Presidents' Hotline Q and A Responses Archive

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Q: I am looking for the Fine Arts grant application which is due by Feb. 15. I found some references, but not the application (or specifics). Can you direct me where to find it? Thanks! 

A: Thank you for your question.  When you are on the Alpha Delta Kappa website, go to the Education Excellence tab.  Scroll down to the Professional Development tab.  Click on this tab and scroll down until you find the Fine Arts Grant listed.  The application is attached there.  I hope this is helpful.  

Brenda Smith
President of the ICP
2013 - 2015
2/2/2015

 

Q: I am trying to find the 2015 Membership Challenge. I saw the information on the home page and I did not take the time to copy the information. Could you please tell me where it is located?

 

A: Thank you for your question!  It is under Membership, and you may click here for it.

Q: If a chapter has a meeting in a restaurant or other public meeting location, can the members sing the "Lamp of Alpha Delta Kappa"? Thank you in advance for your reply. 

A: Thank you for a good question!

 

As Alpha Delta Kappa members, we are proud of our tradition of singing our song.  To sing it in the presence of others might depend on the size of the restaurant and your chapter's  placement within it as to what may be appropriate.  If you are in a private room, go right ahead and sing, but if you are within a crowd, it might not be appreciated by the other guests there or the management.  Use your best judgment, and we are sure that your teacher knowhow will prevail on this dilemma!  

Happy singing and happy community relations!
Paula O'Neill, Chairman
Leadership Development Committee
12/9/14

Q: Do I use Form H-119 to change an active chapter member to Sustaining Member status?

 

A: Thank you for your question, Ellen.  Yes, any change of membership status may be reported via the H-119 form.  This may be accomplished in several different ways:  use a current form you may already have, print a form from the international web site, complete it and mail it in or submit a completed form electronically through the international web site.  You may reach the form through the web site by logging in, go to the Chapter Forms and Documents button and scroll down to H-119.  There you will find pdf, Word and electronic submission choices.  Easy!

It is our hope that the member will find an active chapter near her home.  Participating with other members helps us realize the joys of membership in Alpha Delta Kappa by supporting each other, networking opportunities and altruistic participation.  Help her find a new chapter home by contacting the S/P/N membership chairman or S/P/N  president for their valuable membership assistance.

Sincerely,
Paula O'Neill, Chairman
Leadership Development Committee
12/3/14

Q: Greetings, Most of my questions concern the Chapter Organization Alternative Program (COAP) 1. Are all sisters automatically placed in COAP if they are retired, or do retired sisters have an option of where to participate? 2. If a sister elects to participate in COAP, does this mean she can not hold a chapter office? 3. Can retired sisters be active with both the parent chapter and the COAP and not have to make a choice? 4. Guidelines state that "one member of the retired group shall be elected by that group to serve as a liaison to the chapter's executive board". a. Am I correct in assuming they carry information between the two entities and the parent chapter? b. Are they considered a voting member of the executive board? 5. We understand that the liaison is not an "officer", yet she is installed with the officers. Should this position be identified in the bylaws? If so, where? Or should that position only appear in the chapter policies and procedures? Last question. What happens when more than 50% of your chapter is retired? Thank you for clarifying these issues for our chapter.

 

A: HQ asked me to answer your questions since they relate to membership. Also, it's especially nice to answer your questions since I know you and your wonderful chapter.  You are so fortunate to have in your district, Barbara Haney and Virginia Mu Chapter. They will be extra resources for you since Mu Chapter has participated in the Chapter Organization Alternative Program for several years. They call their groups the "day timers" and the "night timers" which describes when their chapters hold their meetings. I've attached the COAP document and the last page contains a series of Q and A's that were answered by Barbara. You might find the answers to the questions helpful in setting up COAP with your chapter. 
 
1. Each retired sister can chose whether she wants to remain in the regular chapter or the COAP group.
 
Have a great day!
 
With sisterly love,
Sandy
 
Sandy  Wolfe
Alpha Delta Kappa
International Vice President for Membership
Roots of Tradition - Wings to Soar
831 Woodland Avenue
Winchester, VA 22601
11/24/14

 

Q: I thought that I read that the publication "Columns" was being discontinued and that The KAPPAN will now be published every two months… December 2014, February 2015 and so on. Unfortunately, I cannot remember where I might have seen this information. Is this correct?

 

A: Thank you for asking about the status of our two Alpha Delta Kappa publications, the KAPPAN and the Columns.  You are correct, the last issue of the Columns, and of the KAPPAN as we have known it, will both be in December 2014.

Beginning in February 2015, the KAPPAN will be a full-color, approximately 24-page, magazine that will be published each year in February, April, June, August, October and December.  
 
Much of the information that is currently in the Columns, such as the President's Message, the Membership Corner, Ask Ms. Violet and important dates and deadlines will be in the new KAPPAN.  Plus, the Alpha Delta Kappa Foundation will be highlighted on the back cover of each magazine.
 
Julie Rehm, the Alpha Delta Kappa staff member responsible for Publications, is very excited about the possibilities for the new KAPPAN.  She said the new publishing schedule and format "will be more timely, more modern, more flexible and save the organization money."  
 
Members, chapters, and S/P/Ns are still encouraged to submit articles with accompanying color pictures.  Now, however, if there is not room for an article in one issue, it could appear in the next issue--2 months later rather than 6 months later.  While Alpha Delta Kappa will publish a full-color magazine 6 times a year, our publication fee will remain the same.
 
Thank you again for asking about our new KAPPAN.  In February, when it is cold and dreary outside, I encourage you to make a cup of hot tea, snuggle up in your favorite reading spot and enjoy reading your NEW KAPPAN!
 
Fraternally,
 
Barbara Stanfield
International Executive Board
Alpha Delta Kappa
Roots of Tradition. . . Wings to Soar
[email protected]

Q: One of our members informed us that a temporary financial situation will prevent her from paying her dues this year. Can you suggest a way we can keep her in our chapter?

 

A: Thank you for sharing your question. Your concern for your sister and wanting her to remain in your chapter is very evident. I think this is a situation that would be best addressed by your chapter. So often we focus our altruistic projects on others in our community when there may be chapter sisters who could benefit from our kindness and generosity. Do you think the sister would be agreeable to having another sister or a group of sisters pay her dues for this year? Perhaps she could repay the sister(s) in small amounts when her financial situation becomes more stable. 

Some chapters allow members to pay for their dues on an installment plan with X number of dollars paid in September, October, November and the final amount due in December. It means a little more bookkeeping for the Treasurer but works well for sisters’ budgets so they don’t have to write one big check.

Another chapter has a container at each meeting for sisters to donate change or bills for their chapter’s “emergency fund.” The “emergency fund” can be used to assist members in need, purchase clothing or supplies for students, pay for a student’s field trip expense, etc.

I hope these suggestions will be a starting point to help your chapter begin to brainstorm ways to help pay your sister’s dues so she can remain a member.

Best wishes!

With sisterly love,

Sandy Wolfe
10/17/14

 

Q: I have read the S/P/N and Chapter Record Retention Requirements from the Financial Instructional Booklet; however, I do not see listed how long I should save the C-1 reports that chapters send to the S/P/N treasurer each year. Since these have been traditionally on paper, the stack is quite large for my S/P/N! How many years do I need to save them?

 

A: Thank you so much for your question regarding how long the paper copies of the C-1 Reports should be saved.

If you are the Treasurer of a large S/P/N, oh my, you must have stacks and stacks of C-1 Reports going back for many years! Personally, I am a keeper of important documents and would suggest that S/P/N's have someone scan and save copies of the chapters’ C-1s to a flash drive or CD. In case of a question from the IRS, I like the security of knowing I could access a chapter’s C-1 from four years ago by searching for it on a flash drive. 

I also posed your question to Laura Bourgeois, Alpha Delta Kappa executive administrator. Laura said, “To be on the safe side, individual chapters should keep all of their C-1 reports permanently. The S/P/N's can shred them after three years, unless there is any unusual activity such as a bequest of $50,000 or more. Then those specific C-1s should be kept longer.”

If you have additional questions, please contact Headquarters or me. 
Happy Alpha Delta Kappa Month!
With sisterly love,
Sandy

Sandy Wolfe
International Vice President - Membership
Membership - The Heart of Alpha Delta Kappa
10/16/2014

 

Q: Our community currently has two chapters. The other chapter is disbanding and some of the members will be joining our chapter. Is there an advantage to merging the chapters over individual members just joining our chapter?

 

A: Thank you for your questions. There are many variables that can affect the decision of a chapter to disband with members transferring to another chapter or to merge with another chapter. It’s a matter of figuring out what would work best for both chapters. Numbers of members in both chapters, the amount of monies in the two chapter treasuries, membership options, and the necessity of retiring one of the chapter names are key concepts to consider when voting on merging or disbanding.

The chapter contemplating disbanding should read the Disbanding Chapters Packet that was obtained from their S/P/N Membership Consultant and discuss the implications with chapter members. If all options to save the chapter have been exhausted, then the chapter may decide to vote to disband.

Both chapters should read and discuss the Merging Chapters Guidelines information to determine if merging best meets their needs.   A majority vote of members from both chapters must occur for the chapters to merge.

Merging chapters result in the combination of not only the members, but the chapter’s resources (their treasuries) into one chapter and one treasury. The chapters would work together to complete the Merging Chapter application form. The merging chapters would also vote upon which chapter name to retain and which chapter name to retire. The merged chapters would also elect officers for the rest of the biennium.

The following chart compares disbanding, transferring and merging.

A chapter votes to disband


Disbanding chapter members transfer to another chapter


Merging the disbanding chapter with another chapter

All members have been informed of their membership options:

1.    Transfer to another chapter

2.    Become a sustaining member

3.    Resign at this time with the privilege or reinstatement at a later date


Members from a disbanding chapter have completed Alpha Delta Kappa Membership Options forms and submitted them to HQ


The leaders of both chapters discuss the issue of merging with their respective members where concerns and benefits will be shared and discussed.

Membership Option forms for each member have been submitted to HQ


Transferred members are welcomed to the chapter


A majority of members from both chapters vote to merge

Remaining monies in the chapter treasury must be;

1.    All remaining funds are donated to the AΔK Foundation, OR

2.    Remaining funds are divided evenly between the AΔK Foundation and another 501(C)3 organization



A chapter representative contacts HQ to request an application for merging or an application is downloaded from the International website.

The Chapter Charter has been sent to the S/P/N historian for inclusion in the archives.
 

As the application process begins, both chapters will need to meet together to discuss which chapter name will be retained and which chapter name will be retired.

Remaining members complete the EXIT Survey and return to HQ.
 

After the application is approved, HQ will notify the chapter presidents and the SP/N President.

All chapter files and materials have been destroyed.
 

The merged chapter elects officers to serve the remaining of the biennium and will notify the HQ and the S/P/N President.

The chapter name is retired.
 

All chapter resources (treasuries) will be combined.

S/P/N President has been notified that the Disbanding Checklist has been completed.
   
 

If you have other questions, please contact HQ or me. We will be happy to assist you.

With sisterly love,
Sandy Wolfe
International Vice President for Membership
10/9/14

 

Q: We have a member who wishes to fund a substantial college scholarship through our chapter Zeta. My question is if she writes the check to our chapter, will she be able to deduct the amount she gives on her federal and S/P/N taxes as a charitable contribution? I'm writing as vice-president, but need the answer quickly. Thank you so much.

A: How generous of your chapter sister to want to support a scholarship.  Her donation should certainly be reported on her altruistic report.  However, the IRS looks at donations in a very specific way.  I was told emphatically and repeatedly by my own accountant last year that tax deductions may be taken only if a check is written directly to a 501(c)(3) charitable organization, like our Alpha Delta Kappa Foundation, a church, Alzheimer's Association, etc.  Alpha Delta Kappa's S/P/N's and chapters are 501(c)(7) entities and are income tax deductible, but not sales tax deductible.  Therefore donations to chapters and S/P/N's are not tax deductible for the donor, no matter what their purpose.  
     Another option for receiving a tax deduction might be to find a qualifying charity that would award the funds to the proper cause.  In my town, our high school has a scholarship fund that is considered a charity.  If I wanted to donate a scholarship given to a student at our high school, I could donate to the fund in the name of Alpha Delta Kappa, and the school could write the check to the student or college when scholarship time came around.  
     I hope this helps your sister with her donation question.

Fraternally, 
Sue Pelchat, International Leadership Development Committee Member and International Executive Board Member
9/16/14

Q:  Our chapter has reviewed the guidelines for Altruistic reporting. Members would like clarification re: "in the name of AΔK." If there is no sign in sheet at an altruistic event, how do members serve "in the name of AΔK?" Also, are all hours to be only education related? For example, can service (hours or money) be provided at an animal shelter, hospital, or ushering at a theater? Finally, can hours be claimed twice? Can they be recorded for AΔK and another service organization?

A:  Alpha Delta Kappa members take pride in the altruistic projects they do for others.  Your question in one that is asked frequently.  What qualifies as altruism and what does it mean to do it "in the name of Alpha Delta Kappa?

"Altruism" is charitable work or volunteer projects we do to benefit others who exhibit need.  It is not a strict definition to be challenged word for word, but basically it means "the good and kind-hearted things we do for others."  We do not need to have members sign in to gather data related to their hours.  We take their word for it.

So, what qualifies as altruism and what doesn't?  Altruism in Alpha Delta Kappa is not limited to education, although it may include volunteering as a tutor, working with adult English Language Learners, helping teachers prepare their classrooms for the opening of school, or supplying materials to beginning teachers.  Consider what is a person's motivation for doing these things when determining whether or not it should be reported.  If they are doing things because they are Alpha Delta Kappa members, then the work is altruistic and can be recorded as such. 

But altruism is not just for education-related projects.  All the activities you mentioned, "animal shelter, hospital, or ushering," can be recorded as altruism if done because of a sister's membership in Alpha Delta Kappa and her resulting commitment to altruism.  Did she start, or does she continue to do this, because she is an A∆K member, or was it something she was already doing that she seems to be conveniently adding to her report. 

We need to trust our members' judgement.  But we also need to educate them about what qualifies as altruism.

If a person performs altruism "in the name of Alpha Delta Kappa" and then records it as altruism on another organization's report, well, that's her decision, and we don't have to get involved in it.  For example, if a sister went with her church to spend the summer building houses for Habitat For Humanity, did she do it for her church or because she was a member of Alpha Delta Kappa.  The decision has to come from the heart of the sister, not from an urgency to write a number of hours on a report.

Sometimes we feel pressed to list large numbers of hours because we feel others are judging our efforts, when in fact, we just haven't had time to do another thing because of work and family.  Life gets in the way sometimes.  If a person feels she has worked altruistically for a number of hours, then that is her report.  We do not challenge each others numbers.  However, we can give guidelines for the types of activities that should be reported.  

Consider the following:

1) a.  A person sings in the church choir for 15 years.  Then she joins A∆K.  May she now report the hours she spends singing as an altruistic work since she's singing for her church?  Probably not.  Singing in the choir and putting money in the church collection plate are probably done because of one's affiliation with the church and shouldn't be claimed twice as also fulfilling one's commitment to Alpha Delta Kappa service hours/donations. 
b. A person is a member of A∆K and joins a singing group that goes to various convalescent care agencies to serenade.  She does this because she would like to do something kind for others and because she is a motivated to service by her membership in Alpha Delta Kappa.  This would qualify as altruism.  It would even qualify if she liked everybody in the group, loved to sing, and went out for a soda after rehearsals.  And over the sodas it would be nice, but not necessary, for her to say she was drawn to altruism because of her membership in Alpha Delta Kappa.
c.  Your chapter meets in your church basement.  To thank them, you paint the room in which you meet.  Is that altruism?  Yes.  It is a service to the church that you are doing because of your involvement in Alpha Delta Kappa.  You could report the cost of materials and the hours spent performing the service.
d.  Your church basement needs painting.  You paint it because you belong to the church.  Should you also claim these hours for altruism in A∆K?  Probably not.  See why?

2) a. A person serves as a chapter treasurer.  Her job includes completing forms and handling money.  She claims all her hours as altruistic service to the chapter.  May she claim those hours?  Not really.  Though we thank and appreciate our officers for their "service", that work is not altruistic in nature.  
b.  Your president asks for volunteers to help register walkers at a cancer fundraiser.  The job is to take forms and handle money.  Is that altruism?  Yes.  It is beyond the scope of chapter responsibilities and the sister is doing it "in the name of Alpha Delta Kappa."
c.  A retired teacher offers to help a young teacher manage her book club money.  In so doing, she would be handling forms and taking money.  She feels it's important for kids to have that opportunity but knows the teacher has enough to manage in her classroom.  She tells the young teacher that her organization, Alpha Delta Kappa, encourages service hours and that she'd love to earn her hours by helping a beginning teacher.  What about this?  Yes, yes, yes!

3.) a. A member's mother is 90 years old and home bound.  The member spends 45 hours a week caring for her mother. May she claim those hours as service hours?  Probably not.  Alpha Delta Kappa probably has nothing to do with the care she is providing.  Altruism should be considered in advance of the act.  We shouldn't look back and say, "Oh yeah, that was altruism in the name of Alpha Delta Kappa."  We should be planning our altruism because of our membership in Alpha Delta Kappa.  That's what we should be reporting.
b.  As you visit your own mother in a convalescent home, you discover a woman who has no family.  She has no visitors.  You decide, because you want to do service hours for Alpha Delta Kappa, that you will visit the lady for 15 minutes each time you come to visit your mother.  Are the hours you visit your mother service hours?  No.  Are the hours you visit the other woman altruism?  Yes.  See the difference?
c.  You get to know the lady mentioned above.  You come to love her as family.  You like to spend time with her.  There's no real effort visiting.  Is that still altruism?  Yes.  It's an added benefit of altruism that we like what we do.

4.) a. A member does crafts in her home.  She sells her crafts and makes $200 with the intention of using it for Christmas shopping.  A "pass the hat for scholarships" comes up at a chapter meeting, where she drops $10 into the hat.  She claims the $10, all the materials from the crafts, and the hours it took her to make everything that earned the $10 when the report for altruism is due.  Does this qualify as altruism? The $10 she put into the hat qualifies as a monetary donation.  But the craft work done was unrelated to Alpha Delta Kappa and was truly intended for something else.
b.  A member makes jewelry holders because she wants to raise money for an A∆K scholarship for her chapter.  She sells them at A∆K functions and donates the proceeds to her chapter.  What may she write on her altruistic report?  She may write the cost of the materials, the hours she worked on the project, and the donation she made to her chapter.
c.  For sixty minutes at a chapter meeting, sisters threaded ribbons through the other sister's jewelry holders to help her finish the project in time to sell them at the fair.  Is this altruism?  May it be written on the report?  Yes, and yes.  The sisters were helping to make the jewelry holders to raise money for scholarships.  The hour each sister spent engaged in the project was altruistic in nature and may be recorded on her annual report.

There are no winners or losers in reporting altruistic hours of service.  However, there are many winners who benefit from our efforts.  Reporting altruism is not a contest. We merely want to report back to the organization and to others interested, possibly even the IRS, that we are altruistic in nature and contribute many hours and dollars to various charitable concerns. 

I hope these examples prove helpful.  Thank you for wanting to help clarify this question for members.  

With fraternal love,
Sue Pelchat, International Leadership Development Commitment Member and 
International Executive Board Member
9/15/14
Q: How many votes are allotted to each chapter at the International convention?

A: Thank you for your question.

Currently, each chapter is allowed one delegate to the International Convention, and that delegate is allowed one vote.

As S/P/N president, you also are allowed to vote.  Thus you, as S/P/N president, and your chapter delegate may vote.  Your S/P/N president-elect and immediate past president also may vote at the convention.  There are others in official positions who have voting rights as well, but since you only asked about chapters, I'll stop here.

If you have any other questions about voting at the International Convention, feel free to ask.

With fraternal love,
Sue Pelchat, Leadership Development Committee Member
International Executive Board Member
9/14/14
Q: At our 3Ps meeting with President June, she asked us to have a service project in recognition of Founders' Day. I want to share this information with our sisters but would like a more formal explanation of what President June has asked us to do. I looked on the website but was unable to find it. Thanks. 

A: Thank you for your question concerning President June's proposed altruistic project for each chapter.

What better time to work on an altruistic project than our own Alpha Delta Kappa Month.  As we celebrate our Founders, we also recognize our goals of professional excellence, altruism and world understanding.

President June's idea for Alpha Delta Kappa month is to have sisters actively engaged in an altruistic activity. That could be anything, such as making center pieces for the elderly, filling care packages for troops, coloring bookmarks for the local library, new teacher survival kits, etc. Something that brings sisters together to engage in an altruistic project gives them a sense of participation and connection to the project and is more fulfilling than simply writing a check. Of course, those checks are crucial, but for Alpha Delta Kappa Month, the hope is that, we will also engage in a personal and meaningful hands-on project.

What a difference Alpha Delta Kappa will make during the month of October if every chapter engages in a hands-on project that has the power to change the world.

I wish you a wonderful Alpha Delta Kappa Month.

Sincerely,
Sue Pelchat, Leadership Development Committee Member
International Executive Board Member
9/11/14
Q: I know that June Bellamy is International President for 2013-2015 & Judy Ganzert is IVP. I can't find the names of the other officers. Please help.

A: Our website has the answer you seek. And since you didn't specify which level of leadership you were seeking, I'll just explain how to find all of them. 

Under the LEADERSHIP tab, go to CONTACT INTERNATIONAL CHAPTER. There you will find a list which includes our executive administrator, all International officers, and members of the executive board. These people comprise our International chapter, twenty-three members in all. 

Under the LEADERSHIP tab, you will also find International committees and members of the ITE Board and Fine Arts Grants Board. 

Since you mentioned Judy as your IVP, that tells me you might be looking for leaders in your region, the Southeast. If so, you will find those names under ADK WEBSITES, SOUTHEAST, SER LEADERS. 

And, if you're looking for your S/P/N leaders, you will find them under AΔK WEBSITES, STATE NATIONAL PROVINCIAL, YOUR S/P/N NAME, OFFICERS. 

I hope this answers your question of how to find leaders' names. Our website is a wonderful resource. 

Take care, and have a wonderful day. 

With fraternal love,
Sue Pelchat, Leadership Development Committee Member International Executive Board Member
9/12/14
Q: We have a sustaining member joining a chapter. She had paid her dues via the S/P/N treasurer for this year. If she joins a chapter this month, will she have to pay dues again, or just for the upcoming year with her new chapter?

