Alpha Phi Omega

Alpha Delta Omicron Chapter

Chapter Bylaws Draft

 

 

Article I: Name

The name of this organization is the Alpha Delta Omicron Chapter of Alpha Phi Omega.

 

Purpose

            This chapter shall be conducted as a coed service Fraternity under the policies, principles, and provisions set forth in the National Articles of Incorporation, National Bylaws, our chapter bylaws, and Standard Chapter Articles of Association of Alpha Phi Omega.

 

Membership

            Section 1 Size.    It shall be the aim of this chapter to maintain a sufficient number of Active Members to achieve and sustain the service programs of this chapter.

            Section 2 Legality: Neither the local chapter nor the National Fraternity is responsible for any accidents which might occur at Fraternity sponsored functions.

            Section 3 Membership Status Declaration: Each member of this chapter must declare their intention to become either an active, associate or inactive member by the second chapter meeting of each semester. If a member does not declare their status by this meeting, they shall be considered inactive upon a vote by the Executive Committee.

            Section 4 Active Membership:  An Active Member is in good standing with the Alpha Phi Omega chapter has been initiated into Alpha Phi Omega, is in good standing with the National Office, has paid dues for the current scholastic year, and is in accordance with our service policy.

            Section 5 Associate Membership:  Associate Membership may be conferred on any Active Member who is incapable of fulfilling the specified duties of an Active Member. As Associate Member must attend two chapter meetings per semester, must still pay dues and fees, and is a nonvoting member.

            Section 6: Probationary Membership:  Probationary membership will be conferred upon any member who is delinquent in payment of his or her fines at or above $10.00 for over 14 days.  Probationary members will be returned to their proper status as determined by Article III Section 3 after full payment of their delinquent fines and attendance appropriate for their membership status for the next thirty days

            Section 6.1 Service Probationary Membership:  Service Probationary Membership will be conferred upon any member who has failed to complete his/her service projects as stated in the Article III Section 11.  Service Probation members are returned to their appropriate status at the end of the probationary semester their hours have been completed.  However, if the brother fails to meet said requirements a second consecutive semester, he/she will be asked to leave the Brotherhood by the Executive Committee, as outlined in Article XI: Discipline.

            Section 6.2: Post-pledging Probationary Membership: A version of probationary membership will be bestowed upon all brothers who have successfully completed pledging for the semester immediately after their pledging period in additions to their membership declaration of active or associate. These brothers will have all rights bestowed upon them appropriate to their declared status. However, should a brother fail to complete his or her per-semester requirement of service hours appropriate to his or her declared status, he or she will be asked to leave the brotherhood as described in Article 11: Discipline.

            Section 7 Pledgeship:  A pledge is a student in good standing who seeks Active Membership, has been installed as a pledge, and has paid all fees associated with pledging. The pledging process shall consist of the following requirements:

A.     A rotating group of Brothers shall collect a list of interested students for a period of at least one week. All brothers must sit at the information table during rush week for at least one hour.

B.     Brothers will also submit the names of students who may be interested but did not sign the information sheet, so they may be contacted.

C.     One pledge party must be conducted. Brothers must attend at least one of these parties. Additional will be held as necessary.

D.    A committee of three people on the Executive Board will be appointed by the President to serve with the Vice President of Membership for the purpose of selecting potential brothers and sending bids to those people chosen.

E.     The Vice President of Membership may have an assistant, though this position would not hold a separate seat on the Executive Board.

F.      Special petitions from brothers may be submitted to this committee on in favor or against certain potential members so the candidate may be more fully analyzed.

G.    After submission of bids and response of intent, the pledge ceremony will be conducted at the next chapter meeting.

H.    At the end of the pledging process, all members of the brotherhood and pledges will be asked to submit grievances against or petitions for granting membership to a specific pledge.

I.        The Executive Board shall be given the opportunity to interview each pledge prior to giving them final approval for active membership.

 

            Section 8: Advisory Membership:  Advisory Membership may be conferred by a two-thirds vote of the Active Members present and voting at a regular chapter meeting.

            Section 9: Honorary Membership:  Honorary membership may be conferred upon persons who have contributed significantly to this chapter.  Selection of honorary members shall require approval of at least three-fourths of the Active Members.

            Section 10: Non-members  Non-members are individuals who have lost all rights and privileges of an active, probationary, service probationary, post-pledging probationary or Associate Member, either by failure to honor their probationary membership(s), or any other need for due process as outlined in Article 11: Discipline. 

