CHI OMEGA ALUMNAE CHAPTER OF NEW YORK CITY CHAPTER BYLAWS

Transcription

1 Article I. Name CHI OMEGA ALUMNAE CHAPTER OF NEW YORK CITY CHAPTER BYLAWS The name of this organization shall be the Chi Omega Alumnae Chapter of New York City (hereinafter referred to as Chapter ). It shall use the official badge and crest of Chi Omega Fraternity. Article II. Purpose Section 1: The objectives shall be to further fraternal spirit and cooperation among all sisters, to aid all collegiate chapters in this endeavor, and to uphold the purposes and policies of Chi Omega Fraternity. The purposes of the Chapter shall be a lifelong commitment to: Friendship, Personal Integrity, Service to Others, Academic Excellence and Intellectual Pursuits, Community Involvement, and Personal and Career Development. Section 2: The slogan of the Chapter shall be Chi Omega Sisters from all over the world, living the Symphony in the City. Article III. Membership & Dues Section 1: Definition A member is defined as a Chi Omega alumna in good standing who is interested in the objectives of the Chapter and pays dues as defined in Section 2. Prior to being added to the membership roster, the name of the applicant for membership shall be verified through Executive Headquarters for verification of status by the Vice President. Section 2: Dues All members of the Chapter shall pay dues in the amount of $50.00 per annum. Section 3: Dues Cycle All members of the Chapter shall pay dues on an annual basis. For a new member, dues shall be paid at the time of approval of an applicant s request for membership. The annual dues cycle is through the first of the month of the following year that membership begins. The failure of a member or applicant to pay dues within thirty (30) days of billing shall result in inactive status in the Chapter. Upon receipt of payment, active status will be restored. Article IV. Elected Officers Section 1: Lettered Officers The Lettered Officers of the Chapter shall consist of the President, Vice President, Secretary, Treasurer, and Sisterhood Director. Specific duties of the Lettered Officers are described in Article VI. Section 2: Executive Board The governing body of the Chapter shall be an Executive Board (hereinafter referred to as Board ), consisting of the five (5) Lettered Officers outlined in Article VI, Section 1, plus all Committee Chairs outlined in Article VII, Section 1. Section 3: Powers The elected members of the Board have the authority and responsibility to manage the Chapter consistent with these bylaws and in an appropriate legal manner. Section 4: Functions The functions of the Board shall be to carry forward Chi Omega s purposes; to set annual Chapter goals and track the progress of these goals on a consistent basis; to manage the business and fiscal affairs of the Chapter; to monitor the income and disbursement of Chapter funds; to make policies for its own actions and the actions of its Committees; to appoint chairs of Special Committees; to oversee Special Committees; to assure appropriate eligibility process for membership; to assure that the Chapter fulfills the requirements to maintain good standing with the Chi Omega Executive Headquarters; and establish strategic direction and annual goals for the Chapter. Section 5: Duties Each member of the Board shall carry out her specific duties as established in her respective job description; submit a report at each Executive Board meeting; attend Executive Board meetings; attend select Chapter-wide functions with required attendance at Eleusinia and the Annual Meeting; submit all 1

