Alumni Chapter Organization

Transcription

1 Tab Goes Here. Alumni Chapter Alumni Chapter

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3 Alumni Chapter Requirements and Guidelines for Establishing a Sigma Chi Alumni Chapter At least 10 alumni chapter members must be Life Loyal Sigs or participants in the Sigma Chi Alumni Program. In order to be a recognized alumni chapter, you will need to recruit several members, at least 10 of whom must be Life Loyal Sigs or participants in the Alumni Program. In order to establish a successful alumni chapter, it typically takes the diligent efforts of two or three brothers to serve as interim officers for six months to one year. Headquarters can help you reach out to local alumni. Call to request a list of Sigs in your area along with mailing labels containing their contact information. Complete the Annual Alumni Chapter Report and compile a membership roster. The Alumni Chapter Report Form (see illustration at right) must be completed and returned to Headquarters along with a membership roster containing accurate and current addresses and phone numbers of chapter members. The roster and report can be found on SigmaChi.org. A geographically specific name must be chosen in order to avoid confusion with other groups. An update report form will be sent to your chapter before your next officer election. Completed forms are due February 15th of each calendar year. Dues Submit a $ annual registration fee in order to be recognized by the General Fraternity in conjunction with the annual report by February 15 of each year. Meetings and events must take place at least six times a year. Plan events so that your chapter gathers at least every six to eight weeks, monthly if possible. The most successful alumni chapters schedule a balance of Community Involvement, Undergraduate Involvement, Philanthropic/Service, Personal Development, Professional Development, Social and Family events in order to appeal to the interests of the members of their chapter. Petition the Executive Committee to be officially recognized as a Sigma Chi Alumni Chapter. Upon completion of the above requirements and submission of the necessary annual report and membership roster to Headquarters, the alumni group will receive temporary alumni association status. After the association has been in existence for at least one full year, it may then petition the Executive Committee to be recognized as an official alumni chapter. Send all letters of petition to the Alumni Department at Headquarters and send copies to the Grand Praetor. The Executive Committee will act upon the request at its next quarterly meeting. 3.1

4 Alumni Chapter Model Bylaws PREAMBLE Believing that where there is law there is liberty, we the members of the Alumni Chapter/Association of the Sigma Chi Fraternity do hereby establish and solemnly promise to obey these bylaws to supplement and support the Ritual, Constitution, Statutes and Executive Committee Regulations of the Sigma Chi Fraternity for the government of our chapter. ARTICLE I NAME AND PURPOSE Section 1 Name The name of this organization shall be the Alumni Chapter/Association of the Sigma Chi Fraternity. Section 2 Purpose The purpose of this alumni chapter shall be: 1. To cultivate and maintain the high ideals of friendship, justice and learning. 2. To maintain and promote true friendship amongst the brothers of Sigma Chi. 3. To further the interests of Sigma Chi in the community and the individual lives of brothers. 4. To assist undergraduate brothers and chapters within a 100 mile radius. ARTICLE II MEMBERSHIP Section 1 Membership Any member of the Sigma Chi Fraternity in good standing, and who is no longer enrolled as an undergraduate is eligible for membership in this organization upon payment of dues thereof and by abiding by all other local requirements. Section 2 Dues The dues for the members of this alumni chapter shall be $ per year. Should any member fail to pay his dues, he will forfeit his voting rights and may be dropped from the membership roles of this organization. *If this alumni chapter does not charge dues, it will need to be stated in this section. Section 3 Fiscal Year The fiscal year of this alumni chapter shall commence on. 3.2

5 ARTICLE III MEETINGS & ELECTIONS Section I Regular Meetings Regular meetings of this alumni chapter will occur at the located at. Section 2 Special Meetings Special meetings of this alumni chapter may be called at any time by: 1. The President 2. Vote of the Executive Committee 3. By the Secretary upon the written request of any ten members in good standing. Section 3 Elections A. Elections shall be held annually at the meeting. B. In the case of there being more than one nominee for any office, the ballot shall be in writing. Section 4 Quorum Quorum shall consist of at least 50 percent of the active chapter membership and is required for all voting and elections. Section 5 Voting A. All alumni chapter members shall have a vote except as hereinafter provided. B. Voting shall be by acclamation and a majority vote of the active alumni chapter members present shall decide all questions unless otherwise provided by these bylaws. Any member may demand a secret ballot. The President shall vote only to break a tie. C. There shall be no voting by proxy. D. Any member of the alumni chapter whose dues payments are not current will automatically lose his right to vote. E. Any decision of a committee may be overruled by a majority vote of the active chapter. 3.3