            Section 11: Brother Service Requirements The service requirements for brothers will be as follows:

A.     Each active brother is required to complete twelve (12) hours of service each semester.

B.     Each associate brother is required to complete six (6) hours of service each semester

C.     Each individual brother can have a maximum of four (4) hours per project count towards his/her requirements each semester. Hours in excess of four (4) for each project will not count towards his/her requirement each semester, but will be recognized by Alpha Delta Omicron chapter of Alpha Phi Omega.

D.    A maximum of four (4) service hours of grandfathered projects will count towards a brother’s requirements each semester. Additional grandfathered hours will be recognized by Alpha Delta Omicron chapter of Alpha Phi Omega.

E.     A maximum of four (4) service hours may be form service projects denoted as "table hours" by the Vice President of Service.

Officers

            Section 1 Titles:  The officers of this chapter shall be: President, Vice President of Service, Vice President of Membership, Vice President of Fellowship, Treasurer, Secretary, Historian and Chapter Representative.

            Section 2 Executive Committee:  The officers of this chapter shall comprise the Executive Committee of this chapter.

            Section 3 Terms of Office:  The officers of this chapter shall be elected annually at the end of the Spring Semester and will take office the meeting following the election.  The scheduling of elections for new officers is subject to change with the academic calendar.

            Section 4: Limitations of Terms:  Officers may succeed themselves after a full term only once. Each officer may hold only one office at a time.

            Section 5: Qualifications:  

A.     An officer must be an Active Brother in good standing

B.     An officer must be elected by 50% of Active Members present and voting.

C.     The President must have served on the Executive Committee for one semester prior to being sworn in as President. Vice Presidents must have served as an active brother for one semester prior to being sword in as Vice President of the appropriate office.

            Section 6: Chapter Delegates:  This chapter shall elect such delegates to the National Convention and to the other representative bodies of this Fraternity as it is entitled.

 

Duties of Officers

            Section 1 President:  The President shall:

  1. Serve as the presiding officer at all chapter meetings and at meetings of the Executive Committee.
  2. Coordinate the functions of all chapter officers and committees.
  3. Appoint such committees as are necessary to carry out the program of the chapter.
  4. Serve as an ex-officio member of all committees
  5. Insure that the chapter is operated in conformity with the principles set forth in the National Bylaws, the Standard Chapter Articles of Association, and the Chapter Bylaws.
  6. Review the Chapter Bylaws annually to assure that the rules followed by the Brothers of the Alpha Delta Omicron Chapter comply with the needs of the Fraternity.

Section 2 Vice President of Service: The Vice President of Service shall:

  1. Plan and coordinate the service program of the chapter.
  2. Keep record of each Brother’s attendance to Service projects.
  3. Provide a list of Brothers who are delinquent in the required service projects to the Fraternity to the Secretary at the end of each semester to ensure that the Probationary Membership policy be followed.
  4. Perform all Presidential functions in the absence of the President
  5. Promote interaction with local youth organizations.
  6. Promote scouting awareness within the chapter

Section 3 Vice President of Membership: The Vice President of Membership shall:

  1. Plan and coordinate the Membership Program of this chapter.
  2. Serve as Pledge Master for the Chapter

The duties of Pledge Master shall be:

    1. Supervise and coordinate the pledge class through fund-raisers, service projects, and fellowship programs.
    2. Recommend pledges for induction as Brothers into the Alpha Delta Omicron Chapter of Alpha Phi Omega.
    3. Regularly report chapter activities to the pledge class.
    4. Maintain a record of service and attendance for each pledge.
  1. Perform all Presidential functions in the absence of the President and the Vice President of Service.

 Section 4 Vice President of Fellowship:  The Vice President of Fellowship shall:

  1. Plan and coordinate chapter social activities.
  2. Perform all Presidential duties in the absence of the Vice President of Service and the Vice President of Membership.

Section 5 Treasurer:  The Treasurer shall:

  1. Receive and disburse the funds of the chapter in a prudent manner.
  2. Maintain an accurate record of all chapter transactions
  3. Transmit to the National Office all fees and dues as prescribed by the National Convention.
  4. Develop a per-semester chapter budget for approval by the chapter and strive to insure that it is followed.
  5. Insure that all financial forms and reports prescribed by the Federal, State, and educational institutional policies are filed as required.
  6. Provide a list of Brothers who are delinquent in their payment of dues to the Secretary on a weekly basis to ensure that the Probationary Membership policy be followed.

G.    Organize fundraisers, promotions, and all events which deal with the Chapter’s    

      philanthropy.

Section 6 Secretary: The Secretary shall:

A.  Maintain an accurate record, including attendance of chapter meetings, activities,

      and of meetings of the Executive Committee.

