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ALPHA PHI OMEGA

ALPHA BETA XI

Chapter Bylaws:

Last Revised 08 December 2013

 

We, the members of Alpha Beta Xi of Alpha Phi Omega, National Service Fraternity, of the State University of New York at Geneseo, established for the purpose of assembling college students to develop leadership, to promote friendship, and to provide service to humanity and to further the freedom that is our national, educational, and intellectual heritage in the fellowship of the principles of the Boy Scouts of America as embodied in its Scout Oath and Law, do adopt these Chapter Bylaws.

 

CONTENTS:

 

I.                    Membership

II.                  Meetings

III.               Votes and Voting Procedure

IV.                Nominations and Elections

V.                  Elected Officers

VI.                Duties of Elected Officers

VII.             Elected Positions

VIII.           Duties of Elected Positions

IX.               Appointed Positions

X.                  Duties of Appointed Positions

XI.               Impeachment

XII.             Standing Committees

XIII.          Executive Committee

XIV.           Advisory Committee

XV.             Ad Hoc Committees

XVI.           Dues Fees and Assessments

XVII.        Emergency Fund

XVIII.      Amendments

 


 

 

 

 

Article I          Membership  

 

Section I          Open Membership

Membership in this Chapter shall be open to any student enrolled in the State University of New York College at Geneseo.  

 

Section 2          Active Membership

a. An Active Member shall fulfill all Chapter financial obligations.

b. Service: An Active Member must attend at least four (4) different service projects, and perform at least twenty-four (24) hours of service per semester.

 

1. A one-time monetary donation of at least ten dollars ($10) to any legitimate charity as determined by the VPS or a service project being carried out by the brotherhood will also count as only one project. 

 

2. All service projects must last at least one hour each to be counted as a service project. Furthermore, wearing of letters or at least a service pin is required during all service projects..:

 

3. At least twelve (12) of the twenty-four (24) hours must be performed through projects that are open to the Brotherhood and announced by the VPS and SS as Service to the College, Community, and Nation (herein referred to as “Inside Hours”). These include, but are not limited to: projects completed through Programming Committees; events coordinated by the VPS, or SS, and/or any other brother, and events hosted by another organization but with a liaison within the Brotherhood.

 

4. The remaining hours may be fulfilled through any combination of:

1. Inside Hours of Service to the College, Community, and Nation;

2. Outside Hours of Service approved by the VPS; and

3. Brotherhood Hours of Service (i.e., table sitting that promotes the Brotherhood, fundraisers for the Brotherhood, mailings for the Brotherhood, Rush, appointed and elected positions).

5. Members are expected to attend service projects that they sign up for, or notify the VPS of any cancellations at least 48 hours in advance. If a brother does not notify the VPS of the cancellation prior to the 48 hours, it will be considered a default. Members that default on three (3) projects will be placed inactive with immediate effect. In the case of exculpatory circumstances, the VPS will evaluate the situation on an individual basis.

 

 

c. Leadership: An Active Member must take part in programming one (1) VPS-approved service project per semester. In order to complete this requirement brothers should form programming committees.  Committees are capped at six (6) brothers per committee unless otherwise approved by the VPS.  All committees must be formed (and names submitted in writing to the VPS) by the second brotherhood meeting of each semester. All committees will be responsible for programming a service project that meets one of the four pillars of our brotherhood; Service to the College, Community, Nation and Brotherhood. Each committee is responsible for:

 

1.      Allocating responsibilities to committee members

 

2.      Appointing a primary program contact person who will serve as the project liaison. 

 

3.      Keeping VPS updated on project progress

 

4.      Meeting all programming committee deadlines as listed by the VPS

 

 

d. Fellowship: An Active Member must attend at least two fellowships per semester.

e. Mandatory Events: For an Active member attendance at the Pledge Ritual, Induction, the Formal, Senior Sendoff, Friday Night Callout (Prep), and CAPS is required barring insufficient time notice, excessive cost of over twenty dollars ($20) per person, or unforeseen emergency; all of which must be presented, in writing, to and is at the discretion of the Vice-President of Membership (VPM). An Active Member may not miss more than two Mandatory events with excused absences. An Active Member may not have more than 1 unexcused absences.  After the second unexcused absence they will be placed Inactive. If any of these events are combined together, such as Senior Sendoff and Formal, then they shall be counted together as one event.

f. An Active Member may not miss more than half the Chapter meetings with absences. An Active Member may not have more than 2 unexcused absences. .Two (2)unexcused latenesses or early departures from Chapter meetings  without early notice will also equal one (1) unexcused absence (See Article II Section 3). An Active Member shall have full voting, Chapter, and fellowship privileges.

g. Active members must be present at the meeting prior to a vote (when the material being voted on is presented) in order to participate in that vote. 

