PI KAPPA PHI FRATERNITY
EPSILON ALPHA ALUMNI CHAPTER
CONSTITUTION AND BYLAWS
(Amended 10/27/07)
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ARTICLE I
Section 1:
NAME AND PURPOSE
Name
The name of this organization shall be the Epsilon Alpha Alumni Chapter of Pi Kappa
Phi Fraternity.
Section 2:
Purpose
The purpose of the alumni chapter shall be:
A.
To cultivate and maintain the values of character, leadership, academics,
sportsmanship and service.
B.
To maintain and promote true friendship amongst the brothers of Pi Kappa
Phi.
C.
To further the interests of Pi Kappa Phi in the community and the
individual lives of brothers.
D.
To assist undergraduate brothers and the chapter.
E.
To allow alumni to come together to communicate, interact, volunteer, and
invest in the fraternity.
ARTICLE II
MEMBERSHIP
Section 1:
Any member of Pi Kappa Phi in good standing under the terms and
provisions of the Constitution and Supreme Laws of the Pi Kappa Phi
Fraternity and with their undergraduate chapter and who is no longer
enrolled as an undergraduate student at any university or college is eligible
for membership in this Alumni Chapter upon payment of dues thereof and
by abiding by all other local requirements.
Section 2:
Membership shall be classified as “active” and “inactive”. To maintain an
active membership, members must pay annual dues set at the annual
meeting of the alumni chapter. Members who have not paid the yearly
dues shall be classified as inactive.
Section 3:
Seniors will be automatically listed as inactive upon graduation. Once
dues are paid, they will be moved to active status.
Section 4:
Uninitiated members of Pi Kappa Phi but of predecessor fraternal
organizations may be active members of the Alumni Chapter except for
the following roles:
A. Holding Executive Board positions
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B. Voting pertaining to electing delegates for Supreme Chapter
C. Any information pertaining to ritual or ritual matters.
ARTICLE III
Section 1:
DUES
The annuals dues of the Alumni Chapter shall be paid prior to the annual
meeting of the Alumni Chapter and shall be as follows:
A.
Proposed by the Treasurer at the annual meeting and must be approved by
a majority vote of active members at the annual meeting.
B.
Dues shall be paid to the Treasurer at the beginning of each fiscal year.
ARTICLE IV
MEETINGS AND VOTING
Section 1:
A meeting of the Alumni Chapter shall be held once a year at Elon
University, during the annual fall Homecoming weekend.
Section 2:
The Executive Board shall set the time for the annual meeting and notify
the members 60 days prior to date of the meeting. An agenda will also be
provided concurrent with the notice.
Section 3:
Special Meetings of this alumni chapter may be called at any time by:
A.
The Executive Board by a unanimous vote.
B.
The President upon the written request of any ten members in active
standing.
C.
Members of the Alumni chapter must be notified at least 60 days prior to
the day of the special meetings. The notification of the meeting must be in
writing and state the time, date, and purpose of the meeting.
Section 4:
Quorum shall be defined as 50% of the Executive Board and 10 active
members. Proxy votes shall be counted for the purposes of reaching
quorum.
Section 5:
No business shall be voted on at any meeting unless quorum is present.
Section 6:
Voting
A.
All alumni chapter members in active standing shall have one vote except
as otherwise provided herein;
B.
Members may vote by proxy. Proxy votes must be received by the
President in writing no less than five days prior to the meeting at which
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they shall be counted. If a member decides to proxy their vote, they must
designate in writing another member to cast their vote. Proxy votes that do
not comply with these requirements shall be void.
C.
A proxy is defined as a member in good standing who designates another
active member who is present at the meeting to cast their vote due to their
absence.
D.
All votes are cast by secret ballot unless a majority of those members
present voting decide to designate a voice vote.
ARTICLE V
OFFICERS and THE EXECUTIVE BOARD
Section 1:
The Executive Board shall consist of the President, Vice President,
Secretary, Treasurer, Historian, Chaplain, Chapter Liaison, Director of
Alumni Communications, Director of Alumni Events
Section 2:
President
A.
The President shall oversee all chapter operations and programs.
B.
The President shall preside over chapter meetings.
Section 3:
Vice President
A.
The Vice President shall serve as chair of the membership committee
B.
The Vice President shall perform duties of the President in his absence.
Section 4:
Secretary
A.
The Secretary shall work with the national fraternity to maintain the
alumni records of the chapter.
B.
The Secretary shall keep accurate records and minutes of all meetings.
Section 5:
Treasurer
A.
The Treasurer is responsible for proposing the dues each year at the
alumni chapter meeting.
B.
The Treasurer is responsible for the collection of dues and allocation of
alumni chapter funds.
C.
The Treasurer shall serve as chair of the finance committee.
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D.
The Treasurer must serve as the chapter’s financial liaison between the
chapter and the Pi Kappa Phi National organization.
E.
The Treasurer must present the chapter’s budget and financial standing at
annual meeting.
F.
The Treasurer shall file necessary paperwork with the state and federal
government as prescribed by state and federal law.
Section 6:
Historian
A.
The Historian shall be responsible for keeping a photo file for the alumni
chapter.
B.
The Historian shall be responsible for working with the undergraduate
chapter to produce a scrapbook annually.
Section 7:
Chaplain
A.
The Chaplain shall be responsible for prayer at all meetings.
B.
The Chaplain shall be the keeper of the Ritual for the alumni chapter.
C.
The Chaplain shall be responsible for coordinating the Graduating Senior
Ritual with the undergraduate chapter each year.
D.
The Chaplain shall make appropriate arrangements with the undergraduate
chapter for Founder’s Day activities.
