Alpha Phi Omega Delta Zeta Bylaws

Alpha Phi Omega Delta Zeta Bylaws Preamble The following constitution and bylaws are to be used as a supplement to the Alpha Phi Omega Standard Chapter Articles of Association. Together with the National Constitution and the Articles of Association, these will constitute the ideals, procedures, and regulations by which the Delta Zeta Chapter of Alpha Phi Omega operates. Article I Name The name of this organization is the Delta Zeta Chapter of Alpha Phi Omega. Article II Purpose and Policy This Chapter shall be conducted as a Service Fraternity under the policies, principles, and provisions set forth in the National Articles of Incorporation, National Bylaws, and these bylaws of the Delta Zeta Chapter. Where these bylaws do not apply, the authority to be referenced will be the latest edition of Robert’s Rules of Order. Article III Membership Section 1 – Eligibility Membership in this Chapter of Alpha Phi Omega will be open to all students attending this institution upon the approval by this Chapter and the completion of the requirements prescribed by the National Fraternity and by this Chapter. Section 2 - Status Definitions i.

Pledge: A Pledge is any student currently enrolled in good standing at the University of Pennsylvania who has accepted a bid of membership into the Brotherhood, has registered with the National Office, has assumed the Oath of Pledging and is actively participating in the Pledging program set forth by the Pledge Educators, the Executive Committee and the Delta Zeta Chapter of Alpha Phi Omega.

ii.

Active: An active member is any student currently enrolled in good standing at the University of Pennsylvania and is a registered member of Delta Zeta who has met the following requirements: a. Completed the service hours and requirements set forth by the Service Vice-President and (if such a committee exists) the Service

Committee. The number of hours required per semester should not fall below (20) hours. b. Accumulates the amount of membership points and completes membership requirements deemed necessary by the Membership VicePresident and (if such a committee exists) the Membership Committee at the beginning of each term. c. Accumulates the amount of fellowship points and completes the fellowship requirements deemed necessary by the Fellowship VicePresident and (if such a committee exists) the Fellowship Committee at the beginning of each term. d. Fulfills all financial obligations as deemed necessary by the Treasurer and the Executive Committee. iii.

Associate: Associate membership may be granted by a majority vote of this Chapter to any Active Member, or to a member who otherwise appeals and is approved by the Membership Vice-President, who deems it necessary to cease full participation in the activities of the Chapter due to other commitments and who petitions the Chapter for this membership status. A member may only be granted a maximum of (2) nonconsecutive semesters of Associate Membership, unless otherwise petitioned and Associate Membership cannot be granted the semester after pledging. Associate Members are responsible for completing half of all service, fellowship, and membership requirements as well as paying half of the set dues for the semester.

iv.

Early Alumnus: An early alumnus of this Chapter is waived from all service, membership, fellowship, and financial requirements expected of an active member of this Chapter. An early alumnus is waived of any voting rights. An active member of this chapter in his/her final term of tenure at the University of Pennsylvania may be granted early alumnus membership status in accordance with the following policies and procedures: a. A member may not apply for early alumnus membership status if he/she has previously been deemed inactive by the Membership VicePresident. b. An active member may not apply for early alumnus membership status due to the unanticipated extension of his/her tenure at the University of Pennsylvania if he/she has previously been granted early alumnus membership status. i. A member who had been granted early alumnus membership status the previous semester and will continue his/her tenure at the University of Pennsylvania will be considered an active brother in the following semester.

c. An active member of this Chapter may not be granted early alumnus membership status the semester following his/her semester of pledge membership. d. Early alumnus membership status may be granted to an active member of this Chapter by a majority vote of active members in attendance or by special petition to the Membership Vice-President. v.

Alumni: Any Active, Advisory, or Honorary Member of this Chapter who has graduated from the University of Pennsylvania will be considered an alumnus of this Chapter.

vi.

Honorary Membership: The requirements and methods for conferring Honorary Membership shall be as outlined in the Standard Articles of Association.

vii.

Advisory Membership: The requirements and methods for conferring Advisory Membership shall be as outlined in the Standard Articles of Association.

viii.