6 Alumni Chapter Model Bylaws (continued) ARTICLE IV OFFICERS Section I Chapter Officers The offices of this alumni chapter shall be: 1. President 2. Vice President 3. Secretary 4. Treasurer 5. Chapter Editor 6. Undergraduate Liaison/Alumni Big Brother Coordinator 7. Alumni Ambassador or Associate Ambassador 8. Alumni Activity Coordinator Section 2 President The President shall oversee all chapter operations and programs. Section 3 Vice President A. The Vice President shall serve as Chairman of the Executive Committee and perform duties as directed by the President. B. The Vice President shall perform the duties of the President in his absence. Section 4 Secretary A. The Secretary shall coordinate with the Membership and Recruitment Chairman in recruiting new members. B. The Secretary shall maintain accurate records of the chapter s current members. C. The Secretary shall be responsible for communicating meetings, notices, updates as directed by the President or other Executive Committee Member. Section 5 Treasurer A. The Treasurer is responsible for the collection of dues and allocation of alumni chapter funds. B. The Treasurer is responsible for establishing/maintaining the alumni chapter bank account. (See form SS-4 in Appendix.) Section 6 Chapter Editor A. The Chapter Editor is responsible for the distribution of alumni chapter communications including the chapter newsletter, thank you notes and invitations. (See Appendix for non-profit mailing information.) 3.4 B. The Chapter Editor shall be responsible for submitting magazine articles to the Editor of The Magazine of Sigma Chi. Summer Issue: Due March 15 Winter Issue: Due September 15 Fall Issue: Due May 1 (photo only) Spring Issue: Due December 15

7 Section 7 Undergraduate Liaison A. The Undergraduate Liaison/Alumni Big Brother Coordinator shall maintain communication with undergraduate chapters in the area. An ideal member would be the Chapter s Advisor, House Corporation Representative, Grand Praetor, or university official. B. The Undergraduate Liaison shall direct the Undergraduate Relations Committee in organizing and providing assistance and programs with the undergraduate chapters. C. He will also be responsible for maintaining the Alumni Big Brother Program. Section 8 Appointed Officers The Executive Committee shall appoint other such officers (e.g., Philanthropy Chairman, Events Chairman) as they deem necessary, subject to the approval of the chapter. Section 9 Term of Office A. The term of office for officers, both appointed and elected, shall be for one year beginning the first regular meeting of following their election and appointment. Section 10 Impeachment A. Any officer of this alumni chapter may be impeached for non-exemplary conduct or conduct unbecoming of a Sigma Chi. B. A two-thirds vote of the alumni chapter shall impeach any officer, provided charges have been openly preferred against the officer by a member of the chapter one week prior to the meeting at which the impeachment vote is to be taken. Upon an officer s impeachment, his office shall be declared vacant. Section 11 Vacancies All vacancies in the Executive Committee or any office in the alumni chapter, from any cause, other than the expiration of the term of office, shall be filled by a majority vote of the remaining members of the committee, and the one so elected shall hold office for the unexpired term of the member of the committee or officer whom he succeeds. 3.5

8 Alumni Chapter Model Bylaws (continued) ARTICLE V COMMITTEES Section I Committees There shall be the following standing committees: 1. Executive Committee 2. Membership and Recruitment Committee 3. Alumni Activities Committee 4. Undergraduate Relations Committee Section 2 The Executive Committee A. The Executive Committee shall be composed of the President, Vice President, Treasurer, Secretary, Chapter Editor and Undergraduate Liaison. The Vice President shall act as chairman. B. The Executive Committee shall meet at least for the purpose of assisting in the planning and fulfillment of a well-rounded active alumni chapter program. In addition, the Executive Committee shall ensure that all of the officers and committees have set proper goals for their term of office; shall establish the alumni chapter strategic plan; and shall conduct an adequate and regular evaluation of all chapter operations and programs. Section 3 Membership and Recruitment Committee A. The Alumni Ambassador or Associate Ambassador shall serve as chairman of the Membership and Recruitment Committee and the President shall appoint two additional members. B. This committee shall secure the names, postal addresses, addresses, and phone numbers of all members of the alumni chapter and assure the International Fraternity Headquarters has a copy of this list. C. This committee will endeavor to encourage active participation of all Sigma Chi alumni members living in the immediate area. D. This committee will actively recruit brothers who are new to the area to join the alumni chapter. Section 4 Activities Committee A. The chairman of the Activities Committee shall be appointed by the President with an additional two members who will oversee the planning and execution of all alumni events hosted by the alumni chapter. B. The committee shall plan events that are of interest to the members of the chapter and will help promote responsible brotherhood and friendship. 3.6