A: As a sustaining member, a sister has paid dues to International and to the S/P/N in which she lives.  Thus, if the sister to whom you are referring lives in your S/P/N, there is no need to collect additional dues from her.

I often worry about our sustaining members, whether or not they are being nurtured or feel connected to our organization.  How wonderful that this sister is able to move into a chapter where the bonds of sisterhood can be strengthened.

Congratulations on welcoming a new member to your chapter.

Sincerely,
Sue Pelchat, Leadership Development Committee Member
International Executive Board Member
9/12/14
My Question Is:
Are you suppose to end each meeting with singing the "Lamp of Alpha Delta Kappa"?

Answer:
While "The Lamp of Alpha Delta Kappa" is our official song, there is no written policy or guideline indicating that it must be sung at the end of every meeting.  It may be chapters' tradition to do so, but there is no mandate requiring it.
That said, I think we all could benefit from a little more practice.  Establishing a tradition of singing our song at the end of each meeting would serve to help our sisters learn the words and the tune, and would create a bond as all join hands and reflect on our commitment to Alpha Delta Kappa.

Be sure to pay attention to the notes in the final phrase, "to all the lands."  Each note is a quarter note.  If you tap your foot as you sing, each word should start on the beat as your toe hits the floor. That's a lesson many people can learn. It would make a great challenge to spread on A∆K Facebook pages, no?   Maybe we can get everyone to sing the rhythm as written at our International Convention in Salt Lake City.

Sing on, Sisters!
With fraternal love,
Sue Pelchat, Leadership Development Committee Member and
AΔK International Executive Board Member
9/1/2014
My Question Is:
I came across the recent results of a membership survey earlier this summer. Now I can not find it on the web site. Where would it be located? 

Answer:
You can find the member survey results under the HIGHLIGHTS tab on the Alpha Delta Kappa web site.  Please e-mail again if you have another question.  Thanks for serving as Co-President of your chapter.  Enjoy the biennium. 
Fraternally, 
Carol Robertson   
International Executive Board Member
8/28/2014
My Question Is:
My question is whether Alzheimer's Disease is now Alpha Delta Kappa supported like St. Jude Children's Hospital is? I would like to suggest that my chapter participate in a Walk to End Alzheimer's. 

Answer:
You are right that the Alzheimer's Association is one of our International Altruistic projects.  I think it is a great idea to introduce this project and gain more information about it by participating in a Walk to End Alzheimer's.  International Chapter members participated in "The Longest Day" activity in June to raise funds for this worthy project.
If you would like more information about the Association, please visit their web site:  www.alz.org .

Chapter members can also visit the Alpha Delta Kappa web site where there is a link to the Alzheimer's Association.  Thanks for your question.  Good luck on your Walk to End Alzheimer's!  Remember, you can submit pictures and a short article that can be shared with other members in a future Kappan.  Please contact the President's Hotline again, if you have a question. 

Fraternally, 
Carol Robertson
International Executive Board
8/21/14


Fraternally,
Laura C. Bourgeois
Executive Administrator
6/11/14
My Question Is:
I am trying to decide whether I should attend my regional conference this summer. I am serving as my chapter's president-elect. Why should I go? Thanks. 

Answer:
Alpha Delta Kappa planned for our tradition of sponsoring regional conferences in hopes to encourage and train our leaders and to offer a place for our members to know each other within the area around our S/P/N's.  In fact, we are achieving portions of each of our five purposes at regional conference because we are giving recognition to current and past leaders on various levels, building fraternal fellowship, promoting high standards in education by recognizing winners of awards, promoting our international, regional and S/P/N, district and chapter altruistic endeavors, and we will be voting on our next World Understanding project.  We have it all at regional conferences!

I urge you to attend, to grow in knowledge of your office and to be inspired by others who have walked in your shoes.  You are never alone in Alpha Delta Kappa, and you will learn so much from other members, make lasting friendships and have time to visit with international leaders as well.  Hopefully, your chapter will help you with your finances.  After all, the knowledge you gain will benefit all of them, too, when you share your knowledge and practice what you will learn. 

Don't delay! Registration forms may be found on the international web site through visiting your region's home page there.

Fraternally,
Paula O'Neill, IVP
South Central Region
Chairman, Leadership Development Committee 
6/10/14
My Question Is:
My chapter treasurer is in this position for the first time and I have never been treasurer.  We both know how important a job this is.  Where can she find resources to help her understand exactly what she needs to do and when?

Answer:
Thank you for searching for information to help your treasurer.  You are correct, it is an important job with some legal ramifications.  If she is able to attend her regional conference, she can register for a “Treasurers’ Workshop.” 

She can also check on the Alpha Delta Kappa website, www.alphadeltakappa.org and look in a couple of different places.  On the new home page, she can look is under the Leadership tab and click on Chapter Officer Training Workshops, then scroll down to Treasurer.  This is a workshop especially designed for chapter treasurers.
 
She can also look on the home page, click on the box for Documents and Forms, then on the box labeled General. Scroll down to find the document, Financial Instructional Booklet, which has information for S/P/N and chapter treasurers.

If she still has questions, she might contact your S/P/N treasurer or contact Headquarters for more help.  In fact, any new chapter officer can look on the website for any required forms as well as a Chapter Officer Training Workshop designed just for her office.  

Fraternally,
Barbara Stanfield
International Executive Board
Alpha Delta Kappa
Roots of Tradition. . . Wings to Soar
5/23/14
My Question Is:
When a chapter sends in the new initiates form to International, is the S/P/N treasurer sent a notification of this by International?

Answer:
International Headquarters forwards a list of new members to the S/P/N membership consultant (a.k.a. vice president for membership) monthly.  Members initiated during the calendar year will appear on the H-138 Billing Form.  Please let me know if you have any questions. 

Fraternally,
Laura C. Bourgeois
Executive Administrator
4/28/14
My Question Is:
Is there a written explanation of the difference between a convention and a conference? I seem to remember seeing this but cannot locate it. I am using this as a fraternity Ed question.

Answer:
According to the Bylaws regarding Regional Conferences:
 
"The purpose of the conference shall be to develop effective leaders by providing leadership training programs and programs which promote the ideals and objectives of Alpha Delta Kappa."
 
And, regarding International Conventions:
 
"It shall be the purpose of the International convention to receive reports of International officers and committees for the current biennium; to act on bylaws, resolutions and other business presented to the convention; to offer professional development and/or personal enrichment workshops; to elect and install International Officers for the ensuing biennium."
 
I hope this helps!  Please let me know if you have any questions.  Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
3/31/14
My Question Is:
Are chapters still allowed to have "co-presidents"?

Answer:
The quick answer to your question is that chapters may have co-presidents.  
 
Ideally, the pair would include an experienced past president who would serve as a mentor to a rising leader.  However, the team could be two less experienced sisters who work well together and envision the cooperative venture as an opportunity to move the chapter toward its goals. 

You are fortunate if you have two people willing to take the position of president. With the support of the other sisters in the chapter, you will have a wonderful biennium. 

Best wishes for your continued chapter success. 

Fraternally, 
Sue Pelchat, International Executive Board Member
2/19/14
My Question Is:
S/P/N Officer applications forms will soon be due. I would like to share some information with these candidates that follow what is used with International candidates. I think that some details on what campaigning might include would be helpful. Could you share some information and examples so that I can better inform our candidates?

Answer:
The election of officers for Alpha Delta Kappa is a very serious activity charged to the delegates at the International Convention. The selection procedure should be considered within an honor system. 
 Under the rules we live by, Alpha Delta Kappa members do not campaign for their favored candidates. Because of these regulations, members are reminded that there are things they can do with good intent which can cause serious problems for a candidate. A candidate can be disqualified if the rules are not followed.
1. Information about candidates from the Candidate Qualifications Committee is printed in the KAPPAN. Personal or group letters to promote candidates for International office are not permitted. An announcement of only candidates’ names may be made in chapter, S/P/N, provincial, national and regional newsletters.
2. It is not permissible to distribute campaign literature, favors or other material on behalf of, or bearing the name of, a candidate before or during the convention.
3. Lobbying, caucusing, or blanket endorsements are NOT acceptable.
 IN ADDITION: Open Houses or receptions honoring candidates are not permitted.
4. CAMPAIGNING PROHIBITED: Gifts, food and flowers may be interpreted as campaigning and are not permitted before the election.
Improper activities relating to the election process will be dealt with in the following manner:
1. The complainant(s) must have positive proof verified in writing and signed that there has been a violation of the rules. This must be presented to the Chairman of the International Executive Board or the International President.
2. The complainant(s) must be willing to appear at a hearing before the International Chapter.
3. The candidate is entitled to a hearing before the International Chapter.
4. The International Chapter will consider the facts and make the final determination.
CANDIDATE PROTOCOL:
1. At any event during International Convention (prior to the first balloting session) a candidate may be announced as such.
2. Until the results of the election are announced, candidates will wear a candidate’s ribbon in addition to the Convention name tag. Candidates nominated from the floor will receive a candidate’s ribbon at that time.
3. Candidates are encouraged to speak to each other and to pledge support to whoever is successful.
4. NO ELECTIONEERING SHALL BE ALLOWED.
 
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
1/2/14
My Question Is:
What is the appropriate form/procedure for transferring an AΔK sister, who was a sustaining member last year to our chapter this year?

Answer:
The transfer procedure for a sustaining chapter member is the same for all members. The receiving Chapter President completes and submits the H-119, Report for Member Changes form (attached - it may also be submitted online). Also, please add her name to the chapter’s billing form and collect her appropriate 2014 dues to send in. She would NOT give her dues to the S/P/N Treasurer since she is transferring into your chapter.

Please see the below information regarding chapter transfers taken directly from the Bylaws (also attached).  I have also attached the Alpha Delta Kappa Handbook for possible future reference or research.

Section 6. TRANSFER OF MEMBERSHIP
a. An active member shall be permitted to transfer from one (1) chapter to another in the same area for geographical reasons, for becoming a part of the nucleus of a new chapter, or for unusual circumstances, provided that such transfer shall not leave her chapter with fewer than fifteen (15) members.
b. An active member moving from another locality shall be invited into membership in an established chapter without a vote by chapter members.
c. The receiving chapter president shall send Form H-119 as directed on the form with the member’s copy being sent to the previous chapter. Headquarters does not arrange or approve transfers.
d. A sustaining member may become a member of a chapter through transfer.

Alpha Delta Kappa Headquarters
Kristin Banks
9/17/13

My Question Is:
A chapter member asked why it is called Fraternity Education when we are a sorority?

Answer:
“Fraternities and sororities (from the Latin words frater and soror, meaning "brother" and "sister" respectively) are fraternal social organizations.”

The first women’s fraternity was established in 1851, while the word “sorority” was not coined until 1874.  One source explained that women formed their own fraternities, feeling the need to establish a bond with each other because they weren’t welcome on campuses.  For whatever reason they were formed, early fraternal organizations for women were modeled after fraternities for men.

An interesting and extensive historical study of women’s fraternal organizations traces women’s fraternities from Harvard’s establishment in 1602 can be found athttp://www.lib.utk.edu/arrowmont/Steve/The%20History%20of%20Women's%20Fraternal%20Organizations.pdf.   Surprisingly, the word sorority is not mentioned in the article.  That could explain the origin of the use of  “fraternal,” it quite simply was the first word used to describe the bond among members.

As modern women, we may look for the female equivalent of “fraternal” to define our sisterly bonds.  The word “sororal” does exist and means “of, or like sisters.”  I suspect we use the common and familiar word “fraternal” in the same way we use the word “chairman,” understanding that it is a global term that can refer to a man or a woman.

So, when we say “fraternity education,” we refer to education about our organization, Alpha Delta Kappa.  At each meeting we try to share something meaningful that will help all members understand our organization, how we operate, our goals, our history and traditions, to name a few topics.  And when we say “fraternal fellowship,” we refer to that warm family feeling we have when we are together with our Alpha Delta Kappa sisters. 

Thank you for your question.  It was fun searching for an explanation.

Fraternally,
Sue Pelchat
IC Leadership Committee Member and IEB Member
9/13/13

My Question Is:
Does a chapter have the rights to the International logo to use on ways and means items?

Answer:
Yes, a chapter has the right to use the International logo on ways and means items.  Please let me know if you need a high-resolution file or a permission letter for your supplier.  Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
8/26/13

My Question Is:
Where on the website will I find the guidelines/rubric to submit a world understanding project such as Project SAVE or Hope? 

Answer:
You'll find directions on how to propose a world understanding project under the tab "World Understanding" on the International website.  The first item under the WU tab, "Propose a New Project," includes guidelines and the rubric you seek.  And no, you didn't miss it if you searched earlier.  The materials were being updated for this biennium and were recently posted.

How exciting that you are already thinking about proposing a project for consideration.  Good luck as you move forward.

Fraternally,
Sue Pelchat
International Executive Board
International Chapter Leadership Committee Member
8/20/13

My Question Is:
Where can I find the guidelines and nomination from for the Excellence in Education Award. I am the Chairmen for my S/P/N and would like to have this information to present at our S/P/N's Fall Leadership meeting.

Answer:
You can find the information you are looking for on the International Website. 

Log in and click on the Educational Excellence tab next to Home. Under the drop down menu click on Professional Development and Scholarships. When this comes up the first two items are Educational Excellence Award Information and the Educational Excellence Vita Form.

If you have further questions after reviewing this information do not hesitate to email or call Headquarters for further information. They will be more than happy to help you.

Thank you for using the Presidents' Hot Line.

Have a great day!

Fraternally,
Sandy

Sandy House
Cheyenne, WY
ITE Board Member
Alpha Delta Kappa
8/15/13
My Question Is:
I would like a current list of chapter treasurers in my S/P/N. Can I locate this through the web site or can it be sent to me via e-mail?

Answer:
You may request them from Headquarters at any time or search in the Online Directory by entering the S/P/N and typing "CT" in the title field.  Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
8/5/13

My Question Is:
May bylaws be suspended to approve the candidacy of a sister for S/P/N CPC President who has not been a chapter president? Where may I download a copy of International Bylaws? thanks.

Answer:
Election of S/P/N officers are to be held at the S/P/N convention in the EVEN numbered years no later than June 30. So the next election of this position would be at the S/P/N convention in the spring of 2014.

Article VII - Officers
Section 2, d.4 (International Bylaws page A11-20)
The bylaw reads "The president of the S/P/N council of chapter presidents shall be elected by the members at the council meeting held during convention unless the duties of this office shall have been delegated to another elected officer.  The president of the council shall be installed with other officers at the convention."

The president of the S/P/N council of chapter presidents is then a member of the S/P/N executive board.
Section 2, h.9 (International Bylaws page A11-22)
The bylaw reads "The president of the S/P/N council presidents shall be a member of the executive board and shall attend all meetings; coordinate the activities of the districts; serve in an advisory capacity to city/area councils of chapter presidents; plan the agenda and preside at the S/P/N council of chapter presidents' meeting held at the convention."

It is important that this sister has the background to work in an advisory capacity to chapter presidents and has had experience being in that position.

Fraternally,

Sandy House
Cheyenne, WY
Immediate Past NW International Vice-President
Alpha Delta Kappa
7/18/13

My Question Is:
We are having a fund raiser and they need a 501C form to prove our tax exempt status? We don't appear to have anything like that within the chapter. Does it come from headquarters?
 

Answer:
The income tax exempt status determination letter is available on the Documents & Forms page of the website. Please let me know if you have any questions. Have a great day!

 

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
5/22/13


My Question Is:
Can Alpha Delta Kappa members also be members of another teacher sorority?

Answer:
Yes, Alpha Delta Kappa members can be members of another teacher sorority.
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
4/21/13

Question:
Where can I find a written explanation on how fundraising monies can be used? In other words I have been told that money from the general public can only be used for scholarship and money collected from members can be used for scholarship or for the general fund. I can't find this written anywhere in the financial documents. Is there some explanation written for this?

Answer:
I'm going to paste some information from the Financial Instructional Booklet below.  The entire booklet may be found on the Documents & Forms page.  Please let me know if you have any questions.

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa

FINANCIAL REPORTING INFORMATION

Altruistic/Scholarship Fundraising: Sales to raise money for scholarships and/or other charitable programs. All money must be used for the advertised purpose. Fundraising for scholarships and altruistic projects is not considered Unrelated Business Income.

Ways and Means: Sales to raise money for the S/P/N or chapter operating/general account. 
Sales to non-members are Unrelated Business Income (UBI).
Sales to members are not Unrelated Business Income (UBI).

Unrelated Business Income (UBI)
• Gross profits from Ways and Means sales to NON-MEMBERS (Total sales receipts minus cost of goods sold)
• Net interest and investment earnings (Total interest or earnings minus investment fees)
• If UBI is $1,000 or more, consult a CPA to file a 990-T.
• A maximum of $1,000 of UBI may be used for operating/general expenses. 

Separate Scholarship Accounts
Interest and net investment income may be designated to a separate scholarship account to reduce UBI tax liability.
Interest earned in a separate scholarship account may not be transferred to the operating/general account.
3/12/13
Question:
I understand an updated member list with corrected addresses, emails, and phone numbers is due May 1. Where do I get a copy of this from last year so members may make corrections on it. That information is not on the online directory.

Answer:
I commend you for being on the ball and looking toward having the member updates turned in on time. The Member Record Update forms will be sent out THIS month with the information that is on file at Headquarters. This information can be checked and corrected right on the form by your members and returned to Headquarters by May 1. 

Fraternally, Sandy Sandy House 
Cheyenne, WY 
NW International Vice-President 
2011-2013 International Chapter Leadership Committee Member
3/11/13
Question:
If a member will be attending the Educational Symposium in Washington D.C., can the workshops be counted as Continuing Professional Education or CPE credit or hours. Will there be a form or meaning to verify the attendance to such workshops. I believe that more members would attend the conferences and conventions if they would serve as means to accumulate some of their annual required credits as a plus for attending these functions.

Answer:
Yes, we will again be offering credit for attending the Educational Symposium sessions.  Details will be printed in the May KAPPAN and posted on the website as soon as they are available.  Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
2/27/13
Question:
Who do we send our Chapter Standing Rules to? 

Answer:
Your chapter policies and procedures (standing rules) stay with the chapter and do not have to be turned in to anyone. They are the policies that are specific to your own chapter. The members of your chapter should each be given a copy. Unlike the Bylaws, Policies and Procedures can be changed when needed, at any time, with a majority vote of the chapter.

A year ago, chapters were contacted and asked if they would submit a copy of their policies and procedures for the purpose of looking at similarities, and possibly publishing samples of other chapters' documents. This was only meant to collect samples and not meant to be something that was always submitted.

Thank you for using the President's Hot Line. Have a great week!

Fraternally,
Sandy

Sandy House
Cheyenne, WY
NW International Vice-President 2011-2013
International Chapter Leadership Committee Member
1/29/13
Question:
We have a prospective member who is in her 2nd Year of teaching. Her mother is an ADK member. Do we have to wait until the end of the school year to initiate her? Tentatively we are scheduling a February 2013 Initiation for prospective members.

Answer:
To be eligible for active membership in Alpha Delta Kappa a woman shall have been in the education profession for two or more years. Your candidate for membership must have completed her second year of teaching. (Bylaws, Article III Section 2a)

You can initiate at any time during the year, so you could schedule an initiation at the end of the school year if your chapter chooses to do so.

Thank you again for your question.

Fraternally,
Sandy House
NW International Vice-President
International Membership Committee Member
1/22/13
Question:
Where do I get suggestions for the candle ceremony for Founder's Day?

Answer:
Click here for all the ceremonies. 
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa

Answer:
You can find Founders' Day Ceremonies on the International website. Click on Resources and then go to Ceremonies.  Under ceremonies scroll down to those listed under Founders' Day. 
I found several that included the use of candles.  You might check out 
"Hold The Flame High"
"Light the Way"   or
"Founders' Day (1)"

You might also find another ceremony that you like and adapt it using candles.

Thanks for your question. Have a great day!

Fraternally,

Sandy House
NW International Vice-President
International Chapter Leadership Committee Member
1/16/13
Question:
Is there an "inactive" membership status? We have had 2 members ask to be considered as inactive. I think one might qualify as "Active on Leave", but the other member is away 6 months of the year and wants to pay her dues, but not participate. How do we handle this?

Answer:
There is not an "inactive" status of membership, as such. Both of your members qualify for the "Active On Leave" status, but this status does not exempt a member from paying all chapter, S/P/N and international dues.

You can check the membership definitions in the Bylaws, Article III, Section 5.(pages 3-5)

"ACTIVE ON LEAVE is a special status requested by a member and granted by a majority vote of the chapter for a period of ONE year. Requested extensions of ONE (1) year shall be permitted by a majority vote of the chapter. (Continued extensions may be granted to a member who, because of unusual circumstances,
can no longer fulfill her obligations and responsibilities as an active member of Alpha Delta Kappa.)

(1) Reasons for granting on leave status shall be prolonged personal or family illness, professional study or obligations, teaching abroad, temporary move from the chapter area, honorary professional assignment, or other reasons acceptable to the chapter.

(2) A member granted active on leave status shall pay all chapter, state, provincial or national and International dues, fees and assessments to the chapter treasurer. She shall not be required to attend chapter meetings, to hold office, or to serve on committees.  She shall not vote on new members."

Thank you again for your question.  If you have further questions please contact me, or Laura Bourgeois at Headquarters.

Fraternally,
Sandy House
NW International Vice President
International Chapter Leadership Committee Member
1/15/13
Question:
What can we do with the scrapbooks from previous years that our chapter has?

Answer:
Saving archive materials is a question that many chapters have. You are not alone. Our chapter scrapbooks are lovely, but there comes a time when
storing all of them is difficult. It is important, however, to preserve the history of your chapter.

Here are a few suggestions:

Some chapters have had a meeting where they have their scrapbooks out for display and explain the storage problem to the chapter. IF someone wants to
store them and be in charge of them then that person could keep them for the chapter.  This probably would not happen in most chapters.

Another suggestion is to have sisters place a sticky note on pages of the scrapbooks on sections they think might be important to preserve as history.

Possibly these sections could be photographed and copies kept. Some chapters have combined five or ten years, only keeping important highlight pages. This would be best handled by a small committee that would be willing to work on it.

The original first year the chapter was organized would be a piece that you would keep, if you still have it. Then possibly a few to represent important chapter anniversaries.

Some chapters have chosen to give the outgoing chapter president her scrapbook for the biennium. I know I have my scrapbook for the biennium I was S/P/N president and I cherish it!