Leave of Absence: Any member who is enrolled as a student of the University of Pennsylvania but will experience temporary relocation may be granted a Leave of Absence by the Membership Vice-President for the applicable semester(s). Any member with interest in being granted a Leave of Absence must inform the Membership Vice-President of his/her circumstances prior to the applicable semester(s). Any member who has been granted a Leave of Absence by the Membership Vice-President is waived from all service, membership, fellowship, and financial requirements expected of an active member of this Chapter.

ix.

Inactive: Any member who has not been granted the membership statuses of an Associate, Alumnus, Early Alumnus, Advisory or Honorary Member, has not been granted a Leave of Absence, and has not completed the requirements necessary for active membership status will be considered Inactive. a. To regain Active Status, the Inactive Member must fulfill all Active requirements of the current semester as well as fulfill 50 (fifty) percent of all incomplete requirements from the previous semester of inactivity.

Section 3 – Deactivation of Membership i.

Inactivity: At the end of each semester, any member who has been deemed Inactive, according to the definition of Inactivity in Section 2, Clause 9 of this article, for two semesters in his/her tenure as a member of this Chapter will be automatically removed from the membership list of the Delta Zeta Chapter of Alpha Phi Omega. The Membership Vice-President will notify all members deactivated in this way during the first week of the subsequent semester.

ii.

Dues Related Deactivations: All Brothers, regardless of status, who have not paid their owed dues or at least agreed on some other payment plan with the Treasurer by the date and time announced by the Treasurer will be automatically deactivated as of midnight on that date.

iii.

Voluntary Deactivation: Brothers wishing to deactivate their membership in the Delta Zeta Chapter of Alpha Phi Omega must inform the Membership Vice-President before the deadline for dues to be removed from the membership list of the chapter.

Section 4 – Reactivating Membership i.

ii.

iii.

Eligibility: All current students at the University of Pennsylvania who were previously Brothers of the Delta Zeta Chapter of Alpha Phi Omega and whose membership was deactivated for the aforementioned reasons will be allowed to reactivate their membership according to the guidelines outlined in this section. Reactivation Procedures: Each semester, a meeting will be held for the reactivation of former members. The Membership Vice-President will notify all deactivated brothers still students at the University of Pennsylvania of the date and location of said meeting. Those wishing to reactivate their membership will be given the opportunity to do so in the following way: 1. Brothers wishing to reactivate must inform the Membership VicePresident of their intent at least twenty-four hours before the Reactivation Meeting. Once at the meeting, the Brother must present to the General Brotherhood their reasons for leaving and wanting to return. 2. In order for a Brother’s membership in the Delta Zeta Chapter of Alpha Phi Omega to be reinstituted, two-thirds of the members present at the Reactivation Meeting must cast an affirmative vote. Status: Brothers reactivated in this way will be treated as though they had completed none of their requirements the previous semester and thus be considered inactive. The full force and effect of Section 2, Clause 9 of this Article will apply to the reactivated Brother who will regain full active status upon the completion of the adjusted requirements.

Section 5 – Initiation To be initiated into the Delta Zeta Chapter of the Alpha Phi Omega Fraternity, a Pledge must have fulfilled all requirements of Active Membership in addition to those requirements set forth in writing by the Executive Committee at the start of each pledging period. Article IV Officers and Advisors

Section 1 – Duties of Officers i.

All officers must serve as members of the Executive Committee.

ii.

The President and the Treasurer will serve year-long terms.

iii.

All other officers will serve for one semester.

iv.

As members of the Executive Committee, officers must complete all requirements of Active Membership during their semester of duty.

v.

Each of the following officers will be elected according to the provisions in Article VII.

Clause 1 – President 1. To serve as Chairperson of the Executive Committee. 2. To serve as the presiding officer at all regular and special chapter meetings, except at meetings where charges for the purpose of impeachment of an office will be voted. 3. To serve as a member of the Advisory Committee. 4. To ensure the execution of the responsibilities of the Executive Committee as listed in the Bylaws. 5. To coordinate the function of all Chapter officers and all committees. 6. To serve as chief spokesperson and representative of the Delta Zeta Chapter. 7. To serve as an ex-officio member of all committees. 8. To see that the chapter is operated in conformity with the policies set forth in the National Bylaws and the Chapter Bylaws. 9. Upon completion of the Presidential term of office the member is entitled to a non-voting seat at the Executive Committee.

