Tri Kappa Bylaws, a timeless link of our Past, Present and Future

1. Tri Kappa Bylaws, a timeless link of our Past, Present and Future Karen Filler, State Parliamentarian, Crooked Creek Epsilon Sigma Deb Brown, Province VIII Officer, Bluffton Associate Shannon Dawson, Mental Health Chair, Knightstown Alpha Zeta Donna Goetz, Memorial Fund Chair, West Lafayette Beta Associate Dr. Barry Glazer, Certified Professional Parliamentarian

2. Goals of the Workshop • Mechanics of running a business meeting • Mock Business Meeting • What needs to be included in Recording Secretary Minutes • Making a Motion • Keeping a business meeting on track • The purpose of Committees • Let’s have fun • Four-year Bylaw Review and Revisions • Brief Overview of Amendments to current State Bylaws

3. Mock Business Meeting • Mock Business Meeting of Ashland Alpha Chapter President: Donna Goetz • Order of Business: Refer to State Bylaws, Article III, Section 6.A.5. and “Keys to a Successful Chapter – How to Conduct Meeting”

4. Mock Business Meeting Cont. • Recording Secretary: Deb Brown • Outline of Minutes – What needs to be included • Read and approved OR amended and approved. • May be accepted by consent (no motion/vote).

5. Mock Business Meeting Cont. President: Donna Goetz • Reports • Do not require chapter vote • May be followed by questions • Treasurer – Received and filed for financial review • Unfinished Business – not “old” business • New Business

6. How to make a motion • Mock Motion Presentation • Make a motion • Postpone a Motion • More Information: • Guide to Making a Motion—refer to Key: How to Conduct a Meeting • Robert’s Rules of Order Newly Revised in Brief 2nd ed.

7. Recap of How to Make A Motion • A motion is for information or action. • Begins with a motion from the floor OR the President may “entertain” a motion. • Both require a second. • “I move” or “I make a motion that” • INCORRECT LANGUAGE: “I motion that” • Discussion follows motion—gives members a chance to speak without repeating ideas—then a vote

8. How to Limit Lengthy Discussions Shannon Dawson: • If the discussion gets bogged down, appoint a special committee or ask the committee to reevaluate and make a recommendation to the chapter at the next meeting.

9. Committees • Two types of committees: (Shannon Dawson) • Standing Committees – Appoint a Chair. Responsible for a certain function, e.g. Ways and Means, Social, etc. If a motion falls within the subject matter of a committee, it must be referred to that committee. • Special Committees – Created for a particular task and is not needed when the task is completed, e.g. 50 year Anniversary Celebration

10. Bylaw Review • Process for Chapter Bylaw Review • Notice sent via email, PCOT, Tri Kappa Updates • Must be submitted every four years—even if no changes made! • A clean copy (corrections made and stamp removed from last review) must be submitted even if no changes are wanted.

11. Bylaw Revisions • Process for Chapter Bylaw Revision • Use this format to submit a change: • Previous language: • Proposed language: • Rationale for change: • Date approved by chapter: • Do not send entire Bylaws for a revision. • If you do, the Parliamentarian is obliged to review the entire document. • Email the needed information to parliamentarian@trikappa.org.

12. Bylaw Submissions • E-mailing Your Bylaws • Word document • Save as Town, Greek Name (or Associate) Bylaws. • Use “track changes” to identify changes in a Review. • Include in comments, separate Word doc, or e-mail: • Reason for revision • Date approved by chapter • Mailing Your Bylaws • Two clean copies with self-addressed, stamped envelope. • Separate page for changes and required revision information .

13. A Friendly Reminder • Chapter Review (Inspection) • Province Convention and Officer Training (Province Convention) • Key Membership • Active vs. active • Financial Review – Not “audit” • Chair – Not “Chairman” • Dissolution Clause – Update per the language in the 2018 Spring edition of Cross Keys, p.8

14. Brief Recap of Some of The State Bylaws Amendments • Amendment 1—Article III, Section 5.A.l.c.3. – Establishment of Chapters – Insert “and no more than five (5) negative votes”. To simplify wording for the establishment of new chapters. • Amendment 2—Article IV, Section 3.D. – Classification-Members – Insert “an Active member”. To clarify that Key membership is a subcategory of Active membership.

15. Brief Recap of Some of The State Bylaws Amendments • Amendment 5—Article V, Section 3.F.1. – Duties of Officers- Active Chapter – Treasurer, Article VI, Section 3.D.1. – Duties of Officers – Associate Chapter – Treasurer – Insert “before the end of the fiscal year”. To clarify the date by which the budget needs to be approved. • Amendment 6 – Article V, Section 5.E. – Finance-Active Chapter; Article VI, Section 5.D. – Finance-Associate Chapter; Article VII, Section 1.A.1. – Per Capital Assessment – Insert “delinquent after September 30”. To clarify the date by which dues are delinquent.

16. Brief Recap of Some of The State Bylaws Amendments • Amendment 7 – Article VII, Section 1.B.1; Article VII, Section 1.B.2; Article VII, Section 1.B.4; Article VII, Section 1.B.5; Article VII, Section 1.B.1; Article VII, Section 1.B.2.; Article VII, Section 1.B.4.; Article VII, Section 1.B.5. – Per Capita Assessment – To strike Cross Keys from a separate line item and incorporate the dollars into the General Fund. The expense of publishing Cross Keys is an expense incurred by the General Fund and therefore does not need to be identified as a separate line item in the apportionment of the per capita assessment. DOES NOT INCREASE THE TOTAL AMOUNT OF THE GENERAL FUND.

17. Brief Recap of Some of The State Bylaws Amendments • Amendment 8 – Article VII, Section 1.B.1; Article VII, Section 1.B.2.; Article VII, Section 1.B.4.; Article VII, Section 1.B.5. – Per Capita Assessment – Increase in the per capita assessment by $1.00. This nominal $1.00 increase in total capita assessment is to help fund State Convention and alleviate the financial burden on the State Convention host chapter.

18. Brief Recap of Some of The State Bylaws Amendments • Amendment 11 – Article IX, Section 3.B.2.f. – State Parliamentarian – Strike “at least eight (8) weeks prior to State Convention” and insert “by September 1 of each even-numbered year.” To clarify when Bylaw changes need to be sent to chapters. • Amendment 12 – Article XII, Section 3. – Records and Strongbox – Strike “Council Secretary in care of” – To bring the Bylaws current with operating procedures. Central Office performs this duty, not Council Secretary.

19. Thank you for attending! We hope you have enjoyed this presentation! Join State Chairs for a reception on the Patio honoring you! Enjoy the rest of your evening!