

Where Can I Find Help?

Consult with your chapter Executive Board, especially the past president(s)

Review the files and written communications from chapter chairmen, the state organization president, and state committee chairmen

Network with other chapter presidents at meetings of the state Executive Board, or your chapter’s Coordinating Council

Contact state officers or committee chairmen for information

Guidelines Booklets

Read it! It has the answers to many questions

If you need help, call or e-mail one of the state officers or state chairmen

Guidelines Booklets Duties of Chapter Officers or ChairmenDocuments for Your FilesMembership Supplies FormsReportsMonth-by-Month “guide,” plus much more

Tips for Effective Meetings

• Schedule or announce the next meeting

• Confirm pre-meeting assignments & place follow-up topics on the agenda

• Distribute the agenda at least one day ahead of the meeting & try to minimize interruptions during the meeting

• Encourage open discussion, make decisions by consensus, summarize decisions made and actions taken

Getting it Together

Time ManagementPaperwork

5 Tips for Managing Your Time

Remember – It’s not how much time you have; it’s how well you manage it!

Organize

Manage your time

Delegate

Plan shorter, more effective meetings

Communicate

In order to conquer paperworkUse the TRAF system

Refer

Act

Toss

File

Remember, it’s easier to get through the maze when we work together.

In Summary• Know your responsibilities

• Keep on schedule (check e-mail frequently, return forms promptly, follow up on phone calls and requests)

• Delegate responsibilities and check in, as needed

• Enjoy being creative and interacting with your members - that’s the fun of it all!

Best wishes for a successful biennium.

Remember to have a FUN one!

Leadership Development CommitteeJackie Smart, LD Chairman, Gamma Alpha

jackie@mysmartfamily.comNancy Berkompas, Alpha Tau

nberkompas@sault.comDelores DiGiacomo, Mu

dejack@yahoo.comSally Garrison, State Executive Secretary, Gamma Delta

wsarahsally@aol.comGwen Graham, Gamma Beta

godonnell@aol.comSusan Helser, Beta Rho

shelser8191@charter.netJulie Kowlaski, Alpha Xi

kowalskiteach@yahoo.com