National Constitution & Bylaws Committee DELTA SIGMA THETA SORORIT Y, IN CORPORATED National Constitution and Bylaws 2018 Regional Conference Cycle Good Afternoon. My name is _____________________ and I am a member of the ____________chapter and co-chair of the National Constitution and Bylaws Committee. I am joined by ____________, member of the ______chapter and I represent you, the _____ region on the National Constitution and Bylaws Committee. Co-chair opens and does Slide 2 then turns it over to Committee member for slides 3-7 Co-chair does slides 8-13 National Constitution & Bylaws Committee

National Constitution and Bylaws Committee Overview of Constitution and Bylaws Committee Duties Governing Documents Amendment Process 2017 National Convention Remaining Amendments New Proposals for Amendments Readiness for Convention by Committee Today we’d like to share some updates with you regarding the makeup of the Constitution and Bylaws Committee and its duties; the Amendment Process, and lastly, what the C & B Committee’s role is in the process and how we are preparing for National Convention 2019. National Constitution & Bylaws Committee

National Constitution and Bylaws Committee - Duties The Constitution and Bylaws Committee shall consist of members and a chair appointed by the National President. It shall be the duty of the Constitution and Bylaws Committee to: a) meet at the call of the National President; b) interpret the Constitution and Bylaws; c) receive and evaluate amendments for changes in the Constitution and Bylaws; d) present to Grand Chapter revisions and amendments to the Constitution and Bylaws; and e) stimulate interest and educate members in using and understanding the Constitution and Bylaws. Discuss duties of C&B Committee as authorized by the Constitution. National Constitution & Bylaws Committee

National Constitution and Bylaws Committee Sherina Maye Edwards, Esq. (MW), Co-chair Octavia G. Matthews (MW), Co-Chair Tavonna Harris Askew, Esq. (MW) Debra McAllister (EA) A. Rena Black (FW) Terri Rivalte (SA) Cheryl Cole (SO) Jada Tompkins (MW) Belinda Griffin (SW) Sharon Jackson Williams (EA) Stephanie Jackson (CE) Soror Edwards and I want to thank the members of the National Constitution and Bylaws Committee [READ THE NAMES THE COMMITTEE], for their hard work and thoughtful consideration and care they will take in reviewing all of the proposed amendments.   Additionally, the Committee’s success is impossible without the hard work and support of our Staff Liaisons, Sorors Dorcas Washington and Tameka Harris. Next Slide Staff Liaisons Dorcas Washington Tameka Simmons

The Role of Governing Documents The purpose of governing documents is: to maintain order to provide clarity to define expectations to outline the process of interaction and decision making to establish rules, norms and actions Discuss purpose of governing documents. National Constitution & Bylaws Committee

DSQ Constitution and Bylaws The Constitution and Bylaws, except for the Corporate Charter and Articles of Incorporation, comprise the highest body of rules in Delta Sigma Theta Sorority, Inc. Discuss why the Constitution is Delta’s highest governing document and distinguish the Corporate Charter and Articles of Incorporation. Our Corporate Charter is essentially the formal document that gives Delta the right to exist while our Articles of Incorporation are filed to legally document such existence. However, neither document directs Delta how to act --- for those directions, we turn to the C&B. National Constitution & Bylaws Committee

Hierarchy of Governing Documents State Statutes and Laws Corporate Charter Articles of Incorporation Constitution and Bylaws Chapter Policies and Procedures Rules of Order Roberts Rules of Order State statutes and laws are the highest level of authority to follow. Even though we turn to the Constitution and Bylaws for direction on how to act, it is superseded by state statutes, our corporate charter and articles of incorporation. When one of our national governing documents does not speak to an issue, then you look to your local chapter polices and procedures and rules of order. The only time Robert's Rules of Order is the deciding factor is when the constitution and bylaws are silent on the issue at hand. Constitution & Bylaws Committee

National Constitution and Bylaws 11/23/2018 The Constitution and Bylaws is subject to amendment by Grand Chapter at its National Convention. Grand Chapter is the only body of the Sorority with the authority to make such amendments. The role and responsibilities of the committee has been described by ________(committee member), now I would like to review with you the process your C&B Committee uses to carry out its most important responsibility of leading the C&B amendment process. National Constitution & Bylaws Committee

Constitution and Bylaws- Amendment Process ARTICLE X - AMENDMENTS ARTICLE XX - AMENDMENTS This Constitution may be amended by a two-thirds vote of the voting delegates assembled in the National Convention. Notice of proposed amendments shall be submitted to chapters by December 31 before the convening of the National Convention. of the year (2018) preceding the National Convention (2019) Proposed amendments are presented during a plenary session at the National Convention-> July 2019 Grand Chapter approves amendments by 2/3 Vote-> July 2019 According to our Constitution page 6, Article X and the Bylaws, page 90, Article XX, we must publish proposed amendments to the chapters by Dec 31st of the preceding year of the National Convention. This sounds really simple, however there are many steps to achieve this requirement. Lets walk through the details of the Constitution and Bylaws Amendment process. Next Slide National Constitution & Bylaws Committee