 

Section 3          Associate Membership

a.       An Associate Member shall be a Member who finds it necessary to cease full involvement in Chapter affairs because of other commitments of time and effort. Members must petition, in writing, the Chapter for Associate Membership through the Vice ­President of Membership (VPM).

b.      Associate Members shall be required to participate in two service projects over the course of the semester. These projects must follow the same guidelines defined in Article I Section 2.

c.       An Associate Member shall have full Chapter and fellowship privileges. An Associate member shall have limited voting rights. Associate members shall be allowed to vote on amendments to the bylaws, chapter elections, and general chapter business. Associate members shall not be allowed to take part in the individual or pledge class votes. 

d.      Financial obligations to the Chapter will be at a reduced rate as defined by the Treasurer

e.       Associate Members may not hold an elected office or appointed position in the brotherhood. Further, Associate Members shall not be allowed to take a “little” during the pledging period.

f.       An Associate Member will automatically become Active again at the first meeting of the following semester. No Member may hold Associate Membership for two (2) consecutive semesters.

g.       Associate members must be present at the meeting prior to a vote (when the material being voted on is presented) in order to participate in that vote.

 

Section 4          Leave of Absence

a.       Leave of Absence shall be defined as a Membership status where a Member, due to special circumstances, must cease full involvement in Chapter affairs because of their other commitments of time and effort. Members must petition, in writing, to the Vice ­President of Membership (VPM) of their intentions. The Leave of Absence status shall be granted to a Member for a time period specified by the VPM, which will not exceed at maximum one year in duration. Once granted Leave of Absence, a Member shall have no voting or chapter privileges. Leave of Absence members shall have limited fellowship privileges; they shall be allowed to attend Pledge Ritual and Induction only. A Member on Leave of Absence shall be exempt from all Chapter obligations for their term of absence. A Member on Leave of Absence will automatically become Active again at the first meeting of the semester following their specified time of absence.

b. Acceptable circumstances for requesting a Leave of Absence are the following:

                        1.         Student teaching for the semester.

2.         Studying in another country, while still enrolled as a student at the State University of New York College at Geneseo.

3.         Living somewhere other than Geneseo where it would be too long of a drive to attend every Sunday meeting.

4.         By petitioning of the VPM with a special circumstance in which the Member feels Leave of Absence should be granted. If the Leave of Absence petition is approved by the VPM, Leave of Absence status shall be granted.  

 

Section 5          Probationary Membership

a.       A Member on Probation shall be defined as a Member who has failed to complete either their service, financial, or fellowship obligations to the Chapter by the twelfth (12) week of the semester.

b.      The Executive Committee may, by unanimous vote, place a brother on probation as a punitive measure for failing to complete membership requirements in a timely manner or for a violation of the Risk Management Policy.

c.        A Probationary Member will not be allowed voting privileges and will have limited fellowship privileges as determined by the VPM.

d.      A Probationary Member will automatically return to full Active Membership upon completion of the above­mentioned obligations. If these obligations are not fulfilled by the last meeting of the semester, a probationary member will become inactive as specified in Article I, Section 6.  

 

            Section 6          Inactive Membership

a.       An Inactive Member shall be defined as a Member who fails to meet the Chapter requirements specified in Article I, Section I. The Membership status of all Members will be reviewed at the end of each semester to determine if all requirements have been met. In the case of attendance, Inactive status will be evaluated immediately following the third unexcused absence. In the case of mandatory events, inactive status will be evaluated immediately following the second unexcused absence. Completion of Chapter requirements will be reviewed by the joint consultation of the President, VPM, VPS, and Parliamentarian. An Inactive Member shall have no voting, Chapter, or fellowship privileges.

b.      An Inactive Member requesting Active membership may do so be petitioning, in writing, the Brotherhood through the VPM and Membership Committee. The deadline for petitions is up to the discretion of the VPM. Active Membership shall be granted by a two ­third (2/3) vote of approval of the Brotherhood. Voting will take place at the second Brotherhood meeting of the semester. Suspension of Chapter membership shall be requested from Nationals as per Article III, Section III, Paragraph (9), of the National Bylaws as deemed necessary.

 

Section 7          Pledge Membership

A Pledge Member shall be a member who has gone through the Pledge Ritual but not initiation. A Pledge Member shall have fellowship privileges and limited Chapter privileges at the discretion of the Pledge Educator, but no voting privileges.

 

Section 8          Alumni Membership

Upon leaving this Chapter, all Members who held Active or Advisory Membership in this Chapter shall be recognized as Alumni Members. An Alumni Member shall have Chapter and fellowship privileges by Chapter invitation, but no voting privileges.

 

Section 9          Honorary Membership

Honorary Membership shall be conferred by a three-quarters (3/4) vote of the Active Brotherhood. Honorary Membership may be given to educators, outstanding citizens, or others whom the Chapter deems have merited such honor. A recipient's name shall have been read fourteen (14) days prior to the vote at a regular Chapter meeting. An honorary member shall have no voting privileges.

 

Section 10        Transference of Membership Status

Any Member wishing to change their Membership status within the Chapter must submit their request by the Sunday of the Pledge Ritual.

 

                        Section 11        Suspension of Membership

Any member may be suspended from their membership status, providing there is good cause, after a hearing with the Executive Committee and a three quarters (3/4) vote of the Active Brotherhood. Notice of such a vote must be provided to the Active Brotherhood at least seven (7) days in advance.