Clause 2 – Service Vice-President 1. To, if deemed necessary, create and serve as Chairperson of the Service Committee and ensure the execution of its responsibilities as listed in the Bylaws. If no such committee exists, all responsibilities will be executed by the VP of Service. 2. To perform all Presidential duties in the absence of the President. 3. To become Chapter President if the office of the President becomes vacated.

a. This position will be held until proper elections can be held. 4. To appoint a service project coordinator for each service project. 5. To promote awareness of and involvement in the Chapter’s National Service Day service program and Youth Service Day Program. 6. To maintain an up-to-date record of service hours achieved by each member of the chapter. This record is to be submitted to the SergeantAt-Arms one day prior to the opening of nominations and also one day prior to the scheduled date of officer elections. Furthermore, the Service VP must pass the records from the two preceding semesters to his or her successor in order to assure continuity. a. This up-to-date record of service hours will be readily available to all Brothers, Alumni, and Staff. Clause 3 – Membership Vice-President 1. To, if deemed necessary, create and serve as the Chairperson of the Membership Committee and to ensure the execution of its responsibilities as listed in the bylaws. If no such committee exists, all responsibilities will be executed by the VP of Membership. 2. To reserve rooms for all brotherhood and committee meetings using the VPUL website and any other available resources. 3. Maintain an accurate record of chapter members, including active, associate, inactive and deactivated brothers still students at the University of Pennsylvania, as well as brothers studying abroad, pledges and alumni. Distribute the record with relevant contact and personal information to the brotherhood in a timely manner. 4. To maintain a complete record for each member to include attendance at general and committee meetings. This record is to be submitted to the Sergeant-At-Arms one day prior to the opening of nominations and also one day prior to the scheduled date of officer elections. a. This up-to-date record of membership points will be readily available to all Brothers, Alumni, and Staff. 5. To coordinate the logistical aspects of the membership retreat to take place at the beginning of each term. 6. To ensure that all members of the Delta Zeta Chapter are made aware of requirements for membership. 7. To provide the materials necessary for Chapter rituals.

Clause 4 – Fellowship Vice-President

1. To, if deemed necessary, create and serve as Chairperson for the Fellowship Committee and to ensure the execution of its responsibilities as listed in the bylaws. If no such committee exists, all responsibilities will be executed by the VP of Fellowship. 2. To maintain the spirit of inter-chapter and intra-chapter Brotherhood and Fellowship. 3. To coordinate a banquet and awards ceremony at the end of each academic term. 4. To maintain a record of fellowship events attended by each brother and pledge. This record is to be submitted to the Sergeant-At-Arms one day prior to the opening of nominations and also one day prior to the scheduled date of officer elections. a. This up-to-date record of fellowship points will be readily available to all Brothers, Alumni, and Staff.

Clause 5 – Pledge Educators 1. To ensure the coordination of the Pledge program with Chapter programming and activities 2. To give all Pledges the opportunity to learn the fundamentals of Alpha Phi Omega and grasp the spirit of the Fraternity before their initiation into Active Membership. 3. To coordinate the execution of Pledge and Active initiation and all surrounding activities, including the Pledge Retreat. 4. To take care of all materials pertaining to Pledge initiation and all surrounding activities. 5. To ensure that all Pledge initiation forms are properly completed and transmitted to the National Office within (10) days of the respective ceremony. 6. To have charge of the election of Pledge class officers. Clause 6 – Treasurer 1. To, if deemed necessary, create and serve as Chairperson of the Finance Committee and ensure the execution of its responsibilities as listed in these bylaws. If no such committee exists, all responsibilities will be executed by the Treasurer. 2. To receive all moneys of the Chapter and keep an accurate record thereof. 3. To deposit funds in the Chapter bank accounts.