B.  Issue a chapter directory once each term.

  1. Carry on necessary internal correspondence of the chapter.
  2. Perform such disciplinary and parliamentary procedures as are deemed necessary by the presiding officers.
  3. Is responsible for the ritual material and other chapter properties with concordance with Robert’s Rules.
  4. Prepare, distribute, and collect ballots at chapter elections.
  5. Responsible for continuation of the traditions of the chapter.
  6. Ensure that Brothers who have violated the membership policy are notified of their probation and the terms of the policy.

Section 7 Historian:  The Historian shall:

  1. Maintain a record of the activities of the chapter during the term.
  2. Further the preservation and enhancement of chapter records and archives.
  3. Develop and maintain an accurate mailing list of the Alumni of the chapter
  4. Supply the National Office of Alpha Phi Omega with an accurate list of the Alumni and graduating seniors.
  5. Serve as the primary contact person between Alumni and the chapter.
  6. Publish at least one newsletter per semester.

Section 8 Chapter Representative:  The Public Relations Chair shall:

  1. Be in charge of all external communication and or promotion of the Fraternity such as but not limited to all publicity, advertising, posters, press releases, etc.
  2. Attend all section meetings and activities
  3. Organize all sectional meetings hosted by the Alpha Delta Omicron Chapter
  4. Encourage relations between other Alpha Phi Omega Chapters.
  5. Attend all meetings of functions of the Community Council of West Virginia Wesleyan College.
  6. Report the actions of Community Council to the Brotherhood of the Alpha Delta Omicron chapter.
  7. Report the projects of the chapter to Community Council.
  8. Address concerns of the chapter to Community Council.

 

Advisors

            Section 1 Advisory Committee:   The Advisory Committee of this chapter shall consist of one scouting advisors, two faculty advisors, and one service advisor.

            Section 2 Advisory Chairperson: One of these advisors shall be elected by the chapter as the Chairperson of the Advisory Committee.

            Section 3 Selection Procedure:  Advisors shall be elected by the chapter for a term of one academic year.  Elections shall be a two-thirds vote of the Active Members present and voting at a regular chapter meeting.  Advisors shall be eligible for an unlimited number of terms.

            Section 4 Duties and Privileges:  Advisors shall encourage the development of high fraternal scholastic standards, and shall serve as advisors and councilors on chapter matters.  Advisors shall have all privileges of Chapter Membership except those of voting and holding office.

 

Meetings and Voting

            Section 1 Regular meetings  This chapter shall hold weekly meetings during the academic semester except when holidays, examination periods, or other special events make meetings impractical in the judgment of the Executive Committee.

            Section 2 Special Meetings  Other chapter meetings shall be held upon the written request of one third of the Active Members or at the discretion of the President or Executive Committee.

            Section 3 Quorum  A Quorum shall consist of any fraction over two fifths of the Active Membership and shall be assumed present unless challenged.  No business shall be conducted unless a Quorum is present.

            Section 4 Voting:  Only Active Members shall be allowed to vote in meetings of this chapter.  No proxy or absentee voting shall be allowed.

 

Elections

            Section1 Nominating Committee  At least fourteen days prior to the date of the annual chapter election, the President shall appoint, subject to approval of the Executive Committee, at least three senior brothers to serve as a Nominating Committee.  The purpose of the Nominating Committee shall be to identify persons qualified for and capable of holding offices.  The Nominating Committee shall make its report seven days before the election.

            Section 2 Nominations  Nominations for the chapter offices shall be permitted both from the Nominating Committee and from the floor until seven days prior to the election. 

            Section 3 Order of Elections  The election of officers shall proceed in the order in which they are listed in the chapter bylaws. 

            Section 4 Secret Ballot  All elections for which more than one person has been nominated shall be by secret ballot.  However, voting by a show of hands will be permitted only if the majority of voting members present comply and it is an unopposed election.

            Section 5 Election Procedures  The Sergeant of Arms shall prepare, distribute, and collect the ballots and deliver them to the Advisory Committee for counting.  The Advisors shall count the ballots and announce the name of the person elected. In a show of hands voting, all members must close their eyes and the Secretary shall count votes for each candidate.  The number of votes received by each nominee shall be made available by request. If members of the Advisory Committee are unable to attend an election, the presiding office will choose three graduating officers to count votes.

            Section 6 Election Date  The Officers of this chapter shall be elected annually at the end of the Spring Semester and will take office the following meeting. The scheduling of elections for new officers is subject to change with the academic calendar.