 

Section 12

Brothers must be decided on their membership status by the second brotherhood meeting. Failure to complete this or changing their status after the Pledge Ritual will result in the brother being placed inactive for the current semester.

 

 

Article II         Meetings

 

Section 1

There shall be at least two (2) meetings of the Chapter each month of the curricular year, as permitted by the college calendar. All meetings are closed, unless deemed open by the approval of a simple majority of the Active Brotherhood.

 

Section 2

Special meetings of this Chapter may be called by the President or the Executive Committee on their own initiative, or upon the request of one-third (1/3) of the Active Brotherhood. The President shall call a special meeting of the Chapter to be held within seven (7) days after the presentation of such a request. In the event the President does not comply with the request within the required time, a request, in writing, of one-third (1/3) of the Active Brotherhood, may be presented to the Vice President of Membership (VPM), who must call and preside over a special meeting of the Chapter within seven (7) days after the receipt of the request. A notice of all special meetings shall contain a statement of the purpose of the meeting or business to be transacted. Such notice shall be presented to the Active Brotherhood whenever possible.

 

Section 3

Being late to any Chapter meeting where attendance is taken shall occur when a Brother enters the meeting more than ten (10) minutes after the scheduled time of the start of the meeting. An early departure from a Chapter meeting is defined as leaving before the President adjourns the meeting.  Either of these can be excused by the VPM when given at least 24 hours prior notice.  Being late, or leaving early, and being unexcused for two (2) such meetings shall equal one (I) unexcused absence. In emergency situations, excuses may be accepted by the VPM after the meeting.

 

Section 4

Regular meetings shall be conducted according to standard Parliamentary procedure, as prescribed by the current revision of Robert's Rules of Order.

 

 

Article III       Votes and Voting Procedure

 

Section 1

            A quorum at all regular meetings and special meetings of this Chapter shall be a simple majority of the Active Brotherhood. Electronic quorum shall be two-thirds (2/3) of the Active Brotherhood.

 

 

Section 2         

            Once quorum is established, any votes will be taken only out of the Active Brothers present and voting

 

Section 3         

A quorum of the Active Brotherhood voting is necessary for any Chapter business to be transacted. Official Chapter business can be conducted in the absence of a quorum provided that the meeting was announced to a majority of the Active Brotherhood at least seven (7) days prior to the meeting and is approved by a two-thirds (2/3) vote of the Active Brotherhood present.

 

Section 4         

All votes mentioned within these bylaws shall be conducted by secret ballot. All other voting shall follow the rules of Parliamentary Procedure according to Robert’s Rules of Order. If a recount for the voting ballots is not immediately requested by an Active Brother at the meeting, following the announcement of the results, the ballots will be immediately destroyed by the President and Parliamentarian. 

 

Section 5          Pledge Class Vote

At the discretion of the Pledge Educator, there will be a vote on the pledge class as a whole, not as individuals, to determine whether or not the Pledge Class has completed the following requirements: Pledge Class Unity, Attitude towards the brotherhood, and any Pledge Class requirements noted in the pledge policy. A positive vote of a simple majority of the Active Brotherhood shall be necessary to approve the pledge class. Once the Pledge Class has been approved, the date of crossing shall be at the callout immediately following completion individual Pledge Requirements by all pledges.

 

 

Section 6          Individual Pledge Votes

            A negative vote of a simple majority of the-Active Brotherhood shall be necessary to deny acceptance of a pledge for Initiation. Individual Pledge Votes will take place at the end of the third (3) and sixth (6) weeks of the pledging process.

 

Section 7          Emergency Pledge Vote

An Emergency Individual Pledge vote may occur at any time during the pledging process provided that a motion calling for such a vote is submitted in writing to, and is approved by a simple majority vote of, the Executive Committee. Upon the approval of the EC, the motion will then be brought to the entire Chapter for a vote. A two-thirds (2/3) vote of the Active Brotherhood shall be necessary to deny acceptance of a Pledge Member for Initiation.

 

Section 8         

The votes defined in Article III, sections 5-6 shall be on completion of requirements as defined in the current semester's pledge policy as well as commitment toward the principles of Alpha Phi Omega. Included in this is respect for the Brothers and dedication to the Brotherhood. However, the votes shall not be based on personality or events unrelated to the fraternity.

 

Section 9         

Any pledge(s) who fail to pass the votes in Sections 5-6 will automatically be dropped from the rolls of this Chapter. This person may re-pledge at a later if desired.

 

 

Article IV        Nominations and Elections

 

Section 1

All elections shall be by secret ballot. Voting by proxy or by absentee ballot shall not be permitted.

 

 

Section 2

The results of the elections shall be known by the announcement of the name of the newly elected person after all tallies are collected and counted by the PA and SA. The tally, while unannounced, shall be recorded in the official minutes.