I definitely would keep the immediate past several years, even if with immediate past presidents, but then try to save the "important" pieces of your chapter archives in a consolidated form.

For the future, chapters are beginning to use digital forms of archives to preserve their chapter highlights. You might consider it. This might be a space-saving way to keep your archives and still possibly let the chapter presidents keep their own years' book.

Fraternally,
Sandy House, Northwest IVP
International Chapter Leadership Committee Member
1/9/13
Question:  
Are parochial school teachers allowed to become members of AΔK? Some of our members insist only public school teachers may belong to AΔK. 

Answer:  
Yes, parochial and private school teachers are eligible for membership, as long as they meet all the membership requirements.  Alpha Delta Kappa's Constitution states: 

ARTICLE III — MEMBERSHIP
Section 1. Membership in Alpha Delta Kappa shall be by invitation only and shall be effected through organizing new chapters and through increasing membership in established chapters.
Section 2. To be eligible for active membership in Alpha Delta Kappa, a woman
  a. Shall have been in the education profession for two (2) or more years.
  b. Shall be under contract in teaching, in administration, or some specialized field of education.
  c. Shall meet one (1) of the following requirements:
    (1) Shall have graduated from an accredited college or university with a degree in education;
    (2) Shall, in the United States, have met the requirements for teacher certification, administrative certification, or certification in a specialized field of education in the state in which she is employed.
    (3) Shall, in a country other than the United States, have met the requirements for teacher certification, administrative certification, or certification in a specialized field of education in the country in which she is employed. 

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
12/07/12 
 

Question: 
Is there an application for a first time attending grant for international convention?

Answer:  
There is no grant available at the International level for first timers attending International Convention. Please check with your S/P/N president to see if there is a grant available at the S/P/N level. Some S/P/N's do have grants in place.

Fraternally, 
Sandy House, Northwest IVP
International Chapter Leadership Committee Member
12/07/12
Question:  
Our chapter awards the past president guard to the outgoing president.  Is this a permanent attachment to the badge or is the gravel only worn for the biennium immediately following the sister's term as president?

Answer: 
The chapter past-president's guard replaces the president's guard and remains the "permanent" guard, honoring her as a past chapter president. However, she is then eligible to offer for the position of S/P/N president and if elected, a S/P/N president guard would then replace the chapter past president guard.
Only one guard is worn with the badge.

Fraternally,
Sandy House, Northwest IVP
International Membership Committee Member 
11/28/12
 

Question:
Where can I find the forms mentioned for the Recording Secretary and the Corresponding Secretary?

Answer:
Click on "Documents & Forms" then scroll down the page and click on "Chapter duties and responsibilities". 
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
11/15/12
Question:
I have searched A∆K Documents, but cannot find any specific information about prospective members visiting chapter meetings. Please clarify and share what is suggested regarding visitation to chapter meetings.

Answer:
The only documentation that speaks of prospective new members attending chapter meetings is noted in the Membership Development Manuel on page 19 number 5; Meetings- Invite prospects to your regular meetings or hold special events.  Use this as a chance for them to become acquainted with Alpha Delta Kappa.

Fraternally,
Stacy Bruce, Membership Coordinator 
Alpha Delta Kappa Headquarters
11/13/12
Question:
What is the ruling for the length of time that paperwork should be kept at the chapter level before it can be shredded? Thank you in advance for your response to my question.

Answer:
Here are the S/P/N and Chapter Record Retention Requirements from the Financial Instructional Booklet: 
President

1. Retain in Permanent Files:

• Charter (Fidelis Scroll, if Fidelis Chapter)

• Ceremonies Books

• Minutes of Meetings and Bylaws

• Proceedings of International Conventions (S/P/N's only)

• Names of Initiated Members and Initiation Dates

• Written History

• Correspondence on any Legal Matters

 

2. Retain 4 years:

 

Forms and Correspondence (for the current and immediate past biennia).

 

Treasurer

 

1. Retain in Permanent Files:

 

• EIN (assigned by the Internal Revenue Service), any correspondence from the IRS, copy of any reports to the IRS, copy of correspondence from Headquarters regarding the IRS.

• Filed tax returns, including working papers.

• Audit reports and financial statements, cancelled checks for taxes, cash books.

• Financial ledgers and journals.

 

2. Retain 8 years:

 

Bank reconciliations and bank statements

 

3. Retain 3 years:

 

Petty cash vouchers, general correspondence, other cancelled checks, expense reports, paid bills and monthly trial balances.

I hope this helps!  Please let me know if you have any questions.
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
11/6/12

Question:  What is the publication schedule for the KAPPAN magazine each year?
Answer: Thank you for your question.  The KAPPAN magazine is now published in February, April, June, August, October, December.

Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/30/2012
Question:  Where on the AΔK website could find a picture of the four Founders that I can download that is small enough for a flyer?

Answer: Thank you for your question.  You can find them under "Resources>Fraternity Education>Founders' Photos." 

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/30/2012
Question: If a chapter's altruistic project is a 501(c)3 charity like a food bank and members wrote a check to the chapter to support it, can they claim it on their personal taxes? Would the treasurer be able to write a receipt to support it? I have had conflicting answers to the next question my account and articles that I have read. Can International and S/P/N dues be claimed for personal taxes?


Answer: Thank you for your questions!  
 
If the members make their checks for the 501(c)3 charity out to the charity, they may claim the donations on their personal taxes.  However, if they make the checks out to the chapter, they may not, as the chapters are 501(c)7 entities.
 
Members may claim the $1 of International dues that goes to the Alpha Delta Kappa Foundation on their taxes. 
 
If a member takes advantage of professional development opportunities at International Conventions and regional conferences to enhance her teaching skills, she may be eligible to claim a portion of her International dues.  We recommend that members consult their tax professionals about their individual situations.
 
I hope this helps!
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/24/2012
Question: My S/P/N has approved Disaster Relief guidelines. Where do I send the guidelines to file with International and for online publication? 


Answer: Thank you for your question!  You may send the guidelines to me at [email protected]

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/23/2012
Question: I read that one of the "permanent" files for the President's resource box is "six Ritual booklets". Since we are a Fidelis Chapter, we really do not perform ceremonies or rituals. Why is it necessary to keep six booklets on file?

Answer: Thank you for your question.  The Ceremonies book (formerly known as the Rituals book) contains a Reinstatement ceremony, Memorial Service and Founders' Day ceremony that your chapter may wish to use.  The most recent revision of the Financial Instructional Booklet states that copies should be retained, but it no longer specifies how many.  Two might be a good idea in case one is misplaced. Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/23/2012
 

Question: What is the difference between "district" and "council" meetings? Also, is there any way to include a note regarding chapter membership/attendance (Chapter Highlights Summary)? (we are nurturing a soon-to-be chapter so our numbers are varied!)

Answer: Thank you for your question!  You may certainly write a note about your attendance on your H-114 form.
 
I'm going to paste the sections from the International Bylaws about Districts and Councils below.  I hope this helps!  If you have any further questions, please let me know.
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/23/2012
 
ARTICLE XIV — DISTRICTS
Many states, provinces and nations may find it advisable to have divisions. The authority to establish divisions rests with the state, provincial or national executive board. [See Article VII, Section 2.g. (2) (b).] These divisions shall be referred to as districts. Districts are not policy-making bodies. They are governed and operated in accordance with the respective state, provincial or national bylaws. Written guidelines which contain district purposes and which give direction for operation shall be developed.
ARTICLE XV — CITY/AREA COUNCILS OF CHAPTER PRESIDENTS
A city/area council of chapter presidents is suggested for areas where there are two (2) or more chapters.
a. The purposes of the city/area council of chapter presidents are
(1) To coordinate the work of chapters in the area.
(2) To enable chapters to have closer fraternal relationships.
(3) To assist with transfers.
(4) To assist with pledging and installing new chapters.
b. Council membership shall consist of the president, the president-elect and/or vice president and immediate past president of each chapter.
c. Officers shall be an elected president, secretary and any other officer deemed necessary.
d. The council shall meet a minimum of two (2) times a year to make plans for the Alpha Delta Kappa year. A report of the meetings shall be sent to the state, provincial or national president and the president of the council of chapter presidents.
Question: Where can I locate the H-114, Chapter Highlights Summary Form on the International website?

Answer: Thank you for using our Presidents' Hotline! Form H-114, Annual Chapter Highlights Summary, can be located on the website (after you have logged in with your username/password) on the far right side of the homepage in the middle click on DOCUMENTS & FORMS…then click on “CHAPTER Documents”…then scroll about halfway down the page and click on H-114, Annual Chapter Highlights summary form. 
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
7/8/2012
Question: I attended the SW/NW convention in Denver last week. At one of the sessions on membership, the presenter said that a "Membership Development Manual" was available on the website. I have looked under resources and forms and documents but have not been able to find it. Can you tell me where I might find it. Thanks.

Answer: Thank you for your question!  The Membership Development Manual is under "Documents & Forms."  
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/3/2012
Question: I ordered the Proceedings from the Chicago Convention and have not received them as of today's date. When may I expect them as we may need to update our bylaws. Thank-you.

Answer: Thank you so much for letting me know!  They must have been lost in the mail.  I'll put another copy in the mail to you today!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/3/2012
Question: Is there a DVD or power point inviting sisters to the DC convention?

Answer: Thank you for your question!  President Mitzi, will be sharing the wonderful DVD prepared to INVITE us all to our 2013 International Convention during each Regional Conference.  After the conferences, this will be available to our membership.  Log on to our International web site after August 1st.  I know everyone will enjoy this!
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
7/2/2012
Question: If you resigned as a member in good standing, can you rejoin after retirement?

Answer: Thank you for your question. “In good standing” is no longer tracked as all members, whether resigned or dropped for nonpayment of dues, are eligible for future reinstatement. As Agnes said, "Once an Alpha Delta Kappa, Always an Alpha Delta Kappa."

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/2/2012
Question: My chapter is celebrating its 40th anniversary. Do you have a copy of the original charter that we may use at our opening meeting?


Answer: Thank you for your question and congratulations to your chapter!  International Headquarters has replacement charters available for $4.  Please let me know if you wish to order one, and we will prepare it and send it with an invoice.  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
7/2/2012
Question: We are about to plan our programs for the next year. Is there a list on the website for program ideas?


Answer:  Thank you for your question!  Please check under: Resources>Membership Information>Annual Program Award
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
6/19/2012
 

Question: May a prospective member attend the business portion of a mtg. or is she only allowed into a mtg. for the social time? I have searched high and low for the guidelines regarding a prospective member but this answer is eluding me!

Answer: Thank you for your question!  As long as everyone in the chapter agrees, the prospective member may attend the business portion of the meeting.  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
6/14/2012
Question: What is the official "Theme" for International for the 2012-2014 years?

Answer: Thank you for using our Presidents' Hotline!  Our International biennium is 2011-2013 and the official theme is:  CONNECTIONS... MOVING FORWARD TOGETHER.  Best wishes as you serve Beta Zeta as their President!  
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee 
6/10/2012
Question: We will soon host a luncheon for our scholarship winner and will hold the officer installation ceremony (at this time). I have been perusing various ceremonies and notice that the membership chair is not installed but we would like to honor her. Any suggestions? What are her outlined duties? Thank you. 


Answer: Thank you for your question!  It's a wonderful idea to honor your chapter membership chairman!  I think you could add a part to any of the ceremonies, adapting the description of her duties to the theme of the ceremony.  Her duties (from the Handbook) are:
6. Membership
Utilize the Membership Development Manual to:
a. Assess membership needs of the chapter.
b. With the executive board, set membership goals, formulate and submit Membership Action Plan to the state/provincial/national membership consultant.
c. Provide overall coordination of the new member process, including the following:
(1) Supply members with the Prospective Member Recommendation (Form H-151) and review membership requirements.
(2) Meet with the applicant(s) to explain purposes of the sorority, and responsibilities and obligations of members and to answer questions.
(3) Handle the voting process for new members, including preparing the ballot, supervising the balloting, and announcing results.
(4) Handle administrative procedures related to the prospective new member(s), including obtaining completed Membership application, H-103/131, and fees.
d. Send forms and fees to International Headquarters.
e. Assist the president with the pledge (optional) and initiation ceremonies.
f. Complete the Report of Initiation of Chapter Pledges (Form H-133) following the initiation and send it to the specified locations.
I hope this helps.  Please let me know if you have any questions and have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
6/4/2012
 

Question: What form is used to notify International about our chapter's new officers after they are installed? I can't seem to find it under documents and forms. Thank you for your help.

Answer: Thank you for your question.  New chapter officers should be reported on the Member Record Update Report form, which is mailed to chapters in March and due to International Headquarters by May 1.

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
5/31/2012
 
Question: Will International be sending us an updated list of members in all our chapters? Will we be able to get this info on the website? Does International send us lists of qualifiers for silver and sapphire pins?

Answer: Thank you for your question!  Yes, you will receive an updated Directory in your S/P/N Supply Packet, which will be mailed in July.  You can access this information through the Online Directory on the website.   Chapters automatically receive Silver Sisters monthly for those in the upcoming month.  Inquiries about Sapphire Sisters should be directed to Membership Coordinator Stacy Bruce, [email protected]  Have a great day!

Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
5/31/2012
 
Question: I am trying to use a room at my church for our meetings. They said, "we must be provided with a certificate of insurance evidencing coverage and naming the church as additional insured." Does AΔK have any policy regarding this and where would I find it?

Answer:  Thank you for your message.  For a Certificate of Liability Insurance, we just need the name and physical address of the facility.  Please send these to LaShann Packnett, [email protected], and let her know if you would like the certificate faxed or e-mailed.  Please let me know if you have any questions.Answer:

 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
5/14/12
 
Question: We are installing new officers and one can not attend. Can she be installed by proxy?

Answer: Thank you for your question.  This situation has certainly happened in the past.  While I can not find anything written addressing this, common practice has been NOT to use a proxy.  
Instead, chapters have chosen to install that officer at the next meeting or some have planned a special celebration for the new officers and completed the installation at that time.  Good luck and best wishes to the new officers!
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
5/9/2012
Question:  Due to unforeseen circumstances the chapter president named on the 2012 Member Record Update will be unable to fulfill the roll as president. Who do I send the information to at the international and S/P/N levels? We will have our chapter meeting this week to elect another member as our next chapter president.

Answer:  Thank you for using our Presidents' Hotline.  I am so sorry about your chapter president being unable to assume the position.  Best of luck at your chapter meeting filling this important position.  Please forward the name and address to International Headquarters and the appropriate staff member will make the necessary change.  You must also notify your current S/P/N President so that the S/P/N records are correct and the new chapter president will receive all the notifications sent.  
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
5/6/2012
Question:  Our chapter has 38 members and no one is willing to step up to the leadership position of president-elect. How do we move forward or do we need to look at disbanding? I value this sorority, but as outgoing president, I don't feel like I can commit to another four year term. I had two babies during my years as president-elect and president and feel like I need to spend a little time with them. In our chapter the president-elect selects and lines up the programs. I'm not sure it is fair to the new co-presidents to have to do that again and no one else will...how do we move forward?

Answer: Thank you so much for using our Presidents' Hotline.  Unfortunately you are not alone with this situation!  Disbanding certainly should not even be considered.  You have definitely been an outstanding leader and a member that has been committed to Alpha Kappa.  Some chapters find that instead of electing a President Elect, they have a Vice President, perhaps even Co-Vice Presidents.  While serving in this office, it enables that sister or sisters to feel more comfortable in a leadership position while learning more about the chapter and even the duties that a Chapter President may have.  Sometimes it is the "name" of an office that may cause apprehension and a feeling of not being able to do the job that cause members not to "step up".  Using past strong leaders as mentors for the position is an excellent way to give support while providing those leaders continued feelings of being needed.  If part of the reason is that someone does not feel as if she is able to put together a program selection for the year, perhaps getting program ideas from all the members or forming a program committee would help. Think positive and I know your members will embrace that feeling and hopefully take on the responsibility.  Please continue to watch the Presidents' Hotline for any additional comments or help.
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
4/30/12
Question:  We have a list of members' names who have already agreed to fill the officers' positions for the years 2012-2014. Is it necessary to hand out a paper ballot with those names on it for the members who are in attendance to "fill in" the circle beside of each name? Is it necessary to have a place to write in another possible name for each position? Or can I just present the names of the members who have already agreed to accept those positions, have motions (a first and second) then a verbal vote by the group present, as long as it is a majority?


 

 

Answer:  Thank you for your question. According to the chapter bylaw template (provided by International and may be found our the website) in Article VII, Section 2, it states the election should be by ballot.  If the chapter has changed this then you should refer to your S/P/N bylaws (Article VII Section 1,b).  As for the "write-in", it  would probably be out of order since the candidate qualifications committee would not have checked credentials prior to election.  Check to see if any additional procedure has been added.  Some additions to bylaws state that when only one candidate is presented for an office, the chairman may request a voice vote, effecting the election by general consent. 
 
Hopefully this has answered your question.  If you need any additional help, please don't hesitate to contact the Presidents' Hotline.
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
4/18/12

Question:  Are there new requirements for the S/P/N flags and banners to be presented at International convention, and if so what are they?

Answer:  Thank you for your question!  There are no new requirements for the banners.  I'm attaching a PDF of the guidelines.  Please let me know if you have any questions.  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
4/16/12

Question:  Previous responses relating to guests have mentioned that Alpha Delta Kappa opened the opportunity to attend initiation as a way for our chapters to share and celebrate becoming a member. May a guest be allowed to attend a meeting during which installation of new officers will take place?

Answer:  Thank you for this question.  Guests are more than welcome to attend the installation of new officers.  How proud these new officers should be for stepping up to leadership roles and how honored guests should feel to be a part of this lovely ceremony.  Enjoy!
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
4/11/12

Question:  In completing the Member Record Update, a member questioned if she considered actively engaged in education. She is contracted part-time by the local district to occasional test students for dyslexia. 

Answer:  Thank you for using our Presidents' Hotline!  You may absolutely count this member as being actively engaged in education!  It is always wonderful seeing our sisters remain active in education on any level.
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
4/10/12
Question:  Does a former member wishing to be reinstated pay the "One-Time" fee again? Does she purchase another badge if she still has her badge from her previous membership? Are guests/prospective members permitted to be in attendance at the Installation of Officers ceremony?

Answer:  Thank you for using our Presidents' Hotline!  The reinstatement process is detailed in our bylaws in Article III-Membership Section 8 a-Reinstatement.  This states: A  former member of Alpha Delta Kappa may be reinstated by (1) Petitioning the chapter in which she wishes to become an active member (2) Voting procedures shall be the same as for any new active member of the chapter (3) Completing and returning a Petition for Reinstatement Form to Headquarters accompanied by payment of current International dues, publication fee and reinstatement fee (4) Paying the current chapter and state, provincial or national dues (5) Receiving notification from Headquarters that the reinstatement process has been completed.
 
She does not have to purchase another badge if she still has her badge from her previous membership.  Guests and prospective members are certainly permitted and welcomed to attend the Installation of Officers ceremony.  It is a beautiful and meaningful ceremony and should be shared!  
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee 
4/5/12
Question: When does the biennium begin and end? When new officers are installed?

Answer: Thank you for your question.  Technically, the new biennium begins once the new chapter officers are installed.  This usually happens in May or June.  
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
4/3/12
Question:  Regarding qualifications for membership: a teacher who retired from multiple years of teaching is now teaching teachers under contract at a local university. Please confirm that she is eligible as I believe she is.

Answer:  Thank you for your question.  Your candidate is definitely eligible!  What a wonderful prospective member and I'm certain she will be an excellent resource for further outstanding young educators to be considered for membership in Alpha Delta Kappa!
Fraternally,
Linda Rissel, Chairman
International  Chapter Leadership Committee
3/27/12
Question:  What is the fee for new members? $70 or is it more?

Answer:  Thank you for using our Presidents' Hotline.  The fee for a new member is $70.  
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
3/27/12

Question: We have a prospective member on whom we will vote for membership at the March meeting. We are sure it will be an affirmative vote. But there is a problem with initiating her. Because of family obligations and her very busy schedule as a district office administrator, she is unable to come to the April, May, and June meetings to be initiated. And she is retiring July 1st. Can we initiate her after retirement if she has been voted in? If not, can we initiate her at a special meeting with just part of the membership present or can we initiate her at a regular meeting by proxy? We know she will be a great addition to our chapter, so we're hoping we can overcome this hurdle. Thank you so much for your help! 

Answer: Thank you for your question. A prospective member is not considered a member until she is officially initiated and the final paperwork is received at International Headquarters.  If the prospective member retires before this is done, she can not be initiated.  However, you can call a special meeting to initiate her before her July 1st retirement.  This would probably be the best was to complete the process.  She may not be initiated by proxy.  Perhaps this special meeting could be a simple "welcome" as well for your other new members!  Good luck.
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
3/21/12

Question: Should we be using the term "Policies and Procedures Manual" or "Handbook" to reference our S/P/N document?

Answer: Thank you for your question.  The "title" you use is your choice.  It is important that your members have a copy (hard one or posted on your website) so that they are able to reference it easily.  Having all additional information, not provided in your S/P/N bylaws, in one document makes it easier to find answers!  Good luck and please don't hesitate to contact us with any additional questions.
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee 
3/12/12

Question: Hello ladies, I have a question for you. Our president-elect is about to begin her term at our May meeting, but I was just told that due to a family situation she feels unable to fulfill her duties, or at the very least, she wouldn't be able to start her presidency until Oct. 2012. Am I right in assuming that the former president is supposed to fill in if the new president is unable to fulfill her duties? I thought that I read that somewhere in the bylaws. Also, we're not having people overwhelm the Nominating Committee with volunteers to become the new president-elect, especially since our incoming president dropped this news on us in the last meeting! What would be involved in becoming a chapter with co-presidents? I know our local retired teacher's chapter works this way. Would we have to change our bylaws? I don't know that my chapter will want to do this, but I'm trying to explore our options. Thanks so much for your help!

Answer: Thank you for your question.  You are correct that the immediate past president may assume the duties while your president is unable to do so.  Many chapters have decided to have officers serve in a "co" position.  You would not have to change your bylaws.  You should bring the idea up to your membership for their input.  I'm sure you and your chapter members will support  your incoming president during the time she is dealing with the family situation!  Perhaps if you choose to have co-presidents-elect this will encourage "stepping up" and would certainly help you while covering the presidency.
 
Good luck and please don't hesitate to use our Presidents' Hotline at any time.
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
3/7/12

Question: As we are coming to the end of the biennium for chapters and states, could you clarify the items needed to be retained in our records for both? Also, would you please indicate for how far back we must keep records. Thank you.

