Alpha Phi Alpha Fraternity, Inc. Beta Chapter Constitution and By-Laws

Transcription

1 Alpha Phi Alpha Fraternity, Inc. Beta Chapter Constitution and By-Laws

2 Preamble We, the members Alpha Phi Alpha Fraternity, Inc., Beta Chapter, in order to promote a more perfect union among college men; to aid and insist upon the personal progress of its members; to further brotherly love and a fraternal spirit within the organization; to discountenance evil; to destroy all prejudices; to preserve the sanctity of the home; the personification of virtue and chastity of woman; do enact and establish this Constitution for the government of its members. JEWELS Henry A. Callis Charles H. Chapman Eugene Kinckle Jones George B. Kelly Nathaniel A. Murray Robert H. Ogle Vertner W. Tandy Cornell University Ithaca, New York 1906 THE GENERAL ORGANIZATION Each chapter of Alpha Phi Alpha Fraternity, Inc. is a unit of and subject to the rules and regulations of The General Organization of Alpha Phi Alpha Fraternity, Inc. Constitutions of chapters should not conflict in any way with the Constitution and By-Laws of the General Organization. No chapter constitution is in effect unless it has been submitted to the office of the Executive Secretary for approval. CERTIFICATION I hereby certify that the Constitution and By-Laws which follow have been accepted and approved by Beta Chapter of Alpha Phi Alpha Fraternity, Inc., as provided in the Constitution and recorded in its proceedings on 27 February 2016 (prior Chapter actions). This Constitution is the basic law of the Beta Chapter of Alpha Phi Alpha Fraternity, Inc., and supersedes all previous laws, rules, and regulations. Derek Oliver, Jr. President Dezmond Evans Secretary 1

3 ARTICLE I NAME, LOCATION Section 1. Section 2. Section 1. Section 2. Section 3. Section 4. The name of this Chapter, a College Chapter, shall be Beta Chapter of Alpha Phi Alpha Fraternity, Inc. The Chapter seat is Howard University in the city of Washington, in the District of Columbia. ARTICLE II Membership Membership in this Chapter shall be of one class; College A member in good standing shall be one who has fulfilled all obligations to his Chapter and to the General Organization. Any undergraduate male enrolled at Howard University, in Washington D.C, with at least thirty-one earned credit hours, may be presented as an applicant for membership in this Chapter provided that he is of good character, meets the General Undergraduate Membership requirements, and is presented by a member of the Chapter in good standing. In addition, the general Grade Point Average stipulated by the University must be met. A member of a College Chapter of Alpha Phi Alpha Fraternity, Inc., who wishes to become a member of this Chapter (transfer student) may do so by presenting a letter stating that he is in good standing with the last Chapter with which he was affiliated, making known his intention of becoming affiliated and presenting evidence to show eligibility to become affiliated and presenting evidence to show his ability to become a member of this College Chapter. In lieu of a statement from his Chapter, he may become a member by the process of reinstatement, whenever regulations governing such procedures established by the General organization of Alpha Phi Alpha Fraternity, Inc., are in force. 2

4 ARTICLE III OFFICERS Section 1. Section 2. Section 3. Section 3.1 The officers of this Chapter shall be President, Vice-President, Secretary, Treasurer, Chaplain, Historian, Director of Educational Activities, Dean of Membership, Sergeant-at-Arms, and Parliamentarian. The Chapter may elect or cause to be appointed such other officers as may be required. All officers of this Chapter to serve the following school year shall be elected in the month of April. The successful candidates shall take office no later that the first regular meeting the following September of the new school semester. Elections for new officers for the following fraternal year must take place in April of said year and a new directory must be submitted via Alphanet.com within 10 days of said elections. Restriction for the election of the office of the President: Members receiving the highest number of votes for each office shall be elected for a term of up to one year. The office of the President, shall only be held by a college brother prophyte in the chapter, unless all current prophytes in the chapter have chosen not to run for the office. If there are no prophytes in the chapter the office of the President is restricted to those members who have serve at least on academic year in the chapter. If the previous conditions cannot be met, then the election of the office of the President is open to the general membership of the chapter. After being elected and having served for up to one full year, the President may be re-elected unless scheduled to graduate from Howard University. The President then becomes ineligible for another term as President. Restriction for the election of the office of the Treasurer: Members receiving the highest number of votes for each office shall be elected for a term of up to one year. The office shall only be held by a college brother prophyte in the chapter, unless all current prophytes in the chapter have chosen not to run for the office. If there are no prophytes in the chapter the office of the Treasurer is restricted to those members who have serve at least on academic year in the chapter. If the previous conditions cannot be met, then the election of the office of the Treasurer is open to the general membership of the chapter. Section 3.2 Restriction for the election of the office of The Dean of Membership: Members receiving the highest number of votes for each office shall be elected for a term of 3

