Article IX: Committees
A. Alpha Omega Chapter may fulfill its constitutional responsibilities by establishing committees as needed.
b. Keep a current file of committee activities.
c. Send necessary reports to the state chairmen by the designated dates.
d. Present a report of continuing committee activities at the chapter meetings when needed.
e. Purchase and present a gift to a program guest when appropriate.
B. Alpha Omega Chapter standing committees shall include Society Mission and Purposes Committees and Society Business.
b. Educational Law and Policy
c. Leadership Development
d. Literacy
e. Membership and Expansion
f. Music
g. US Forum
h. World Fellowship
i. Educational Excellence
2. Society Business Committees shall include:
a. Communications and Publicity
b. Finance
c. Hostess
d. Nominations
e. Rules
C. Specific duties of standing committees shall be established by Alpha Omega Chapter, Eta State, and/or International.
a) A column is designated in bookkeeping records for the awards fund.
b) Awards money is placed in saving/money market certificate or other means of earning the top interest rate, as long as it not needed and can be removed yearly without penalty.
c) A six dollar donation from each member and guest who attend the December is designated for the awards fund.
d) The awards fund consists of the six dollar December meeting donations and monies from Educational Awards Committee activities.
e) The awards fund is used at the discretion of the Educational Awards Committee.
2) The Educational Awards Committee shall annually give awards to women who desire to further their careers in the field of education.
a) A grant-in-aid shall be given each year to an eligible high school senior applicant from Beaufort or Hyde Counties based upon academics, character and potential.
b) A grant-in-aid shall be given each year to a student who attends Beaufort County Community College.
c) An active educator from Beaufort or Hyde Counties shall be given a grant-in-aid each year.
3) The Educational Awards Committee shall select grant-in-aid recipients according to the following guidelines:
a) Distribute applications by February 1st annually.
b) Applications for high school seniors are sent to the guidance counselors of each high school.
c) Applications for active teachers will be sent to principals of all schools in Beaufort and Hyde Counties.
d) Completed applications should be received by the Educational Awards Committee by March 15th.
e) The selection is made by a committee determined by the Educational Awards Committee with respect to geographic representation.
f) The recipients will be announced at the April Executive Board meeting and will be presented to the chapter at the regular May meeting.
4) The Educational Awards Committee will have continuing responsibilities as follows:
a) Maintain contact with recipients.
b) Report to the chapter.
c) Publicize information about local grant-in-aid recipients and state and/or international scholarship recipients when applicable.
d) Encourage chapter members to apply for grants-in-aid and/or state and international scholarships.
b. The duties of the Educational Law and Policy Committee are as follows:
1) Educate members in strategies to impact educational policy.
2) Promote activities that garner support for education at the local and state levels.
c. The duties of the Leadership Development Committee are as follows:
1) Encourage participation in the Eta State Leadership Development Seminar.
2) Raise awareness of leadership opportunities among chapter members.
3) Encourage participation at Society state, regional and international meetings.
d. The duties of the Literacy Committee are as follows:
1) To promote literacy projects in Beaufort and Hyde Counties.
2) To inform members of current literacy needs.
e. The responsibilities of the Membership and Expansion Committee are as follows:
1) Have copies of Form 11, Recommendation for Membership, available at each regular chapter meeting.
2) Encourage members to seek suitable candidates and mentor them as sponsors.
3) Read the qualifications for membership as listed in the Alpha Omega Chapter Rules at the March meeting.
4) Review Recommendations for Membership by April 1st and prepare to present the candidates' names to the chapter membership.
5) Keep an accurate record of invitations sent and written replies made by those accepting or declining membership. Submit copies to the recording secretary to be filed with chapter minutes.
6) Implement procedures for election of new members in May and their initiation in October as stated in Article III of the Alpha Omega Chapter Rules.
7) Submit a list of names and addresses of members-elect to the chapter president, second vice president, and treasurer at the May meeting.
8) Conduct an orientation of members-elect as planned with the president.
9) Maintain an accurate data profile on each member and update yearly.
10) Conduct periodic reorientation for chapter members.
11) Maintain necrology records and submit reports to the state by the designated date.
12) Plan and present a memorial service at the first regular meeting of the year for the deceased member.
f. The duties of the Music Committee are as follows:
1) Plan for the use of music as an integral part of the program at each meeting.
2) Present a program at one chapter meeting each year.