Answer: Thank you for your question!  I am going to paste the S/P/N and Chapter Record Retention Requirements (from the Financial Instructional Booklet) below:
S/P/N and Chapter Record Retention Requirements
President
1. Retain in Permanent Files:
• Charter (Fidelis Scroll, if Fidelis Chapter)
• Ceremonies Books
• Minutes of Meetings and Bylaws
• Proceedings of International Conventions (S/P/N's only)
• Names of Initiated Members and Initiation Dates
• Written History
• Correspondence on any Legal Matters
2. Retain 4 years:
Forms and Correspondence (for the current and immediate past biennia).
Treasurer
1. Retain in Permanent Files:
• EIN Number (assigned by the Internal Revenue Service), any correspondence from the IRS, copy of any reports to the IRS, copy of correspondence from Headquarters regarding the IRS.
• Filed tax returns, including working papers.
• Audit reports and financial statements, cancelled checks for taxes, cash books.
• Financial ledgers and journals.
2. Retain 8 years:
Bank reconciliations, bank statements, petty cash vouchers, general correspondence, other cancelled checks, expense reports, paid bills and monthly trial balances.
Please let me know if you have any questions.  Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
3/6/12

Question: Are there membership dues for Alpha Delta Kappa Association and how does one become a member?

Answer: Thank you for your question.  New members may join the Alpha Delta Kappa Association for men only at Alpha Delta Kappa International Conventions. However, membership may be renewed thereafter by mail if the member is unable to attend an International Convention. Membership dues are $20 each biennium. 
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa

Question: What are the necessary qualifications to be state, provincial or national pres-elect? 

Answer: Thank you for your question.  As stated in our International bylaws-Article VII-Officers Section 2 a.  "A candidate shall be an active chapter member, registered and attending the convention at which she is nominated, elected and installed.  An exception to this ruling shall be effected by a two-thirds (2/3) vote of the delegate assembly.  A candidate for any office shall have held an elected chapter office.  A candidate for president or president-elect shall have served one (1) term as a chapter president and shall have served at least one (1) term on the respective executive board as an elected officer or as president of the council of chapter presidents.  State, provincial or national presidents and presidents-elect shall not hold a chapter office.
 
Thank you for using our presidents' hotline.
 
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
3/5/12

Question: Have the offices of corresponding secretary and recording secretary been combined as one office?  Has the office of sergeant-at-arms been eliminated? Thank you for information.

Answer: Thank you for your question. The offices of recording secretary and corresponding secretary have not been combined. However, chapters have the option to do so if needed. The office of sergeant-at-arms has not been eliminated but is now an option. We appreciate that you have used our Presidents' Hotline!
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
2/28/12

Question: Our chapter has been asked to submit a C-3 form in order for us to sell raffle tickets for our local community basket. Where can we get a copy of this?

Answer: Thank you for your question.  The C-3 Form is in the Financial Instructional Booklet.  Please let me know if you have any questions and have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
2/28/12

Question: Hello sisters, where do I find the member ID numbers for my membership? I've been able to log onto our website without that info, but lots of my members say they con't access the ADK websiste without that information. Thank you!
Answer: Thank you for using the Presidents' Hotline!  International Headquarters is more than happy to provide you with this information.  Member ID numbers also appear on every Columns and KAPPAN mailing label, as well as on the H-138 Chapter Billing Form and the Member Record Update Report form.
Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
2/27/12
Question: When is the last date to submit an application for membership and have her count for this year?
Answer: Thank you for your question.  While we don't technically have a deadline attached to the membership application, the International Membership Committee suggests that the best time to initiate new members is January, February and March. As you know, yearly dues are due to International in January.  The earlier in the year a member is initiated, the better!  If you don't initiate new members until October, November or December, they must not only pay the new member fees but then must pay yearly dues by January.  
Best of luck.
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee 
2/27/12
Question: If a chapter president is ending her term, can she be president for another term? How many consecutive terms can she serve?
Answer: Thank you for your question.  A president may only serve one term.  The only officers that may serve two terms are the treasurer and the recording secretary.  Have a nice evening.
Fraternally,
Linda Rissel, Chairman
International Chapter Leadership Committee
2/26/12
Question: Attendance at meetings is addressed as a percentage of possible members attending or listed as actual #'s attending?
Answer: Thank you for using our Presidents' Hotline!  The number requested on our H-114 is the actual number of members, not a percentage. Have a wonderful day!
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
2/21/12
Question: How does a member who is taking graduate classes go on active on leave status? thank you!
Answer: Thank you for your question.  You may find this information in our International Bylaws in Article III-Membership, Section 5 b.  "Active on leave is a special status requested by a member and granted by a majority vote of the chapter for a period of one year.  Requested extensions of one year shall be permitted by a majority vote of the chapter."  Your member does meet the circumstance that would enable her to apply for this status (professional study).  "A member granted active on leave status shall pay all chapter, state, provincial or national and International dues, fees and assessments to the chapter treasurer.  She shall not be required to attend chapter meetings, to hold office, or serve on committees.  She shall not vote on new members."  Best of luck to this member! 

Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee 
2/21/12
Question: I want to teach the Alpha Delta Kappa song to new members. Is the music available to print online?
Answer:  Thank you for your message.  The sheet music is under "Resources," "Documents & Forms," "General." Happy Valentine's Day!
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
2/13/12
Question: Is it permissible to have a guest attend a meeting during which the initiation ceremony for new members will take place?
Answer: Thank you so much for your question.  Alpha Delta Kappa opened this opportunity for our chapters as a way to share and celebrate becoming a member!  We have encouraged our chapters to take advantage of this special time and by allowing family and friends to experience this honor.  
Fraternally,
Linda S. Rissel
Chairman, International Chapter Leadership Committee 
2/12/12
Question: We have one member who did not pay her dues on time. Is there any way to avoid writing 5 or 6 checks for 1 member?

Answer: Thank you for using our Presidents' Hotline!  Only 2 checks need to be written when a member pays her dues after the chapter has submitted the H-138, Members Payment Record.  One check should be written for International dues and mailed to the street address of International Headquarters with a note listing the member's name, ID#, S/P/N and chapter name.  The other check should be for S/P/N dues and mailed directly to the S/P/N treasurer.  If the dues are received after the January 31 postmark date, only 2 check should still be required as the late fees should be included in the amount of the checks.
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee 
1/26/2012

Question: How do I find out if a member paid her dues last year?

Answer: Thank you for your question.  Please contact International Headquarters, (800) 247-2311(800) 247-2311 [email protected] and we'll be happy to tell you.
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
1/26/12
Question: Has anyone ever thought about creating and selling a flag for Alpha Delta Kappa? Many times I wish I had small ones to use in centerpieces and with other projects. Thinking aloud!
Answer:  I'm afraid I did not find flags on the Violet Shop site.  However, they do have banners and perhaps have some items that could be adapted, such as stickers you could put on small white flags:
 
http://www.cafepress.com/alphadeltakappa
 
In the meantime, we'll keep our eyes peeled for flag logo products from our suppliers.  Also, if you wish to have an item custom-made, you are free to use any graphic we have except for the Temple Corner Plaque, and we are always happy to supply you with high-resolution art.
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
1/26/12
Question: Our IPP has two extra official badges which she'd like to offer to two of our new pledges at initiation. Is that possible and if so, will they be able to submit their H-103/131 with only $25.? 
Answer:  Thank you for using our Presidents' Hotline!  A NEW member must purchase the official badge.  The only exception to this is addressed in our International Policies and Procedures manual re:  Mother's/Grandmother's badge.  If a badge is originally from her mother or grandmother, then a new member may send a donation to the Alpha Delta Kappa Foundation in the amount of what the badge would cost in memory of her mother or grandmother. Otherwise, All NEW members must purchase their badge from International Headquarters.
 
The "extra" badges that your IPP has may be used to start a badge bank.  This badge bank may be used as permanent replacements for EXISTING MEMBERS' lost badges.  Depending on the chapter's wishes the replacement badge may be given to the member; or she may purchase it from the chapter; or she may make a donation to the Foundation for the cost of the badge.
 
We hope this helps to answer your question.  Please feel free to contact  Headquarters if you have any additional questions pertaining to this.
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
1/23/12
Question: My historian needs to know when our chapter scrapbook needs to be submitted. I think she means before we have our (Florida) S/P/N convention. 
Answer:  Thank you for your question!  According to Florida S/P/N president and S/P/N historian, chapter scrapbooks are not submitted to the S/P/N: however, they do encourage chapters to either bring their scrapbook or a "science board display with chapter pictures" to the S/P/N convention.  The archives are put on display during the convention; however,they go home with the individual at the end of the convention.  Your chapter historian should have submitted a "one page chapter history and one page of chapter photos" to your S/P/N historian.
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
1/23/12
Question: A chapter president asked the following: One of the sisters who dropped out of the chapter returned her pin to the chapter. They are initiating a new sister and want to know if she can use that pin.
Answer: Thank you for your question.  The Policies and Procedures manual addresses the usage of a mother's/grandmother's badge.  A new member that comes under this category may use the said badge only after making a contribution, in the amount of what a new badge would cost, to the Alpha Delta Kappa Foundation (in her mother's or grandmother's memory).  The badge that your member returned may be used to start a chapter badge bank. A badge bank can give a temporary replacement for anyone who had misplaced her badge.  The badge bank can also be used as permanent replacements for existing members' lost badges.  Depending on the chapter's wishes, the replacement badge may be given to the member; or she may pruchase it from the chapter; or she may make a donation to the Foundation for the cost of the badge.  The key words here are: EXISTING MEMBER. A new member does not qualify to use a returned pin in lieu of purchasing one.  Please don't hesitate to use our hotline for any additional questions.
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
1/23/12
Question:  Good Evening, I have not seen anything to sign up for the Northeast Convention. Have I missed it or will it be out soon? Thank you.

Answer:  Thank you for your question.  The registration packets for the Northeast Regional Conference will be sent the end of February.  You are able to register for your hotel.  The information is posted on the Northeast Regional website. 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
1/11/12

Question:  As I am preparing for the S/P/N Convention, how can I get an updated list of Omega members and those that are Silver Sisters?

Answer:  Thank you for your question.  You may request this information from International Headquarters,[email protected]
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
1/12/12

Question:  Will you please explain limited membership? We have an elderly member that is having serious medical issues. I'm not sure if she is eligible for limited membership or some other kind?

Answer:  Thank you for your question.  It sounds as if she may be eligible for Limited Membership Status.  Here is the explanation from the International Bylaws:
 
g. LIMITED MEMBER If a member becomes incapacitated to the extent that she can no longer fulfill her obligations and responsibilities as an active member of Alpha Delta Kappa, a chapter may request her membership status be changed to that of limited member. Such a change in status shall be decided by Headquarters, and shall be based on the information received from her chapter’s executive board. 
(1) A member shall be considered incapacitated if she has permanent physical or mental challenges that prevent her from participating in chapter activities. Such challenges may include severe mobility problems as well as Alzheimer’s, Parkinson’s, dementia or other progressive, debilitating diseases or conditions.


(2) A member with limited status shall be exempt from any financial obligations to Alpha Delta Kappa and shall receive publications until her chapter has notified Headquarters that it is no longer feasible for these publications to be received.


(3) Status as a limited member shall remain in effect until the chapter requests a change.
You may apply for Limited Status for her on the International Website:  http://www.alphadeltakappa.org/s/1292/index.aspx?sid=1292&gid=1&pgid=521
 
Please let me know if you have any further questions.  
 
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
Alpha Delta Kappa
1/12/12
Question:  Are donations still being accepted for Project S.A.V.E?

Answer:  Thank you for your question.  Yes, donations are still being accepted for Project S.A.V.E.  The International Executive Board approved a motion that all future donations designated to Project S.A.V.E. would be forwarded to Veterans' Vietnam Restoration Project (VVRP) for future projects.
Fraternally,
Laura C. Bourgeois, CAE
Executive Administrator
1/10/12

Question:  We have a member who has moved away and she wishes to become a sustaining member. How do I handle this?

Answer:  Thank you for your question!  Form H-119, Report for Member Changes, is the correct form to complete.  You can fill it out online here:
 
http://www.alphadeltakappa.org/s/1292/index.aspx?sid=1292&gid=1&pgid=723&cid=1385
 
Please let me know if you have any questions or any trouble with the form.  Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
12/16/11

Question:  I have received several questions from chapter presidents and want to be sure of my answers. First, was a question on how much of our dues support AΔK charities (I assume it is the $1 for AΔK Foundation)? Secondly, which charities does it directly support? Third question, are contributions or gifts deductible as charitable contributions for federal income tax purposes?

Answer:  Thank you for your question!  There is a page on the website that shows the International Dues breakdown:
 
http://www.alphadeltakappa.org/s/1292/index.aspx?sid=1292&gid=1&pgid=1551
 
Fourteen percent, or $4.76 goes toward altruism.  All donations to the Alpha Delta Kappa Foundation (a 501[c]3) are tax-deductible.  The $1 portion of the dues that goes to the Foundation is tax-deductible, and, in some S/P/N's, a portion of the dues paid to Alpha Delta Kappa Sorority (a 501[c]7) might be deductible as professional dues & fees (members would need to ask their tax advisors).  The Foundation directly supports the International altruistic projects Susan G. Komen for the Cure and St. Jude Children's Research Hospital.  
 
I hope this helps!
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
12/12/2011
Question:  Is there a template or directions to follow from International to set up a new district's web site? Where can I access info for doing a web site?
Answer:  Thank you for your message and your interest in a district website!  When you're ready, just let me know and I'll be happy to create the site for you.  Also, please let me know who is going to work on the site, and I will assign her administrative rights.  I'm attaching the Website Guidelines and a "Master How To" manual for the design software built in to the website.  Here are a list of "screencasts" (little movies of my monitor as I work on various parts of the site) that might be helpful to you:
 
Finding your site (isn't really addressed in the manual), Adding text and image (page 6):
http://screencast.com/t/1anyhc5tw8nY
 
Right-clicking in Site Map to Add Page (page 19):
http://screencast.com/t/dSY424URPD0
http://screencast.com/t/ODTX7FOcY
 
Adding page (page 19), creating e-mail links (bottom of page 7), posting image (page 6):
http://screencast.com/t/nwLnC09EHDKN
 
Posting a document (page 8):
http://screencast.com/t/dzCnijtccK
 
Creating an e-mail link (bottom of page 7):
http://screencast.com/t/hhOsgxWwk
 
Right-Clicking in Site Map to delete a page (page 19):
http://screencast.com/t/LiGBpYUjo8P
 
The page references are to pages in the "How To" manual.  The screencasts have no audio.  
 
When you add content or revise pages, I receive an e-mail telling me there is content to be approved.  As soon as I approve it, you will get an e-mail and the content will then appear on the page.
 
Please let me know if you have any questions.  Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
12/12/2011
Question:  If we elect Co-presidents for our chapter, can we still have a Vice President?

Answer:  Thank you for your question!  By all means you can elect a Vice President as well.  Have a wonderful holiday season.
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
12/12/2011
Question:  We have a member who wishes to transfer to the local Fidelis chapter. Is there any action required of us beyond reading her e-mail request as correspondence at our next meeting?

Answer:  Thank you for your question.  A member not actively engaged as a professional educator, may transfer to a Fidelis chapter, provided that her former chapter is left with no fewer than fifteen (15) members.  The receiving Chapter President must submit Form H-119, as directed on the form, with the member's copy being sent to the previous chapter.  Headquarters does not arrange or approve transfers.  You may complete and submit the H-119 form on line, using the Alpha Delta Kappa website.  Simply click on Resources (at the top of the home page), go to documents and forms and select the line for H-119-member change.  Of course you may also print a copy of the form and send it via US mail.  Please remember to forward the completed form to those listed that should receive a copy.
 
Thank you for using our Presidents' Hotline!
 
Fraternally,
Linda Rissel
Chairman-International Chapter Leadership Committee
11/18/11
Question:  One of chapter's sisters passed away this month. As president of the chapter, how do I enroll her in Omega?

Answer:  Thank you for using our Presidents' Hotline.  I am so sorry to hear about your loss.  In order that this sister be honored and listed in the Omega chapter, the H-119 form-member change must be completed and submitted.  If a copy of this form is not available in your chapter files, please go to the Alpha Delta Kappa website to print a copy out or submit on line.  Simply go to our home page, click on resources (at the top), click on the documents and forms section and then scroll down to find the H-119.  Be sure that those individuals listed to receive a copy do so.
 
Fraternally,
Linda Rissel
Chairman-International Chapter Leadership Committee
11/18/11

Question:  What are the guidelines and sizes for a district banner? I can only find guidelines for a chapter or S/P/N.

Answer:  Thank you for using our Presidents' Hotline.  There are no guidelines and sizes for district banners.  You may either contact your S/P/N President to see if guidelines are available for the district banner or use the guidelines set up for chapter banners.  Have a wonderful day!
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Development Committee
11/2/11

Question:  Please explain how someone may become an Honorary Member of Alpha Delta Kappa.

Answer:  Thank you for using our Presidents' Hotline!  The title of honorary member may be conferred upon a woman for life.  This membership shall entitle her to all privileges other than those of holding office, making motions and voting.  Honorary membership in Alpha Delta Kappa shall be governed by the following regulations:
 
(a) A chapter shall have no more than two honorary members with the exception of Fidelis chapters, which may have more
(b) A chapter honorary member shall not be under contract to a school system at the time of her election or initiation nor engaged as a professional educator
(c) Qualifications of a proposed chapter honorary member shall be approved by Headquarters prior to her election 
(d) A chapter honorary member shall not have been a member of Alpha Delta Kappa
(e) A chapter honorary member shall have made an outstanding contribution to the field of education, the sciences, the humanities, or the arts on a local, state, provincial or national level
(f) A chapter honorary member shall be elected by the same election procedures as those used to elect new members 
(g) A chapter honorary member shall pay no dues, fees, or assessments.  The annual publication fee and the cost of the Alpha Delta Kappa chapter honorary pin presented to the honorary member shall be met by the chapter
(h) A chapter honorary member shall not be permitted to transfer except to a Fidelis chapter when invited
 
I have included all information pertaining to chapter honorary membership and put what needs to be done or considered when proposing someone for this honor.  Best of luck and please don't hesitate to contact International Headquarters or the Presidents' Hotline if you have any additional questions.
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
10/29/11

Question:  In light of the nominating committee forming at this time, is there any kind of membership interest/office survey or form to assist this committee in making good nominating choices.....or does each chapter need to reinvent the wheel and develop their own?

Answer:  Thank you for your question.  International developed a "volunteer" form last biennium to be used by members interested in serving on various International Committees.  However, International does not currently have a form you are requesting.  Perhaps your chapter could list each office-committee that you require, duties of each, and specific qualifications to give your nominating committee and your members information that would be helpful in the process.  I have made a personal note for our International Leadership Committee to consider the possibility of generating such a form that could be utilized by our members.  
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
10/29/11

Question: I received a note that I did not submit the C-1 form. What is this?

Answer:  Thank you for your question!  The C-1 form is the Annual Chapter Reporting Form and Audit.  This is a form that must be completed and filed at the end of your chapter's fiscal year.  Each summer, chapter treasurers receive a letter from International Headquarters that includes a copy of this form.  On this C-1 report should be a complete listing of all Receipts (Revenues) and Disbursements (Expenses).  Your chapter will show a beginning and ending balance for the fiscal year that just ended.  Most chapters run their fiscal year June to June.  
 
If you would like a copy of the Financial Instructional Booklet or need a copy of the C-1 report, you can go to our International website (members-only portion).  Click on Documents and Forms and then click on Financial Instructional Booklet.  The forms may be printed and completed by hand or are also available to be completed and submitted on line.  Be sure to keep a copy for your own records!
 
If you have any specific questions or concerns once you have the information, please don't hesitate to contact International Headquarters and our staff will be more than happy to assist you.
 
I hope this information has been helpful.  We appreciate you using our Presidents' Hotline.
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Development Committee
10/27/11

Question: Our chapter would like to buy or rent a copy of the CD shown at the Chicago Convention. It was a CD of members stating why they were proud to be members of AΔK.

Thank you for your question!  The DVD is a new chapter supply item, S67, and is $5.  We'll be happy to send it to you with an invoice.
Happy Alpha Delta Kappa Month!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
10/21/11

Question:  Does a sister who wants to become a sustaining member pay the publication fee? 

Answer:  Thank you for using the Presidents' Hotline!  Yes, a sustaining member pays International dues/publication fee and her state, provincial or national dues.
Happy Alpha Delta Kappa Month!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
10/19/11

Question:  What is the procedure for having a member become inactive for a year due to poor health?

Answer:  Thank you for your question.  "Active on Leave" status is granted by a majority vote of the chapter for a period of one year.  Requested extensions of one year shall be permitted by a majority vote of the chapter.  A member granted active on leave status must pay all chapter, state, provincial or national and International  dues, fees and assessments to the chapter treasurer.  You may refer to our International Bylaws, Article III-Membership, Section 5 b. for more specific information.  Good luck.
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Development Committee
10/18/11

Question: What are the guidelines for selecting a nominating committee?

Answer:  Thank you for your question.  According to our International Bylaws, Article VIII-Committees, Section 3-Chapter Committees-a. Standing and special committees, except the nominating committee, WHICH IS ELECTED BY THE MEMBERS, shall be appointed by the president as authorized or required by International, state, provincial, national or chapter bylaws.  The members of your nominating committee must be elected.  It is always good practice to find and nominate members to serve on this committee that have a good understanding of what each office entails (responsibilities, etc.) and to know the members of the chapter.  Selecting possible candidates for officer positions is such an important job and the responsibility should not be handed to just any member. Good luck!
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Development Committee
10/18/11

Question:  Is there any way that a chapter president can serve a four-year term or could serve as a co-president? We have a very small chapter and no one is currently stepping up to take the presidency for 2012.

Answer:  Thank you for using our Presidents' Hotline!  As stated in our bylaws found in Article VII-Officers Section 3 (1) A chapter officer who has served a full term shall not succeed herself other than the treasurer and / or recording secretary who may be elected for one (1) additional term only.  Perhaps encouraging a member to assume the presidency with you as an acting advisor would result in someone feeling "more comfortable" in offering for the office.  
Good luck.
Fraternally,
Linda S. Rissel
Chairman, International Chapter Leadership Development Committee 
10/17/11
Question:  If a member resigns and holds an office how is the office filled. I presume by Executive Board decision. Is this correct? Thank you.