5 up to one year. The office shall only be held by a college brother prophyte in the chapter, unless all current prophytes in the chapter have chosen not to run for the office. If there are no prophytes in the chapter the office of the Dean of Membership is restricted to those members who have serve at least on academic year in the chapter. If the previous conditions cannot be met, then the election of the office of the Dean of Membership is open to the general membership of the chapter. ARTICLE IV STANDING COMMITTEES Section 1. Section 2. There shall be seven standing committees, namely: The Executive Committee, Management Committee, Fund Raising, Programs, Brotherhood and Social, Community Service and Pan-Hellenic (In addition there may be the need for committees for large scale events such as Alpha Week, Beta Week, or then Annual Brother to Brother Conference). The standing committees shall be constituted as follows: (a) The Executive Committee shall consist of the President, Vice President, Secretary and Treasurer. The President shall serve as Chairman of the Board and the Executive Committee will be responsible for the executive decisions of the Chapter. (b) All vacancies occurring between the annual elections of at-large members of the Executive Committee shall be filled by special election. The President of the board may appoint a temporary at-large member to fill the vacancy until the special election is held. The special election shall be held within a period not more than sixty (60) days. Notice of the special election shall be carried in the call for the meeting immediately preceding the special election. Section 3. The duties of the standing committees shall be as follows: (a) The Executive Committee shall exercise the authority of bringing to the Chapter meeting for action recommendations on the general affairs and programs of the Chapter. The Board shall have the powers of the general body in emergencies which necessitate action between Chapter meetings. All such actions taken by the Board in such emergencies must be reported to the next Chapter meeting. The Executive Committee members shall act as trustees of the Chapter, 4

6 responsible to the Chapter. The President shall convene the Board when the general affairs of the Chapter warrant consideration by the Board between 7 Chapter meetings. The Chapter is the sovereign body. (b) The Management Committee shall consist of all of the elected officials documented on AlphaNet.com and submitted to Nationals. The committee will be responsible for executing their individual responsibilities along with updating the Executive Committee on progress and execution. (c) The Fundraising Committee shall submit to the Chapter for approval all ideas in efforts of raising money for the chapter and or other programs. The Committee will also submit a schedule of events and a plan of action for raising money. All transactions are reviewed at the discretion of the Executive committee. (d) The Programs Committee shall plan programs for meetings of the Chapter at intervals determined by Chapter business agenda. In addition, the Committee shall recommend to the Chapter for approval, other programs of the Chapter interest and concern, which are in keeping with the objectives and policy if the Fraternity. Any such recommendations of programs which may involve financing must be accompanied by detailed budget analysis. (e) The Brotherhood and Social Committee shall be responsible for submitting a calendar of events for the Chapter on a month to month basis, and for recommendations of the major social activities of the Chapter as the Committee becomes aware of such events. All events accompanied by a logistical outline must be pre-approved by the Executive Committee before they are implemented. (f) The Community Service Committee shall be responsible for planning, preparation, and running of all community service events. The Committee will submit an agenda at the beginning of the fall semester and will bring all new projects to the Chapter as they come up. All events accompanied by a logistical outline must be pre-approved by the Executive Committee before they are implemented. (g) The Pan-Hellenic Committee shall be responsible for all activities between Alpha Phi Alpha Fraternity, Inc., Beta Chapter and all other Pan-Hellenic Organizations on Howard University s campus. The Committee will send at least two representative (who are not officers of The Pan-Hellenic Council) of Beta Chapter to each Pan-Hellenic meeting on a weekly basis or as a scheduled by the 8 Howard University Pan-Hellenic events occurring, including social, community service, and fundraising activities, as they are presented to the Council. 5