2 receipts to Treasurer for Chapter purchases within thirty (30) days (electronically, by mail or in person); and assist in preparing Chapter reports for submission to Chi Omega Executive Headquarters. Section 6: Slating Board appointments shall take place on or by June 30 of each year via slating. The final slate will be voted on by all dues-paying members of the Chapter via electronic vote. Plurality will determine the final outcome of the vote. The slating process guidelines found in the Chi Omega Fraternity Leaders Handbook shall serve as slating best practices. Section 7: Transition Following elections, Board Member transition and training will take place from June 30 to August 31 with the newly elected Board taking full responsibility on or before September 1. Lettered Officers installation will take place at the Annual Meeting. Section 8: Eligibility of Board Members Any member of the Chapter is eligible to be a Board Member. Only members who have served on the Board are eligible to become President. Preference for all other Lettered Officers positions will be given to Board Members who have served for at least one complete term. Section 9: Terms of Board Members The term of each Board Member shall be one (1) Fiscal Year, as defined in Article XI, and shall commence on September 1. Section 10: Mechanism for Filling Board Member Vacancies If vacated, the Vice President will fill the office of President. Any other vacancy of a Lettered Officer position shall be filled by appointment by the Lettered Officers from among members of the Chapter; the appointment shall be confirmed by a majority vote of the Lettered Officers. In the event of a tie, the Special Advisor, as defined in Article VIX, will cast the deciding vote. Any vacancy of a Committee Chair will be filled by application from a member of the Chapter and approved by a majority vote of the Lettered Officers. In the event of a vacancy between the time a slate is approved and September 1, the vacancy shall be filled by the outgoing Lettered Officers. Section 11: Removal/Resignation A Board Member can be removed if she does not meet her job duties as outlined in Articles VI and VII. If any Lettered Officer is absent at more than 25% of Executive Board meetings, except for reasons acceptable to a majority of the other Board Members, the position will be vacated upon the motion and approval thereof of a majority vote of the Board. If a Board Member is removed from her position, she is ineligible to serve on the Board the following year. Any member of the Board may resign at any time by sending a written notice of resignation to the President of the Chapter; such resignation shall take effect upon receipt thereof by the President. In either case of removal or resignation, the vacancy will be filled as per the mechanism described in Article IV, Section 10. Article V. Meetings Section 1: Annual Meeting The Annual Meeting of the Chapter shall be held during the Fall of each year. There shall be at least ten (10) days notice of such meeting to members of the Chapter. The purpose of this meeting is to conduct official Chapter business that involves the attendance or input of the members, such as: Board Member installation, review of bylaw amendments, and approval of the budget. Section 2: Special Meetings Special Meetings of the Chapter may be called by the President upon approval of the Lettered Officers or upon the written petition of members of the Chapter. Lettered Officers shall determine the time and place of Special Meetings. Section 3: Executive Board Meetings The Board shall meet as necessary to conduct the business of the Chapter, but not less than quarterly. Each Lettered Officer can be absent at no more than 25% of Executive Board meetings per term and is required to notify the Secretary that they reviewed meeting minutes for a meeting at which they did not attend within one (1) week of the release of minutes by the Secretary. Committee Chairs are not required to attend Executive Board meetings, but must submit agenda items to the Secretary prior to all meetings and confirm with the Secretary that they read meeting minutes within one (1) week of their release. Section 4: Quorum A quorum for the Annual Meeting or any Special Meeting is three (3) Lettered Officers and five (5) members. A quorum for an Executive Board meeting is five (5) Board Members. Article VI. Duties of the Lettered Officers 2

3 President The President is the Chief Executive Officer who serves as an ex-officio member of all Committees; establishes, with the assistance of individual Board Members, a job description for each Board Member; schedules and presides over all meetings of the Chapter and the Board; facilitates annual communication of Chapter goals and the review/approval of Chapter bylaw amendments with the membership; and serves as the Special Committee Chair for the Annual Meeting and Committee Chair for Eleusinia. She shall serve as liaison between the Special Advisor(s) and the Chi Omega Fraternity Director of Alumnae Relations. She shall also facilitate an annual session of the Board to review and set strategic goals to ensure that these goals are aligned with and further promote the Chapter s mission and the purposes of Chi Omega Fraternity. Vice President The Vice President shall preside at all meetings in the absence of the President. She manages the official electronic mail inbox for Chapter business by responding to messages or distributing them to the appropriate Board Member; oversees the membership directory; revises and tracks the progress of established goals throughout the year; manages the chapter s mentorship program; and manages the annual Membership Appreciation event. It is her responsibility to verify the status of all members and ensure the Regional Alumnae Director and/or the Director of Alumnae Development at Executive Headquarters receive copies of the Chapter membership roster whenever it is updated. The Vice President shall also oversee the Membership and Alumnae Relations Chairs. Secretary The Secretary shall collect agenda items from all Board Members and create the agenda prior to all Executive Board meetings; record minutes of all Board meetings and general membership meetings and distribute within one (1) week of the meeting date; author the newsletter of the Chapter; keep the records of the organization; ensure that the Regional Alumnae Director and/or the Director of Alumnae Development at Executive Headquarters receive copies of all Chapter newsletters; submit articles to the Editor of The Eleusis on behalf of the Chapter; distribute Classifieds messages to the chapter in a timely manner; and maintain an archive of digital materials. With the assistance of the President, she shall establish and maintain the electronic voting process for Board Member elections and approval of bylaw changes. She shall work with the President to develop the Chapter s marketing and communications plans. The Secretary shall oversee the Communications Chair, Historian and Panhellenic Delegate. The Secretary shall also ensure representation at New York City Panhellenic ( NYCAP ) meetings in the absence of the Panhellenic Delegate. Treasurer The Treasurer shall have custody of all funds of the Chapter, shall collect membership dues and attend to expenditures as authorized by the approved operating budget. The Treasurer shall draft an operating budget for the fiscal year described in Article XI. The operating budget must be reviewed by the Executive Board and approved by plurality by members of the Chapter within the first month of the Fiscal Year. The Treasurer shall maintain a complete and accurate record of all receipts and disbursements and give reports at Executive Board meetings. The Treasurer will reimburse members for purchases made on behalf of the Chapter within thirty (30) days of the member submitting her receipt for reimbursement. The Treasurer shall pay annual NYCAP dues on behalf of the Chapter in a timely manner. Sisterhood Director The Sisterhood Director will manage the calendar of events. She will collect event request forms from Board Members and distribute to Lettered Officers for approval. The Sisterhood Director shall oversee the following Committee Chairs: Brunch Club Chair, Culture Club Chair, Book Club Chair, Career & Personal Development Chair, Community Service Chair, Philanthropy Chair, and Social Chair. Article VII. Committee Chairs Section 1: Composition The Committee Chairs of the Chapter shall be: Alumnae Relations, Book Club Chair, Brunch Chair, Career and Personal Development Chair, Communications Chair, Community Service Chair, Culture Chair, Historian, Membership Chair, Panhellenic Delegate, Philanthropy Chair, and Social Chair. Committee Chairs may fill their committees with Chapter members based on Chapter needs. Section 2: Duties of Committee Chairs Alumnae Relations Chair The Alumnae Relations Chair manages relationships with active undergraduate chapters to support such functions as recruitment and initiation. She shall be responsible for the planning, execution and follow-up of no less than one (1) event/activity open to undergraduates. She will also assist the Area Recruitment Information Chair in handling Recruitment Information Forms ( RIFs ) on behalf of the Chapter and coordinate all conversations with local/national active undergraduate chapters. 3