Answer:  Thank you for your question.  According to our International Bylaws, Article VII-Officers, Section 3 d. (2), "Vacanies in offices, except that of president, shall be filled by the executive board."  We appreciate you using our Presidents' hotline!  Happy Alpha Delta Kappa Month.
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
10/6/11

Question:  I need a copy of our Membership Action Plan part A. Who do I contact to get a copy of that?

Answer:  Thank you for submitting your question to our Presidents' Hotline.  You should contact Stacy Bruce at International Headquartersto request a copy of your Membership Action Plan-Part A.  Be sure to make a copy for your chapter files of both sections also.  Happy Alpha Delta Kappa month!
Fraternally,
Linda S. Rissel
Chairman, International Chapter Leadership Committee
10/3/2011

Question:  Another chapter has expressed an interest in merging with us. If we do merge, will adding these members be considered positive net growth for our chapter?

Answer:  Thank you for submitting this question to our Presidents' Hotline!  Adding the members from a merging chapter will be counted toward positive net growth to the remaining chapter.  Of course in order for positive net growth, any members that the existing chapter may lose can not exceed the number of NEW members brought in!  We appreciate the support of the merging chapter program and wish both chapters good luck.  If you do not already have the guidelines for merging chapters, please contact International Headquarters and we would be more than happy to send those to you.
 
Fraternally,
Linda S. Rissel
Chairman, International Chapter Leadership Committee
9/28/11

Question:  I misplaced a certificate honoring a Silver Sister in our chapter.  I've looked high & low...can't find it. How can I get a replacement?

Answer:  Thank you for using the Hotline!  Just contact International Headquarters and we'll be happy to send a replacement certificate.
Fraternally,
Laura Bourgeois
Assistant Executive Administrator
9/26/11

Question:  Do you think that picking up litter at The Augusta Canal National Heritage Area, which is a scenic walking, running, and biking trail, would qualify as a service project performed by Alpha Delta Kappa members?

Answer:  Thank you for your question.  This project sounds as if it could not only be a good service project but a good one for some exercise!  Make sure you indicate to the organization in charge of the area that you are doing this project in the name of Alpha Delta Kappa.  Wearing a sorority T shirt or something to indicate our organization is an excellent way to PROMOTE your chapter and Alpha Delta Kappa!  Enjoy and thanks for using our Presidents' Hotline.
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Committee
9/20/11

Question:  I know the Executive Board approved membership for part-time teachers, but the resolution failed at the International Convention. What is the status now? Can we initiate part time teachers?

Answer:  You may initiate part time teachers as long as the prospective new member is under contract part time in education at the time of her election and initiation.  
Stacy Bruce
Membership Coordinator
9/20/11

Question: Our chapter has been approved for a COAP (Chapter Organization Alternative Program) which will allow our retired sisters to meet during the day 6 out of 9 times. We currently have 52 active members. There will be 21 sisters joining the COAP group. According to last year’s attendance rosters, an average of 10 members of the 31 left consistently attends the monthly meetings. At our first meeting of the year our chapter discussed amending our chapter bylaws to reduce the quorum of 20 members to transact business to 10 members. We had 33 members present at the meeting and the motion was made, seconded and passed unanimously. During the discuss one member was concerned that changing the quorum to 10 was not legal. We do understand that this quorum does not include voting for new members. We will do this by ballot and include all active members. Please advise if we are within the guidelines of AΔK. Thank You!

Answer: Thank you so much for using our Presidents' Hotline.  This is certainly not the first time we have had this question and it is somewhat difficult.  Our parliamentarian has explained that a quorum is one more than half of the number of members that can be expected to attend.  If the chapter has 31 members but only 10 can be expected to attend, then the quorum is 6.  This certainly isn't a good number to be deciding major issues for a chapter of 31.  It would be more beneficial to try and  get your attendance up and then set the quorum.  Establishing a quorum of 10 would mean that you could normally expect 18 members to attend the meeting and this would be okay.
 
I hope this will help you.  Please don't hesitate to use our Presidents' Hotline anytime you have a question.
 
Fraternally,
Linda Rissel
Chairman, International Chapter Leadership Development Committee
9/14/11

Question: A nearby chapter has expressed an interest in merging with ours. They have gone down to about 12 members and have received several resignations. What do they need to do. Thanks.

Answer: Thank you for your message.  I'm attaching the Merging Chapters Guidelines & Application as a PDF file and MS Word document.  Please let me know if you have any questions.
Fraternally,
Laura C. Bourgeois
Assistant Executive Administrator
9/13/11

Question: I must appoint a "Candidate Qualifications" committee for our 2012 S/P/N convention. I have a candidate form but not much information on a committee. Are there suggestions for this committee? Can I just ask for someone from my own chapter or should I ask people from the 3 regions in my S/P/N?

Answer: Thank you for your question.  Information about the duties of a State Candidate Qualifications Committee can be found on page 11 of the International Handbook.  I will list the duties for you also.
 
1.  Prepares the candidate information form and notifies chapters as to where to obtain the forms and the deadlines involved.
2.  Reviews the candidate information forms submitted for members to be advanced for state/provincial/national office, and determines if the candidate meets eligibility requirements. (Note:  Only those forms completed according to established rules and submitted by the set deadline will be considered.)
3.  Displays the candidate information forms of all eligible candidates at the state/provincial/national convention.
4.  Presents all eligible candidates to the convention delegates.
5.  Prepares a committee report and presents it to the convention.
 
According to our International Bylaws, Article VII-Section 2 (g) (2) (h) the executive board shall elect a candidate qualifications committee

Fraternally,
Linda Rissel
Chairman, International Leadership Committee
9/12/11

Question: This friend is a retired teacher, however; she has teaching a student at home for two years and his parents are paying her a salary. Is she eligible to join?

Answer: It's a pleasure to receive a question from you!  Unfortunately, according to our present Constitution, your friend is not eligible for membership.  You may refer to our Constitution, Article III, Membership Eligibility.  In short, someone considered for membership must be "under contract."  Perhaps she would enjoy some of your chapter programs or help out with some altruistic projects.  Thank you so much for using our Presidents' Hotline.
Fraternally, 
Linda Rissel
Chairman, International Chapter Leadership Development Committee 
9/9/11

Question: What is the proper protocol for listing titles on an agenda or program when a S/P/N committee chairman also serves on another level? For example, if a sister is both the S/P/N and regional world understanding chairman, how is she listed on the meeting agenda or event program if she is giving a S/P/N report as the S/P/N  chairman? Similarly, if a sister serves, for example, as the S/P/N excellence in education chairman and a regional membership consultant, how is she listed on the program if she is serving in her S/P/N role (e.g., title on the program when presenting the S/P/N education in excellence award or in a byline when writing a column for the S/P/N  newsletter in her role as the S/P/N excellence in education chairman)? Any insights or guidelines you can provide would be greatly appreciated.

Answer: Thanks for your question.  Protocol can be confusing at times!  You can always refer to our Alpha Delta Kappa Handbook and find the protocol section for many items.  In a written program or agenda it should read:  "Southeast Regional and Virginia S/P/N World Understanding Chairman Mary Smith."  When it is time for her to present her report, introduce her as the S/P/N chairman and then add that she also serves as the regional chairman-this can be done at the end of the introduction or immediately following her report.  In the case of the S/P/N Excellence in Education chairman, the written program or agenda would reflect the role she is serving in for that particular function first, since that is the reason she is attending and then list her Regional Membership Consultant title.  She will be introduced as the S/P/N Excellence in Education chairman as she is presenting the award for that program and then also recognized as the Regional Membership Consultant for the Southeast Region.  
I hope this helps!  We appreciate you using our Presidents' Hotline.
Linda Rissel
Chairman, International Chapter Leadership Development Committee 
9/9/11

Question:  When a member passes away what forms or notifications should be made? I have completed the H-119 online and we will have an Omega Service at our chapter meeting.

Answer:  Thank you for your question.  You were correct in filling out the H 119 form.  Since you filled it out on line, please forward a copy of the email to the S/P/N president, S/P/N treasurer and S/P/N chaplain.  Members that have joined Omega will be honored at the state, provincial, national and International levels but must be notified.  Please don't hesitate to contact us again if you have any additional questions.  Thank you for using our Presidents' Hotline.
Fraternally,
Linda S. Rissel
Chairman, Leadership Development Committee
9/7/11

Question:  We have several members who have urgent issues at home as well as financial challenges. They have asked me about how to become "inactive." None have moved away or are eligible for limited membership.

Answer:  Thank you for your question.  We certainly understand the situation you have with the members.  There is no "inactive" status that would address this.  Alpha Delta Kappa does offer "Active on Leave" as outlined in our International Bylaws on page 4 (Article III, Section 5-b.  However, the member would have to pay chapter, S/P/N and International dues.  I do know that some chapters have waived their chapter dues in such cases and have offered to either pay the S/P/N and International dues or arranged for the member to make "payments" in order to pay the amount.  International dues would be $35.00 and whatever your S/P/N dues are.  Perhaps Gamma Nu can work something out for these members.  Of course if they decide to be "active on leave" they would not be required to attend meetings.  Good luck and I hope this helps in some way.  Please don't hesitate to use our Presidents' Hotline in the future.
Fraternally,
Linda S. Rissel
Chairman, Leadership Development Committee
9/6/11

Question:  What are the steps for approving/electing new members?

Answer:  Thank you for using our Presidents' Hotline. The process for approving-electing new members can be found in our International By laws.  If you do not have a copy available you may go to our International Website.  Once you have logged on to the website click on RESOURCES...then click on MEMBERSHIP INFORMATION...click on DOCUMENTS-FORMS.  You will the see By laws.  The information you need is found on page 4:  Election procedures for membership. 
 
Please don't hesitate to contact me if you have any additional questions.
 
Thank you for helping Alpha Delta Kappa "Move forward" by initiating new members!
 
Fraternally,
Linda S. Rissel
Chairman of the International Leadership Committee
9/3/11

Question: We have 2 former AΔK members who would like to be reinstated as active members. One is from our chapter and the other belonged to another chapter What is the process and how much does it cost?

Answer: Thank you for using the Presidents' Hotline.  The process for reinstatement can be found in our International bylaws.  If you do not have a copy available you can find them on our International web site.  Once you have logged onto the web site click on RESOURCES...then click on MEMBERSHIP INFORMATION...got to DOCUMENTS AND FORMS.  You will see the line for our bylaws.  The process for reinstatement can be found on page 8  section 8-Reinstatement.
 
It is always nice to be able to welcome back previous members!  Thank you for helping Alpha Delta Kappa add to our membership! Please don't hesitate to contact me if you have any additional questions.
 
Fraternally,
 
Linda S. Rissel
Chairman of the International Leadership Committee
9/3/11

Question: How can I get in touch with Grace Hager Andrews regarding KAPPAN article stating she had personal stories of our Founders?? I'd love additional info about all/any of them...from Grace or any other person! :-) 

Answer: Thank you so much for using the Presidents' Hotline.  I'm sure Grace will enjoy hearing from you and sharing her memories.  Grace's address is:  
GRACE HAGER ANDREWS
3400 REA ROAD
CHARLOTTE, NC 28226
Please let me know if you have any additional questions.  Have a great day!
Fraternally,
Linda S. Rissel
Chairman, International Chapter Leadership Development Committee
9/2/11

Question: CA-Zeta likes to begin collecting dues at the Sept. meeting, but this year the mtg. will be help before the H-138 form is sent to our treasurer. Could you tell me what International dues and fees will be this year so we can begin collecting before the form arrives? Also, do you happen to know if CA dues are the same or should I contact the S/P/N treasurer? Thanks so much for your help.

Answer: Thank you for using the Presidents' Hotline!  International dues and fees are $35 and we have California S/P/N dues as $20.
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
9/2/11

Question: Is there information on the website about the duties of the committee chairmen including timeline for submitting completed forms?

Answer:  Thank you for using the Presidents' Hotline!  The Officer & Committee Manual in the Handbook (on the Documents & Forms page under "Resources") is a great place to start.  There are descriptions of each committee, including deadlines for forms.  Please let me know if you have any questions.  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
8/29/11

Question: Will International be sending us an updated list of members in all our chapters? Will we be able to get this info on the website? Does International send us lists of qualifiers for silver and sapphire pins?

Answer:  Thank you for using the Presidents' Hotline!  I'm attaching a .csv file of your S/P/N's membership, which can be opened in Microsoft Excel.  Please let me know if you need this in a different format.  You can also search for members in the Online Directory on the website (under "Home").  International Headquarters will be sending out the H-138 Billing Forms to chapter treasurers in the next week or two, and they will include an updated listing of chapter members.  
International Headquarters automatically sends Golden and Silver Sister certificates to chapter presidents each month.  At any time, you can request a listing of Golden, Sapphire and Silver Sisters from Membership Coordinator Stacy Bruce, [email protected] 
Please let me know if you have any questions.  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
8/29/11

Question:  Is one eligible if they teach in a preschool? I know she has worked as a para several years in an elementary school then went back and got her early educ certificate and I'm not sure if this is her 2nd or 3rd year teaching in preschool. 

Answer:  Thank you for your question.  Yes, providing she meets all the qualifications for membership and has her certificate, she is eligible.
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
8/24/11

Question: Are our AΔK Pilot Projects still an option for Fidelis Chapters? RE: Alternative Pilot Projects

Answer: Thank you for your question.  The pilot projects have become permanent programs.  I'm attaching the guidelines and application form as a PDF file and as a Microsoft Word document.  Please let me know if you have any questions.
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
8/24/11

Question: What a great resource this is!!! Where would I find name and contact information for the International Standing Committees and other committees?

Answer: The information can be found under "Leadership," "Contact International Committees."
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
8/24/11

Question:  Our chapter will be voting on the membership of two new members in September. We are sure that they will be approved. May we vote and initiate them at the same meeting if their paperwork has been submitted?

Answer: I don't believe what you are asking can be accomplished so quickly.  When a candidate receives an affirmative vote of your chapter membership, Form H-103/131 is to be completed and submitted to Headquarters along with the membership fee and badge/pin fee (a total of $70.)  Our Headquarters staff will verify the eligibility of the member and then forward the official badge.  Then the initiation can take place.  After initiation, Form H-133 is to be completed and submitted to Headquarters.  Then a new member packet will be forwarded to your newest sister.  If the initiation takes place before January 1, the new member will need to pay dues (in addition to her most recent payment of $70) along with all other chapter members by the January 1 deadline.  If the initiation takes place after January 1, she will not pay dues until the next year.  I hope I have answered your question.
Fraternally,
Linda Chambers
Immediate Past IVP for Membership
8/15/11

Question: Is there a simple, easy to interpret chart which shows exactly what a chapter needs to do in order to earn seven pearls? While I know there are items I have shared with the chapters in my district, it would be easier to have an easy-to-read chart.
Answer: You can find the information you are requesting on our Alpha Delta Kappa website.  Click on Resources, then Documents and Forms, then Chapter, and then Pearls of Achievement.  Here you will find both the brochure and the chapter pearls calendar.  The calendar may best fill the need for the chart you are requesting.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
Immediate Past IVP for Membership
8/8/11
Question: When will the chapter presidents' packets be mailed?
Answer: Thank you for your question.  The chapter presidents' packets were mailed Tuesday and Wednesday, August 2nd and 3rd.  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
8/5/11
Question: We had two new members join in May of 2011. Do they pay all dues again for 2011 -2012. Second question - I need a really good explanation for the AΔK Foundation. Third question - I ordered the proceeding from the Chicago Convention. Will they be sent by e-mail or snail mail?

Answer: Your two members who were initiated in May of 2011 will owe their dues and assessments on January 1, 2012.
    To answer your second question I have copied "Alpha Delta Kappa Foundation" from our web site (under Altruism).
        "Through The Alpha Delta Kappa Foundation, established in 1981, members reach out to others in two very significant ways. First, the Foundation awards over a quarter of a million dollars in scholarships biennially through its scholarships and grants programs, plus it has provided perpetuating endowments administered by the University of Missouri – Kansas City Conservatory of Music, the Kansas City Art Institute and Baker University in Baldwin City, Kansas. Current scholarships and grants programs include: The International Teacher Education Program, the Excellence in Education Award, the Fine Arts Grants and the Regional Professional Development Scholarships. The many lives these scholarships have enriched are testimony to the collective effort of our members. Secondly, through its International altruistic projects, the Foundation has contributed more than one million dollars to St. Jude Children’s Research Hospital in Memphis, Tennessee, one of the world’s foremost research and treatment centers for catastrophic childhood diseases; from 1991-1997, contributed $150,000 to the Pediatric AIDS Foundation in Santa Monica, California which funds pediatric AIDS research around the world; and since 1997 has contributed more than $400,000 to Susan G. Komen For the Cure."
    Your copy of the "Proceedings" will be sent by snail-mail.
    I hope I have answered your questions.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
Immediate Past IVP for Membership
7/31/11

Question:  I am interested in receiving the International Roster of Officers with contact information, Mitzi Holmes's printable logo, biennium song and theme for the yearbook. Are these available at this time and will they be posted on-line?

Answer:  Thank you for your message.  The roster of International Officers is posted on the website under "Leadership," "Contact International Chapter."  The new logo is on the home page and under "Resources," "Clip Art."  The new theme is "Connections . . . Moving Forward Together."  To see the song used during the introduction of President Mitzi's theme and logo, click on the picture of the logo on the home page of this website!  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
7/28/11

Question:  On June 23, 2011, I submitted the H-114 Annual Chapter Highlights Summary but have not heard that it was received. Should I re-submit this, or can somebody please check for me.

Answer:  If you did not receive a copy of the form you submitted via e-mail, the form was unfortunately not received by International Headquarters.  Click here for a PDF of the H-114.  Click here for a Microsoft Word document of the H-114.  You can e-mail the completed Word document to [email protected] and/or fax the PDF file to (816) 363-4010(816) 363-4010.  We apologize for the inconvenience and are working to improve this process.  Thank you for your patience!
Fraternally,
Laura Bourgeois
Assistant Executive Administrator
7/22/11

Question: Where did they say to post our photos of the convention online?

Answer:  Thank you for your question!  The site is http://2011convention.shutterfly.com and the password is: Chicago2011
Fraternally,
Laura Bourgeois
Assistant Executive Administrator
7/22/11

Question:  My question is regarding filling out the H-114. #3 List Ways and Means Activities -- is that any way the chapter raises money, for charitable as well as operating expenses? #5 List community and school recognition -- Is that awards/recognition for things non-AΔK related? Can church recognition/awards be listed? Thanks for your help!
Answer:  I received your questions about Form H-114.  The list of Ways and Means activities is a list of any ways your chapter earns money, for both charitable donations as well as your operating expenses.  The awards and recognitions section can include non-AΔK activities, including your church recognitions and awards.  I hope this information helps make responding to the questions on Form H-114 a little more clear.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
6/13/2011
Question: Is there a form where I can submit my Chapter Balance figures?

Answer: We received your inquiry regarding chapter balance pearl credit.  We ask on the membership record update that you make any changes with regards to retired and currently not engaged in education which ultimately reflects chapter balance pearl credit.

You need to do nothing else if you noted these changes if any on the membership record update due May 1, 2011 for pearl credit year ending May 31, 2011.

If you have any questions please feel free to contact me at (800) 247-2311(800) 247-2311 between the hours of 8:30 – 4:30 Central Standard Time.

Have a wonderful day and thank you for all you do for Alpha Delta Kappa.

Fraternally,
Stacy Bruce
Membership Coordinator
5/24/11
Question:  A chapter in my S/P/N has just informed me that they have disbanded—no warning ahead of time that this might even happen. I'm meeting with them and need to know what to do: Do I file H-119 on all of the members? Do I need to collect any paperwork from them (their charter? their final financial records?) Should any money left be sent to the Foundation or may they make a donation to a charity in their area?

Answer: Even though we have a procedure in place for chapter disbanding, there is no way we can ensure that it will always be followed properly.  Sometimes the information about a disbanding chapter comes to you after the deed is done!  Today I spoke to Annie Griffin at Alpha Delta Kappa Headquarters about your situation.  She will send you the appropriate procedure and paperwork for closing a chapter.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
5/17/11
Question: When will the information on the Chapter Pearls report be updated to show the latest positive net growth? Our chapter initiated five new members in March. Who should I contact if there is incorrect recording of my attendance to the Regional Conference? I took the place of another president who could not attend, paid the registration, but have not been given credit for attending. Thank you for your help.

Answer: Chapter Pearls are updated at the beginning of June, so your total will be correct for the Regional Luncheon at International Convention in Chicago.  Stacy Bruce, our membership coordinator at Alpha Delta Kappa Headquarters, has verified that your chapter will receive the optional pearl credit for the conference.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
5/14/2011
Question: We have a potential new member, but we've had our last meeting of the year, and she's retiring this year. What options do we have?

Answer: To become a member of Alpha Delta Kappa a person must be actively employed/under contract.  I don't know when your friend's contract will expire, but you have until that final date for her to become a member of our sorority.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
5/13/2011
Question: A local teacher is interested in becoming a member. She is currently under contract until the end of Aug. when she will retire. Can she join even though she would not be initiated until later?

Answer: A teacher must be actively employed/under contract to become a member of Alpha Delta Kappa.  My suggestion is to advance the timing for your local teacher so that she can be initiated before the end of August.
Fraternally,
Linda Chambers
IVP for Membership
5/12/11
Question: My question regards postage...Is it permissible to use money from our chapter treasury for postage? In our chapter, we notify our members of upcoming meetings /announcements in 2 ways. A phone call goes to each member and an e-mail message goes to all who have e-mail. For the 10-11 members who don't have e-mail, I send a letter or postcard. This has amounted to about $50 since August. I've taken care of this personally and can continue to do so but just wondered how others handle the situation. Thank you.


Answer: Yes, your chapter treasury may pay for postage.  Most chapters will include a line item in their annual budget to cover postage and mailings, or correspondence in general.  If you do not have this in your budget for 2010-2011, you can add it for 2011-2012.  Also, you may get reimbursed this year from any miscellaneous monies you may have in your treasury.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
5/10/2011
Question: One of our sisters is retiring and the school responsible for hosting the retirement party has requested permission to display the items used in initiation (plaque, letters, etc.) as a representation of her involvement outside school activities. Is this permissible?

Answer: The items you named may certainly be displayed!  Thank you for asking and for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
5/5/2011
Question: Today is Saturday, April 30, and in the mail TODAY, I just received dues from a member in our chapter. This sister has had many reminders about paying her dues, and financial difficulties are not a problem. Now what? The date she has on the check is April 21, 2011. 

