Sigma Gamma Rho Sorority, Incorporated Beta Psi Chapter. Chapter Bylaws

Transcription

1 Sigma Gamma Rho Sorority, Incorporated Beta Psi Chapter Chapter Bylaws Article I: Name Section 101. The body shall be known as Sigma Gamma Rho Sorority, Incorporated, Beta Psi Chapter on January 18th, Article II: Object Section 201. The rules promulgated herein, under the authority of the Charter of Sigma Gamma Rho Sorority, Incorporated shall be hereafter known as the BYLAWS of the Beta Psi Chapter. Article III: Membership

2 Section 301. Eligibility. A. To be eligible for membership, one must meet the criteria as established in the Constitution and Bylaws of the Grand Chapter of Sigma Gamma Rho Sorority, Incorporated. B. A person may be admitted to membership into the Beta Psi Chapter only by completion of T.O.R.C.H. C. An eligible transfer member must provide paperwork from her former and/or current chapter signed and addressed by the Basileus and Grammateus showing that she is in good financial standing with her former and/or current chapter. Section 302. Membership Status. A. An active member is one who has paid all chapter assessments for the current sorority year. B. A delinquent member is one who was active during the previous sorority year but has failed to meet Chapter assessments as of the September meeting date for the current year. C. Any soror who has not met Chapter assessments by October 1 of the given sorority year is inactive and must reinstate according to National regulations and must attend an executive interview. D. Active and delinquent sorors are entitled to vote. Inactive sorors may be allowed to speak during business sessions but they are ineligible to vote, hold office, or serve as a delegate. E. An associate member shall be defined and have all rights according to the National Constitution and Bylaws. Section 303. Rights of and limitations of members 1. Rights of a Chapter Member a. Every chapter member upon membership in Beta Psi shall be entitled to the chapter bylaws of the Beta Psi Chapter, attend chapter meetings of Beta Psi and share in all other privileges that may be hereafter acquired by the chapter. b. Payment of local, annual and chapter assessments shall be a prerequisite for good financial standing.

3 c. Good financial standing is a prerequisite to holding office, running for office, and participating in sorority functions. d. Every chapter member upon induction into Beta Psi shall have the right to exercise all rights and privileges acquired as a member of Sigma Gamma Rho Sorority Inc. 2. Limitations. Membership privileges will be suspended if any portion of TORCH is violated. a. Membership privileges may also be suspended if a member s GPA falls below the Sorority s minimum of 2.5. b. Membership limitations can be suggested by the Graduate Advisor and/or Sponsoring Chapter (Beta Theta Sigma Alumnae Chapter), if the chapter and/or its members are not in compliance with the Chapter and/or Sorority Bylaws. Article IV: Officers Section 401. Chapter Officers. The Officers of the Chapter shall be: A. Basileus (President) B. Anti-Basileus (Vice President) C. Grammateus (Financial Secretary) D. Anti-Grammateus (Secretary) E. Tamiochus (Treasurer) F. Epistoleus (Historian) G. Parliamentarian (appointed) H. Chaplain (appointed) Section 402. Selection of Officers. The selection of officers shall occur after the nomination process in April. The officers shall be elected by the body on

4 the last meeting of the year. Each officer will take office in August. The Chapter must hold elections every year. Section 403. Terms. The term of office shall be one (1) year. No officer may serve more than two (2) consecutive terms in the same office. Section 404. Qualifications for chapter officers. All chapter officers shall be I good financial standing. 1. Candidates for Basileus shall: a. Be a part of Beta Psi chapter for at least 1 sorority year. b. Have a working knowledge of and the ability to implement the administrative processes of the chapter. c. Attend a training session for TORCH within the past year. d. Be financial on all levels (local, regional and national). e. Be certified in the TORCH process as outline in National TORCH Manual. 2. Candidates for Anti-Basileus shall:. Be a part of Beta Psi chapter for at least 1 sorority year. a. Attend training session for the TORCH within the past year. b. Be certified in the TORCH process as outline in National TORCH Manual. c. Be financial on all levels (local, regional and national). d. Have strong organizational skills. e. Have knowledge of all current Chapter, Regional and National assessments f. Be eligible for bonding. 3. Candidates for Tamiochus shall:. Have knowledge of all current Chapter, Regional and National assessments a. Be financial on all levels (local, regional and national). b. Have a working knowledge of financial record keeping. c. Be eligible for bonding.