4. To make all payments from accounts held by the Chapter by check. A record of such payments shall be made available to the Executive Committee upon such a request. 5. To be diligent in the collection of initiation fees, chapter dues, fees and assessments. All dues must be deposited within one week of receipt. 6. To keep an accurate written record of the payments made by each member of the chapter, either for the National Fraternity or for the chapter. All financial concerns regarding the timing or ability to pay required funds should be discussed with the Treasurer in a confidential manner before the due date of the funds. At his or her own discretion, the Treasurer shall make allowances for payment plans or grants. Except in extreme cases, the Treasurer may not disclose to the Executive Committee the financial status of brothers receiving allowances for payment plans or grants. 7. To transmit the funds due to the National Fraternity either for pledge fees or initiation fees within ten (10) days of the respective ceremony and to keep all receipts received for such payments on file. 8. To audit the financial books of the chapter at the close of his term as Treasurer, before turning over duties of his office to a newly elected member. 9. To submit a financial report of the Chapter’s financial condition at least once a month at a Chapter meeting. 10. To be the liaison between Delta Zeta Chapter and University funding program in the absence of a SAC/CHAC Representative. 11. To distribute reimbursements in a timely fashion not to exceed (14) days to brothers, pledges or outside vendors. The Treasurer, at his or her discretion, can modify the timing of payments to Brothers or Pledges if it would adversely affect the financial health of the Chapter. 12. To provide Executive Committee members with a line-item budget at the beginning of each semester. Clause 7 – Public Relations Representative 1. To coordinate all external publicity in cooperation with the Executive Committee. 2. To arrange for Alpha Phi Omega information in campus and community publications. 3. To ensure that appropriate Chapter activities are publicized on the campus and in the community. 4. To obtain and distribute mail sent to the Chapter’s Office.

Clause 8 – Secretary 1. To keep accurate minutes of all Chapter and Executive Committee meetings and make these available to the Chapter. 2. To coordinate distribution of all intra-chapter publications to all Chapter meetings. 3. To carry out necessary correspondence with National, Sectional staff, Alumni members and other Chapters. 4. To direct letters of appreciation to appropriate persons and organizations. 5. To endeavor to keep an accurate record of the present addresses and phone numbers of all Chapter Alumni, Sectional, Regional and National staff and other Chapters. 6. To determine the means by which the Alumni can assist the Active members in matters of program and membership. Clause 9 – Historian 1. To write a detailed and accurate history of the Chapter covering the period of his/her office including projects, a list of officers, elected and appointed, humorous happenings and an account of Fellowship and Service activities. 2. To maintain a scrap-book or design a presentation containing photographs and newspaper clippings pertaining to the activities of the chapter during his or her term. 3. To be responsible for the promotion and preservation of all chapter traditions including the execution of the ritual and initiation ceremonies. To facilitate this, the Historian shall be in charge of maintaining the Chapter Office. 4. To assemble, edit and distribute a chapter newsletter a minimum of twice per academic year. This newsletter shall be distributed to all appropriate alumni, Sectional, Regional and National staff and other Chapters. Clause 10 – Sergeant-At-Arms 1. To guard the portal and perform such disciplinary procedures as are deemed necessary by the Executive Committee. 2. To receive all nominations and seconds to those nominations for the purpose of accepting or declining the nominations.

3. To ensure that all nominees are aware of their nominations for the purpose of accepting or declining the nominations. 4. To distribute ballot sheets on all occasions when voting is done in writing; then upon instructions of the presiding officer, to assemble the ballots and have charge of the counting. 5. To start the singing of the Toast Song at a reasonable pitch. 6. To serve as the Chapter parliamentarian and perform any parliamentary procedures as deemed necessary by the President. 7. To make sure that all elected officers have a copy of the Chapter Bylaws at all appropriate meetings. 8. To oversee the designing, ordering, and distribution of Chapter apparel. 9. To serve as the presiding officer over any meetings or section of meetings dedicated to nominations and/or elections. If the SergeantAt-Arms is a candidate for office, another active brother appointed by the Executive Committee shall preside over the meeting dedicated for elections. Clause 11 – SAC/CHAC Representative 1. To attend all Civic House Associates Coalition meetings and make reports to the rest of the Executive Committee and to the Brotherhood. 2. To attend all Student Activities Council meetings and make reports to the rest of the Executive Committee and to the Brotherhood. 3. To serve as a liaison between Alpha Phi Omega and the above stated institutions. Clause 12 – Big/Little Coordinator 1. To coordinate with the Pledge Educators in incorporating an effective Big/Little program into the pledging program and keep track of the completion of Big/Little requirements. 2. To pair Pledges with Brothers in order to help integrate Pledges into the Brotherhood. 3. To plan the Big/Little Unveiling and coordinate the distribution of clues from Brothers to pledges for the Unveiling. 4. To plan any other large Big/Little events as the Big/Little Coordinator and the Pledge Educators see fit. Clause 13 - Webmaster

1. To maintain and update in a timely manner the homepage of the Delta Zeta Chapter. 2. To coordinate with other members of the Executive Committee in order to place important information regarding Delta Zeta’s Service, Fellowship, Membership, and Pledging program as well as recent activities of the Delta Zeta Chapter.