 

Section 3         

Nominations shall be accepted, by the Parliamentarian, at the Brotherhood meetings held two (2) weeks and one (I) week prior to the meeting at which elections are held. No nominations shall be accepted at the Brotherhood meeting at which elections occur.

 

Section 4

Acceptance of nominations by proxy shall be permitted.

 

Section 5

In the event that an officer resigns before the end of their term, the election of their successor shall occur as per Article IV, Section 4 in the timeliest manner possible.

 

Section 6

In the event of a vacancy in the office of President, the Vice President of Membership shall fulfill the duties of both President and Vice President of Membership until such time that a new Vice President of Membership is elected.

 

Section 7

In the event of a vacancy in the offices of President and Vice President of Membership, the Vice President of Service shall fulfill the duties of both President and Vice President of Service until such time as a new Vice President of Service is elected. The Vice President of Service shall appoint, with the approval of the Executive Committee, an interim Vice President of Membership, until such a time as a new Vice President of Membership is elected.

 

Section 8

In the event of resignation of an officer or the vacancy of an office, all positions appointed under that officer shall serve out the remainder of their term.

 

Section 9

Any other questions regarding the succession of officers not described in Article IV, Section 7-8 shall be left to the discretion of the Executive Committee.



Article V         Elected Officers

 

Section 1

The elected officers of this Chapter shall be the President, Vice President of Membership, Vice President of Service, Treasurer, and Secretary of Records.

 

Section 2

Officers shall be elected before the end of the Fall Semester. Newly elected officers shall assume their offices at the start of the Spring Semester following elections. Officers shall have terms of one year. An officer may succeed himself if so elected by the Chapter.

 

Section 3

All officers must hold Active Membership status to be eligible for election and for the duration of their term.

 

 

Article VI        Duties of Elected Officers

 

Section 1          President

a. The President shall give leadership and supervision to the Chapter and its officers, and see that its bylaws and national and local duties and obligations are fulfilled.

b. The President shall preside at all Chapter and Executive Committee meetings. The President shall serve as ex-officio member of all Chapter committees.

c. The President shall appoint, with the approval of the Active Brotherhood, the Parliamentarian, Sergeant-at-Arms, Leadership Coordinator, and any special committees necessary for expediency in carrying out the Chapter program.

d. The President shall become thoroughly familiar with procedures as prescribed in the current revision of Robert’s Rules of Order.

e.         The President shall see that all other committee personnel are selected properly.

f. The President will hold primary responsibility for determining membership status of all Brothers of this Chapter, after consultation with the VPM, VPS, and Parliamentarian, based on the procedures outlined in Article I.  

g. The President shall be the primary Special Interest Fraternal Council (SIFC) representative for Alpha Phi Omega and is responsible for ensuring that all requirements of SIFC are met each semester.  This includes, but is not limited to, submitting all proper paperwork to the Coordinator of Student Organizations and Campus Activities (CSOCA), attending all SIFC scheduled meetings, and providing a list of new members to the CSOCA both after the Pledge Ritual and Initiation Ritual.

h. The President shall perform all other duties the office may require.

 

Section 2          Vice President of Membership (VPM)

a. The VPM shall serve as the Chairperson of the Membership Committee consisting of: the Pledge Educator, Fellowship Chairperson, Alumni Contact, Advisor Contact, Inter-Chapter Liaison, and any other person( s) the VPM may deem necessary. The VPM shall coordinate the duties and functions of the Membership Committee.

b. The VPM shall serve as a member of the Executive Committee.

c. The VPM shall appoint, with the approval of the Active Brotherhood, the Fellowship Chairperson,  Unity Chairperson, Alumni and Advisor Contact, and Inter-Chapter Liaison.

d. The VPM shall perform all Presidential function in the temporary absence of the President.

e. The VPM shall assume the duties and responsibilities of the President in the event of a vacancy in the office of the President.

f. The VPM shall interview all inactive Members who petition to become Active. The VPM will then report to the Active Brotherhood.

g. The VPM shall keep an accurate attendance record.

h. The VPM shall act as a member of the pledge training team.

i. The VPM shall notify members of any changes in their membership status.

j. The VPM shall perform all other duties and responsibilities prescribed by the President.

 

Section 3          Vice President of Service (VPS)

 

a. The VPS shall serve as the chairperson of, and coordinate the functions and duties of the Service Committee. Furthermore, they must coordinate and approve the activities of programming committees as per I§2c and serve as ex-oficio chair of every service project..

 

b. The VPS shall serve as a member of the Executive Committee.

 

c. The VPS shall appoint, with the approval of the Active Brotherhood, the scouting representative.

 

d. The VPS shall appoint, in conjunction with the Service Secretary and with the approval of the Active Brotherhood, the Distinguished Service Key Chairperson.

 

e.The VPS shall be responsible for planning and carrying out the traditional service projects of the Chapter, including one scouting-related project per semester.  

 

f. The VPS shall serve two (2) office hours with the Service Secretary per week to coordinate service.

 

g. The VPS shall maintain a constant check on all project details and follow each project to a successful conclusion.

 

h. The VPS has the final approval of all service carried out by this Brotherhood.