5 4. Candidates for Anti-Grammateus shall:. Possess excellent written and oral skills a. Be financial on all levels (local, regional and national). b. Have strong organizational skills. c. Have the ability to record accurate minutes during procedural meetings. 5. Candidates for Epistoleus shall:. Be financial on all levels (local, regional and national). a. Possess skills that will produce clear and concise documentation of events. b. Have the ability to compile historical documents as necessary. 6. Candidates for Parliamentarian shall:. Be financial on all levels (local, regional and national). a. Have excellent knowledge of parliamentary procedures. b. Be familiar with all National and Regional policies, chapter policies and procedures, chapter bylaws and Robert s Rules of Order. c. Possess strong authoritative and verbal skills. Section 404. Elections. A. Elections shall be held every year. B. In an election year, the nominating committee shall submit nominees for each office during the month of April. C. The elections will take place in May. D. Elections will be by secret ballot. E. Installation of officers shall be held during the August meeting of an election year with new officers assuming responsibilities following the installation. Section 405. Vacancies. A. If the office of Basileus becomes vacant, the Anti-Basileus shall serve the unexpired term of the Basileus.

6 B. The new Basileus shall fill all other office vacancies by appointment with the approval of the Executive Board. Section 406. Duties of Chapter Officers. Officers shall perform the duties prescribed by these bylaws, National and Regional bylaws, and Robert s Rules of Order 10 th Edition 1. Basileus shall: a. Preside at all chapter meetings b. Execute chapter programs c. Represent chapter with outside individuals and groups d. Work in harmony with all undergraduate chapter advisors e. Appoint committees as necessary f. Chair and preside at executive meetings g. Countersign all requests for expenditures of funds. 2. Anti-Basileus:. Act in the absence of the Basileus a. Preside at chapter meetings in the absence of, or upon request of the Basileus b. Serve as Membership Intake Chairwoman c. Serve as Director of Education for all new members. d. Be certified in TORCH procedures. 3. Anti-Grmmateus shall:. Maintain correspondence. a. Maintain accurate and legible documentation of meetings. b. Notify Executive Director and Editor-in-Chief of Aurora of death of any chapter member on the official form. c. Send change of address or name change of any member to National Headquarters. d. Distribute a copy of previous meetings to chapter members. 4. Grammateus shall:. Receive dues and all monies collected. a. Make financial reports to Grand Grammateus.

7 b. Complete and file annual 990 Form and submit to executive committee, send a copy to National Headquarters and retain a copy in chapter records. c. Issue vouchers for approved expenditures. d. Be bonded in amounts sufficient to cover funds handled. e. Make and submit a quarterly financial report to chapter membership. f. Make an oral and written monthly report to chapter membership. 5. Tamiochus shall:. Receive, keep record of, deposit in chapter account all monies received by chapter. a. Pay all bills upon receipt of properly signed vouchers. b. Make financial reports as the Basileus or executive committee designates. c. Be bonded in amounts to cover funds handled. d. Present proposed budget at second meeting of each year. e. Submit a quarterly financial report to chapter membership. f. Make a monthly written and oral report to chapter membership. g. Close financial records and books on June 30 and present books to auditor by July Epistoleus shall:. Maintain chapter publicity, send news of outstanding members, programs, projects to news media and to the Aurora at least once per year. Photos should also be included in Aurora submission. a. Keep current historical chapter records and make available to chapter and executive committee. A full report of history that took place during her time in office should be housed in chapter files. b. Have custody of all chapter paraphernalia and property. 7. Parliamentarian shall:. Advise chapter in correct parliamentarian procedures. a. Be familiar with and adhere to Sigma Gamma Rho Constitution and Bylaws, chapter policies and Robert s Rule of Orders. b. Serve as Chairwoman of the Constitution and bylaws and chapter policies. c. Be chief of protocol.

8 d. Keep chapter bylaws current and in accordance with National and Regional bylaws/policies. Article V: Meetings Section 501. The regular meetings of the Chapter shall be held every other week, 2 nd Sundays, and under the occurrence of emergency meetings called by the Basileus. 1. Regular Chapter Meetings a. Beta Psi shall meet bi-weekly, on the day of week established at the beginning of each semester, unless otherwise specified. b. The Basileus will preside at chapter meetings. c. A copy of the National and Local Constitution and Bylaws shall be available at each meeting. d. The financial chapter membership shall be the official voting body during chapter meetings. e. During the year of a boule, chapter meetings will extend through July. 2. Annual Meeting. The regular meeting in May shall be known as the annual meeting for the purpose of election of officers and receiving reports of officers, committees, and for any other business which may properly come before the meeting. 3. Procedures for formal meetings:. Call To Order a. Repeating of Pledge in Unison. b. Officers Reports c. Committee Reports d. Old Business e. New Business f. Announcements g. Closing of Meeting with Sigma Hymn and Slogan.