9 Section 5 Undergraduate Relations Committee A. The Undergraduate Liaison/Big Brother Coordinator shall serve as Chairman and the President will appoint two additional members to oversee effective relations with all local undergraduate chapters. B. The committee should plan to assist nearby undergraduate chapters, in a 100-mile radius, with recruitment, Initiation, the development of career skills, and honoring and participating in the Ritualistic Senior Ceremony. C. The committee shall work with the Alumni Ambassador and the Membership and Recruitment Committee to assure that the undergraduate chapters in the area are supported by a Chapter Advisor s Board, House Corporation (if needed), and participants in the Alumni Big Brother Program. Section 6 Special Committees The President is empowered to appoint other committees as he may see necessary to expand alumni participation. ARTICLE VI AMENDMENTS Section I Amendments A. To amend these bylaws, a proposal must be presented to the Executive Committee in writing, after which the proposal shall be presented at the next regular alumni chapter meeting. B. A two-thirds affirmative vote of the alumni chapter present shall constitute approval of said amendment, provided quorum is met in the chapter meeting as prescribed in these bylaws. The amendment shall go into effect immediately, unless otherwise stated in the amendment if it is approved. 3.7

10 Alumni Chapter Executive Committee President Vice President Chairman Secretary Alumni Activities Coordinator Undergraduate Liaison/Alumni Big Brother Coordinator Chapter Editor Treasurer Associate Ambassador Membership There are two types of alumni members: active alumni brothers and inactive alumni brothers. The designation of active alumni brother applies to any alumnus who is either a Life Loyal Sig or is a member of the Alumni Program. The term Life Loyal Sig applies to any member who has paid, or is currently paying on installment, the fee for a life membership. 3.8

11 Alumni Chapter Offices President The President is responsible for the overall functioning of the group. If the membership is large or very active, the President may appoint an Executive Committee of four to seven brothers to be in charge of certain alumni functions. Such a committee is the backbone of many associations. Vice President The Vice President should direct committee work and obtain reports from Committee Chairmen. The Vice President should make certain that the other officers are fulfilling their obligations and he will serve in the role of President in the case of the President s absence. Treasurer The Treasurer is responsible for all monetary affairs of the chapter including establishing a checking account and ensuring that debts are paid. The Treasurer should also: Collect local dues, File the proper tax forms, Prepare and distribute quarterly financial summary reports to alumni chapter members, Prepare a budget and keep track of income and expenses, Pay all financial obligations of the chapter. Secretary The Secretary is responsible for all correspondence and reporting for the alumni chapter, Headquarters and other bodies. The Secretary should also: Record and maintain minutes of all meetings, Maintain an accurate database of local alumni (e.g. their addresses, phone numbers and addresses) as well as contact information for undergraduate officers in the area Send notices, invitations, condolences and other necessary correspondence Furnish Headquarters with accurate information regarding the alumni chapter s officers, members and events Assist the Alumni Chapter Editor with the distribution of the chapter newsletter Chapter Editor The Chapter Editor should coordinate publication of the Alumni Chapter Newsletter and other publications, including occasional directories or special meeting notices. He should also submit news of chapter activities and programs to The Magazine of Sigma Chi for publication. Deadlines for submission appear in The Magazine of Sigma Chi and on SIGMACHI.ORG. Undergraduate Liaison The Undergraduate Liaison/Alumni Big Brother Coordinator maintains communication with the undergraduate chapters in the area or province and assists in the planning of alumni involvement activities with the undergraduate chapter. These activities may include participation in recruitment events, Initiation, offering career guidance and assisting and coordinating the implementation of the Senior Ceremony. 3.9

