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Charm City Pearls Interest Group
Alpha Kappa Alpha Sorority, Inc.
Charm City Pearls
Alpha Kappa Alpha Sorority, Incorporated
Financial Policies & Procedures
TABLE OF CONTENTS
To serve as a guide to encourage respect and support for our elected and appointed leaders while conducting the business of Alpha Kappa Alpha Sorority, Incorporated, as further outlined in our Soror Code of Ethics and Manual of Standard Procedure.
New Officers are installed at the December meeting, and shall begin their term of office on January 1.
Each officer shall provide to the Interest Group her goals and accomplishments for each year.
Where appropriate, each officer shall conduct monthly meetings and provide a written report of the meeting to the presiding officer upon her request in a timely manner.
Each outgoing officer will conduct an Officer’s Transfer Meeting with the incoming officer prior to January 1.
Each outgoing officer shall forward to the incoming officer all documents and/or items belonging to the Interest Group within thirty (30) days of the incoming officer being elected.
Each outgoing officer shall receive a certificate of appreciation with her name, office and years of service at the end of her term.
All officers must be members in good standing with the Interest Group, as defined by the Interest Group Bylaws, Article III, Section 2.
Each Officer will provide to the presiding officer year-end reports of Interest Group activity on dates specified by the presiding officer, but before December 31 of each year.
At all meetings, the presiding officer must be addressed by stating “Madame President.”
All members are expected to arrive timely to meetings.
Members arriving late to business meetings will be assessed a late fee of $2.00, as defined in the Interest Group Bylaws, Article III, Section 8.
All meeting late fess will be contributed to the Charm City Pearls Educational Advancement Foundation Fund, as per the Interest Group Bylaws, Article III, Section 8.
Members shall be notified of all meetings at least thirty (30) days in advance of the requested meeting date, unless the presiding officer must call an emergency meeting to address Interest Group concerns.
In the event that a Standing Committee chairman needs to schedule a meeting outside of or in addition to her pre-arranged monthly meeting day and time, she must send notification to the committee at least seven (7) days in advance of the requested meeting date.
A member is not allowed to speak until recognized by the presiding officer.
Discussions from the floor shall be limited to two (2) minutes per member per topic.
A member shall only speak twice on any given topic; however, she can only do so after all other members have been given the opportunity to speak.
The Philacter will serve as timekeeper for discussions.
If a debate ensues, speakers with opposing views will be recognized in turn.
Any matter desired for presentation on the agenda must be brought to the attention of the presiding officer at least seven (7) days prior to the scheduled meeting.
Meeting interruptions are not permitted unless the interruption is of extreme importance, at which time the member will stand and state her name and request a personal privilege or point of parliamentary procedure.
During meetings, each member is expected to display and maintain proper conduct at all times, to include no excessive talking, walking and/or conducting other business not appropriate to the business at hand, unless otherwise allowed by the presiding officer.
The Executive Committee will convene a meeting of all newly elected, outgoing, and continuing officers immediately following installation of officers at the December meeting to set a date for a transitional meeting of all newly elected, outgoing, and continuing officers. The purpose of this meeting is to ensure proper and timely change of officers and Interest Group documents and materials.
Standing committees are named and defined in the Interest Group Bylaws Article VIII, Section 1.
Ad Hoc committees are created, named and defined by the presiding officer, and terminate at the expiration of her term unless her successor so chooses to maintain any desired Ad Hoc committee.
The presiding officer may create, name, and define Special committees according to identified need. The committee is dissolved at the completion of the assigned duty.
Each committee chairman shall provide the Interest Group with goals and accomplishments for each year.
Each committee chairman shall conduct monthly meetings and provide a written report of the meeting to the presiding officer upon her request in a timely manner.
Each standing committee should meet in person at least four (4) times per calendar year.
All chairmen, co-chairmen and members of Standing, Ad Hoc and Special committees must be members in good standing with the Interest Group, as defined by the Interest Group Bylaws Article III, Section 2.
Each committee chairman will provide to the presiding officer year-end reports of Interest Group activities, on dates specified by the presiding officer but before December 31st of each year.
Communications, including but not limited to meeting notifications and/or other special communications and acknowledgements, with the membership shall include one or a combination of the following means:
Postal Service (i.e. US, UPS, DHL, etc.)
Electronic (Evite, 123 Greetings, etc.)
The presiding officer must approve all external communications.
Standing Rules are adopted by a majority vote at any business meeting, and amended by two-thirds vote without previous notice, or by a majority vote with such notice. The Standing Rules can be suspended by a majority vote, as provided by Robert’s Rules of Order Newly Revised.