3) Maintain and distribute song sheets as needed.
g. The duties of the US Forum Committee are as follows:
1) To inform members of current activities of the Legislature and Congress that affect education.
2) Inform members of local (and/or state) voting rules.
3) Encourage members to support women who hold office and are noted for their support of education.
h. The duties of the World Fellowship Committee are as follows:
1) Inform chapter members about World Fellowship grants to women from other countries.
2) Encourage chapter members to contact World Fellowship recipients who are attending colleges and universities in North Carolina.
3) Consider conducting special projects to promote work of the international World Fellowship Committee.
4) Collect donations from chapter members at each May meeting for an additional contribution to World Fellowship funds other than the one dollar assessment in chapter dues.
i. The Educational Excellence Committee consists of the chairmen of each of the Alpha Omega Chapter Society Mission and Purposes
committees. The chapter first vice-president shall serve as its chairman.
2. Duties of the Society Business Committees shall be designated.
a. The Communications and Publicity Committee shall perform six functions of communications for the members and/or for publicity about the chapter and the Society through local media and the Eta State News.
1) The Alpha Omega Chapter Newsletter is published five times annually prior to chapter meetings and has a continuing editor who
sends copies to the chapter members and specified Eta State officials.
2) The photography chairman makes a pictorial record of significant events during the biennium and forwards pictures to the scrapbook
chairman.
3) The scrapbook chairman maintains the history of Alpha Omega Chapter and encourages members to submit memorabilia.
4) The second vice-president prepares a handbook at the beginning of each even-numbered year and prepares an addendum to the handbook at the beginning of odd-numbered years. She distributes copies of the yearbook or addendum to each chapter member annually.
5) The calling tree shall be activated by the chairmen of the seven hostess committees-Bath, Belhaven, Hyde, Aurora/Chocowinity and
Washington I,II, and III- to inform chapter members of significant events or to ensure the "gifts" sections of the Alpha Omega Chapter Rules, Article IV, is executed.
6) The chairman of each hostess committee shall submit an article about each chapter meeting to the local newspaper immediately after the
meeting is held.
b. The duties of the Finance Committee consisting of the chapter president, treasurer and the immediate past chapter president are as follows:
1) Develop an annual budget and present it for approval first to the Executive Board and then to the membership for approval no later than the first regular meeting of the fiscal year.
2) Supervise the administration of chapter funds according to procedures in Article IV of Alpha Omega Chapter Rules.
3) Appoint two chapter members to conduit an audit of chapter financial records biennially.
4) Make recommendations for changes in dues no later than the annual workshop meeting and notify all members prior to that meeting.
c. The duties of the Hostess Committees [Aurora/Chocowinity, Bath, Belhaven, Hyde and Washington I, II and III] are as follows:
1) Reserve site for the meeting.
2) Send location and cost of meal to chapter secretary for the newsletter and /or email notification.
3) Have committee member(s) at the door to greet members and guests and to assist with the collection of meal payment.
4) Prepare a devotion and blessing for the meal.
5) Write and submit newspaper article for the meeting.
6) Attend to the "gift" needs of hostess committee members according to the guidelines in Alpha Omega Chapter Rules, Article IV, D, 6.
7) Submit receipts for the meeting costs [decorations, paper products, etc] to the treasurer for reimbursement.
d. The duties of the Nominations Committee are as follows:
1) Solicit suggestions for officers from members.
2) Present a slate of officers to the Executive Board in February and to the chapter membership in March of the second year of the biennium.
3) Prepare a ballot and conduct an election when an additional nominee is presented to the floor.
e. The duties of the Rules Committee are as follows:
1) Receive proposals for amending or adding Alpha Omega Chapter Rules.
2) Study all proposals.
3) Present recommendations to the Executive Board. (A recommendation shall be approved by two-thirds vote of the board before being
submitted to the membership.)
4) Inform the person(s) who submitted the proposal(s) about the decision(s) immediately after the Executive Board meeting.
5) Present board approved recommendations to chapter membership.
6) After a majority vote by chapter members, make changes in the Alpha Omega Chapter Rules.
7) Make changes when necessary to coordinate with Eta State and International rules.
updated May 6, 2017
A. Alpha Omega Chapter may fulfill its constitutional responsibilities by establishing committees as needed.
- All standing committee chairmen shall be appointed by the president for a term of two years.
- Committees are appointed by the president unless exceptions are listed.
- A Nominations Committee may be elected or appointed.