 

i. The VPS shall maintain all records of contacts. 

 

j. The VPS shall perform all Presidential functions in the temporary absence of the President and VPM

 

Section 4          Treasurer (T)

a. The T shall serve as a member of the Executive Committee.

b. The T shall appoint, with the approval of the Active Brotherhood, any ad hoc positions the T deems necessary.

c. The T shall receive all monies of this Chapter and keep accurate records. The T shall make all Chapter payments upon proper authorization. The T shall diligently collect all membership dues and fees, pledge dues, initiation fees, and all assessments. The T shall keep an accurate written record of payments made by each member, either for National Fraternity, or the Chapter, and give a written receipt for such funds. The T shall transmit promptly the funds for pledge fees, National Membership fees, or Chapter expenditures, and file all receipts for such payments. All Chapter payments that are made by check, T shall institute a procedure whereby all checks contain the President's or the Secretary of Records' signature in addition to the T's. The T shall deposit all local and National Funds in the Chapter accounts.

d. The T shall prepare and file all necessary forms with the Director of Internal Revenue in the District.

e. The T shall prepare the financial books properly audited before turning them over to the successor

f. The T shall give a report on the condition of the Chapter treasury at all Chapter and Executive Committee meetings.

g. The T shall perform all other duties prescribed by the President.

 

Section 5          Secretary of Records (SR)

a. The SR shall serve as chairperson of the Secretariat, consisting of the Historian, and Webmaster. The SR shall coordinate the duties and functions of the Secretariat.

b. The SR shall appoint, with the approval of the Active Brotherhood, the Historian, and the Webmaster.

c. The SR shall serve as a member of the Executive Committee.

d. The SR shall keep an accurate written record of all Chapter and Executive Committee meetings. 

e. The SR shall perform all other duties prescribed by the President.

 

Section 6

It shall be the duty and responsibility of each Chapter officer to compile an end-of-term report on all activities and committees of the officer's responsibilities. These reports shall be given to the SR, to be bound in logical order, and presented to the President at the end of the term. These reports are to be kept on file in the Chapter historical records for future reference.

 

Section 7

It shall be the duty and responsibility of each Chapter officer to "supervise the duties of positions appointed by that officer.”

 

 

Article VII      Elected Positions

 

Section 1

Elected positions shall be the Pledge Educator, Service Secretary, Voting Convention Delegates, and Faculty, Staff, and Alumni Advisors and Chairperson of the Advisory Committee.

 

Section 2

Voting delegate(s) to the National Convention shall be elected two (2) months prior to the National Convention, in accordance with the National Bylaws.

 

Section 3

Voting delegate(s) to a Regional or Sectional Convention shall be elected two (2) weeks prior to that Convention.

 

Section 4

Persons holding elected positions may succeed themselves if so elected by the Active Brotherhood.

 

 

Article VIII     Duties of Elected Positions

           

Section 1          Pledge Educator (PE)

a. The PE shall be a member of the Membership Committee.

b. The PE shall present a pledge policy for the approval of the Brotherhood. The pledge policy must be approved by a simple majority of the Active Brotherhood before the Pledge Ritual.

c. The PE shall appoint, with the approval of the VPM and Brotherhood, the Rush Chairperson and necessary assistant pledge educator(s).

d. The PE, assistant pledge educator(s), and the VPM shall be a part of the semester’s Pledge Team

e. The Pledge Team shall be responsible for giving all Pledge Members the opportunity to learn the fundamentals of Alpha Phi Omega, and to become imbued with the spirit of this Fraternity, in accordance with National Pledging Standards and the Pledge Policy before completion of the pledge period.

f. The PE, with the approval of the brotherhood, shall be responsible for determining when Pledge Members have satisfactorily completed the pledging process.

g. The PE is responsible for informing the Brotherhood of the date of crossing. The PE, with approval of the Executive Board may delay the date of crossing if the Pledge Class violates any of the requirements as stated in Article III, Section 5.

h. The PE will work with the President to ensure that all documents regarding the Special Interest Fraternal Council are created and abided by. 

           

Section 2          Service Secretary (SS)

a. The SS shall serve as a member of the Executive Committee.

b. The SS shall plan for carrying out at least five traditional service projects for the Chapter, including one scouting-related project per semester. In addition, the SS shall sit in on a traditional service committee.

c. The SS shall maintain records of all service hours and projects completed and submit them to the College and Fraternity upon request.

d. The SS shall serve two (2) office hours with the VPS per week to coordinate service.

e. The SS and the VPS shall both have access to the service email and calendar account; the SS has primary responsibility to update the service calendar and coordinate signups and rides.

f. The SS shall be responsible for any other tasks (not described in these bylaws) deemed necessary by the VPS.

g. The SS shall assume the duties and responsibilities of the VPS in the event of vacancies in the office of the VPS.