12 Alumni Chapter Committees The numbers and type of alumni chapter committees will vary with each chapter. Committees can greatly enhance the organization of an alumni chapter, and they also free the majority of the membership from the tedious details of administering a large organization. The committees listed below could be formed within an alumni chapter, depending upon its needs: Activities This committee assists the alumni chapter in selecting and planning various Community Involvement, Undergraduate Involvement, Philanthropic/Service, Personal Development, Professional Development, Social and Family events/ activities throughout the year. Awards This committee assists the alumni chapter in applying for awards given by the General Fraternity. In addition, the committee should also help identify area alumni who are eligible for awards and recognition given by the General Fraternity. Chapter Development This committee assists alumni who are working to organize new undergraduate chapters and/or alumni associations in nearby towns, or work with the Grand Praetor to organize a prospective undergraduate chapter at a nearby campus. Community Service Many alumni chapters complete activities and service projects for charitable organizations such as Huntsman s Cancer Center, Children s Miracle Network, Habitat for Humanity, area hospitals and other local philanthropies. Alumni chapters might also assist nearby undergraduate chapters with their service projects. Finance This committee plans and organizes special fund-raising projects to benefit specific needs of the alumni chapter. Membership This committee assists the Alumni Ambassador or Associate Ambassador to identify and recruit alumni who are new to the area or have simply never been involved with the alumni chapter. Public Relations This committee prepares and issues press releases about group projects and sends photos and stories of important events to the editor of The Magazine of Sigma Chi. Ritual This committee implements the Ritual in the alumni meetings whenever possible and arranges for practice sessions with alumni and undergraduates. Technology This committee advises and assists the alumni chapter officers in utilizing new technology to communicate with alumni chapter members. The use of a website and can greatly enhance communication as well as provide significant savings to the alumni chapter. Undergraduate Activities This committee encourages alumni to assist with activities of undergraduate chapters such as Big Brother Program, Chapter Advisor s Board, House Corporations, Initiations, Province Conferences, Homecomings, Senior Ceremony, etc. University Relations This committee maintains contact with nearby colleges and universities to enhance Sigma Chi s reputation and support of educational institutions. 3.10

13 Dues and Fees Most, but not all, alumni chapters ask alumni members to pay annual dues to their local alumni chapter. This amount typically ranges from $15 to $35. Revenue from these dues usually pays for the publication of an alumni chapter newsletter and also covers the cost of other administrative functions. In an effort to get younger alumni involved, many alumni chapters offer reduced alumni dues for recent graduates. The chapter should exercise appropriate financial oversight to ensure the proper accounting and expenditure of chapter funds. Additionally, there is an annual registration fee of $ per chapter. Grand Chapter Representation Alumni chapters that are in good standing (see ECR ) may elect one of their members as its delegate (see ECR ) to vote at Grand Chapter. 3.11

14 Alumni Chapter Relationship to Undergraduate Chapters When there is an undergraduate Sigma Chi chapter located in the same community as an alumni chapter, there are many opportunities for alumni to assist the undergraduate brothers. Statute 6.03 of the Fraternity Governing Laws states that Each alumni chapter shall assist any nearby undergraduate chapters in recruiting prospective new members, conducting Initiations, developing and maintaining good scholarship, maintaining housing facilities, and promoting good relations with college or university officials. However, this should always be done in ways that will not infringe or usurp on the authority or responsibilities of the undergraduate chapter s own officers, the Chapter Advisor, its House Corporation or Grand Praetor. One of the primary goals of any alumni chapter is to aid and work with nearby undergraduate chapters. This cooperation cannot be stressed enough. The relationship of an alumni chapter with an undergraduate chapter is usually twofold the first being one of the alumni assisting the undergraduates through knowledge, manpower, and finances, and the second being of a social nature, thereby exemplifying the brotherhood known throughout the Sigma Chi world. Alumni have a wealth of experience that younger brothers can use advantageously. Make it a point when you visit the undergraduate chapter to get to know the members. Let them know that you really have their interest at heart and want to work with them. Your ideas are valuable. Your experience and knowledge should promote confidence in the undergraduates and instill respect for alumni. Assist the undergraduates in complying with the General Fraternity s policies against hazing, drug use and the irresponsible or illegal use of alcohol. At no time should an alumni chapter provide alcohol for an undergraduate chapter event nor tolerate alumni engaging in activities that constitute hazing. Senior Programs In order to involve undergraduates in the programming of alumni chapters, several alumni groups have begun Senior Programs. In these programs seniors are given honorary alumni chapter membership status for their final year of school. They are made a part of the local alumni chapter without having to pay local alumni dues. This is an excellent way to foster closer relationships between undergraduates and alumni chapters and gives graduating seniors the opportunity to experience alumni involvement. It can also serve as a great resource for undergraduates in their search for employment. Finally, we would encourage all alumni to participate in the Senior Ceremony. Alumni Big Brother Program 3.12 One program which has proven invaluable to several active chapters is the Alumni Big Brother Program which pairs up an alumnus with a member or pledge of the undergraduate chapter. The alumnus works with the undergraduate throughout his pledgeship or even his entire college career. They may converse often, attend sporting events together, dine together, play golf, and participate together in area Sigma Chi events.