Constitution and Bylaws- Amendment Process Call for proposed amendments– April 2018 Newly submitted Pending from 2017 National Convention Nonprofit Corporate Act Due date for all proposed amendments- June 30, 2018 Submit via email to constitutionandbylaws@deltasigmatheta.org Committee evaluation of submitted amendments- August 2018 Proposed amendments presented to the National Executive Board for information – October 2018 Proposed amendments posted on the national website - on or before December 31, 201831st of /3 Vote-> July 2019 Co The high level view of the process looks like this. First to ensure that all members have a voice in the process, your C&B Committee distributes via email to each member the “Call for Amendments”. You should have received that email in April as well as, it is posted on the National Website. Any member can submit a proposed change to an amendment. It used to be the notice was addressed to the Chapter President and she was to share and distribute to the chapter membership (back n the day of hard copy communication chapters received via US Mail). With technology we can now send soft copies directly to members. We do require that you include your chapter president's electronic acknowledgement that you are submitting a proposed amendment. You do NOT need the chapter president's approval but she should be aware that a chapter member is submitting proposed changes to amendments. Proposed amendments must be submitted by the sorority fiscal year end June 30th via email to CandBCommittee@deltasigmatheta.org___________. For consideration at the 2019 National Convention, there will be 3 sources for the amendments to be considered. Those newly amendments that members submit by June 30th. There are 12 that were submitted for consideration at the 2017 National Convention that we didn’t get to and considered pending and thirdly, there are a few amendments (handful) that will be required for us to consider to make sure that the sorority is in alignment with the DC Nonprofit Corporate Act. This act is actually legislation that all DC based nonprofits must comply with to keep our nonprofit designation and operate in DC. The C&B Committee meets in August to review the proposed amendments to determine which of those submitted will be presented to Grand Chapter during the Convention. Lets bring the process down another level on that third item on the slide. The committee evaluation process. Next Slide National Constitution & Bylaws Committee

Committee Evaluation of Submitted Amendments Each Constitution and Bylaws Committee Member serves as subject matter experts (SMEs) for specific sections of the document Entire Committee assess the proposed language in the context of: Current wording vs. Proposed amended language vs. Rationale alignment Affect such change may have Conflicts may be created Duplication in existing language Legal consequences existing or new Affect on other Delta documents Affect on other Delta committees Convention (2019) Proposed amendments are presented during a plenary session at the National Convention-> July 2019 Grand Chapter approves amendments by 2/3 Vote-> July 2019 Each Constitution and Bylaws Committee Member serves as subject matter experts (SMEs) for specific sections of the document. The SME reviews Proposed Amendment for her assigned sections and the entire Committee assess the proposed language for Current wording Proposed amended language Rationale for proposed amendment Considerations include: effect such change may have the conflicts may be created duplication in existing language legal consequences existing or new effect on other Delta documents effect on other Delta committee’s may be affected   Based on this consideration, what sorority resource needs to be engaged for additional evaluation, input and/or guidance. (National Executive Committee, National Standing Committee, Legal Advisor, etc.) Whether there are multiple proposals for the same thing Whether the Proposed Amendment satisfies the elements of what constitutes an amendment Whether the proposal needs more clarification from the Member submitting the proposal. After Committee Meeting Adjourns: Posting of amendment on 12/31/2018 Educational Webinars scheduled to review and answer questions about the posted amendment language Frequently Asked Questions (FAQ) are posted upon completion of webinar series Present the proposed amendments to at the National Convention when Grand Chapter is in session, next July ___, 2019. Review the amendments Validity based on rationale Impact to the text in current location Conflicting with other C&B language Non profit National Constitution & Bylaws Committee

Committee Evaluation of Submitted Amendments Engagement of other sorority resources as necessary (National Committees, Legal Advisor, etc.) Further review by Constitution and Bylaws Committee Finalization of proposed amendments Posting of proposed amendments on or before 12/31/2018 Develop and deliver educational webinar series February- April 2019 Post Frequently Asked Questions (FAQ) upon completion of webinar series Presentation to Grand Chapter at National Convention Based on this consideration, what sorority resource needs to be engaged for additional evaluation, input and/or guidance. (National Executive Committee, National Standing Committee, Legal Advisor, etc.) Whether there are multiple proposals for the same thing Whether the Proposed Amendment satisfies the elements of what constitutes an amendment Whether the proposal needs more clarification from the Member submitting the proposal. After Committee Meeting Adjourns: Posting of amendment on 12/31/2018 Educational Webinars scheduled to review and answer questions about the posted amendment language Frequently Asked Questions (FAQ) are posted upon completion of webinar series Present the proposed amendments to at the National Convention when Grand Chapter is in session, next July ___, 2019. National Constitution & Bylaws Committee

National Constitution & Bylaws Committee How Do You Prepare for National Convention? Will You Be Ready to Vote on Proposed Amendments? Members download and review the proposed amendments posted on the national website – After 1/1/2019 Attend your regional webinar to review and discuss the proposed amendments – February-April 2019 Include discussion of proposed amendments on chapter meeting agenda - February-June 2019 Review Parliamentary Procedures to ensure efficient discussion of amendments during the plenary- January-June 2019 Arrive at convention with amendments in hand, ready to deliberate, and vote on the proposed amendments - July 2019 Now we have walked you through the work of the Constitution and Bylaws committee relative to amending the Constitution and Bylaws. This is what we need for you to do, please (smile). National Constitution & Bylaws Committee

National Constitution & Bylaws Committee THANK YOU! National President Beverly E. Smith National Constitution and Bylaws Committee Members National HQ Staff Liaisons Dorcas Washington Tameka Simmons Chapter Presidents, Officers, especially Chapter Parliamentarians and Policies and Procedures Chairs National Constitution & Bylaws Committee