- Special committees shall be appointed by the president for a specific need and are dissolved after making a final report to the chapter.
- The president shall be an ex-officio member of all committees except the Nominations Board.
- Committee expenses shall be submitted to the treasurer according to Alpha Omega Chapter Rules, Article IV.
- Duties of the committee chairmen are as follows:
b. Keep a current file of committee activities.
c. Send necessary reports to the state chairmen by the designated dates.
d. Present a report of continuing committee activities at the chapter meetings when needed.
e. Purchase and present a gift to a program guest when appropriate.
B. Alpha Omega Chapter standing committees shall include Society Mission and Purposes Committees and Society Business.
- Society Mission and Purposes Committees shall include:
b. Educational Law and Policy
c. Leadership Development
d. Literacy
e. Membership and Expansion
f. Music
g. US Forum
h. World Fellowship
i. Educational Excellence
2. Society Business Committees shall include:
a. Communications and Publicity
b. Finance
c. Hostess
d. Nominations
e. Rules
C. Specific duties of standing committees shall be established by Alpha Omega Chapter, Eta State, and/or International.
- Duties of Society Mission and Purposes Committees shall be designated.
a) A column is designated in bookkeeping records for the awards fund.
b) Awards money is placed in saving/money market certificate or other means of earning the top interest rate, as long as it not needed and can be removed yearly without penalty.
c) A six dollar donation from each member and guest who attend the December is designated for the awards fund.
d) The awards fund consists of the six dollar December meeting donations and monies from Educational Awards Committee activities.
e) The awards fund is used at the discretion of the Educational Awards Committee.
2) The Educational Awards Committee shall annually give awards to women who desire to further their careers in the field of education.
a) A grant-in-aid shall be given each year to an eligible high school senior applicant from Beaufort or Hyde Counties based upon academics, character and potential.
b) A grant-in-aid shall be given each year to a student who attends Beaufort County Community College.
c) An active educator from Beaufort or Hyde Counties shall be given a grant-in-aid each year.
3) The Educational Awards Committee shall select grant-in-aid recipients according to the following guidelines:
a) Distribute applications by February 1st annually.
b) Applications for high school seniors are sent to the guidance counselors of each high school.
c) Applications for active teachers will be sent to principals of all schools in Beaufort and Hyde Counties.
d) Completed applications should be received by the Educational Awards Committee by March 15th.
e) The selection is made by a committee determined by the Educational Awards Committee with respect to geographic representation.
f) The recipients will be announced at the April Executive Board meeting and will be presented to the chapter at the regular May meeting.
4) The Educational Awards Committee will have continuing responsibilities as follows:
a) Maintain contact with recipients.
b) Report to the chapter.
c) Publicize information about local grant-in-aid recipients and state and/or international scholarship recipients when applicable.
d) Encourage chapter members to apply for grants-in-aid and/or state and international scholarships.
b. The duties of the Educational Law and Policy Committee are as follows:
1) Educate members in strategies to impact educational policy.
2) Promote activities that garner support for education at the local and state levels.
c. The duties of the Leadership Development Committee are as follows:
1) Encourage participation in the Eta State Leadership Development Seminar.
2) Raise awareness of leadership opportunities among chapter members.
3) Encourage participation at Society state, regional and international meetings.
d. The duties of the Literacy Committee are as follows:
1) To promote literacy projects in Beaufort and Hyde Counties.
2) To inform members of current literacy needs.
e. The responsibilities of the Membership and Expansion Committee are as follows:
1) Have copies of Form 11, Recommendation for Membership, available at each regular chapter meeting.
2) Encourage members to seek suitable candidates and mentor them as sponsors.
3) Read the qualifications for membership as listed in the Alpha Omega Chapter Rules at the March meeting.
4) Review Recommendations for Membership by April 1st and prepare to present the candidates' names to the chapter membership.
5) Keep an accurate record of invitations sent and written replies made by those accepting or declining membership. Submit copies to the recording secretary to be filed with chapter minutes.
6) Implement procedures for election of new members in May and their initiation in October as stated in Article III of the Alpha Omega Chapter Rules.
7) Submit a list of names and addresses of members-elect to the chapter president, second vice president, and treasurer at the May meeting.
8) Conduct an orientation of members-elect as planned with the president.
9) Maintain an accurate data profile on each member and update yearly.
10) Conduct periodic reorientation for chapter members.
11) Maintain necrology records and submit reports to the state by the designated date.