Clause 14 – Temporary Chairpersons Temporary Chairpersons shall be created and appointed by the President as deemed necessary and shall be approved by a majority of the active members present at a chapter meeting where a quorum prevails. Section 2 – Duties of Advisors i.

All Advisors will be members of the Advisory Committee.

ii.

An Advisor must maintain activity in this Chapter as deemed necessary by the Executive Committee and may be replaced in his/her capacity due to said inactivity.

Clause 1 – Faculty Advisors 1. To assist the Chapter with projects of interest to the campus. 2. To serve as the liaison between the Chapter and any relevant campus institution as needed by the Chapter. 3. To assist in the recruitment of additional Faculty Advisors. Clause 2 – Scouting Advisors 1. To assist the Chapter with projects of interest to the Scout movement. 2. To assist in contacting former Scouts as prospective new members. Clause 3 – Community Advisors 1. To assist the Chapter with projects of interest to the community at large. 2. To assist in the recruitment of additional community advisors. Clause 4 – Alumni Advisors 1. To assist the Chapter with projects of interest to Alumni relations. 2. To assist in the recruitment of additional Alumni Advisors.

Section 3 – Officer and Advisor Training and Standard Operating Procedures i.

Each officer shall be responsible for training his successor for the following term and turning over all records and materials in an up-to-date condition prior to the start of the following term. This entails providing a written summary of the position and attending a transition meeting with incoming and outgoing exec members present.

ii.

The Duties of the Officers and Advisors shall include such other duties as may be required.

Section 4 – Removal of an Officer In the event that a member of the Executive Committee fails to perform his or her duties as prescribed in these bylaws, he or she may be impeached according to the following procedure: i.

Any Brother, including members of the Executive Committee, wishing to impeach an officer must state his or her misgivings through a written petition signed by the petitioner and one other Brother to be submitted to the entire Executive Committee. The Sergeant-At-Arms is then responsible for assuring that the impeachment petition is seconded.

ii.

If the Executive Board decides that the petition is valid, a notification of a referendum vote must be sent to the Brotherhood prior to the following meeting of the Executive Committee. The notification must indicate the violation of the bylaws in question and must announce the availability of Executive Committee meeting minutes for all Brothers who wish to see them. The referendum vote itself will take place in a subsequent meeting specified by the Executive Committee. At the referendum, the Sergeant-at-Arms will introduce the defendant and petitioner and read off the bylaw(s) in question. At the discretion of the Executive Committee, a temporary clerk appointed by a neutral Executive Committee member may be called upon to replace the Sergeant-atArms as the presiding officer over the voting procedures. The petitioner will be allowed three minutes to make his or her case against the accused. The defendant will then be given three minutes to respond. The presiding officer will then call for a vote to extend discussion. In the case of an affirmative vote, the petitioners and accused will leave the room. They may be called back into the room to answer questions at the discretion of the Brotherhood and the presiding officer. Following discussion or a negative vote, the presiding officer will thus conduct a vote by secret ballot. The officer will be removed if 2/3 of the Brotherhood votes in favor of removal.

iii.

There will be no absentee votes or voting by proxy unless otherwise decided by the Executive Committee.

iv.

An officer’s removal does not make him or her ineligible to run in future elections.

v.

All votes and discussion will remain confidential so as to preserve the integrity of the removed officer and avoid hard feelings among brothers.

vi.

Vacant offices shall be filled according to the procedures stipulated in Article VII. Article V Committees

Section 1 – The Executive Committee i.

To meet on a weekly basis during the course of the regular school year. Special meetings of the Executive Committee may be held at the discretion of the Chapter President, or upon the written request of a majority of the members of the Executive Committee.

ii.

The Executive Committee meetings are to be open to the general chapter membership at the discretion of the Chapter President. Should any member of the Executive Committee deem it necessary to conduct a closed meeting, it shall be deemed so following consensus approval of the Executive Committee.

iii.

