Duties of Beta Phi Officers
President
- Attend DKG California Chapter President’s training
- Create an agenda and lead each chapter business meeting
- Attend Area XIV meetings 4x a year and bring impt. info to chapter
- Complete forms from International, State, and Area 14 on time
- Receive emails and pass info on to appropriate members
- Keep track of all deadlines and remind members and chapter officers
- Attend Area XIV Conference and DKG California State Convention
- Try to represent chapter at International Convention and SW Reg. Conf.
- Other duties as needed
1st Vice President
- Program Chairman
- Help set up calendar for programs for chapter meetings
- Attend Officers meetings
- Support the chapter president and preside in her absence
- Make “Refrigerator Schedule” for members in Aug. or Sept.
- Other duties as needed
2nd Vice President
- Membership Chairman
- Put together chapter Yearbook
- Plan and conduct Orientation of New Members
- Plan and conduct Initiation of New Members
- Attend Officers meetings
- Support the chapter president
- Other duties as needed
Recording Secretary
- Take minutes at business meetings, type for approval before the next meeting
- Find a replacement if unable to attend a meeting
- Attend Officers meetings
- Other duties as needed
Corresponding Secretary
Newsletter
- Put together monthly newsletter with help of chapter president
- Electronically send newsletter to chapter members, Area XIV Director and
- designated DKG California Officers
- Copy and send newsletter by snail mail to those members without email
- Attend Officers meetings
- Other duties as needed
- Other correspondence as needed (cards, notes, email, etc.)
- Attend Officers meetings
- Other duties as needed
- Maintain website-- updates, certification, hosting.
- Attend Officers meetings
- Other duties as needed
Treasurer
The treasurer receives the Guidelines for Chapter Treasurers from Society Headquarters in even-numbered years. Her responsibilities include, but are not limited to,
- Receiving money and paying expenses approved by the chapter president
- Keeping an account of income and expenditures, including bank statements
- Presenting a financial report at each regular meeting
- Filing each year ,between July 1 and November 15, Form990-N for the Internal
Revenue Service (U.S. chapters only). The confirmation of filing from the IRS is sent to the state treasurer and a copy kept for the chapter records. Directions for completing this filing may be found on the Society website under forms/ treasurer/IRS electronic filing; - Completing Form15 (available on the Society website) by July15 of each year and sending the completed form to the persons designated on the form
- Collecting dues and fees of active and reserve members between July 1 and October 31
- Reporting on preprinted Form18, provided by Society Headquarters, the names of members who have paid dues and fees and sending the report to the state organization treasurer by November 10
- Collecting and immediately sending initiation fees with the initiation cards to the state organization treasurer;
- Submitting chapter accounts for annual financial review
- Advises the officers and members in matters pertaining to interpretation of the Constitution and International Standing Rules, state organization bylaws, chapter rules, and parliamentary procedure
- Gives advice or explanation only when requested to do so
- Is not an officer, but is a non-voting member of the executive board