Section 8:
A.
Chapter Liaison
The Chapter Liaison shall maintain communication with the
undergraduate
chapter.
B.
The Chapter Liaison shall serve as liaison between the alumni chapter and
the national organization.
C.
This officer shall be responsible for working with the chapter Historian to
develop, implement and maintain a chapter alumni career network.
D.
This position must be filled by a member who has graduated within two
years of his election.
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Section 9:
Director of Alumni Communications
A.
The Director of Alumni Communications shall be responsible for all
alumni chapter communication with the general alumni population.
B.
This position will oversee the production and distribution of the alumni
chapter newsletter program.
C.
This board member shall also be responsible for the development and
maintenance of an alumni chapter Web site.
Section 10:
Director of Alumni Events
A.
The Director of Alumni Events shall be responsible for the planning and
execution of Homecoming and a Spring Alumni Weekend.
B.
This position will oversee the recruitment and support of regional event
coordinators.
Section 11:
A.
Section 12:
Term of Office
Officers shall be elected to two year terms at the annual meeting of the
alumni chapter. Terms shall be staggered with the President, Vice
President, Secretary, Chaplain and Director of Alumni Events elected in
odd years and the Treasurer, Historian, Director of Communications and
Chapter Liaison elected on event years.
Removal from Office
A.
Any officer of this alumni chapter may be removed from office for
unethical conduct or conduct unbecoming of a brother of Pi Kappa Phi.
B.
A two thirds vote of the active members of the alumni chapter shall
remove from office any officer in the alumni chapter, provided that
charges have been openly presented and discussed to the entire alumni
chapter at a scheduled meeting. The accused officer will be given the right
to defend his action in front of the entire alumni chapter.
Section 13:
Vacancies
A.
All vacancies of the Executive Board shall be filled by a majority vote of
the Executive Board.
B.
The term for any filled vacancy shall expire at the next annual Alumni
Chapter meeting. The term for that that special election shall be in
accordance with Article V, Section 11 of these bylaws.
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Section 14:
Elections
A.
Elections shall be held at the alumni chapter annual meeting and the
members of the dues paying members of the alumni chapter shall vote by
secret ballot.
B.
Members who are interested in running for an officer position may submit
their nomination by telephone or in writing to the current President no
more than 30 days prior to the annual meeting. However, candidates may
also be nominated from the floor.
C.
Each candidate will be given the opportunity to give a three minute speech
to the chapter.
D.
If a vote results in a tie, the two candidates with the highest percentage of
votes will hold a run-off vote to designate the winner.
E.
The new officers will be installed at the end of the annual meeting.
F.
Votes shall be counted by the outgoing President, the sitting Secretary and
one Member-At-Large from the alumni chapter, who is not a candidate for
any office.
ARTICLE VI
Section 1:
COMMITTEES
The alumni chapter shall have the following standing committees:
A.
Membership and Recruitment Committee
B.
Social/Special Event Committee
C.
Finance Committee
D.
Undergraduate Relations Committee
E.
Communications Committee
F.
Development Committee
Section 2:
The President has the authority to create an ad-hoc committee. If he
chooses to do so, he must designate a chair, the members, its purpose, and
term of service.
Section 3:
Each member of the alumni chapter must serve on one permanent or adhoc committee.
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Section 4:
Membership and Recruitment Committee
A.
The Vice President shall chair the committee.
B.
This committee must secure the names, postal addresses, e-mail addresses
telephone numbers and field of employment of members of the alumni
chapter.
C.
This committee must maintain an active alumni database of the alumni
chapter.
D.
The committee shall be responsible for promoting active membership on
an on-going basis.
E.
The committee will recruit active seniors of the undergraduate Epsilon
Alpha Chapter to join the alumni chapter.
Section 5:
Social/Special Event Committee
A. This committee is responsible for planning an alumni event during
homecoming each year.
B. This committee is responsible for planning at least one spring event.
C. The committee is responsible for planning all social events connected with
any alumni meeting.
Section 6:
Finance Committee
A.
This committee is chaired by the Treasurer.
B.
This committee will help the Treasurer prepare the chapter budget and
review all alumni chapter investments.
Section 7:
Undergraduate Relations Committee
A.
The Chapter Liaison shall chair the committee.
B.
The committee will promote an active relationship between the alumni
chapter and the undergraduate chapter.
C.
The committee will plan at least one event a year with all members of the
alumni and undergraduate chapter.
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Section 8:
Communications Committee
A.
This committee shall be chaired by the Director of Alumni
Communications.
B.
This committee will be responsible for publishing two or three alumni
newsletters a year.
Section 9:
Development Committee
A.
This committee is responsible for developing and promoting the
advancement of the alumni chapter.
B.
This committee is responsible for conducting the annual appeal campaign.
ARTICLE VII
CHAPTER FINANCES
Section 1:
The chapter shall maintain an active checking account administered by the
Treasurer.
Section 2:
All checks issued must be approved by the Treasurer and the President
Section 3:
All expenses must be pre-approved by the Treasurer.
Section 4:
Signed receipts must be submitted to the Treasurer for reimbursement.
ARTICLE VIII
AMENDMENTS
Section 1:
To amend the bylaws, an amendment must be presented in writing to the
executive board after which the proposal shall be presented and voted on
by the members at the next alumni meeting.
Section 2:
A two-thirds vote is required to approve any amendment to the
constitution of bylaws. If approved, amendments are effective
immediately.
ARTICLE IX
ADOPTION
This set of Constitution and Bylaws was adopted at the initial meeting of the Alumni
Chapter held at Elon University, Elon, NC on May 13, 2006.
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