A Chapter Assessment and Planning Session (CAPS) meeting shall be held near the close of each term. The purpose of which shall be to discuss the operation and direction of the Fraternity. Topics to be discussed may include, but are not limited to, the future of the Fraternity in the coming academic year and general suggestions surrounding chapter operations.

iv.

To formulate a budget for the semester in conjunction with the Finance Committee.

v.

To encourage the presence of Delta Zeta members at Sectional meetings and conferences, especially when transportation is not a concern.

vi.

To perform all other duties not specifically given to another committee in the Delta Zeta Chapter that is necessary for the proper functioning of the Chapter.

Section 2 – The Service Committee (Note: If no such committee exists, the responsibilities will befall the Service Vice-President) i.

To ensure that the Chapter Service Program has a balance of service projects that meets the needs of the Chapter membership.

ii.

To obtain suggestions from students, campus organizations, faculty, college officials and advisors for possible new service projects to the campus.

iii.

To make plans for carrying out the “traditional” projects of the chapter (those which are regular events in the chapter program).

iv.

To request suggestions from Scouting advisors and agencies and organizations in the community for possible new projects of service to the community.

v.

To obtain suggestions from Fraternity members for possible service projects to the Fraternity.

vi.

To obtain suggestions from nationally based organization and appropriate government organizations for possible service projects to the nation.

vii.

To prepare a written evaluation judging the effectiveness of each new service project for future reference, within fourteen (14) days after the project is completed.

viii.

To assist in the establishment and maintenance of Alpha Phi Omega Chapters at other colleges and universities.

ix.

To ensure that the Chapter participates in National Service Day and Youth Service Day.

x.

To consult with the Executive Committee on the Service policies, rules and requirements. The final decision on this matter is reserved for the Service Vice-President. Active participation in the Service Committee, as deemed by the Service Vice-President, shall fulfill a member’s hosting requirement for his/her term of participation in the Service Committee.

xi.

Section 3 – The Membership Committee (Note: If no such committee exists, the responsibilities shall befall the Membership Vice-President) i.

To plan and execute the Chapter membership program, encompassing the Chapter membership recruitment, education and retention programs.

ii.

To develop and execute a membership retention program, in which Active members who have not attended recent events are contacted for the purpose of informing them of recent and upcoming activities, and when appropriate, to inform them of Associate and Early Alumnus status.

iii.

To consult with the Executive Committee on the Membership policies, rules and requirements. The final decision on this matter is reserved for the Membership Vice-President. Active participation in the Membership Committee, as deemed by the Membership Vice-President, shall fulfill a member’s hosting requirement for his/her term of participation in the Membership Committee.

iv.

Section 4 – The Fellowship Committee (Note: If no such committee exists, the responsibilities shall befall the Fellowship Vice-President) i.

To plan, publicize and coordinate all Fellowship events, which should have variety and involve input from the brotherhood.

ii.

To plan and organize a banquet to be held semi-annually for the purpose of welcoming new members and recognizing outstanding members for the semester.

iii.

To consult with the Executive Committee on the Fellowship policies, rules and requirements. The final decision on this matter is reserved for the Fellowship Vice-President. Active participation in the Fellowship Committee, as deemed by the Fellowship Vice-President, shall fulfill a member’s hosting requirement for his/her term of participation in the Fellowship Committee.

iv.

Section 5 – The Finance Committee (Note: If no such committee exists, the responsibilities shall befall the Treasurer) i.

To formulate a yearly budget that shall include a tentative outline of Chapter income and expenditures during their term in office. The budget shall be submitted to the Active members no later than thirty (30) days after installation. The budget must be approved by a majority of the active members present at a meeting where a quorum prevails.

ii.

All non-budgeted expenses must be approved in advance by the Finance Committee, subject to review by the Executive Committee.

iii.

All expenditures exceeding the budgeted amount must be approved in advance by the Finance Committee, subject to review by the Executive Committee.

iv.

Any proposals for loans, grants or other non-budgeted income must be formulated and approved by the Finance Committee.

v.

To ensure that the financial books are properly audited by a member of the Finance Committee, other than the Chairperson, at the end of the term.

vi.

To ensure that the financial books are properly audited by an official to be submitted to the National Office at the end of the academic year.

vii.

If a change in dues is required, to propose a change in the amount of dues. This proposal shall be subject to approval by a majority of Active members present at a meeting where a quorum prevails.

viii.

