Gamma Pi Alpha Service Sorority Inc.

Transcription

1 Gamma Pi Alpha Service Sorority Inc. Constitution r. Jan

2 Article I Name * Section 1 The name of this club or organization shall be Gamma Pi Alpha Service Sorority Inc. Article II Purpose/Mission Statement * Section 1 The purpose of this organization shall be to promote and empower the local community of Tuskegee, Alabama in both campus life as well as municipal life. Gamma Pi Alpha Service Sorority Inc. hopes to enrich the community of Tuskegee by being a positive influence within the community through acts of service. * Section 2 Gamma Pi Alpha Service Sorority Inc. shall abide by and remain in compliance with all Tuskegee University policies and procedures as related or pertaining to Student Life. Gamma Pi Alpha Service Sorority Inc. will also abide by and remain in compliance with all Alabama State Laws as related or pertaining to hazing. Article III Affiliations * Section 1 Gamma Pi Alpha Service Sorority Inc. bears no affiliation with a national group or entity. Gamma Pi Alpha Service Sorority Inc. bears no affiliation with any other group/collective, club or organization. Gamma Pi Alpha Service Sorority Inc. operates as an independent entity. Article IV Membership * Section 1 Gamma Pi Alpha Service Sorority Inc. must be comprised 100% of eligible Tuskegee University students in good standing with the university. * Section 2 Eligibility requirements to become a member of Gamma Pi Alpha Service Sorority Inc. are as follows: -You must be a registered female student of Tuskegee University. -You must have a grade point average (GPA) of no less than 2.8 out of a 4.0 scale. -You must have at least 15 semester credits to be eligible for membership, transfer students may not be admitted for the membership process (despite having credits from their previous institution) due to unrecognized GPA by the Tuskegee University Registrar s Office. 2

3 -You must be in good standing with the university. -You must display an interest in fulfilling service obligations. * Section 3 Membership in this organization is open to all meeting the above criteria, irrespective of race, creed, color, class, age, nation of origin, nationality, disability, marital status, religion, veteran status, or sexual orientation. Article V Officers/Executive Board * Section 1 The officers of this organization shall be: President, Vice President, Treasurer, Secretary, Events Coordinator, Media Manager, Senator(s) and Chaplin. Description of Duties: President Presides over meetings, creates the meeting agenda, acts as the ambassador of the organization, appoints committee chairs, delegates projects/duties/tasks, works closely with other officers, creates goals for the organization for each semester, is present at all meetings without exception, manages internal and external grievances/conflict, makes sure that the organization is in compliance with all university policies and procedures, ensures that the Advisor is knowledgeable and aware of what is going on with the sorority at all times, keeps a record of community service hours for all active members, reports data to Student Life, and attends mandatory meetings when (President) required by Student Life. Vice President Assists the President in organizing and improving the organization, assists the President in creating goals for the organization, presides over meetings when President is unable to attend, acts as ambassador for the organization. The Vice President is responsible for communicating with the Advisor and ensuring that the Advisor is informed when President is unable to do so and responsible for attending meeting in President s place where President would otherwise be required. Treasurer Receives and collects payments (within and outside the organization) and deposits them at the bank to the sorority account, keeps a precise record of all financial matters (receipts and records), works with President and Events Coordinator to create budgets, balances budget, responsible for reporting all financial matters at the opening of every meeting, reports all financial updates to Advisor and makes sure Advisor is aware, makes sure all records/materials and names on file with the bank (account) are up-to-date/current and reflect current and/or soonto-be leadership changes (i.e. new Treasurer is added to the count and former Treasurer is removed from the sorority account) and is responsible for providing any notification to the President that should be included in the agenda. 3