 

Section 3          Faculty and Staff Advisors

a. They shall serve as members of the Advisory Committee.

b. They shall encourage the development of high fraternal and scholastic standards.

c. They shall assist the Chapter in planning and carrying out service projects.

d. They shall attend Chapter meetings as regularly as possible.

e. They shall serve as personal advisors and counselors to this Chapter at all times.

f. They shall serve as special advisors to the respective Chapter committees assigned to them by the Chairperson of the Advisory-Committee.

 

Section 4          Alumni Advisors

a. They shall serve as members of the Advisory Committee.

b. They shall encourage development of high fraternal and scholastic standards.

c. They shall assist the Chapter in planning and carrying out service projects.

d. They shall assist the alumni secretary.

e. They shall provide the communication between the Chapter alumni association and the Chapter, through the Alumni and Advisor Contac.

f. They shall attend Chapter meetings as regularly as possible.

g. They shall serve as special advisors to the respective Chapter committees assigned to them by the Chairperson of the Advisory Committee.

h. They shall serve as personal advisors and counselors to this Chapter at all times.

 

Section 5          Chairperson of the Advisory Committee (CAC)

a. The CAC shall call and preside at meetings of the Advisory Committee, at least twice per year.

b. The CAC shall call and preside at special meetings any time within seven (7) days after receiving a written request of one-third (1/3) of the Active Brotherhood, when it is not possible to secure through regular procedure in Article II of these Bylaws.

c. The CAC shall attend meetings regularly, and serve as advisor and council to the Chapter at all times.

d. The CAC shall assign advisors Active duties on Chapter committees.

e. The CAC shall serve on the Executive Committee.

f. The CAC shall provide leadership in getting the Chapter program and administration under way at the beginning of each Semester. The CAC shall have the option to vote at all regular and special meetings.

           

Section 6          National Convention Delegates

They shall represent this Chapter at the National Convention in all matters which may come before the Convention.

 

Section 7          Regional and Sectional Convention Delegates

They shall represent this Chapter at the Regional or Sectional Convention in all matters which may come before the Convention.

 

 

Article IX        Appointed Positions

 

Section 1

These positions which are filled by appointment by the respective officers with the Active Brotherhood are: Parliamentarian, Sergeant-at-Arms, Rush Chairperson, Fellowship Chairperson, Alumni Contact, Advisor Contact, Unity Chairperson, Scouting Representative, Historian, Webmaster, Inter-Chapter Liaison and Leadership Coordinator.

           

Section 2         

The officers as described in Article VI shall submit to the Active Brotherhood within two (2) weeks after the selection, their nominees for the above positions.

           

 

Article X         Duties of Appointed Positions

           

Section 1          Parliamentarian (PA)

a. The PA shall become thoroughly familiar with procedure as prescribed in the current revision of Robert's Rules of Order.

b. The PA shall stand ready to advise Chapter officers and Members on Robert’s Rules of Order.

c. The PA shall serve as Chairperson of the Constitution Committee.

d. The PA shall preside over all votes and elections as per these bylaws, and shall have charge of counting ballots along with the Sergeant-at-Arms.

e. The PA shall alert the Brotherhood of any discrepancy between these bylaws and actual practice.

f. The PA shall have primary responsibility for presenting proposed Amendment(s) to these bylaws to the Chapter.

g. The PA shall distribute, in a timely fashion, new bylaws upon the ratification of new Amendments.

h. The PA shall keep an accurate record of any and all version(s) of Chapter documents, as well as proposed Amendment(s) under their term of office.

i. The PA shall perform all other duties prescribed by the President.

 

Section 2          Sergeant-at-Arms (SA)

a. The SA shall guard the portal and perform such disciplinary actions as deemed necessary by the President.

b. The SA shall distribute ballot sheets on all occasions, when voting is done in writing. Upon instructions of the presiding officer, shall assemble the ballots and have charge of counting along with the Parliamentarian.

c. The SA shall be responsible for taking care of Chapter equipment, such as initiation material, flags, banners, gavel, and other Chapter properties.

d. The SA shall perform all other duties prescribed by the President.

 

Section 3          Rush Chairperson (RC)

a. The RC shall be responsible to the PE for all rushing activities and programs which follow the current SIFC policy.

b. The RC shall serve a one (1) semester term.

c. The RC shall plan and carry out membership campaigns and work toward membership goals.

d. The RC shall endeavor to maintain a cross-sectional membership of students from all parts of the institution.

e. The RC shall check the qualifications and eligibility of new students and make recommendations to the VPM for new pledges.

f. The RC shall work with the PE to plan and execute the formal initiation services of new pledges.

g. The RC shall perform all other duties prescribed by the PE.

 

Section 4          Fellowship Chairperson (F)

a. The F shall be responsible to the VPM for all fellowship activities and programs.

b. The F shall promote a spirit of close fellowship among all members.

c. The F shall create and maintain a spirit of friendship toward all prospective members who visit Rush meetings.

d. The F shall plan and carry out a program of social events for the purpose of Fellowship, such as but not limited to, dances, shows, and other events.

e. The F shall perform all other duties prescribed by the VPM.