Answer: I can feel the frustration in your message.  The job of a chapter president is most varied, and filled with joys and woes.  I hope your joys will far exceed your woes!  I spoke with Headquarters this morning about your question.  Please remit the dues from your "tardy" member.  A letter has already been mailed to her since no dues or fees were received at Headquarters by the deadline.  However, she has been given 15 additional days to turn this in without having to complete the reinstatement process.  Thank you for your care and diligence in serving Alpha Delta Kappa.
Fraternally,
Linda Chambers
IVP for Membership
5/2/2011
Question: What is being done for the Alpha Delta Kappa sisters in Alabama, etc. who have suffered tornado damage?

Answer: I spoke with the Alabama S/P/N President today about the tornado damage in her S/P/N.  At this time, the Alabama sisters are beginning to assess the damage and are asking those who want to help to wait until they have a better understanding of the extent of damage to the many schools, families, and communities in general.  Word will be forthcoming about the kinds of help needed.  Thank you for your concern for our Alpha Delta Kappa sisters, and thank you for using our Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
4/30/2011
Question: My chapter is reviewing our current altruistic projects. Are we required to complete a project each month?

Answer: The Altruistic Committee, a standing committee in your chapter, is responsible for the altruistic projects in your chapter.  One of the purposes for which Alpha Delta Kappa was founded was "To promote educational and charitable projects and activities."   Keeping all of this in mind, however, there is no requirement to have an altruistic project each month.  I hope this helps as your chapter is reviewing your current practices.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
4/26/2011
Question: In completing the Member Record Update, a member questioned if she considered actively engaged in education. She is contracted part-time by the local district to occasionally test students for dyslexia. 

Answer: Your sister is considered actively engaged in education, even as a part time (occasional) employee.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
4/14/11
Question:  I was wondering if there is a deadline as to when the Member Initiation form H-133 needs to be submitted? My understanding is that this form is not supposed to be turned in until after the initiation. Ours is not until May 6th, after International's Membership drive is closed and all info is due in. Our membership chair has sent in the form for our prospect as well as the form for our re-instatement. Should we go ahead and fill out the H-133 and submit this even though it's pre-initiation since this is the end of the year?


Answer: You are correct in thinking that Form H-133 is to be submitted after initiation.  Please do not submit it until the initiation has taken place.  And, yes, you are correct in knowing that the 2011 Membership Campaign's deadline is May 1.  However, this is not the close of the year.  New members count in the year's total net growth when the H-133 is received at Headquarters by May 31.  So, you will have time to receive credit for a new member if you submit Form H-133 immediately following the May 6 initiation date.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
4/12/11
Question: Who is responsible for reporting how many members & guests attend each meeting? Does that information go to the S/P/N President?

Answer: The number of members and guests at each of your chapter meetings is to be recorded on the Form H-114, the Annual Chapter Highlights Summary, by your chapter corresponding secretary.  This form is due to Headquarters no later than August 1 of each year.  Headquarters will forward copies of this form to your Regional IVP and your S/P/N president.  In addition, the number of members and guests attending each chapter meeting are to be included in the minutes of each of your meetings.  Your chapter recording secretary will forward these minutes to your S/P/N president following each meeting.  
    Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
4/10/11
Question: One of our members has said that she has never received recognition as a Silver Sister. How do I check on this?

Answer: Your own chapter minutes may record recognition given to your sisters for reaching Silver Sister status.  To verify a sister's years in Alpha Delta Kappa please call Stacy Bruce at Headquarters.  She will be able to give you specifics for a particular sister.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
4/10/11
Question: We have two previous sisters who gave up their membership. Now we are thinking we should have asked them if they were interested in limited or sustaining membership. Could you please tell me the qualifications for these two memberships? Also we have just had a previous member pass away. She had moved to Florida and we should have followed her in her membership. Is it possible to get her transferred to Omega even if her membership had lapsed?

Answer: Descriptions of the different classifications of membership in Alpha Delta Kappa are listed in our International Bylaws, Article III, Section 5 on pages A09-3 through A09--7.  Limited membership is designed for a sister who has become incapacitated to the extent she can no longer fulfill her obligations and responsibilities as an active member.  A chapter may request her membership status be changed to that of limited member.  Such a change in status shall be decided by Headquarters, and shall be based on the information received from her chapter's executive board.  Limited status is granted for the reasons of either physical and/or mental challenges.  
    A sustaining member is either an active member who moves out of the chapter area and has not affiliated with another chapter, or an active member whose chapter has disbanded and has no chapter with which to affiliate.  A member-at-large prior to July 1979 who has not affiliated with another chapter is also considered a sustaining member.  Sustaining members shall retain this classification until transfer to another chapter has been completed.  
    Regarding your sister who had moved and then passed away, please contact Headquarters and they would be glad to assist you with your specific questions about your sister.  
    Thank you for using the Presidents' Hot Line.  I hope I have helped with the answers to your questions.
Fraternally,
Linda Chambers
IVP for Membership
4/9/11
Question: What is the schedule used to revise chapter bylaws to align with S/P/N and national bylaws?

Answer: In looking at our International Bylaws, Article XVII, Sections 1 and 2, found on page A09-29, we find that the date for submitting S/P/N Bylaws to the chairman of the International Bylaws Committee is October 15 of even-numbered years.  Chapter bylaws are due to the S/P/N bylaws committee chairman on a date specified by that S/P/N.  
I hope this answers your question.  Thank you for using the Presidents' Hot Line.  
Fraternally,
Linda Chambers
IVP for Membership
4/2/11
Question: How do we transfer a sister into our chapter from another S/P/N?

Answer: You may want to reread Article III, Section 6 in our International Bylaws (page A09-7), which pertains to the transfer of membership.  An active member from another locality shall be invited into the membership of your chapter without a vote by chapter members.  You, the receiving chapter president, shall submit Form H-119 as directed on the form with the member's copy being sent to the new member's previous chapter.   I hope this helps.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/31/11
Question: Wow! I have just read the Hotline answers on the web! great! We plan to initiate a new member on April 26, our next meeting and send the form immediately, will it count for this year if not received by 1 May?

Answer: Headquarters must receive the Form H-133 (Report of Initiation) by May 1 for the member(s) to be counted in our Membership Campaign.  Headquarters must receive H-133 by May 31 for new members to be counted in the year end totals (for Pearls, etc.)  I hope this answers your questions.  Thank you for using the Presidents' Hot Line.

Fraternally,
Linda Chambers
IVP for Membership
3/29/11
Question: What is the procedure to establish and submit a website for my chapter?

Answer:  Thank you for your message.  You may contact me at International Headquarters and I will be happy to set one up for you. Thank you for using the Hotline!
Fraternally,
Laura C. Bourgeois
Assistant Executive Administrator
Question: Where do I find out information about the AΔK Excellence in Education Award on the AΔK website?

Answer: Go into our International website and click on the purple tab: Resources (near the top of the page).  Then click on Documents and Forms.  Go to Chapter and about half way down that list you will be able to find information about the Excellence in Education Award.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/21/11
Question: Could you please tell me where I can find my chapter's present standing regarding pearls earned for this year. Also, can a pearl be earned by sending in the completed H114 form in the spring...end of May? Thank you!

Answer:  The report is available on the International website under "Resources"...then "Membership Information"  
Form H-114 comprises a portion of the requirement for the pearl awarded for Timely Reporting.  The report covers meetings from June through May, so you could indeed submit it in the spring. However, the due date is August 1, so it would be counted as late but you could still receive credit for observing AΔK month/Founders Day. I hope this answers your questions.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/21/11
Question: If a chapter member donates money through Alpha Delta Kappa for an altruistic project and reports it on the chapter's altruistic form, can she claim that donation as a personal income tax deduction?

Answer: The Alpha Delta Kappa Foundation is a 501 (c) (3) organization.  Donations to the Foundation are charitable contributions while contributions to International, S/P/N's or chapters are not.  Only contributions to the Foundation may be claimed as a personal income tax deductions.   I hope this answers your questions.  Thank you for using the Presidents' Hot Line.

Fraternally,
Linda Chambers
IVP for Membership
3/15/2011
Question: Our chapter now has a member with limited membership status. My question is do we still carry her on our membership list as she no longer attends meetings or pays dues?

Answer: Your limited status member should continue on your membership list.  This change of status does not remove her from your chapter.Answer:

    Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/11/11
Question: A former member turned her badge back to the chapter and they want to know what they need to do with it?

Answer: A chapter may use a returned badge like one uses a spare tire.  If a person has misplaced their badge they might use the returned one until their new badge arrives.  The only restriction is that it not be used in place of a new badge for a new initiate.  Every initiate is required to purchase a badge from Headquarters.  Thank you for using the Presidents' Hot Line.

Fraternally,
Linda Chambers
IVP for Membership
3/11/11
Question: There is frequent reference to "prospective members" in the membership handbook. Who exactly are they? Have they been voted on by the membership and invited to join, or are they individuals that a member or two would like to have join but have not presented their names? Should we allow "guests" to come to look us over before a vote has been taken and an invitation has been extended to them from the chapter?

Answer:A "prospective member" of Alpha Delta Kappa is a possible future member of our organization.  It is not necessary for her to have been voted on to be considered a "prospective member." Sometimes we hold Membership Teas and invite "prospective members" to attend, meaning those with whom we are interested in sharing Alpha Delta Kappa.  Sometimes we will invite a "prospective member" to visit a chapter meeting. When one of your chapter members nominates a person for membership, that person is considered a "prospective member."  After a positive membership vote has been taken in your chapter, that person becomes a "pledge," rather than a "prospective member." 
    It is appropriate for "guests" to visit your chapter meeting when the chapter extends to them an invitation.  I truly believe that the more a person can know about our sorority, the more sound a decision can be made about her affiliation.  We often lose members when they have been quickly initiated without knowing our mission.  Thank you for using the Presidents' Hot Line.  I hope I have answered your questions.
Fraternally,
Linda Chambers
IVP for Membership
3/10/11
 

Question: Are there any certificates available to down load to honor our Golden, Silver, and Sapphire sisters? What about retirees? 

Answer:  The "milestone" certificates are not available for downloading from our website.  However, International Headquarters will send Golden and Silver Sister recognition certificates to the Chapter President at the appropriate time for your sisters to be honored for their length of service to Alpha Delta Kappa.  Sapphire Sister certificates are available (Chapter Supply item #62 for $2 each) At the current time there are no certificates available to honor those sisters retiring from active employment.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/9/11
Question: At our February meeting, we initiated new members. However, one pledge could not attend due to illness. Because there will be visitors present at our next two meetings, we would like to initiate her at an Executive Council meeting. Is this appropriate?

Answer: You certainly may initiate at your council meeting.  However, guests of initiates may now be present at your regular initiation services.

    Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/8/11
Question: My chapter will be celebrating its 25th year in 2011--are there any specific activities to commemorate this event or is it up to the chapter? Also how do we acknowledge our new SILVER SISTERS?


Answer:  I know that Headquarters has sent you a PDF file of Silver Sister ceremonies that can be used for your chapter's and/or your members' silver anniversaries.  I thought I would pass along a couple of additional ideas that your chapter may consider.  Some chapters traditionally award the "Silver Sister" guard to its newest Silver Sisters.  These can be purchased from Headquarters and are a really nice remembrance of this milestone.  Some chapters also frame the Silver Sister certificate for presentation to the recipient.  Whatever your chapter decides to do, I know you will make this a memorable occasion.
Fraternally,
Linda Chambers
IVP for Membership
3/8/11
Question: Does International notify the chapter when a member becomes a Sapphire Sister? I have two members that I think have reached this milestone.

Answer: International Headquarters tracks Sapphire Sisters, but no official notification is sent to individual chapters.  Stacy Bruce will research Sapphire Sisters upon request, and the certificates are available for purchase.  Please contact Stacy at Headquarters.
    Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/8/11
Question: Where can I find information on the responsibilities of the District President?

Answer:  Our International Headquarters does not have job descriptions for district officers as many S/P/Ns do not have Districts.  I would suggest that you contact your state, provincial or national president for district job descriptions.

    Thank you for using our Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
3/8/11
Question: As chapter president I have not yet received the mailing from International which should include the Member Record Update Report. Should I be concerned? Has the mailing been sent?

Answer:  Thank you for your question.  The Member Record Update Report is being mailed this week, on Friday, March 11.  Thank you for using the Hotline!

Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
3/7/11
Question: We are initiating an honorary member in April. She is recently retired from teaching so she didn't qualify for membership in the regular way. Besides not being able to hold an office are there any other limitations to her membership? Does she require a different badge/dues?

Answer:  The description of an honorary member and the governance of this title may be found in the International Bylaws, Article III, Section 5, e.  This is found on pages A09-5 and A09-6.  I encourage you to read all of this section so that you will be familiar with Honorary Membership.  To answer your specific questions, an honorary member is entitled to all privileges except holding office, making motions and voting.  She shall pay no dues, fees or assessments.  The annual publication fee and the cost of the Alpha Delta Kappa chapter honorary pin presented to the honorary member shall be met by the chapter.  She will not wear the Alpha Delta Kappa badge.  Please make sure Headquarters has approved her qualifications prior to her election.

Thank you for using the Presidents' Hot Line.     
Fraternally,
Linda Chambers
IVP for Membership
2/28/2011
Question: My chapter has asked if we can meet less than monthly. In our bylaws it S/P/N's we will meet monthly. Can this be changed or are there International bylaws stating that local chapters must meet monthly?

Answer:  In the International Bylaws, Article XVI a - Chapter Meetings (page A09-28), it is stated that "Chapters shall hold at least nine (9) meetings during the calendar year."  It does not specify monthly.  One meeting is to be held in observance of Founders' Day, and so you will need a meeting scheduled for November.  Make sure your schedule of chapter meetings is in your chapter bylaws. 

Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
2/22/2011
Question: Where is our Chapter Project S.A.V.E. money to be sent...to our S/P/N treasurer or to International?

Answer: The Project S.A.V.E. contributions are to be made payable to The Alpha Delta Kappa Foundation with a Project S.A.V.E. notation.  Send this to Headquarters (1615 W. 92nd St, Kansas City, MO 64114-3210).  Thank you for using the Presidents' Hot Line.

Fraternally,
Linda Chambers
IVP for Membership
2/22/2011
Question: I was Fraternal Education chair for the last 4 years. Early in my first year I went to the Fraternal Education page and read where we would refer to it as Fraternal Fellowship. I passed that onto my chapter. But you do not call it Fraternal Fellowship. Is it Fraternal Education or Fellowship and how did this confusion come about?

 

Answer: I can see why these two terms might be confusing.  "Fraternity Education" is teaching/learning about Alpha Delta Kappa.  It is the education of our members as to the history of our sorority.  "Fraternal Fellowship" is the bond that unites us.  It is the fun, the association of member to member, the ties that hold us close.  I hope this helps. 
    Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
2/22/2011
Question:  How do I find the Bylaws on this new website?

Answer: Thank you for your message.  They're under "Resources," "Documents and Forms."   Thank you for using the Hotline!

Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
2/17/2011
Question: Chapters are noticing that the Member Record Update Record is due May 1 and are starting to ask when they will receive it from Headquarters. Do you have an approximate time frame for when they will receive it? Thanks for your assistance with this question.

Answer: Thank you for your question.  The Member Record Update Reports will be mailed to chapters in early March. 

Thank you for using the Hotline!
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
2/15/2011
Question: Our Chapter president needs to step down due to medical issues. Is there a protocol for changing officers? Do I as Vice President step in automatically as President and then hold elections for Vice President/Membership Chair? Whom do we need to contact? Thank you!

Answer: Thank you for your question.  We're sorry to hear of your president's illness.  
 
According to the International Bylaws:
 
"Should the office of president become vacant, the immediate past president shall complete the unexpired term. If she is not available, the executive board shall fill the vacancy with a member who has previously completed a term as chapter president."

Your chapter may notify International Headquarters via e-mail ([email protected]).
 
I hope this helps!  Thank you for using the Hotline.
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
2/15/2011

Question: Is there a form to fill out when a sister resigns? Thanks.

Answer: The form you need is H-119, the Report of Member Changes.  Under Section 3 you will find "Change of Status," which includes resignations.  If you do not have the H-119 readily available, it is assessable online under "Resources," and then "Documents and Forms."   Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
1/31/2011

Question: I know a member of 25 or more years is a "Silver Sister" and 50 or more years makes a member a "Golden Sister."  Are there other milestones that are recognized?

Answer: When a sister reaches the thirty-five year milestone, she becomes a Sapphire Sister.  A charm for the badge's guard chain and a Sapphire Sister certificate are available for purchase.  Look in the back of your KAPPAN or online for this item.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
1/31/2011

Question: Do Chapter Treasurers still have to complete a C-1 form after their audit at the end of the year? If they do, where is this form? Also how long does a chapter treasurer have to submit the e postcard after the end of the fiscal year?

Answer: Chapter Treasurers still need to complete the C-1 form as you described and it can be found on line.  Go to the Alpha Delta Kappa web site and click "Resources," and then "Documents and Forms."  Go to "Chapter" where you will find the C-1 form.
    The 990-N (e-postcard) is due every year by the fifteenth day of the fifth month after the close of the S/P/N's or chapter's fiscal year.  For example, if your fiscal year is June 1 through May 31, you must file after May 31 and before October 15.  If your fiscal year is July 1 through June 30, you must file after June 30 and before November 15.
    I hope this answers your questions.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
1/28/11

Question: Where can I find a list of future regional conference and International convention sites?

Answer: Upcoming events are on the website, listed under "Resources," and then, "News."  Keep watching that spot for upcoming events.  Updates are continually in progress.  Thank you for using the Presidents' Hot Line. 

Fraternally,
Linda Chambers
IVP for Membership
1/26/2011
Question: My question is about number of chapter delegates to the Chicago International Convention. At the S/P/N convention and regional conference, I believe it was 1 delegate per 10 members and that is what many members believe is correct for the International Convention. But on page 15 of theKAPPAN (online as well) of the International convention Registration, it says chapter delegate -- one per chapter. and one alternate delegate per chapter. Since our reimbursement is based on delegates, not just attendees, this is an important question for us. So how is the number of delegates for each chapter determined for the International Convention? Thanks so much.

Answer: The information in the KAPPAN is correct.  Each Alpha Delta Kappa chapter is allowed one delegate vote at the International Convention.  Each chapter may submit to Headquarters the name of an alternate delegate, but the number of votes will remain the same - one per chapter.  Thank you for using the Presidents' Hot Line. Fraternally,
Linda Chambers
IVP for Membership
1/25/11
 

 

Question: Our membership chairperson just filled papers this a.m. with a new pledge and mailed the papers in to headquarters. How long does it take for the papers to clear and come back, so we can initiate our new pledge. Is this something that can happen before our tea next week, Tues. Feb 1st? Or will we need to wait to initiate until March?
Answer: I am not sure which papers were mailed to Alpha Delta Kappa Headquarters.  If your chapter has made an affirmative vote on the new person's membership, and if you have submitted her information to Headquarters on Form H-103/131 along with her pledge fee ($25) and badge fee ($45), then you may proceed with initiation.  However, I don't believe that the new badge will arrive in time for your tea next week.  It takes a little longer for this turn around.  Make sure you submit Form H-133 immediately following the initiation so that her membership is officially reported.  Then she will receive the New Member Packet and her subscription to theColumns and the KAPPAN will be activated.
    International Headquarters Membership Coordinator Stacy Bruce said that you may initiate whenever you choose, providing the candidate has met all of the eligibility requirements.  She suggests sending in applications at least four weeks ahead of the planned initiation so that eligibility can be verified and badges may be mailed in time for the initiation ceremony. 
Fraternally,
Linda Chambers
Thank you for using the Presidents' Hot Line.
1/25/11
Question: Occasionally we have meetings in school buildings with prior approval. This month our Central Office asked for a certificate of insurance before granting approval. Do the chapters have liability coverage and if so where would I find verification to submit to my district?

Answer: Thank you for your message.  International Headquarters can have our insurance company generate a Certificate of Liability Insurance and either e-mail or fax it to you.  Please let us know the address(es) of the building(s) where the meetings are to be held, and if you would like to have the certificate e-mailed or faxed.  Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
1/24/11

Question: We have a member who has not paid her dues and has not resigned. She was involved in a serious auto accident before Christmas and will be wheelchair bound for several months. What do we do about her membership? Should we ask her to resign and then rejoin when she is able to attend meetings? 

Answer: I am certainly sorry to hear about your sister's accident.  First of all, she definitely does not need to resign her membership in Alpha Delta Kappa; there are other options for her.

The International Bylaws offer membership options in Article III, Section 5, which can be found on pages A09-3 through A09-7.  Look at subsection b, found on page A09-4.  Active on Leave status can be requested by a member and granted by the majority vote of the chapter.  The member's prolonged personal injury would qualify her for this status, and she would not be required to attend chapter meetings.  She would still be responsible for dues, fees and assessments.  Reading the brief description of your situation, I am inclined to think Active on Leave status would be appropriate for this particular sister.  In subsection g, found on pages A09-6 and A09-7 you can read about Limited Member status.  This status would be determined by Headquarters based on the information received from the chapter's executive board.  This might be considered if there is permanent physical and/or mental injury that prohibits participation in chapter activities.  A member with limited status is exempt from any financial obligations to Alpha Delta Kappa.   Please refer to the International Bylaws for additional information about the Active on Leave and Limited status.  

Thank you for using the Presidents' Hot Line. 
Fraternally,
Linda Chambers
IVP for Membership
1/21/11

Question: We have a new member who had joined just last May, attended only two meetings and now, does not choose to continue to be a member. She has not renewed for the 2011 year. She has asked if she may sell her badge to a new incoming initiate. On the membership application it states that the $25 Fee is "required and nonrefundable," but after the Official Badge it just says "required." Is there a way for one to return a badge for a refund, or to modify the Total due on a new application if the new initiate is willing to purchase a pin from a person who has been in less than a year?

Answer:  Every new member is required to purchase a new badge; therefore, an older badge may not be sold in the place of a new one.  The badge may not be returned to Headquarters for refund.  Your terminating member may give her badge to your chapter where it can be used for a member who may have lost or misplaced her original one.
    I am sorry to hear that a person only chose to be a member for a few months.  It makes me wonder if she really understood what Alpha Delta Kappa was about before she made her original commitment. 
    Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
1/14/11


Question: Our chapter members would like a copy of the written requirements of what qualifies for altruistic hours and donations. Would this be accessible?