15 As these things are accomplished, the undergraduates better appreciate the efforts of the alumni and look to them for information, guidance, and support. A permanent committee of men who can work well with undergraduates will greatly benefit both the alumni and the undergraduate chapters. (For more information, see the section on the Alumni Big Brother Program.) Assisting with Recruitment One of the biggest aids that alumni may offer undergraduates is recruiting experience and knowledge. Information regarding high school graduates should be made available to chapters at the colleges where they register. The alumni chapter might consider organizing two or three events for the prospective members. In this way, the alumni can demonstrate the meaning of the lifelong fraternal experience to the prospective members and also exhibit what Sigma Chi can offer an individual. On some campuses, there are restrictions on the extent of contact fraternity members are allowed to have with freshmen. Check with the undergraduate chapters involved before embarking on any such programs, to avoid putting the undergraduates in any difficult situations. (See the Mission 365 Member Recommendation Form in the Resource section.) Assisting with Ritual Activities Annually, each undergraduate chapter performs at least one Initiation of its new members. As prescribed by the Ritual, alumni can aid in the ceremonies. Their attendance lends additional impact and importance to these events and it vividly demonstrates the lifelong commitment of Sigma Chi. Although not a part of the Sigma Chi Ritual, the formal Pledging Ceremony is an important step in the pledge process. The presence of alumni can lend additional significance and seriousness to it as well. House Corporations Each undergraduate chapter maintaining a privately owned chapter house should be under the guidance and direction of a House Corporation. The House Corporation usually owns title to the physical property and is typically made up of Sigma Chi alumni who oversee chapter house operations and maintenance programs. Alumni assistance in this area is greatly needed. Knowledgeable alumni can help a chapter with issues surrounding taxes, legalities, fund raising, or contingent-type investments. Although some House Corporations refer to themselves as the Gamma Gamma Alumni Chapter, House Corporations are not Fraternity alumni chapters as defined by Sigma Chi Governing Laws. However, this does not diminish the important role that House Corporations play as landlords. Alumni chapters often provide valuable assistance to cooperate with the House Corporations of nearby undergraduate chapters. Chapter Advisor s Board The members of an alumni chapter can often be an invaluable source of professional advice and assistance to the undergraduate Chapter Advisor. Keep the Advisor informed of members who are attorneys, financial experts, contractors and others who can provide assistance and information on an as-needed basis. (For more information, see the section on Chapter Advisor s Board.) 3.13

16 Alumni Chapter Relationship with the General Fraternity Headquarters is the focal point of General Fraternity operations and communications. Its function is to serve the officers, members and chapters of the General Fraternity. Many Sigs and guests come to Headquarters each year to visit the museum and view the historical displays, browse the library and see portraits of present and past Fraternity leaders. Resources & Supplies The General Fraternity has many resources and supplies that can be very helpful to alumni chapter operations. Many of the supplies can be ordered from the official Supply Order Form (Form 503) that can be obtained from SIGMACHI.ORG or by contacting Headquarters. Some of the helpful items that are available include: Manuals The Ritual Book Chapter Advisor s Resource Guide The Norman Shield Alumni Chapter Resource Manual Standard Operating Procedures Manual Jewelry Pledge pin Initiation badge Life Loyal Sig lapel pin Audio/Visual Ritual music Sigma Chi Songs CD Miscellaneous History of Sigma Chi Bonds of Brotherhood SigmaChiGear.com In addition to the items listed above, alumni chapters can obtain free lists, mailing labels, and database files for all Sigs living in their geographic area. This information is often very helpful for alumni chapter officers and members who are seeking to recruit more active members to their alumni chapter. In turn, many alumni chapters provide a tremendous service to the Fraternity by passing along new information about local alumni who may have moved, changed jobs, or entered the Chapter Eternal. 3.14