4 Secretary Takes detailed notes during meetings, sends out minutes from the meeting to all active members (no more than 24 hours from meeting date), notifies members of any upcoming meeting or events, takes attendance for all meetings, collects statistics for member tardiness and absentness, works with Events Coordinator and President to create a monthly events calendar (highlighting all chapter events including but not limited to: community service, social events and meetings), works with Media Manager to update/compile master contact list for the sorority (all members past and present) and is responsible for attending all meetings. Events Coordinator Plans events for the sorority, researches venues, responsible for paperwork related to the event, makes purchases with the Treasurer for events, creates events (and/or social) goals for the sorority, acts as a delegate alongside President to reach out to other clubs and organizations for co-collaboration, creates/designs flyers and other promotional material, physically promotes events (through public outreach/interaction, passing out flyers, talking with vendors/sales managers/business owners, etc.) and is present at all meetings. Media Manager Manages (existing) and creates (new) social media pages for the sorority, ensures that content on pages are accurate, up-to-date, and a positive representation of the sorority, updates social media accounts weekly, works with Secretary to create and update master contact list, responsible for electronic outreach (sending s and newsletters, posting on pages, adding content, managing friends list), creates goals for social interaction, finds new innovative ways to engage the campus and local community, reaches out to sorority alumni, takes and manages photos/slide shows/videos and attends all meetings. Senators (2) Represents the organization by attending all senators meetings held by the university, takes notes during the Senators meeting and relays information to the sorority as a whole, keeps the organization up-to-date and in compliance with existing and newly enacted university policies, reports findings from the meeting to the Advisor and attends all sorority meetings (unless meetings are scheduled in direct conflict with the fulfillment of the duties and obligations of being a Senator). Chaplin Responsible for the spiritual well-being of the organization, leads invocation at the opening and close of every meeting, provides positive and peaceful presence and attends all sorority meetings. * Section 2 Qualifications for the aforementioned positions: President Candidate must be a member for one year, have excellent meeting attendance, have a strong ability to lead, superb organizational skills, be approachable, professional and selfmotivated and have time to dedicate to the fulfillment of the duties mentioned above. Vice President Candidate must be a member for at least one semester, have excellent meeting attendance, be willing to support the President in her endeavors, have strong organizational skills and have time to dedicate to the fulfillment of the duties mentioned above. 4

5 Secretary Candidate must be a member for at least one semester, must have excellent note taking skills and be highly detail oriented, must be good at expediting meeting notes in a timely fashion (no more than 24 hours after meeting date), strong organizational skills, good at keeping records and making them accessible and have time to dedicate to the fulfillment of the duties mentioned above. Treasurer Candidate must be a member for at least one semester, must have excellent meeting attendance should demonstrate good financial judgment, be trustworthy and transparent, a background in finance or accounting is preferred, knowledge of Microsoft Excel, have transportation to and from the bank and have time to dedicate to the fulfillment of the duties mentioned above. Events Coordinator Candidate must be a member for at least one semester, must have excellent meeting attendance, strong creative ability, ability to design (experience with graphic design preferred), have strong speaking/communication skills, be highly approachable and interactive, excellent organizational skills and have time to dedicate to the fulfillment of the duties mentioned above. Media Manager Candidate must be a member for at least one semester, must have excellent meeting attendance, must be social and energetic, good at networking and willing to do public outreach (talking with students, staff and community members), good at multi-tasking (managing multiple accounts and keeping the pages current and active), good with photography and videography and have time to dedicate to the fulfillment of the duties mentioned above. Senators Candidates must be a member for at least one semester, have excellent meeting attendance, be reliable and dependable and have time to dedicate to the fulfillment of the duties mentioned above. Chaplin Candidate must be a member for at least one semester, must have excellent meeting attendance, be spiritual, positive/uplifting and have time to dedicate to the fulfillment of the duties mentioned above. Lastly, all candidates must be in good standing with the university and must be registered as a student for the term in which they will be holding their newly elected position. * Section 3 The term length of each position is an entire academic year (first week of the fall semester until the last week of the spring semester). * Section 4 Any officer may be removed from office if the elected official fails to meet the requirements of the position. A 70% majority vote from the sorority is required for the removal of any officer, at which point the sorority may elect an interim or new permanent officer. Members of the sorority are required to notify Student Life of any changes to elected positions. 5

6 * Section 5 Executive members should report any relevant data (community services statistics, attendance statistics, financial summaries, updates, calendar changes, etc.) to the sorority at every meeting. Article VI Elections * Section 1 Election of new officers shall be held one month before final exams begin in the spring. * Section 2 An elections meeting will be held (one month before final exams) in which the candidates will state why they aspire to fill the position they are running for, after which, all active members will take a vote, after the vote is tallied the Advisor will announce the winners. * Section 3 All active members will fill out a secret ballot, the votes will then be tallied, after a 70% majority vote (in favor of the candidate) has been established the advisor will announce the names of the newly elected winners. Article VII Meetings * Section 1 Regular meetings of this club or organization shall be held twice monthly (either the 1 st and 3 rd or 2 nd and 4 th weeks of the month). The secretary is responsible for notifying all members about upcoming meetings 5 days prior to the meeting. A vote will be taken on the best form of communication for members ( , text message or by phone). Members are responsible for setting their own calendar notifications and being aware of the meeting schedule and frequency. Not being aware is not a valid excuse, your attendance is required at all meetings unless superseding events occur some of which include: -Family death or illness -Personal illness -Athletic related events (games) -Band -Military Duties (ROTC, training) -Graduation preparation -Testing (EPE, GRE, MCAT, etc.) -Internships, employment or academic trips and conferences 6