7 ARTICLE V OTHER COMMITTEES Sections 1. Section 2. Section 3. When the Chapter has voted favorably on applicants for membership into Alpha Phi Alpha Fraternity, Inc., the President shall then appoint a group of representatives, including the Dean of Membership, to perform the initiation ceremony in conformity with the Ritual of Alpha Phi Alpha Fraternity, Inc. At the Chapter meeting prior to new elections, a committee made up of a majority or of the Chapter shall prepare a slate of candidates for officers to be elected at the following meeting of the Chapter. Ad hoc Committees may be appointed by the President, with the approval of the majority of members present at a regular Chapter meeting, for special purposes. ARTICLE VI MEETINGS Section 1. Section 2. Section 3. There shall be regular meetings every other Friday of the month, except after the school year has ended and before the following school year has begun. During this time, as well as all other specified school vacation time Chapter meetings will be suspended. Special meetings may be called by the President at any time upon his own volition or upon the written petition of seven active members. All members of the Chapter shall be notified of announced or petitioned meetings. At all meetings a quorum shall consist of two-fifths of the chapters membership, who are financial with the Chapter, including at least two members of the Executive Committee or a Graduate Advisor. ARTICLE VII AMENDEMENTS 6

8 Section 1. This Constitution may be amended by a two-thirds vote of the members present at any meeting, provided the proposed amendment has been submitted at a meeting at least seven days prior to designated meeting at which the vote is to be take. If necessary, an electronic vote may also be held, but the amendment will still require a two-thirds vote to carry. Notice of such proposed amendment must be carried in the call for the Chapter at which the vote is to be taken. BY-LAWS ARTICLE I DUTIES AND RESPONSIBILITIES OF ELECTED OFFICERS Section 1. (a) The duties of the President shall be to preside over all Chapter meetings, to execute all of the laws, and appoint all committees not otherwise provided for, except where objection is raised and sustained by a majority vote of the active members present at the meeting. He shall be responsible for such other functions as are usual for a presiding officer within the framework of the Chapter Constitution and By-Laws. (b) The Vice-President shall perform the functions of the President when for any reason whatever the President is absent or unable to serve; and such duties, not otherwise spelled out in the Constitution and By-Laws, as the President may assign to him. (c) The duties of the Secretary shall be to observe and keep minutes of the proceedings of the Chapter at each meeting; he shall make permanent records of the minutes. He shall conduct the correspondence of the Chapter as relates to the routine approved affairs of the body and shall keep a complete list of all members of the organization resident in the jurisdiction of the Chapter and their fraternity status, and similar pertinent information. He shall notify all members of meeting and their appointments to committees. (d) The Treasurer shall receive all money belonging to the Chapter and deposit the same in the name of the Chapter in a bank approved by the membership. He shall disburse the funds only when properly signed vouchers shall indicate the nature and validity of the payment. The treasure shall have all 7

9 fiduciary governance over all chapter funds, donations and gifts collected by members or given from members to any organizations, groups or individuals. The Treasurer shall keep complete report to the Chapter annually at the first chapter meeting of the fiscal year, or at such other times as the Chapter shall require. (e) The duties of Chaplain shall be to open each meeting with the prayer and to direct all devotional ceremonies approved and planned by the Chapter. The Chaplain shall maintain a list of those members of the Chapter who are in illhealth. In addition, the Chaplain shall serve as the in house councilor and motivator for all brothers regardless of office or position; he shall also visit the ill members and shall report to the Chapter on their status. (f) The Sergeant-at-Arms shall be responsible for the maintenance of good order at all Chapter meetings and other functions of the Chapter, in cooperation with the presiding officer. (g) The Director of Educational Activities shall have the responsibility for implementing all National Programs of the General Organization. The Director of Educational Activities must provide a bi-weekly report on progress to the President and Executive Committee and also must ensure that all information regarding National Programs is updated on AlphaNet. (h) The Historian shall have the responsibility of chronicling the fact of events, activities, and achievements of the Chapter, as well as of individual Brothers of the Chapter for consideration and approval by the Chapter for placement in the Chapter archives. He shall also be responsible for presenting a Chapter display of the above chronicles when representing the Chapter for promotion and District Regional and or National level competition. (i) The Dean of Membership shall act as the representative of the Chapter who will receive and channel applications for membership into Beta Chapter of Alpha Phi Alpha Fraternity, Inc., to the Chapter for action. The Dean of Membership, shall serve as the liaison with the chapter and general pool of interested, official and certified candidates for intake. The Dean of Membership, will ensure that the prescribe method of selection and intake are in line with the official protocol of Alpha Phi Alpha Fraternity, Inc. 8