17 The Life Loyal and Alumni Member Programs The General Fraternity receives financial support through Life Loyal Sig memberships and Alumni Program memberships. These funds are crucial to the continued development of the General Fraternity s programs and services benefiting both undergraduates and alumni. Upon graduation from college, each new alumnus receives a one-year complimentary membership in the Alumni Program that includes a subscription to The Magazine of Sigma Chi and a membership card. At the end of this one year, brothers are contacted by the General Fraternity and encouraged to continue their active alumni status by renewing their membership in the Alumni Program or by becoming a Life Loyal Sig. Undergraduate and alumni brothers may become Life Loyal Sigs through a one-time payment of $500. The membership includes a lifetime subscription to The Magazine of Sigma Chi, a certificate, membership card, lapel pin, and exclusive benefits for the more than 46,000 brothers who have made the lifelong commitment. For more information about a Life Loyal Membership, visit SIGMACHI.ORG or contact Headquarters. Opportunities for Involvement with the Fraternity The General Fraternity offers a multitude of opportunities for alumni to volunteer their time and energies. At the local level, there is a need for Chapter Advisors and Advisory Board members (legal advisors, financial assistants, Ritual coordinators, etc.), House Corporation officers and alumni chapter officers. At the provincial level, one can serve as a Grand Praetor, Grand Trustee or Provincial Conference Coordinator. Throughout the General Fraternity there is a need for: faculty members, committee members, mentors, professional advisors. For specific information about available volunteer roles, visit SigmaChi.org/alumni then click on Get Involved. 3.15

18 Alumni Chapter Relationship with The Sigma Chi Foundation The Sigma Chi Foundation is a charitable and educational tax-exempt organization, separate and independent from the General Fraternity, whose express purpose is to serve as an educational funding resource for the undergraduate and graduate student members of the Sigma Chi Fraternity. It was chartered in 1939 and is the largest foundation in the Greek-letter world. The primary purpose of the Sigma Chi Foundation is to support personal development, promote scholarship, encourage greater appreciation of the values and obligations of citizenship, and cultivate a higher sense of ethics and morality throughout the student and alumni membership of Sigma Chi. Through leadership initiatives such as Horizons, the Balfour Leadership Training Workshop, the Balfour Fellowship and Cornerstone, the Sigma Chi Foundation is preparing our young men to be valuebased leaders who will guide us into the 21st century. A Board of Governors of 18 members, headed by the Chairman, guides the Foundation. The Foundation President and CEO is the Foundation s administrative officer based at Headquarters. Annually, the Foundation provides more than $1 million in awards and grants to Sigma Chi students and in support of the General Fraternity. More than 150 chapters maintain scholarship funds administered by the Foundation. These awards honor academic achievement with specific qualifications outlined by the respective alumni bodies and advisors of the chapters. Grants were also made for educational facilities and equipment. Alumni can support and assist the Foundation in several ways. The cost of the operation and services of the Foundation are made possible by voluntary contributions from alumni of the Fraternity. Annually, more than 5,000 alumni contributed to the Foundation to help make their programs viable. Canadian brothers may obtain tax deductions by contributing to the Sigma Chi Canadian Foundation, which sponsors educational programs for Canadian chapters and undergraduate members. In addition to cash gifts to the Annual Fund, brothers may also choose to support the Foundation in the following ways, including the Corporate Matching Gift Program, gifts of stock, gifts of life insurance, the Charitable Remainder Trust, and wills or bequests. Members who name the Sigma Chi Foundation as the beneficiary of a will, trust, retirement plan, life insurance policy, life income gift (pooled income fund) or other type of accepted planned giving arrangement will become members of the James Parks Caldwell Society. For these and other giving opportunities, please contact the Foundation President at Headquarters. 3.16