9 Section 502. Special Meetings. A. Special meeting may be called by the Basileus or the Executive Board. B. The purpose of the meeting shall be stated at the time of the call. C. Except in cases of an emergency, at least two (2) days notice shall be given for special meetings. Section 503. Missed Meetings. Members must present written documentation to the Grammateus prior to a meeting unless an emergency( written documentation can be given afterwards). If a soror misses two (2) consecutive meetings without submitting written documentation, a twenty dollar ($20) fine will take effect. Section 502. Emergency Meetings. 1. The chapter Basileus, Anti Basileus and two executive board members have the authority to call emergency meetings in the event that one is deemed necessary. At least 36 hours notice (personal, written, or by telephone) shall be given. The business transacted at any special meeting shall be limited to that included in the call. Section 504. Late to Meetings. Each soror is given a fifteen (10) minute grace period in which she can be late to a meeting without being fined. After the fifteen (15) minute grace period, a five dollar ($5) fine will take into effect. Section 505. Quorum. Half plus one Chapter members who shall include at least two (2) officers will constitute quorum. Section 409. Voting. 1. Voting at meetings shall be as follows: a. Routine/Normal Business- voting of routine business may be taken by voice or show of hands.

10 b. b. Elections- voting of election of officers and delegates shall be done by secret ballot. Section 410. Right to Vote 2. The right to vote in Beta Psi Undergraduate Chapter shall be by representation exercised by financial members of the Beta Psi Undergraduate Chapter. Article VI: The Executive Board Section 601. The Officers of the Chapter shall constitute the Executive Board. Section 602. Duties. A. The Executive Board shall have the general supervision of the affairs of the Chapter between its business meetings, make recommendations to the Chapter and shall perform such other duties as are specified in these Bylaws. B. The Board shall be subject to the orders of the Chapter and none of its acts shall conflict with actions by the Chapter and Sorority. C. Executive Board meetings shall be at the discretion of the Basileus and/or if requested by at least three (3) elected officers. Article VII: Committees Section 700. Standing committees shall assume such duties as are specified by these Bylaws and such other duties as may be assigned by the Basileus. Section 702. When a committee has subcommittees, the chairperson of said committee and the chairperson of the respective subcommittee may constitute a committee for action between meetings of the committee. A full report of

11 all actions of the committee shall be given at the next regularly scheduled meeting of the committee. Section 703. Standing Committees shall consist of no few than two members and not more than seven members. The following standing committees will be active and operating in Beta Psi: a. Scholarship/Fundraising 1. The chairman of this committee shall be the Tamiochus. 2. Responsible for developing and facilitating fundraisers. b. Membership 1. The chairman of this committee shall be the Anti-Basileus. 2. Develop strategies for membership recruitment, retention, and reactivation. 3. Compile and distribute a directory of the membership including inactive members. 4. Plan a program for promoting and increasing membership. a. NPHC 1. There shall be 1-3 representatives from the Beta Psi Chapter to preside on the University of California, Berkeley NPHC council. 2. These representatives shall serve as liaisons between the organizations. d. Sigma Activities 1. The chairman of this committee shall be the Epistoleus. 2. A program committee of two members shall be appointed by the Basileus as soon as convenient after the annual meeting in May, but before the first meeting in September. 3. This committee shall arrange programs for the Chapter. 4. A calendar of events of programs is submitted for approval at the last regular meeting of the year in May/June or the first regular meeting in August (Decided by the membership). Article VIII: Chapter Regulations

12 Section 801. Finance. A. The deadline for paying dues (without a penalty) will be the September 16 th of the sorority year. B. Chapter assessments (the annual amount per soror) shall be paid according to the decision of the body. C. Late assessments received after September 16 th of the given sorority year shall be mailed upon request. D. Following roll call at each meeting, the names of financial sorors and a grand total of financial sorors to date shall be given beginning with the September meeting. E. There shall be written reports of all financial efforts and included with the same, there shall be a listing of all sorors and contributions credited to them. Article IX: Parliamentary Authority Section 901. The rules contained in the current edition of Robert s Rules of Order Newly Revised Edition shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order that the Chapter may adopt. Article X: Amendment of Bylaws Section These Bylaws may be amended by two-thirds vote of the financial membership. following: a. The format of bylaw amendments shall resemble that of the a) Amendment # b) Article Letter, Section # and letter if applicable c) Amendment as it now reads

13 d) Member suggestion as to how she feels it should read with rationale Section These bylaws may be amended at any regular business meeting of the Chapter by a one-half vote, provided the amendment has been submitted in writing at the previous regular business meeting. *(Bylaws cannot be suspended. Items that may change from time to time like time of meeting should be placed in the Standing rules. Standing rules can be changed by a 2/3 vote or [a majority vote with previous notice]). ****No member shall be denied membership on the basis of age, race, sexual orientation, religion, disability or national origin