10 The Dean of Membership must inform the Executive of the chapter on a regular basis or as required with ALL updates relating to the intake process. (j) The Parliamentarian shall advise the President, other officers and committees on matters of parliamentary procedure. The Parliamentarian s role during meetings is purely an advisory and consultative one since the President alone has the power to rule on questions of order or to answer parliamentary inquires. (k) The President is the official head of the Chapter and shall act as the Executive of the Chapter on fraternity matters between meetings, after appropriate consultation with and advice from the Executive Committee. He must be informed on all official matters of the Chapter; which may be in the hands or care of other officers and or other members of the Chapter. It shall be the responsibility of the officer and or the member to so inform the President. (l) All vacancies occurring between the annual elections of officers shall be filled by special election. The President may appoint a temporary officer to fill the vacancy until the special election is held. The special election shall be held within a period of not more than sixty (60) days. Notice of the special election shall be carried in the call for the meeting immediately preceding the special election. In case of death, departure, graduation, or removal of the President, the Vice- President shall fill out the unexpired term of the President. ARTICLE II 1. No member shall be entitled as of right to the privilege of the right to vote unless he is in good standing with the General Organization and with this Chapter. 2. The fiscal year shall be align with the General Organization s fiscal year. 3. The funds of the Chapter shall be deposited in the name of Beta Chapter, Alpha Phi Alpha Fraternity Inc., in a bank approved by the Chapter. All checks shall be signed by the Treasurer and the President. If not able, the President may select another member of the Executive or Management Committee to sign in his place. a. Financial Statements must be presented to the Executive Committee (at minimum) each month. 9

11 4. Nothing in this Constitution and By-Laws shall be construed so as to conflict with the General Constitution and By-Laws of the Alpha Phi Alpha Fraternity Inc. 5. The method of procedure of all meetings of the Chapter shall be governed by Roberts Rules of Order. 6. The method of amending these By-Laws shall be the same as for amending the Chapter Constitution. 7. The regular meeting of the Chapter shall be held every other Friday of each month designated for Chapter meeting. 8. Criteria for all awards, citations, and honors to be given in the name of Beta Chapter of Alpha Phi Alpha Fraternity Inc., shall be established first by the Chapter before selection of any potential recipient is made. 9. The name of this Chapter shall not be used as a sponsor or cosponsor of any outside program without written prior approval of the Chapter. 10. All official correspondence of the Chapter shall be signed or counter signed by the President or any member or authority of the President. The exception here is that the financial reports to the General Organization shall be signed by the Treasurer. 11. The Secretary shall bring copies of the General Constitution and the Chapter Constitution to all meetings of the Chapter, and provide himself with a minute book paid for by the Chapter. 12. No member may serve as a Director or Governor on more than two corporations or foundations created by Beta Chapter 13. Discipline in relation to Members: The President and the Executive Committee of the chapter shall have the power, if the chapter is not in session, to suspend a member of the chapter for good and sufficient reasons. Such suspension shall be submitted for appropriate action to the next meeting of chapter or, as appropriate, the Executive Committee, with the approval of the Graduate Advisor. 14. Members Loss of Privileges: Any member of Beta Chapter who is enrolled in a college, or who resides at the seat of a Chapter and fails to affiliate himself with that Chapter, within a period 10

12 of five months after due notification the Chapter, shall be denied the privilege of participation in any function held under the auspices of the Chapter until such time as he affiliates with the chapter. A member who, for any reason, is suspended from Beta Chapter, shall refrain from wearing the Alpha Phi Alpha Badge or Letters until such time as the suspension has been lifted. Failure on the part of a suspended member to observe this provision may be referred for disciplinary action to the General Organization 15. Imposition of expulsion 15.1 The chapter will initiate after following all protocols, a recommendation to the General Organization for the expulsion of one of its members shall serve upon the member subject to such action a written notice of the intended action, together with a specification of the charges, at least thirty (30) days prior to the opening day of the General Convention at which the case is to be heard A member, against whom the contemplated action of expulsion has been recommended, shall be given the opportunity to appear in his defense before the Committee on Grievances and Discipline of the General Organization. 11