7 * Section 2 The meeting quorum shall consist of 75% members present at every meeting. Note: Quorum is defined as the minimum number * Section 3 Meetings shall be a platform to express progressive thoughts about the direction of the sorority, assess areas of needed improvement, create goals, make notifications and be a meeting of productive minds. Each meeting serves as an opportunity to reflect on the purpose of the organization and how members can continue to enrich the community. Order, class and civility are essential to the process thus members must act accordingly and be open to accept new ideas and embrace concepts. * Section 4 Members are to miss no more than 3 meetings per semester (unless member is a member of the Senate and meetings time conflict with Senatorial duties). Failure to attend meetings can result in removal of active status from the organization regardless of payment of dues. Members who fail to attend meeting are required to contact the Secretary for updates and notifications. Article VIII Advisors * Section 1 There shall be at least one full time Tuskegee University faculty or staff advisor who shall serve as an advisor to the organization. * Section 2 Members will recruit staff and faculty by discussing in depth the mission, purpose and values of the organization then select someone that members feel is the best embodiment of those ideals. Upon selecting the potential Advisor members will seek approval from Student Life to make the process official. * Section 3 The duties of the Advisor include: attending sorority meeting, attending sorority events, signing paperwork for events, being aware of what is happening organizationally (financial, service, membership intake and executive matters), collaborating with members to maximize and enhance the member experience and act as general support for members. Article IX Committees Section * Section 1 - List of acting committees: Mentorship Committee The mentorship committee is responsible for youth development and empowerment. Our signature programs include: Gamma Girl Talk, Macon County Juvenile Detention Center Program and visiting Tuskegee Public Schools and after school programs. The goal of the mentorship committee is to provide insight and inspiration to youth while being a positive influence. 7

8 Beautification Committee The beautification committee is responsible for making Tuskegee a more safe and beautiful place. Our signature programs are: the Lake Tuskegee Clean Ups, Campus/Café Clean Up as well as Park Clean Ups. The goal of the beautification committee is to uplift the local and campus community by enhancing the aesthetic appeal of the community. Community Outreach Committee The community outreach committee is responsible for being the bridge between student life and municipal life. Our signature events include: the Harvest Festival, Fair in the Square, annual food and clothing drives with Macon County Head Start (Thanksgiving and Christmas), and participation in local political events (marches, meetings and peaceful demonstrations). The goal of the community outreach committee is to be involved with the local community through grassroots efforts and activism in addition to giving back and providing essentials like food and clothing to local community members. * Section 2 Committee membership will be open to all members. Members will select their committees based upon their own talents and availability. * Section 3 Service hours are collected at every event from participants. Members must be involved in at least one committee (but may be involved with all committees) and perform no less than 10 service hours a month to be considered active. Article X Finances * Section 1 Members shall pay dues in the amount of $70 annually (or $35 per semester) all dues must be paid in full to the Treasurer within the first month of the semester to be considered an active member in good standing. * Section 2 All accounting will be done via excel, all receipts will be saved to calculate loss and profit of events and fundraisers. Funds are dispersed after creating a budget (per each event) and receiving approval from the executive team. Accounts are maintained by the Treasurer, executive team and the Advisor. At the end of each academic year old officers will be removed from the account and the new officer will be added; additionally, should a change in advisement occur the old Advisor must be removed and the new Advisor must be added. Article XI Constitutional Amendments * Section 1 This constitution may be amended by a vote of 75% from active members in favor of revision. A revision must be proposed during a chapter meeting and must be voted on and approved within 30 days. Any approved revisions must be physically amended in the constitution within 48 hours and the President will be required to notify all active member of the enacted 8

9 effective date of the revision. Any revision of the constitution must be reported to Tuskegee University Student Life. Article XII Bylaws * Section 1 Active Status In order to be considered an active member of the organization members must: -Be present at no less than 75% of all meetings and events -Pay dues $70 annually -Be an active committee member and participate in no less than 10 service hours per month 9