To propose, if necessary, changes to Chapter Pledge and Activation fees. This proposal shall be subject to approval by a majority of Active members present at a meeting where a quorum prevails.

ix.

To propose and implement fundraising activities upon approval of the chapter.

x.

Active participation in the Finance Committee, as deemed by the Treasurer, shall fulfill a member’s hosting requirement for his/her term of participation in the Finance Committee.

Section 6 – Fundraising Committee (Note: If no such committee exists, the responsibilities shall befall the Fundraising Chairperson(s), chosen by the Executive Committee, or, in the absence of Fundraising Chairperson(s), the Executive Committee.) i.

To plan, organize, and oversee the Brotherhood Fundraiser.

ii.

To collect and manage all donations made to the Brotherhood Fundraiser by external benefactors.

iii.

To collect and manage all profits made by the Brotherhood Fundraiser to be donated to a charity or other organization of choice.

iv.

The Fundraising Chairperson(s) must be present at all meetings of the Executive Committee to facilitate communication and understanding between the Fundraising Committee and the Executive Committee.

v.

Active participation in the Fundraising Committee, as deemed by the Fundraising Chairperson(s) or, in the absence of Fundraising Chairperson(s), the Executive Committee, shall fulfill a member’s hosting requirement for his/her term of participation in the Fundraising Committee.

Section 7 – Temporary Committees The formation of a Temporary Committee by the Chapter President requires approval by a majority of the active members present at a meeting where a quorum prevails. The duties of the Temporary Committee shall be determined by the Chapter President. Article VI Meetings Section 1 – General Chapter Meetings i.

General Chapter meetings are to be held at least every other week during the regular school year.

ii.

All general meetings shall be open to all Chapter Active, Advisory, Associate, and Honorary members. General meetings shall be open to Pledges, except those meetings deemed inappropriate by the President. Alumni and non-members may attend if granted permission by the President.

iii.

If necessary, the Parliamentary authority of the Chapter shall be the latest edition of Robert’s Rules of Order, Revised; however, proxy votes shall not be honored.

Section 2 – Elections Meetings for the purpose of electing Chapter Officers shall be held semi-annually. Elections for President and Treasurer will be held annually at the end of the Fall Semester. Section 3 - Chapter Assessment and Planning Session (CAPS) A meeting held at the close of each semester for the purpose of assessing and evaluating the Chapter’s programs for the current semester along with aiming to direct Chapter programming for future semesters. Section 4 – Special Meetings A date for a special meeting shall be determined by the President upon the approval of the Executive Committee within (7) seven days of such a request. Article VII Nominations and Elections Section 1 – Nominations i.

Nominations for Chapter Officers shall convene at a General Chapter meeting and shall remain open for at least one week.

ii.

Any Active member and any Pledge shall be eligible to nominate and be nominated for any Chapter elected office.

iii.

In order to run for the office of President, one must have been both present and Active during the semester preceding his or her term.

iv.

A written nomination must be submitted to the Sergeant-At-Arms prior to the close of nominations, if the nomination is not made at a General Chapter meeting.

v.

The Sergeant-At-Arms shall see that all nominees are made aware of their nomination prior to the close of nominations for the purpose of accepting or declining their nomination.

vi.

Officer nominations and elections will take place in the order by which they are listed in these bylaws.

Section 2 – Elections

i.

The Sergeant-At-Arms shall be the presiding officer over all elections except in elections which he/she is a candidate. In this case, another officer shall preside over the election.

ii.

There shall be at least two ballots for each office, unless one candidate receives a majority on the first ballot. Only the two nominees receiving the highest number of votes on the first ballot shall be on the second ballot. In the event of a tie on the first ballot, there shall be a tie breaker ballot until two nominees can be selected for the second ballot.