 

Section 5          Alumni Contact (ALC)

a. The ALC shall be responsible to the VPM for the performance of all duties.

b. The ALC shall keep an accurate record of the present addresses of all Alumni Members of this Chapter.

c. The ALC shall endeavor to inform all Alumni Members about Chapter activities.

d. The ALC shall plan ways of rendering service, courtesies, and recognition to Alumni Members returning to the campus for special institutional or Chapter functions.

 

Section 6          Advisor Contact (AVC)

a. The AVC shall be responsible to the VPM for the performance of all duties.

b. The AVC shall be responsible for keeping all Faculty and Staff Advisors informed of Fraternity events.

c. The AVC shall act as a liaison for the Active Brotherhood to the Advisory Committee.

c. The AVC shall perform all other duties prescribed by the VPM.

 

Section 7          Unity Chairperson (U)

a. The U shall be responsible to the VPM for the performance of all duties.

b. The U shall promote a spirit of unity and harmony among all Members

c. The U shall perform all other duties prescribed by the VPM.

 

Section 8          Scouting Representative (SCR)

a. The SCR shall be responsible to the VPS for the performance of all duties.

b. The SCR shall be responsible for acting as a liaison between the Chapter and local scouting organizations.

c.  The SCR shall organize and be responsible for carrying out at least two  (2) scouting related service project each semester in conjunction with the VPS and the SS- one involving the Girl Scouts and one involving the Boy Scouts.  

d. The SCR shall perform all other duties prescribed by the VPS.

 

Section 9          Historian (H)

a. The H shall be responsible to the SR for the performance of all duties.

b. The H shall write a detailed and accurate history of the Chapter covering the term of office.

c. The H shall maintain a scrapbook containing photographs and newspaper clippings pertaining to the activities of the Chapter during the term of office.

d. The H shall be responsible for the promotion and preservation of all Chapter traditions.

e. The H shall perform all other duties prescribed by the SR.

 

Section 10        Webmaster (W)

a. The W shall be responsible to the SR for the performance of all duties.

b. The W shall maintain the integrity and accuracy of information found on the Chapter's official website.

c. The W shall make timely updates to the website when new information is presented or when directed by the Executive Committee.

d. The W shall perform all other duties prescribed by the SR.

           

Section 11        Inter-Chapter Liaison (IL)

a. The IL shall be responsible to the VPM for the performance of all duties.

b. The IL shall keep an accurate record of contact information for officers of the chapters in our section.  

c. The IL shall plan and carry out social events for the purpose of fellowship with other chapters within our section.

d. The IL shall create and maintain a spirit of friendship toward all brothers included in our section.

e. The IL shall perform all other duties prescribed by the VPM.

 

Section 12        Leadership Coordinator (LC)

a. The LC shall be responsible to the President for coordinating the planning and execution of LEADS courses.

b. The LC must provide at least one opportunity for brothers to attend a LEADS Course every semester, including courses offered at neighboring chapters.

c. The LC must keep up to date on Alpha Phi Omega awards for leadership and encourage chapter participation. 

d. The LC shall hold a leadership workshop in the first several weeks of pledging, educating pledges on the importance of leadership opportunities provided through Alpha Phi Omega, and leadership opportunities within the brotherhood.  

e. The LC shall perform all other duties prescribed by the President. 

 

 

Article XI        Impeachment

 

Section I

An officer or position-holder may be removed from office in the event that they fail to fulfill their prescribed responsibilities as per these Bylaws.

 

Section 2

An elected officer or elected position-holder may be removed from their office or position by a vote of three-quarters (3/4) of the Active Brotherhood. A motion to impeach must be made at least seven (7) days before the vote takes place.

 

Section 3

If an elected officer or position-holder is successfully impeached, the procedure for filling the vacant office shall occur as described in Article IV.

 

Section 4

An appointed position-holder may be removed from their position by a vote of two-thirds (2/3) of the Active Brotherhood. A motion to impeach must be made at least seven (7) days before the vote takes place.

 

 

Article XII      Standing Committees

 

Section 1

The Standing Committees of this Chapter shall be the Executive Committee, the Advisory Committee, and the Distinguished Service Key Committee.

 

Section 2

The Standing Committees of this Chapter shall have permanent jurisdiction in areas under their authority.

 

 

Article XIII     Executive Committee (EC)

 

 Section 1

The Executive Committee of the Chapter shall consist of: President, Vice President of Service, Vice President of Membership, Treasurer, Secretary of Records Chairperson, Service Secretary, and the Chairperson of the Advisory Committee.  The President shall serve as the Chairperson.

 

Section 2

At the request of any officer, open meetings of the Executive Committee shall be attended by: the Parliamentarian, Sergeant-at-Arms, Fellowship Chairperson, Unity Chairperson, Corresponding Secretary, Pledge Educator, Rush Chairperson, and/or any other appointed position( s).  Additionally, open meetings of the Executive Committee shall be attended by the Pledge Educator during the Pledge period, and the Rush Chairperson during the Rush period.