Answer:  Thank you for your question.  The requirements are addressed in the cover letter that goes with the Chapter Altruistic Report Form and in a last page of suggestions that accompanies the form.  I'm attaching the form with both of these additional pages to this e-mail.  This document can be found on the International website under "Resources," "Documents and Forms" in the Chapter section.
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
1/13/11

Question:  In the Bylaws and in the Handbook, it states that Chapter Treasurers makes "regular reports to chapter members." How often is considered "regular?" In other words, must they be monthly or can they be made quarterly, for example? Also, when asked why Chapter Treasurers must submit regular reports, what response can be given that will help them understand the importance of regular reporting? Thanks for taking the time to respond.

Answer:  Thank you for your question! Chapter Treasurers should make monthly reports to the chapter members, even if only reporting bank account balances when there has been no financial activity.
 
Preparing monthly reports helps maintain sufficient financial information to prepare accurate and timely annual financial statements, necessary as good stewards of our tax-exempt status as a non-profit organization.
 
Most important to the chapter members, monthly reports monitor the budget and the success of various programs, helping to identify problems and determine if programs are achieving the desired results.
 
Fraternally,
Alfie Corrick, Accountant
Alpha Delta Kappa International Headquarters
1/13/11

Question: How do I find the Member ID number of a former member who resigned in good standing and wishes to be reinstated?

Answer: Please call our Alpha Delta Kappa Headquarters (1-800-247-23111-800-247-2311) to obtain an ID number.  “In good standing” is no longer tracked as all members, whether resigned or dropped for nonpayment of dues, are eligible for future reinstatement.  
 
Thank you for using our Presidents' Hot Line.
Fraternally,
Linda Chambers
IVP for Membership
1/12/11

Question: On the inside front cover of the KAPPAN it says "Find KAPPAN Publishing Guidelines online at" your website. I cannot find them there. Can you help? Our chapter wants to submit an article for "Altruism in Action."

Answer: Thank you for your question.  The KAPPAN Publication Guidelines are on the website under "Resources," then "Documents and Forms."
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
1/11/11

Question: I am a past president, and I am honored that my chapter bought me the past president gavel to wear with my badge. I don't know the correct way to wear it? Can you direct me to a picture or webpage that shows the correct way to wear my past president gavel? Thanks!

Answer: 
Thank you for your question!  That info can be found on page 29 of the AΔK Handbook. Have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
1/11/11

Question: Does the International office keep a list of members who are eligible for reinstatement?

Answer: Thank you for your question.  “In good standing” is no longer tracked as all members, whether resigned or dropped for nonpayment of dues, are eligible for future reinstatement. 
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
1/10/11

Question: Is it acceptable to use other sisters' badges for the new members during the membership ceremony if the badges for the new sisters have not yet arrived?

Answer: An Alpha Delta Kappa pledge is required pay a one-time membership fee as well as order a new badge from Headquarters. (Form H-103/131)  However, if her badge has been ordered and not yet received, it would be permissible to use another sister's badge during the membership ceremony.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
International Vice President for Membership
1/5/11

Question: How does a member attain life membership? We have several ladies who are elderly and on fixed incomes who are financially burdened by dues. We are wondering if there is a membership option for them - they are not incapacitated and want to come to meetings when they are able so limited membership didn't seem to fit.

Answer: Thank you for your question.  Life Membership may be purchased for $750.  The cost is set by the International Executive Board.  Please see Article III, Section 5 of the International Bylaws for descriptions of the membership statuses.  If you have questions, please call International Headquarters, 800-247-2311800-247-2311.  (We'll be back in the office Monday, January 3.)
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
12/29/10

Question: Am I or my chapter supposed to receive a letter announcing that I am a Silver Sister?

Answer: Thank you for your question.  Membership Coordinator Stacy Bruce sends Silver Sister certificates monthly to chapter presidents.  Congratulations and have a great day!
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
12/29/10

Question: Where can I find the names/addresses of the S/P/N President and Treasurer for North Carolina? I have my Form H-138 ready to send but don't have the information for the S/P/N level.

Answer: When you log into the website, you will see "Click here for Directory" at the top of the home page.  You can also get to the Online Directory from "Home." 
 
Have a great day!
 
Fraternally,
Laura C. Bourgeois, CAE
Assistant Executive Administrator
Alpha Delta Kappa
12/23/10

Question:  Form H-138 says make copy and send to S/P/N membership consultant. My membership consultant asked me what she is to do with it. I really don't know so that is my question.

Answer: Our Form H-138 is the billing form and should not go to the S/P/N Membership Consultant/Vice President. 
    Could you be referring to our Form H-128?  This is the Biennium Membership Action Plan and it should go to Alpha Delta Kappa Headquarters.  Headquarters will copy this form and send it to your regional and S/P/N Membership Consultants.  Your Membership Consultant would review the H-128 forms as she receives them and provide chapter feedback as necessary.  This form is used by chapters to assess their membership, to set membership goals, to outline actions and strategies, and then to report the results.  It is a source of information for the S/P/N membership officer to use in offering help to individual chapters.  Form H-128 also provides information to the S/P/N's for recognizing outstanding chapter efforts pertaining to membership. 
    I hope this answers your question.  Thank you for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
International Vice President for Membership
12/10/10

Question: The December Columns has a reminder to submit H-138 by January 1. I can't find this form on the website. Please direct me to this form. Thank you.

Answer: Form H-138 has been sent from Headquarters to your chapter treasurer prior to September 1.  It is an NCR set in four parts and lists all the members in your chapter.  It is used to account for dues that have been paid.  Form H-138 is not available on the website.  I hope this answers your question.  Thanks for using the Presidents' Hot Line.
Fraternally,
Linda Chambers
International Vice President for Membership
12/1/10

Question: How do I register a member as having limited membership? Does the chapter vote on this? What financial responsibilities remain for a limited member? Do I need the member's permission? 

Answer:  I will refer to our International Bylaws, pages A09-6 and A09-7 to answer your questions about the Limited Membership status.  Anything I give you in quotations is taken directly from our bylaws, Article III, Section 5, g.  
    How do you register a member as having limited membership?  "Such a change in status shall be decided by Headquarters, and shall be based on the information received from [that member's] executive board."
    Does the chapter vote on this?  This does not require the vote of your membership, but rather the recommendation of your executive board.
    What financial responsibilities remain for a limited member?  "A member with limited status shall be exempt from any financial obligations to Alpha Delta Kappa..."
    Do I need the member's permission?  If your sister is still able to discuss this status, by all means you should discuss it with her.  I encourage you to read all of the description given for limited status (found in the bylaws) before you consider this action.
    Thank you for using our Presidents' Hot Line.
Fraternally,
Linda Chambers
International Vice President for Membership
11/30/10
Question: How long should a chapter's financial records be kept?

Answer: Thank you for your question.  The following information is a part of our Financial Instructional Booklet and should answer your question.
    
    Treasurer
 
    1.  Retain in Permanent Files:
        EIN Number (assigned by the IRS), any correspondence from
        the IRS, copy of any reports to the IRS, copy of correspondence
        from Headquarters regarding the IRS
 
        Filed tax returns, including working papers
 
        Audit reports and financial statements, cancelled checks for
        taxes, cash books.
        
        Financial ledgers and journals
    
    2.  Retain 8 years:
        
        Bank reconciliations, bank statements, petty cash vouchers, general
        correspondence, other cancelled checks, expense reports, paid bills,
        and monthly trial balances.
 
If you need additional information, please contact Jan Estell, our Executive Administrator at Headquarters.  As you know our International website is being updated.  Once that is complete, you might want to download a copy of the Financial Instruction Booklet as a resource.  It has a great deal of useful information for the chapter president, treasurer and others.  Again, thank you for using the Hot Line.  Take care.
11/24/10


Question:  My fraternity education chairperson needs to submit her AΔK Month report, but she said she cannot do it online. Please let me have the name and address of the person we should contact about getting that report in. 

Answer: Thank you for your question. There is not a separate International report for Alpha Delta Kappa Month. When a chapter files the Annual Chapter Highlights Summary, there is a statement on the form (#7) which reads, "Observed Alpha Delta Kappa Month or held Founders' Day activity. Describe activity." This annual report is sent in by August 1 of each year. That being said, please check with your S/P/N Alpha Delta Kappa Month Chairman to see what is required of your particular S/P/N and also to access the chairman's contact information. An S/P/N directory would be a good starting place. Some S/P/Ns ask for written reports as part of annual reporting requirements. I hope this answers your question. Thanks for using the Hot Line. Take care.
Fraternally,
11/19/10

Question: Regarding transfers:  I have read the previous question and also Section 6.  two questions;  Should the transferring member write a letter to her previous chapter?  My treasurer already has the H-138 form.  If the transferring member pays her dues to us - the receiving chapter and we send 
in the H-119 prior to December 31, should the treasurer add her name to the H-138?  

Answer: Thank you for your question. The member does not have to write a letter to her previous chapter. Your chapter president sends a copy of Form H-119 to the member's former chapter. This becomes a part of their records. If the member wishes to write a letter to her former chapter that is her decision.

It is not a requirement. Headquarters does not arrange or approve transfers. When the paperwork (Form H-119) is complete, including a copy to Headquarters, the treasurer of the receiving chapter may add the transfer's name to the chapter roster. Thanks again for using the Hot Line. Take care. 
11/19/10

Question: I have been told that guests are not permitted to be in attendance during a chapter business meeting. Is this true? If so, how do we handle guests?

Answer: Thank you for your question. Guests are permitted to attend a chapter meeting unless members will be discussing business that is private. Many chapters invite prospective members to attend a chapter meeting so that they can better understand what Alpha Delta Kappa is all about. If you are discussing something that should stay within the membership, the guests may be invited to attend the program and not the business part of the meeting.

There are certain items of chapter business that should include only chapter members such as discussion of prospective members and the subsequent voting.

In a situation like this, use your good judgment. When guests are visiting you might assign a 'hostess' to be with them for the meeting. I hope this answers your question. Thanks for using the Hot Line. Take care. 
Fraternally,
June Bellamy
International Chaplain
Chairman, Leadership Development Committee

Question: I read "Lifetime Membership":The member would no longer be required to pay International dues, but must continue to pay local and state, provincial or national dues. MEMBERSHIP, Section 5, letter d. LIFE MEMBER, p. A09 -5) does not say that she would pay S/P/N dues. Am I wrong about that? A Pd/Life member is questioning the S/P/N dues although she had paid them last year. Please help me to understand this.

Answer: Thank you for your question. A life member shall comply with all provisions affecting an active member which in Article III Section 5a states she will pay all chapter, state/provincial/national and International dues. Life members in Section 5d state she shall pay no International dues and publication fees. Life members are exempt from International dues and publication fees only and are required to pay state/provincial/national and chapter dues.

    Fraternally,
    Suzie Hannah
    Data Management Coordinator

Question: We are assembling our chapter history and we need to know our chapter presidents from our chapter's beginning. Where can I get this information? We hope to invite as many as we can find to a meeting to share our history.

Answer: Thank you for your question. You can request that International Headquarters research your chapter presidents. Call us at 800-247-2311800-247-2311 or e-mail [email protected]

    Fraternally,
    Laura C. Bourgeois, CAE
    Assistant Executive Administrator
    Alpha Delta Kappa
    11/11/10

Question: What are the duties of the Courtesy Chairman?

Answer: Thank you for your question. The Courtesy Chairman creates a pleasant, hospitable environment for visiting dignitaries at S/P/N or chapter functions, as well as other S/P/N meetings. She is responsible for all courtesies extended to visiting S/P/N, Regional or International guests as directed by her S/P/N President. The duties can vary and may include the following:
    1. Send notes of congratulations to members who have received special honors or recognitions.
    2. Send get-well messages to members of S/P/N Executive Board or Advisory Council or other members as requested.
    3. Send sympathy cards to members of S/P/N Executive Board or Advisory Council or other members as requested.
    4. Send flowers or memorial gifts in memory of deceased member as directed by S/P/N President.
    5. Purchase a gift for visiting dignitary as directed by S/P/N President.
    6. Purchase a gift for outgoing S/P/N President as directed by courtesy guidelines.
    7. Serve as hostess for visiting dignitaries at S/P/N events as requested.
    8. Serve as hostess for S/P/N gatherings at conferences or conventions as requested.
    9. Collect courtesy fees from chapters and disburse as directed.

    These are suggestions and can be adapted to a chapter's needs. Remember
    that courtesy includes hospitality which means showing kindness, friendliness, consideration and cordiality. A warm welcome and cheerful greeting are sometimes the best gifts one can give. Please let me know if you need additional information. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    11/10/10

Question: May someone who resigned from membership in the past rejoin if they are now retired from teaching?

    Answer: Thank you for your question. Yes, someone who resigned from Alpha Delta Kappa in the past may rejoin even if they are now retired from teaching.
    Please refer to our International Bylaws, ARTICLE III, MEMBERSHIP, Section 8. Reinstatement. This section tells you exactly what is involved in the process to reinstate a former member. You can request a Petition for Reinstatement form (H-154) from Headquarters. A sample of this form can be found on page 31 of the Membership Development Manual. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    11/10/10

Question: When a S/P/N president visits a chapter meeting, what is the introduction procedure? I know that in S/P/N and district meetings we all stand. Does this apply at all times?

    Answer: Thank you for your question. In our International Handbook, page 36, VI.
    Standard Operating Procedure for Alpha Delta Kappa Dignitaries, the following information is given:

    C. When a state, provincial or national president is a guest at an S/P/N or chapter meeting and is introduced, she should be honored by the assembly's rising and applauding.

    According to protocol, this show of respect and acknowledgement of an S/P/N President is done one time during a meeting. The Handbook is a wonderful resource for all of your protocol questions. Remember that protocol is simply a code of etiquette. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    11/10/10

Question: What happens if a negative vote is cast for a prospective member? How should this circumstance be handled?

Answer: Thank you for your question. I am going to quote directly from our International Bylaws. If you would like to read all of the election procedures for membership please refer to ARTICLE III, MEMBERSHIP, Section 4, letter a-f, p. A09-2 and A09-3. Here is the information that relates to your question.

    (a) A negative vote with no reason shall be considered an affirmative vote.
    (b) When only one (1) negative vote is received, the written reason shall be read to the chapter, and its validity, in accordance with chapter bylaws, shall be determined by a majority vote of chapter members present. If the reason is not valid according to chapter vote, it shall be considered an affirmative vote.
    (c) When more than one (1) negative vote is received, the chapter shall, by majority vote, decide whether to read the written reasons and determine the validity of the negative votes.

    Please let me know if you need additional information. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    11/9/10

Question: H-114-- I have conflicting information. One chart I have indicated ANNUAL submission, by 8/1 another indicates BIANNUAL 12/1 & 6/1. Could you clarify please?

Answer: Thank you for your question. The H-114 (Annual Chapter Highlights Summary) is submitted once a year. Look in the upper right hand corner of the form for the date. It should read "Revised -14" This means it is the most current form. The report should reach Headquarters no later than August 1 of each year. It can be filed on line or mailed to Headquarters. The H-114 biannual report to which you referred is no longer used. Thanks for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: What are the guidelines for bestowing "Lifetime Membership" to a member? And, what are the responsibilities of a "Lifetime Member?"

Answer: Thank you for your question. A lifetime membership may be purchased by a member for the one-time cost of $750. The member would no longer be required to pay International dues, but must continue to pay local and state, provincial or national dues. Members may send a letter to Headquarters requesting this membership status. The letter should include the member's name, S/P/N and chapter and the fee. To read more about the requirements of a life member, please refer to your International bylaws (Article III - MEMBERSHIP, Section 5, letter d. LIFE MEMBER, p. A09 -5). Bylaws may be found on our International website. I hope this is the information you need. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    11/5/10

Question: We have a member who has requested and been granted active-on-leave status. Is there a form to report this change to International? If so, which one?

Answer: Thank you for your question. Active on leave is a special status requested by a member and granted by a majority vote of the chapter for a period of one (1) year. This statement comes from our International Bylaws. This is a decision of the chapter. Headquarters does not track members who have been given active-on-leave status. There is no form to file with Headquarters. Chapter minutes should reflect the decision to grant this status. Thank you for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    11/4/10

Question: Is a person who was a full time teacher but is currently a substitute teacher eligible for membership?

Answer: Thank you for your question. According to our International Bylaws, ARTICLE III, MEMBERSHIP, Section 2, letter b, to be eligible for membership in Alpha Delta Kappa, a woman "shall be employed full time in teaching, in administration, or some specialized field of education." Therefore a person who is substituting is not eligible for membership. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    11/3/10

Question: I missed the October 15th deadline for the Biennium Membership Action Plan. Can I still turn mine in. Is there a penalty?

Answer: Thank you for your question. Your membership action plan may still be sent to Headquarters even though the October 15 deadline has passed. In fact, I urge you to do this. There is no penalty for submitting your chapter's MAP after the stated date. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    11/3/10

Question: Can I submit the NYS Bylaws on the website? Who do I send them to?

Answer: Send state, provincial and national bylaws to International Bylaws Committee Chairman Donna K. Bohach, 3651 Collins Wy, Weirton, WV 26062, [email protected]
10/21/10

Question: Unfortunately we have discovered that the written history for our chapter was never started. Is there a way of finding out the names of previous International presidents and their theme for the biennium and the name of the Executive Board Chair, and the name of the regional International Vice Presidents and their themes?

Answer #1: Thank you for your question. Laura Bourgeois, our assistant executive administrator is in charge of historical research at Headquarters. I suggest that you start your research by contacting Laura by email or phone and ask her advice on how you can find this information. It is a large task, but it can be done. Best wishes as you write your chapter's history. Again, thank you for using the Hot Line.
    Take care.
    F raternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    10/20/10

Answer #2: The best place to start is the Historical International Conventions page and the Historical Regional Conferences page on the website. Unfortunately, the International Vice Presidents and their themes are not listed. I will be able to look up their names, but I'm afraid we will only have spotty records of their themes. I recommend contacting your regional historian to see if she has this information in her records. 
    Fraternally,
    Laura C. Bourgeois
    Assistant Executive Administrator
    10/20/10

Question: How do you pronounce Marion Southall's surname? "Sou- thall," "South-all," "Sout - hall?"

Answer: Thank you for your question! The correct pronunciation is "South-hall."

    Happy Alpha Delta Kappa Month!

    Fraternally,
    Laura C. Bourgeois, CAE
    Assistant Executive Administrator
    Alpha Delta Kappa
    10/18/10

Question: What are the responsibilities of the S/P/N Alpha Delta Kappa month committee chairman? Is there a report that she submits to International about the S/P/N's activities?

Answer: Thank you for your question. The S/P/N Alpha Delta Kappa Month chairman provides suggestions to chapters regarding appropriate activities and events in observation of Alpha Delta Kappa Month. This information comes directly from our Handbook. There is no report that the chairman submits to International detailing the S/P/N's activities. As a reminder, on Form H-114 (Annual Chapter Highlights Summary), there is a place for chapters to list the activities they completed during Alpha Delta Kappa Month. The S/P/N chairman could remind chapters about this so that it is not overlooked. This earns the chapter a pearl. There may be additional responsibilities assigned to the Alpha Delta Kappa chairman by the S/P/N president. These can vary and change as decided by the president. Thanks for using the Hot Line. Take care and Happy Alpha Delta Kappa Month.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    10/15/10

Question: At our local presidents' council meeting we were told that if a former member wished to be reinstated she could not be retired. A previous question indicated that their retiree was substitute teaching. In our case we are asking about a retiree who is not actively engaged in teaching.

Answer: Thank you for your question. A former member may be reinstated whether she is actively teaching or retired. Please refer to our International Bylaws (Article III, MEMBERSHIP, Section 8, REINSTATEMENT) for complete information on reinstatement. It is a fairly simple process. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    10/14/10

Question: When do members that are initiated in September pay their dues? Will they pay 2011 dues along with other chapter members? If so, do we add their names to the dues roster that is sent in?

Answer: Thank you for your question. Once a member is initiated they will owe dues the following year with the rest of your chapter members. If you have a question about whether or not the initiation process has been completed, please contact Headquarters. They will assist you in determining the status of new members and can advise you. Thanks for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee
    10/13/10

Question: Is there a certificate for a Ruby sister?

Answer: Thank you for your question. Headquarters mails out Silver/Golden certificates to the chapter president. On the website under "documents and forms" and then 'chapter documents" it lists downloadable certificates for years  Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    10/13/10

Question: On the Alpha Delta Kappa website it indicates that the recording secretary is supposed to send chapter minutes to the S/P/N president monthly. However at meeting we were told to send one copy of minutes in the fall and one copy in the spring. Which is correct?

Answer: Thank you for your question. Minutes should be sent monthly to the S/P/N president. Sending chapter minutes to the S/P/N president is a way to confirm the validity of the business of Alpha Delta Kappa, should any legal questions arise. In our International Handbook (VI. CHAPTERS, Letter E, Duties of Officers, no. 3, Recording Secretary, letter c), it states that the recording secretary "sends a copy of the chapter minutes to the S/P/N president monthly." Also if you look on Form H-114 (Annual Chapter Highlights Summary) there is a check box to record whether you sent the minutes monthly to your S/P/N president. The rationale for this form and the information for which it asks is as follows: "The purpose of this form is to provide chapter accountability and compliance with IRS requirements."
    I hope this answers your question. Thanks for using our Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Our past treasurer told us that she filed the 990-N e-postcard in April 2010. Do we have to file again to keep our exempt status?

Answer: Thank you for your question. Here is the information from our International website regarding the 990-N (e-Postcard) filing deadline:
"The 990-N (e-Postcard) is due every year by the 15th day of the fifth month after the close of the state's or chapter's fiscal year. For example, if your fiscal year is June 1 through May 31, you must file after May 31 and before October 15. If your fiscal year is July through June 30, you must file after June 30 and before November 15." According to these filing guidelines, it seems that you will need to file again, especially if your chapter's fiscal year is June 1 through May 31 or July 1 through June 30.
    If you continue to have questions about this, please call Headquarters (800) 247-2311 to be sure that your chapter is in compliance with the IRS regulations. Thanks for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain,
    Chairman, Leadership Development Committee

Question: Our chapter treasurer had to step down and we have someone who has volunteered to take over. Who do I contact to make the change in officers?

Answer: Thank you for your question. Please complete form H-107, Report of Chapter Officers form. To locate this form on the website (after you have logged in with your username/password) on the far right side of the homepage in the middle click on DOCUMENTS & FORMS…then click on “CHAPTER click here”…then scroll about halfway down the page and click on H-107, Report of Chapter Officers form. It lists different ways to complete and submit the form, including submitting it online. Be sure to forward a copy of the form onto your S/P/N officers. Thank you again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Who do we turn chapter bylaws in to?