Section 3 – Appointed Officers Appointed officers shall be designated by members of the Executive Committee as it deems necessary. These officers are, however, not members of the Executive Committee proper. Section 4 – Vacant Offices In the event that an office becomes vacant, the duties of that office shall fall under the responsibilities of the Executive Committee. At the next general meeting that office shall be opened for nominations as described in Article VII if deemed necessary by the Executive Board. Should the office of the President become vacant, the Service Vice-President will assume the Presidency until a revote can be taken. Article VIII Dues, Fees, and Assessments Section 1 – Membership Dues In the event that a change in dues is proposed, the proposed changes to membership dues shall be approved by a simple majority of the Active Chapter members present at a meeting where a quorum prevails. Section 2 – Assessments In the event of financial debt incurred by the chapter, the chapter may levy equal assessments upon the Active Chapter members by an affirmative vote of threefourths (3/4) of the active members present at a meeting where a quorum prevails. All actives should pay these assessments within a one month period after their assessment. Article IX Awards and Recognitions Section 1 – Brother Awards

Clause 1 – Chapter Distinguished Service Key (DSK) i.

Besides granting membership to an individual, the DSK is the highest honor that the Delta Zeta Chapter can bestow to any of its members. A recipient of the DSK should be an active member of this Chapter who has consistently exemplified the ideals of Alpha Phi Omega.

ii.

The DSK shall be bestowed to a member according to the following procedure: a. An active member may nominate a fellow active member as worthy of receiving the DSK and must inform the Sergeant-at-Arms of his/her nomination(s) prior to the close of nominations. b. Presentations shall be made before the Nomination Committee, composed of the President, the Service Vice-President, the Membership Vice-President, the Fellowship Vice-President, two brothers at large, as well as any available past DSK recipients, by the nominators. c. Upon unanimous approval, the Nomination Committee will present DSK candidates at the awards election. d. Each member shall vote for each candidate independently, determining whether the candidate is worthy of the Chapter Distinguished Service Key.

Clause 2 – Outstanding Graduate Award i.

This award is given to a graduating active member who has best exemplified the three cardinal principles of Leadership, Friendship and Service during his/her tenure as a member of the Delta Zeta Chapter.

ii.

To be given at the end of the academic year to a recipient who has been a Brother for at least one semester.

iii.

This award shall be bestowed according to the election procedure outlined in Article IX, Clause 1, Section 6.

Clause 3 – Brother of the Year Award i.

This award is given to a non-graduating active member who has best exemplified the three cardinal principles of leadership, friendship and service during his/her entire tenure as a member of the Delta Zeta Chapter.

ii.

To be given at the end of the academic year to a recipient who has been a Brother for at least one semester.

iii.

This award shall be bestowed according to the election procedure outlined in Article IX, Clause 1, Section 6.

Clause 4 – Service Award

i. ii. iv.

This award is given to any active member who has performed outstanding work in one or more of the fields of service during the year. To be given each semester to a recipient who has been a Brother for at least one semester. This award shall be bestowed according to the election procedure outlined in Article IX, Clause 1, Section 6.

Clause 5 – Additional Awards i.

Other awards may be given at the discretion of the Executive Committee and bestowed to members who have met the requirements for those awards.

ii.

These awards and their requirements should be announced at the beginning of the semester and presented at the Final Banquet along with the elected awards.

Clause 6 – Elections i.

Nominations shall be taken one week prior to elections.

ii.

The nominators must make speeches on behalf of their nominees during the elections.

iii.

Elections shall be conducted by secret ballot and tabulated by the Sergeant-At-Arms.

iv.

Elections shall be tabulated in the following order: DSK, Outstanding Graduate Award, Brother of the Year Award and Service Award.

v.

No member may win more than one award per term.

vi.

All results shall be presented at the Final Banquet.

Section 2 – Pledge Awards Clause 1 – Outstanding Pledge Award i.

This award is given to a newly initiated Brother upon completion of his/her pledging process who best exemplified the three cardinal principles of Leadership, Friendship and Service during his/her pledging term.

Clause 2 – Additional Awards i. ii.

Other awards may be given at the discretion of the Pledge Educators to Pledges who have met the requirements for that award. These awards and the requirements for these awards should be announced at the beginning of the Pledging process and presented at the Final Banquet along with the Outstanding Pledge Award.

Clause 3 – Elections i.

Elections shall be conducted by secret ballot and tabulated by the Pledge Educators.

ii.

Results shall be presented at the Final Banquet to be organized by the Executive Committee. Article X Amendments

Section 1 – Proposed Amendments All proposed amendments to these bylaws must be submitted to the Executive Committee and to the General Chapter membership at least one week prior to the meeting at which the vote is taken. Section 2 – Amendment Procedure These bylaws may be amended by a three-fourths (3/4) affirmative vote of the Active members present at which a quorum prevails.