 

Section 3

The Executive Committee shall meet at least two (2) time(s) per month during the curricular year, as permitted by the college calendar. Special meetings of the Executive Committee may be held, subject to the call of the President, or upon the written request of the majority of the membership of the Executive Committee. All meetings are open to the Active Brotherhood, except at the discretion of the committee.

 

Section 4          Duties of the Executive Committee (EC)

a. The EC shall exercise all powers of the Chapter during the intervals between regular Chapter meetings, provided that quorum prevails.

b. The EC shall advise the coordination of all Chapter functions.

c. The EC shall be responsible for carrying out the resolutions, policies, and activities voted by the Chapter through regular channels, as indicated in the duties of officers and the committees of the Chapter.

d. The EC shall adopt a program at the beginning of each semester, which shall include an outline of the Chapter projects for the semester in advance. EC shall make the recommendations to the respective committees related to these projects.

e. The EC shall analyze the past projects of the Chapter, weight their value, and determine the advisability of their continuance.

f. The EC shall analyze any particular Chapter problems pertaining to program or administration, and plan their solutions.

g. The EC shall, at regular intervals, check on the program and projects of the Chapter.

 

 

Article XIV     Advisory Committee (AC)

 

Section 1

The faculty, staff, and alumni advisors, Chapter President and the Advisor Contact shall constitute the AC of this Chapter. The chairperson of the AC shall preside at all meetings.

 

Section 2

The AC shall meet at least two (2) times per year to discuss and plan the Chapter program and administration.

 

Section 3

The AC shall provide leadership in getting the Chapter program and administration underway at the beginning of each semester.

 

 

Article XV      Distinguished Service Key Committee (DSKC)

 

Section 1

Every year at the end of the Spring Semester, the chapter shall award to one deserving departing brother a chapter Distinguished Service Key (DSK). The DSK should recognize an individual who has gone above and beyond the expectations of a brother of the Alpha Beta Xi chapter and who exemplifies the three cardinal principles of Alpha Phi Omega.

 

Section 2

The VPS and Service Secretary shall work together to appoint an independent brother to form the DSKC. Apart from this members of the Executive Board shall have no say in the DSK decision process.

           

Section 3

The DSKC will be responsible for developing an DSK application and a process to review the submitted applications. Both the application and the review process should mandate serious consideration. The DSK should be awarded at an appropriate chapter event and should be reported to the appropriate sectional, regional, and national offices.

 

 

Article XVI     Ad Hoc Committees

 

Section 1

Ad Hoc Committees of this Chapter shall be formed at the discretion of any elected or appointed position with the approval of the executive board.  Possible committees are: the Membership Committee, the Service Committee, the Financial Affairs Committee, the Secretariat, the Constitution Committee, the Fellowship Committee, the Unity Committee, the Nominations Committee, and the Awards Committee.

 

 

Article XVII   Dues, Fees, and Assessments

 

Section 1

The Chapter dues for Active and Associate Membership in this Chapter shall be determined by the Treasurer and voted on by the standing Executive Committee before the 2nd meeting of each semester. 

 

Section 2

Each person becoming a pledge of this Chapter shall be required to pay pledge dues in the amount of eighty dollars ($80).

 

Section 3

Each person becoming a new member of this Chapter shall be required to pay Chapter dues as per Article XVI, Section I.

 

Section 4

The date for the remittance of the payments in Sections 1-3 is at the discretion of the Treasurer, provided that it occurs between the third (3) and tenth (10) weeks of the semester.

 

Section 5

All Members of this fraternity in a dues bearing Membership status on the date set forth by the Treasurer for the remittance of dues shall be obligated to make such payments.

 

Section 6

Assessment may be levied on the Active Members by the affirmative vote of three-quarters (3/4) of the Active Brotherhood at a regular Chapter meeting.

 

Section 7

A statement of dues, fees, and assessments shall be issued one week prior to the payment deadline. Statements shall be issued weekly for accounts in arrears at the weekly Brotherhood meeting.

 

 

Article XVIII  Emergency Fund

 

Section 1

An Emergency Fund shall be established by investing in an interest bearing account at the discretion of the Treasurer.

 

Section 2

This Emergency Fund shall be liquidated in the event of financial hardship of this Chapter.

 

Section 3

The Emergency Fund may be liquidated by an affirmative vote of three-quarters (3/4) of the Active brotherhood.

 

 

Article XVIV  Amendments

 

Section 1

These Bylaws may be amended at any regular Chapter meeting upon the affirmative vote of three-quarters (3/4) of the Active Brotherhood, provided that the amendment(s) have been submitted in writing to the Active Brotherhood at least seven (7) days prior to the meeting and has been approved by a simple majority of the Executive Committee.

 

Section 2

This Chapter may adopt such policies, rules and regulations not in conflict with the rules and regulations of the host institution, the community, or the governing documents of Alpha Phi Omega.

 

Section 3

All proposed amendments shall be submitted to the National Fraternity for approval before becoming effective in the Chapter.

 

Section 4

Upon ratification of an amendment to these bylaws, the date of the Brotherhood meeting at which the amendment was ratified shall be affixed to the header of these Bylaws.