Answer: Thank you for your question! Please send your chapter bylaws to your state, provincial or national (S/P/N) bylaws chairman. Her name and address can likely be found on your S/P/N website and/or in the S/P/N newsletter. You can also check with your S/P/N president for the information.

    Fraternally,
    Laura C. Bourgeois, CAE
    Assistant Executive Administrator
    Alpha Delta Kappa

Question: There is a young girl that graduated from a local college with a masters degree in special education. She has not been able to find a full time teaching position so has taken a position as a para professional in special education and does testing for autism part time. Does the time she works in these two capacities count towards the two year requirement for membership into our sorority?

Answer: Thank you for your question. After careful consideration and reading our International Bylaws, it has been determined that the experience that your prospective member is getting at this time can count towards the two-year requirement for membership in Alpha Delta Kappa. As a caution, wait until she has the two years of experience before recruiting her for membership. I hope this is the information you needed. It is good to see members who are always looking for quality educators for our organization. You are to be commended for your foresight. Thanks again for using the Hot Line. Take care.
    Fraternally,
    June Bellamy,
    International Chaplain
    Chairman, Leadership Development Committee

Question: On the 990-n that I received from Georgia Alpha Theta is XX-XXXXXXX but when I checked my file, I find that this the number of another Georgia chapter. The number I have for Alpha Theta is XX-XXXXXXX. How do I correct what I feel is a mistake. Does Alpha Theta have to contact the IRS?

Answer: Good catch, Barbara. The chapter has indeed used another chapter's EIN in error to file their 990-N-e-postcard. As it stands the chapter whose EIN was used will get credit for filing while the chapter that actually filed will not. Please contact both chapters and explain what happened. Ask if both chapters have filed the e-postcard and, if so, what EIN they used. Make sure each chapter treasurer now has the correct EIN to use in filing the e-postcard. I don't think that the system would allow one chapter EIN to be used twice, so it makes me think that both chapters have a problem. Either one hasn't filed or both have filed using the incorrect EIN. Have the chapter treasurers call Tech Support at the toll free number 866-255-0654 or 866-255-0654 and ask how to correct the situation for their chapter. They should then file the e-postcard using the correct EIN before the October 15 deadline.


Question: I misplaced the information about ordering the DVD of Project S.A.V.E. We voted to buy 4 copies for our S/P/N and house them with each of the 4 area Courtesy Chairmen. This way, each area can check them out to their chapters for their chapter meetings as requested by them.

Answer: Thank you for your question. The latest Project S.A.V.E. DVD, featuring the dedication of the Alpha Delta Kappa School, is currently being produced. The video will be available this Friday, September 17, for download at: http://www.alphadeltakappa.org/dedication.mov. Details about the availability of a DVD members can order will be forthcoming. We hope this helps as you plan with chapters. Again, thank you for using the Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Membership Development Committee

Question: RE: Tax-exempt status. Are there specific forms from Alpha Delta Kappa that can be used to apply for tax exempt status in our state?

Answer: Thank you for using the Presidents' Hot Line. I referred your question to Headquarters. Jan Estell, our Executive Administrator, answered as follows:

"Each chapter and state has an Employment Identification Number (EIN) from the IRS. They are a part of Alpha Delta Kappa's group exemption which relieves them of some of the required reporting. They must file the 990-N e-postcard or if they have gross receipts of $25,000 or more, the chapter must file the 990- or 990-EZ Form. All of this has to do with the exemption of federal income tax, not to be confused with exemption from sales tax and use tax. Some chapters have tried to get an exemption from their state's sales and use tax but to date, none have been successful. Especially in light of today's economy, states are very hesitant to grant exemptions from sales tax." 

    I hope this answers your question. Thanks again for using the Hot Line.
    Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Are we still collecting money for Project S.A.V.E.? My chapter, NC Gamma Kappa was wondering if there is a specific amount that each chapter is asked to contribute?

Answer: Thank you for your question. Yes, Alpha Delta Kappa continues to accept contributions for Project S.A.V.E. Our Alpha Delta Kappa school in Vietnam was recently dedicated. The dedication ceremony was attended by our International President Jane Miller and our Executive Board Chairman Linda Rissel. They will be reporting on this wonderful occasion in the months to come. Regarding the second question, there is no specific amount that each chapter has been asked to contribute. Thanks again for using the Hot Line.
    Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Do we call it a "pin" or "badge?"

Answer: Thank you for using the Presidents' Hot Line. The correct terminology is "badge." Thanks and take care.
Fraternally,
June Bellamy
International Chaplain
Chairman, Leadership Development Committee

Question: How do I correct the list of officers serving for our chapter? Apparently I missed doing the correct thing to get the new officers listed as I was the outgoing president.

Answer: Thank you for your question. Please complete form H-107, Report of Chapter Officers form. To locate this form on the website (after you have logged in with your username/password) on the far right side of the homepage in the middle click on DOCUMENTS & FORMS…then click on “CHAPTER click here”…then scroll about halfway down the page and click on H-107, Report of Chapter Officers form. It lists different ways to complete and submit the form, including submitting it online. Thanks again using the Presidents' Hot Line. Take care.
Fraternally,
June Bellamy
International Chaplain
Chairman, Leadership Development Committee

Question: When Headquarters sent an email to chapter presidents and referred to the S/P/N and Chapter Record Retention Requirements from the Financial Instructional Booklet, what is the Financial Instructional Booklet? What does it look like? Where do we get a copy of it? What does "S/P/N" Presidents stand for? Has International developed a President's Guide Book on the wording to use in conducting a business meeting?

Answer: Thank you for using the Presidents' Hot Line. The Financial Instructional Booklet can be found on our International Website. Go to the Members Only Portion and type in your user name and password (they are the same). Look for the box "Find" in the upper left hand corner of the next screen. Type in "Financial Instructional Booklet" and it will come up. The State and Chapter Record Retention Requirements are a part of this larger document and appear on page 31. (Or you will find just the State & Chapter Record Retention Requirements document on the "Chapter Officers' Resources" page.) You can print this entire document from the website. It is 32 pages long.

S/P/N stands for states, provinces and nations. There is a document for Presidents on our International website. Type "Chapter Officer Resources" in the 'Find' box. Click on no. 1 of the list you see appear next. You will find a list of chapter offices. Click on "President & President-Elect." This document contains a wonderful resource developed by Past Executive Board Chairman Ellen Roderick for chapter presidents and presidents elect. Ellen presented this as part of a workshop at the Southeast Regional Conference in 2002 in Lexington, KY. This document contains a sample agenda for conducting a chapter meeting. I hope this answers your questions. Thanks again, for contacting the Hot Line. Take care. 
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Can hours spent on Alpha Delta Kappa projects be counted as hours on the altruistic report? Also can you clarify if time spent planning and/or attending luncheons, conventions or conferences could be included in the altruistic report?

Answer: Thank you for your question. This has taken a bit of research and careful thought. Altruism means different things to different people, but I think we can all agree that altruism is service to others. In Alpha Delta Kappa, our altruism shows a special regard and devotion to the interests of others.

So now to your questions. Time spent attending luncheons, conventions or conferences may not be counted as altruism. It is a part of our responsibility and commitment as members. The other part of your question is not so cut and dry. Hours spent on Alpha Delta Kappa projects that benefit a worthy cause may be counted for altruism. An example of this is a bake sale for The Alzheimer's Association. The time and money spent for this could be counted. On the other hand, time spent putting together a basket for a ways and means project may not be counted as it may benefit the chapter's treasury, but does not go beyond that to help a charitable organization. These are just a couple of examples that seem to answer your question. I hope this helps with compiling your altruistic report. Again, thank you for using the Hot Line. Take care. 

    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: I have a chapter that still has the previous president on file at International Headquarters. How can I get this corrected?

Answer: Thank you for your question. Please complete form H-107, Report of Chapter Officers form. To locate this form on the website (after you have logged in with your username/password) on the far right side of the homepage in the middle click on DOCUMENTS & FORMS…then click on “CHAPTER click here”…then scroll about halfway down the page and click on H-107, Report of Chapter Officers form. It lists different ways to complete and submit the form, including submitting it online. Thanks again for using the Hot Line. Take care. 
 
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Are the names of the charter members of a chapter supposed to be included in the chapter bylaws? If so where are they to be placed? Thank you.

Answer: Thank you for your question. Bylaws are rules adopted by an organization for the government of its members and the regulations of its affairs.

Therefore, your charter members do not need to be listed in your chapter bylaws. Chapter and S/P/N bylaws should mirror International Bylaws which do not include the names of our Founders, Past International Presidents, Past Executive Board Chairmen, etc. Your chapter historian should include a written history in her archives for the biennium. This would be a wonderful place to include your chapter's charter members. Also if your chapter provides a yearbook for each of its members, this would also be a good place to include the names of charter members. I hope this answers your question. 
Again, thank you for using the Presidents' Hot Line. Take care.

    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Questions: 1. How much are the current International dues? 2. Does Headquarters keep any state, provincial or national archives?

Answer: Thank you for your questions. International dues are currently $25, the publication fee is $9 and the $1 to the Foundation remains the same.
Your second question involves S/P/N archives. There are no S/P/N archives housed at International Headquarters. I hope this answers your questions. Again, thank you for using our Presidents' Hot Line. Take care.

Question: my chapter would like to raffle a tablecloth at Founders' Day with proceeds going into our general fund to offset the increase in dues. After speaking with our regional president, we weren't sure of protocol.

Answer: Your question involves raising funds for ways and means. There are no written rules of protocol regarding this question. In your annual budget, you might list an amount for ways and means that you plan to raise for the coming year. Funds received from your drawing for the tablecloth at Founders' Day could be a part of what your chapter raises for ways and means. Monies made from this project may be used for the expenses of your chapter including funding the increase in dues if your chapter members vote to do this. As a caution, some S/P/N's frown upon the use of the word "raffle." You might want to check this out before advertising it as a raffle. Other suggestions are "ways and means drawing," or "prize event." I thought I would bring that to your attention. Let me know if you have other questions. Thank you for using the Presidents' Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Our chapter had a member who resigned for health and financial reasons. She would like to be reinstated, but just retired. Can she petition for reinstatement if she is retired but substitute teaching?

Answer: Section 8. REINSTATEMENT
a. A former member of Alpha Delta Kappa may be reinstated by

(1) Petitioning the chapter in which she wishes to become an active member.
(2) Voting procedures shall be the same as for any new active member of the chapter.
(3) Completing and returning a Petition for Reinstatement Form to Headquarters accompanied by payment of current International dues, publication fee and reinstatement fee.
(4) Paying the current chapter and state, provincial or national dues.
(5) Receiving notification from Headquarters that the reinstatement process has been completed.  

Fraternally,

    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Is there a fee to attend the International Teacher Education Cultural and Educational Exchange if you plan on just attending the 3:00 p.m. program and not stay for the dinner and social time?

Answer: There is no fee for attending the cultural exchange program on Saturday afternoon. Thank you for your question. Take care.
    Fraternally,
    June Bellamy,
    International Chaplain
    Chairman, Leadership Development Committee

Question: When a sister transfers from another chapter to a Fidelis chapter, who sends in the H-119?

Answer: When a sister transfers from one chapter to another the receiving chapter president should send Form H-119 as directed on the form. The member's copy should be sent to the previous chapter to be placed in that chapter's records.
Section 6. TRANSFER OF MEMBERSHIP

a. An active member shall be permitted to transfer from one (1) chapter to another in the same area for geographical reasons, for becoming a part of the nucleus of a new chapter or for unusual circumstances, provided that such transfer shall not leave her chapter with fewer than fifteen (15) members.

b. An active member moving from another locality shall be invited into membership in an established chapter without a vote by chapter members.

c. The receiving chapter president shall send Form H-119 as directed on the form with the member’s copy being sent to the previous chapter. Headquarters does not arrange or approve transfers.

d. A sustaining member may become a member of a chapter through transfer.

    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Is a chapter required to do fraternity education and an altruistic project every month?

Answer: Thank you for using the Presidents' Hot Line. Fraternity Education is one of the standing committees of each chapter. According to our International Bylaws, a portion of each meeting shall be devoted to fraternity education with one meeting held in observance of Founders' Day. You will find complete information on this in our International Bylaws, Article XVI - Chapter Meetings, letter a, p. A11-28. If you don't have a copy of the International Bylaws, you will find them on our International website.

Altruism is also a standing committee of each chapter. There is no set number of altruistic projects that a chapter must do. It is the decision of each chapter. FYI: There are many altruism and fraternity education ideas on our International website. Just click on the Members-Only Portion on the Home Page, enter your user name and password and you are all set. I hope this answers your question. Take care. 
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Are Sapphire Sister certificates sent to chapter members by International Headquarters?

Answer: Thank you for using the Presidents' Hot Line. International Headquarters does not send a certificate to Sapphire Sisters. A Sapphire certificate is being designed and should be available for purchase in the December 2010 KAPPAN. Look for it in the "Official Jewelry & Gifts" section in the back of the KAPPAN. Headquarters does mail Silver and Golden certificates .
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: We have a sister who wants to petition for reinstatement. Also, if she did not leave in good standing because of not paying dues, can she be reinstated? Someone said it did not need to be considered. 

Answer: “In good standing” is no longer tracked as all members, whether resigned or dropped for nonpayment of dues, are eligible for future reinstatement. H-154, Petition for reinstatement, can be found on the website under "Chapter documents and forms".

    Fraternally,
    June Bellamy,
    International Chaplain
    Chairman, Leadership Development Committee


Question: What are the responsibilities of the President of the International Council of Presidents?

Answer: Thank you for using the Presidents' Hot Line. Please check your 2011 International Bylaws for the complete summary of the responsibilities of the office of President of the International Council of Presidents. Eligibility requirements are under Article VII - Officers, Section 1, Letter a, number 4, page A11- 15 of the Bylaws. For the actual responsibilities of this office, see Article VII - Officers, Section 1, International, Letter f, Duties, number 9, page A11-18 in the International Bylaws. This is a specific list of her duties. Please know that the International President may give this officer additional assignments. In the past the President of the ICP has sent a quarterly newsletter to S/P/N presidents and others as requested. I hope this answers your question. If you need additional information regarding this, please let me know. Thanks and take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: My chapter is looking at participating in "Shop for a Cause" and in order to participate we need to have a 501(c)(3) status. I have no idea if we do or not. Can you please find out?

Answer: Thank you for your Hot Line question. Alpha Delta Kappa is a 501(c)(7) and operates within the requirements of the Internal Revenue Code. This is stated in Article II-Purpose of our Constitution. I hope this helps you.
    Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: In what parts of meetings/activities may non-members participate? For instance, a fundraiser in conjunction with a meeting. Are non members allowed to witness any ceremonies?

Answer: Thank you for using our Presidents' Hot Line. Non-members may be a part of a fundraiser which is held in conjunction with a meeting. You might like to plan that part of the meeting near the beginning or end so that they may attend just the fundraising part of the meeting. Your decision. As far as non members witnessing our ceremonies, there are no hard and fast rules regarding this. I think we have to use our intuition and common sense in certain circumstances. When conducting the business meeting if there are discussions that need to remain private, then make sure that visitors arrive after the business part of the meeting. Discussion of prospective members and the subsequent voting should be a private chapter matter. Visitors should not be a part of this. There is nothing in writing that says this, just my thoughts. As far as pledge and initiation ceremonies are concerned, you may have visitors. Once again, this is a chapter decision. Some chapters invite family members to witness an initiation ceremony or a memorial service. For other chapters, it is totally private. Your decision. Also, when you invite prospective members to chapter meetings, they will be a part of whatever is happening at the meeting since you want them to understand what membership in Alpha Delta Kappa is all about. I hope this has helped to answer your question. If you have further questions, please contact the Hot Line. Thanks and take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: A couple of questions came up from one of our chapters: Is there a limit to the number of members in a chapter? If so (or even if not), should they try to get non-active sisters to resign? What should they do about "counting" sisters on the roster who for health reasons no longer attend but want to remain members? One is a life member, one is active on leave, and one is on limited leave. In other words, if these sisters stay on the roster, does it affect their chapter's standing in any way or limit the number of new members they can bring in?

Answer: Thank you for your question. It has several parts so I shall address each one separately.

    Is there a limit to the number of members in a chapter? No, there is no limit to the number of members in a chapter. However, there are options for chapters that feel they have grown too large. Refer to Article IV - Chapter Organization, Section 2, which gives information on colonization of a new chapter.

    If a chapter is 'too large,' should the chapter try to get non-active sisters to resign? My first response to this question is "no, don't try to get inactive members to resign, but rather try to get them involved". In Alpha Delta Kappa, we want to meet a member's needs and assist them through situations that prevent them from attending meetings. Communication is key.

    What should a chapter do about "counting" sisters on the roster who for health reasons no longer attend but want to remain members? The chapter continues to carry this member on the roster. Health issues arise with everyone from time to time, sometimes for short periods and, for others, health problems continue indefinitely. This is the time for keeping that connection to these members and allowing them to participate as they can. Again, communication is key. Life members are just that, members for life. Active-on-leave members have a special status. The member requests that she be given active-on-leave status and it must be granted by the chapter with a two-thirds majority vote. It is for a period of one year. Continuous extensions may be granted if the active-on-leave member's circumstances are unusual and she cannot fulfill her obligations as a member of Alpha Delta Kappa. (Refer to the International Bylaws, Article III, Members, Section 5, letter b, page A09-4 for complete information.) The limited member has been granted this status by Headquarters after the chapter has sent Headquarters a letter asking for this status. Retaining any of the members mentioned above will not affect the chapter's standing in any way nor limit the number of new members they may recruit for membership. There is a possibility that the health issues may affect a chapter's percentage of 'actively engaged/employed in education.' Health issues might affect whether or not the member is employed/engaged. FYI: There is a "Sample Letter for Continuous Absences" in the Membership Development Manual (MDM) on page 86.

    I hope this answers your questions. If you have additional questions, please contact me and I will try to answer them to your satisfaction. Take care and have a wonderful day.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: Is there a list or a booklet that can help plan fraternity education segments for our meetings?

Answer: Thank you for using the Presidents' Hot Line for your question. Our International website is a wonderful resource for fraternity education. If you click on the members-only portion of the website (left-hand column), the next page you see will have a list of choices (again in the left-hand column), one of which is Fraternity Education. Click on this choice and you will see lists of activities which include skits, DVDs, power point presentations and so much more. Some of these can be downloaded, others may be printed for your use. Also, you might contact your state, provincial or national president to ask her if she received any Fraternity Education material at the recent Regional Conference. There may have been a workshop conducted on this. All S/P/N presidents of your region should have received copies of all the presenters' handouts. I am serving as my chapter's fraternity education chairman this biennium and I know that with all the choices on our website, I will be able to plan a variety of interesting activities. Let me know if you need additional assistance. Thanks again for using our Presidents' Hot Line. Take care.
    Fraternally,
    June Bellamy
    International Chaplain
    Chairman, Leadership Development Committee

Question: In reporting member status, the term "actively engaged/employed in education" is used. We need a definition of this term and an explanation as to how we qualify a member as such.

Answer: We list a member as "actively engaged/employed in education” if they have access to other active educators in relation to potential recruitment possibilities. A member is classified as actively engaged in education if, for example, she is substitute teaching or volunteers as a school tutor or para. Some examples that may not qualify are a home tutor, Sunday school teacher or a volunteer at a puppet show, etc. because she is not around other educators. So the member that is substitute teaching (with or without a contract) does qualify as actively engaged/employed in education. Please don’t confuse this with the “under contract” qualification that is ONLY used when recruiting a new member to the organization.)

    Fraternally,
    Linda Chambers
    IVP for Membership


Question: I have the S/P/N files for president-elect and was wondering if some of the items can be purged. Could I please be advised as to what materials need to be saved and how far back?

Answer: This is a difficult question to answer since each president-elect will have received materials specific to her own S/P/N. The duties for this office vary; consequently, the materials you receive will vary. Looking at the International Bylaws we find there is no specific duty assigned to the president-elect that requires keeping records. You will have to interpret this according to the responsibilities delineated in your own S/P/N bylaws as well as your policy and procedure manual. For instance, if you are required to facilitate workshops, you may want to save examples of what has been done prior to your assuming the office. Or if you are required to conduct a state/provincial/national event, you would want to save examples of previous printed programs, expenditures, distribution of responsibilities among chapters, etc. If there have been any special assignments from the S/P/N president it would be good to have this record saved. I would save any timelines that have been followed by former presidents-elect. Examples of correspondence would be valuable to have on file. My best suggestion to you would be to talk with your current and past S/P/N presidents about the files and what should be retained for safe-keeping. I hope this is a help to you.
    Fraternally,
    Linda Chambers
    IVP for Membership

    Headquarters' note: The S/P/N and Chapter Record Retention Requirements (From the Financial Instructional Booklet) may be a helpful resource.

Question: We (International President Jane Miller and International Chapter members) are at regional conferences, and many S/P/N leaders are serving in dual roles (S/P/N officer and chapter officer); is that permissible and is it a good leadership practice?

Answer: Dear Jane,
    It is permissible for S/P/N leaders to serve in dual roles (chapter and S/P/N) if that practice complies with their bylaws. However, we do not necessarily see this as a good leadership practice. When a person is "pulled" in two directions, she often can't give her best to each office. I would encourage you to foster leadership growth by encouraging another sister to fill that "second" position.

    Fraternally,
    Linda Chambers
    International Vice President for Membership
PURPOSE:  The Presidents’ Hot Line is another communication tool designed especially for S/P/N presidents, presidents-elect and chapter presidents and presidents-elect.  Questions will get immediate attention and response.  Questions need answers.  The P.H.L. is one way to those answers!

ATTENTION PRESIDENTS!  Do you have a question that needs an immediate answer?  Try the Presidents’ Hot Line.  Just submit your question and you will get a quick response from a sister who has Alpha Delta Kappa knowledge and experience.  Your question may be printed on the Hot Line website so that other leaders may benefit.  Please read the guidelines printed below.  Thank you. 

GUIDELINES 

   1. Questions may be submitted any time using the International website.
   2. Questions and answers will be published on our website as a resource for chapter presidents, as well as other members.       
   3. Answers to questions will be given in a timely manner, hopefully within 24 hours. They will be sent by email only.
   4. All questions sent should include the name of the member submitting the question, her S/P/N, chapter name and email address.