12) Plan and present a memorial service at the first regular meeting of the year for the deceased member.
f. The duties of the Music Committee are as follows:
1) Plan for the use of music as an integral part of the program at each meeting.
2) Present a program at one chapter meeting each year.
3) Maintain and distribute song sheets as needed.
g. The duties of the US Forum Committee are as follows:
1) To inform members of current activities of the Legislature and Congress that affect education.
2) Inform members of local (and/or state) voting rules.
3) Encourage members to support women who hold office and are noted for their support of education.
h. The duties of the World Fellowship Committee are as follows:
1) Inform chapter members about World Fellowship grants to women from other countries.
2) Encourage chapter members to contact World Fellowship recipients who are attending colleges and universities in North Carolina.
3) Consider conducting special projects to promote work of the international World Fellowship Committee.
4) Collect donations from chapter members at each May meeting for an additional contribution to World Fellowship funds other than the one dollar assessment in chapter dues.
i. The Educational Excellence Committee consists of the chairmen of each of the Alpha Omega Chapter Society Mission and Purposes
committees. The chapter first vice-president shall serve as its chairman.
2. Duties of the Society Business Committees shall be designated.
a. The Communications and Publicity Committee shall perform six functions of communications for the members and/or for publicity about the chapter and the Society through local media and the Eta State News.
1) The Alpha Omega Chapter Newsletter is published five times annually prior to chapter meetings and has a continuing editor who
sends copies to the chapter members and specified Eta State officials.
2) The photography chairman makes a pictorial record of significant events during the biennium and forwards pictures to the scrapbook
chairman.
3) The scrapbook chairman maintains the history of Alpha Omega Chapter and encourages members to submit memorabilia.
4) The second vice-president prepares a handbook at the beginning of each even-numbered year and prepares an addendum to the handbook at the beginning of odd-numbered years. She distributes copies of the yearbook or addendum to each chapter member annually.
5) The calling tree shall be activated by the chairmen of the seven hostess committees-Bath, Belhaven, Hyde, Aurora/Chocowinity and
Washington I,II, and III- to inform chapter members of significant events or to ensure the "gifts" sections of the Alpha Omega Chapter Rules, Article IV, is executed.
6) The chairman of each hostess committee shall submit an article about each chapter meeting to the local newspaper immediately after the
meeting is held.
b. The duties of the Finance Committee consisting of the chapter president, treasurer and the immediate past chapter president are as follows:
1) Develop an annual budget and present it for approval first to the Executive Board and then to the membership for approval no later than the first regular meeting of the fiscal year.
2) Supervise the administration of chapter funds according to procedures in Article IV of Alpha Omega Chapter Rules.
3) Appoint two chapter members to conduit an audit of chapter financial records biennially.
4) Make recommendations for changes in dues no later than the annual workshop meeting and notify all members prior to that meeting.
c. The duties of the Hostess Committees [Aurora/Chocowinity, Bath, Belhaven, Hyde and Washington I, II and III] are as follows:
1) Reserve site for the meeting.
2) Send location and cost of meal to chapter secretary for the newsletter and /or email notification.
3) Have committee member(s) at the door to greet members and guests and to assist with the collection of meal payment.
4) Prepare a devotion and blessing for the meal.
5) Write and submit newspaper article for the meeting.
6) Attend to the "gift" needs of hostess committee members according to the guidelines in Alpha Omega Chapter Rules, Article IV, D, 6.
7) Submit receipts for the meeting costs [decorations, paper products, etc] to the treasurer for reimbursement.
d. The duties of the Nominations Committee are as follows:
1) Solicit suggestions for officers from members.
2) Present a slate of officers to the Executive Board in February and to the chapter membership in March of the second year of the biennium.
3) Prepare a ballot and conduct an election when an additional nominee is presented to the floor.
e. The duties of the Rules Committee are as follows:
1) Receive proposals for amending or adding Alpha Omega Chapter Rules.
2) Study all proposals.
3) Present recommendations to the Executive Board. (A recommendation shall be approved by two-thirds vote of the board before being
submitted to the membership.)
4) Inform the person(s) who submitted the proposal(s) about the decision(s) immediately after the Executive Board meeting.
5) Present board approved recommendations to chapter membership.
6) After a majority vote by chapter members, make changes in the Alpha Omega Chapter Rules.
7) Make changes when necessary to coordinate with Eta State and International rules.
updated May 6, 2017
