Officers Institute

Delta Sigma Theta Sorority, Inc.

CHAPTER COMMITTEES

Regional Conference Cycle 2009

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Agenda

Welcome Introductions Meditation Objectives Leadership in Delta Duties of the Committee Chairperson Review of Parliamentary Procedure Exercises Leadership Development Plan Closing

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Objectives

To increase awareness of the Delta Leadership Competencies needed to be a successful leader in the Sorority

To increase knowledge of the roles and responsibilities of the office

To assess leadership strengths and identify areas of growth

To create a development plan that will increase leadership capabilities and effectiveness

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Definition of Leadership

Leadership in Delta Sigma Theta is the responsibility to inspire and empower a team of sorors whose objective is to design and implement visionary goals and objectives. It is the extraordinary ability to mobilize and motivate that team of sorors so that, individually and collectively, measurable outcomes are achieved.

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Principles of Servant Leadership

Our National President, Soror Cynthia M. A. Butler-McIntyre has adopted the concepts of Servant Leadership, ‘leadership with a servant’s heart’, and she encourages us to consider and emulate its characteristics and principles.

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The Delta Leadership Competencies

The Delta Leadership competencies

describe what it takes to successfully

play a leadership role in Delta and can

help you better understand what skills,

abilities, and behaviors are most

appropriate for Delta leaders.

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Delta Leadership Competencies

Visioning

Strategic Agility

Ethics and Values

Leading Others

Communication

Interpersonal Savvy

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Delta Leadership Competencies

Business and Financial Acumen

Planning and Organizing

Problem Solving and Decision Making

Political and Organizational Savvy

Personal and Professional Development

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Leadership Self Assessment

What is your assessment of your

leadership characteristics and

skills? Please complete the

Leadership Self-Assessment.

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Leadership Self Assessment

No soror is strong in all eleven

areas. The goal is to understand in

what areas you need to be strong

and then, develop your skills and

abilities in those areas.

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National Structure

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Regional Structure

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Chapter Structure

Chapter President

Chapter Executive Board

Committees

Finance Member-ship

Social Action

Nomin-ating

Heritage/Archives

Scholar-ship

Program Planning

Members

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Delta’s Governing Documents

Corporate Charter

Constitution and Bylaws

Robert’s Rules of Order Newly Revised (10th Edition)

Chapter Management Handbook (2007)

Ritual (1996)

Code of Conduct

Protocol and Traditions

Chapter Rules of Order

Chapter Policies and Procedures

Heritage and Archives Manual

Conduct of Ritualistic and Ceremonies Protocol for Delta Sigma Theta Sorority, Inc.

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Delta’s Administrative Resources and Tools

Administrative Procedures for Membership Intake

Pyramid Study Guide

Advisor’s Handbook

Chapter Mailings/Updates

Financial Information Booklet

Membership Intake Program

Chapter Compliance Checklist

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Chapter Role Definitions

What do you think are the

roles and responsibilities of your office?

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THE CHAPTER COMMITTEES

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Types of Committees

Executive Committee

Executive Board

Standing Committees

Special Committees

Ad Hoc Committees

Sub-Committees

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Duties Of Committees

To clarify the chapter’s goals and objectives for projects or programs

To develop a plan

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

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Committee Chairperson

Appointed by President, except Nominating Committee Chair

Works closely with Chapter President and is a member of the Executive Board

Has major responsibility for carrying out programs, directives, interests and agendas

Any duties as prescribed in the local Policies & Procedures

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Duties Of The Committee Chair

Reports on the work of the committee

Recruits members

Communicates with members and coordinates their activities

Submits written reports at Executive Board and Chapter meetings

Submits evaluation report at end of chapter year

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Duties Of Committee Members

Attend scheduled and special meetings

Represent the committee as requested

Provide specialized information to committee

Give advice and guidance; suggest new areas for study

Promote and interpret the purpose and program of Delta Sigma Theta Sorority, Inc.