            Section 7 Series of Ballots  Elections shall be held in a series of ballots.  If the first ballot cannot achieve a majority of Active Members present and voting, then a second ballot shall take place consisting of the two candidates with the highest percentage of votes.

           

Finance and Property

            Section 1 Dues and Fees  This chapter may establish reasonable dues and fees in addition to those established by the National Fraternity.  The amount of all dues and fees shall be established as policies of this chapter.

            Section 2 Chapter Expenditures This chapter shall follow the budget plan in control of its financial activities.  The budget and any other chapter expenditures shall be approved by a majority of the active brothers present and voting at a regular chapter meeting.

 

Parliamentary Authority

            The rules in Robert’s Rule of Order Newly Revise shall govern all meetings of the chapter in all cases to which they applicable and in which they are not in consistency with these bylaws and the policies of this chapter.

 

Discipline

            Section 1 Suspension and Removal  This chapter shall have the power to suspend any member or to remove any officer for just cause.

            Section 2 Due Process  Charges against any member shall be presented to the Executive Committee at least seven days prior to consideration by the chapter.  The member charged shall have the opportunity to speak before the Executive Committee and the chapter at the time the charges are presented.  If the member charged is a member of the Executive Committee, the member charged may not participate in the deliberations of the Executive Committee regarding the charges.  The Executive Committee shall make a report of its findings to the chapter prior to consideration by the chapter.

            Section 3 Vote Required  A two-thirds vote of Active Members present and voting at a regular meeting is required for suspension of a member or removal of an officer.

 

Policies

            Section 1 Authority  This chapter may adopt such policies, rules, and regulations not in conflict with these bylaws as may be necessary.

            Section 2 Adoption Procedures  Chapter policies may be adopted or amended by a majority vote of the Active Members present and voting at a regular meeting.

            Section 3 Duration of Policies  Chapter Policies, once adopted, shall remain in affect until amended or otherwise modified.

 

Ratification and Amendment

            Section 1 Ratification  These bylaws shall become affective upon acceptance by a voting of two thirds of the Active Members present and voting at a regular meeting. 

Section 2 Amendment  These bylaws may be amended by a two-thirds vote of the Active Members present and voting at a regular meeting provided that all such amendments must be presented to the chapter at least fourteen days prior to consideration by the chapter.  Amendments to these bylaws shall become effective upon adoption.
Policies

 

Dues:  Dues for members of this chapter shall be $60 per academic year. Dues for pledges of this chapter shall be $50.

 

Attendance:  All active members must attend all meetings and Fraternity functions or have been officially excused by the Secretary by 6:00 p.m. of the day of the meeting by telephone, email, or written notice.

 

Fines: Fines will be given for unexcused absences.  If you fail to apprise the Secretary of your presence at a meeting, you must have a witness to verify your presence at meetings/ functions.  All fines will go towards the general fund and divided as needed. Fines are:

            $5.00 for an unexcused absence at a regular meeting

            $10.00 for an unexcused absence at a ceremony

            $10.00 for an unexcused absence at a service project

            $3.00 for each service hour short of the per semester goal for each individual brother

 

Conduct Unbecoming of a Member:  At no time shall any member participate in any activities contrary to principles of Alpha Phi Omega, while wearing letters.  Such activities include, but are not limited to consumption of alcohol, confrontation with local authorities, and any illegal activities. Such a behavior is grounds for removal as stated in Article XI.

 

Documentation:  At every Fraternity sanctioned project there shall be an official sign-in sheet for chapter documentation, excluding Chapter and Executive meetings where the Secretary will take a roll call.  The Vice President of Service shall administer the official documentation of non-Fraternity hours as well.  However, it is a brother’s duty to begin the process of documenting these hours.

 

Grandfather Clause:  Projects completed over academic breaks may be counted, but only with proper documentation.   The Executive Board holds the final authority on the validity of all projects          and non-Fraternity sanctioned projects.

 

Service Guidelines

 

1.         The Service VP will plan and execute at least 4 projects a month. 

2.         Everyone is required to participate in National Service Week.  ****This is     

            not counted as a project for the month**** according to the National Bylaws. 

3.         If you are on probation, you will not be allowed to participate in ANY

FELLOWSHIPS.

4.         A Brother must complete one hour of table service (defined as any service project at which one sits at a table, such as rush sign-ups) to receive credit for a single service project.  In addition, only two (2) table services shall count toward total service requirement.  The Executive Committee will determine which projects apply as table sign-up projects.

Alpha Phi Omega National By-Laws

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Source: Taken from the Alpha Phi Omega Current By-Laws

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