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Duties of the Presiding Officer

The following are the duties of a Presiding Officer:

• To open the meetings at the time they are supposed to open by taking the chair and calling the members to order;

• To ascertain then and throughout the meeting that a quorum is present;

• To announce the business before the chapter in the correct order;

• To state and put to vote all motions in order, unless, in her opinion, the wording is not clear enough to permit a statement of the motion;

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Duties of the Presiding Officer• To initiate general consent when appropriate;

• To assign the floor to members by announcing their names (recognizing them);

• To enforce all rules, maintain order and decorum;

• To respond to parliamentary inquiries, points of order, and any other motions that require action by the chair;

• To maintain impartiality;

• To try to alternate between pro and con when conducting debate on a motion;

• To declare the chapter meeting recessed or adjourned;

• To have at hand the Delta Sigma Theta Constitution and Bylaws, the chapter’s rules of order and chapter’s policies and procedures;

• In general to represent the chapter, declaring its will and obeying its command in all matters.

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Running an Effective Meeting

Be On Time and Start On Time Be Organized Be Prepared Be a Teacher Be in Control of the Floor Be Impartial Be Composed Be Precise Be Focused Be Temperate

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Committee Reports

A written copy should be provided to the Executive Board, chapter members and Recording Secretary.

• Heading—name of committee, chapter and date

• Summary of activities• Recommendations• Name of chair and date

The report should be distributed in advance (when possible) to members.

The presenter should summarize key findings when giving oral report during meeting.

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Committee Reports

The report should present and discuss recommendations in detail.

It is not necessary to move the report be receivedAn informational report with no recommendations

or motions does not require a vote.A report with recommendations needs a motion to

adopt the report with recommendations or adopt the recommendations.

• Motion may be made by Chairperson (or soror making report).

• No second is required.• Chapter accepts recommendations and will take action

on them.

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Committee Reports

Committee members may submit a minority

report after the committee report (may include

recommendations also)

Both committee and minority reports are main

motions and open to subsidiary motions (if

recommendations are included)

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Parliamentary

Procedure

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Ten Basic Rules Of Parliamentary Procedure

The Rights of the Sorority Supersede The Rights of the Sorority Supersede the Rights of the Individual Soror.the Rights of the Individual Soror.

All Members are Equal and Their Rights All Members are Equal and Their Rights are Equal.are Equal.

A Quorum must be Present to do A Quorum must be Present to do Business.Business.

The Majority Rules.The Majority Rules. Silence is consent.Silence is consent. Two-thirds vote rules.Two-thirds vote rules.

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Ten Basic Rules Of Parliamentary Procedure

One question at a time and one speaker One question at a time and one speaker at a time.at a time.

Debatable motions must receive full Debatable motions must receive full debate.debate.

Once a question is decided, it is not in Once a question is decided, it is not in order to bring up the same motion or order to bring up the same motion or one essentially like it at the same one essentially like it at the same meeting.meeting.

Personal remarks in debates are always Personal remarks in debates are always out of order.out of order.

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Basic Parliamentary Procedures

Seek recognition by raising your hand.Seek recognition by raising your hand.

Wait to be recognized by the chair.Wait to be recognized by the chair.

State your motion.State your motion.

Chair restates your motion.Chair restates your motion.

Chair opens the floor for debate.Chair opens the floor for debate.

Chair puts the question to a vote.Chair puts the question to a vote.

Chair announces the vote.Chair announces the vote.

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Parliamentary Procedureto Expedite Business

President should assist sorors in phrasing/framing motions;

President should restate the motion on the floor when discussion is wandering;

President should state that the Treasurer’s report will be filed for audit because it is not adopted; only the Annual Auditor’s Report is voted on;

Committee Reports are not adopted; only their recommendations for action should be acted upon;

Use general consent whenever possible.

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Steps for Planning Chapter Programs

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My Leadership Development Plan

Identify areas of strength

Identify areas of development of leadership skills

Create a plan of action to improve your leadership skills

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Closing

Thank you for attending our workshop.

Please complete all evaluation forms and return to the facilitator

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The Leadership Academy2008-2010Elsie Cooke-Holmes, Co-Chair

Pamela E. Smith, Co-ChairCrystal T. Barker

Schean G. Belton, Esq.Stephanie M. Cooper

Deloris Johnson DrakesLisa Farmer-Cole

Soraya Williams FarverCharlotte M. Freeman, Ph.D.

Renee LaVerne HarperBeverly Harris SchembriSandra F. Mack, Ed.D.Juanita B. Massenburg

Gwendolyn MosleyMandy Mullens-Williams

Mabel Lake Murray, Ed.D.Mildred Porter-Duncan

Norma Sermon Boyd, Ed.D.Jennifer R. SmithGlenell S. Smoot

Hellenna L. Terrell, Ed.D.Barbara Woods, Ph.D.

Stephanie Flowers, Staff Liaison