4 Book Club Chair The Book Club Chair shall be responsible for the planning, execution and follow-up of monthly meetings of Book Club. She shall also facilitate the annual selection of the book list. The Book Club Chair may delegate tasks to Committee members Brunch Chair The Brunch Chair shall be responsible for the planning, execution and follow-up of monthly meetings of Brunch Club. The Brunch Club Chair may delegate tasks to Committee members Career and Personal Development Chair The Career and Personal Development Chair shall be responsible for the planning, execution and follow-up of no less than four (4) events/activities per term which should support the purpose and objectives of career and personal development. She will also be responsible for the NYC LinkedIn account. The Career and Personal Development Chair may delegate tasks to Committee members Communications Chair The Communications Chair is responsible for assisting the Secretary in executing the Chapter marketing and communication plan, managing social media channels, and maintaining the Chapter website. Community Service Chair The Community Service Chair shall be responsible for the planning, execution and follow-up of no less than four (4) events/activities per term which should support the purpose and objectives of community service and involvement. The Community Service Chair may delegate tasks to Committee members Culture Chair The Culture Chair shall be responsible for the planning, execution and follow-up of no less than four (4) events/activities per term which should support the purpose and objectives of cultural exploration. The Culture Chair may delegate tasks to Committee members Historian The Historian shall be responsible for establishing and maintaining a Chapter scrapbook. Membership Chair The Membership Chair will work to increase Chapter membership. She shall locate and encourage new members to join the Chapter. She shall be responsible for the planning, execution and follow-up of no less than two (2) recruitment events/activities. The Membership Chair may delegate tasks to Committee members Panhellenic Delegate The Panhellenic Delegate shall be responsible for representing the Chapter at NYCAP meetings and events. She shall also communicate Chapter announcements to NYCAP and inform the Chapter of NYCAP deadlines, events and activities in a timely manner. Philanthropy Chair The Philanthropy chair shall be responsible for the planning, execution and follow-up of at least one (1) fundraising event per term. The Philanthropy Chair may delegate tasks to Committee members Social Chair The Social Chair shall be responsible for the planning, execution and follow-up of no less than four (4) social events/activities per term which should support the purpose and objectives of sisterhood and friendship. She is also responsible for planning the annual Holiday Social. The Social Chair may delegate tasks to Committee members Article VIII. Special Committees Section 1: Purpose The purpose of Special Committees will be to complete an assigned task within a specified time frame. Special Committee Chairs are not considered members of the Board and, therefore, Article IV does not apply. Section 2: Composition Special Committees shall be made up of Chapter members who bring expertise, interest, and commitment to the assigned task. The Special Committees of the Chapter are subject to change based on Chapter needs and scheduled events. Unless otherwise specified, the Special Committee Chairs shall be appointed by the Board. Additional Special Committees may be appointed by the Board if deemed appropriate. 4

5 Section 3: Term When the Board determines that the Committee tasks have been completed and purpose fulfilled, the Board will dissolve the Committee. Section 4: Mechanism for Filling Chair Vacancies In the event a Special Committee Chair should vacate before her position before the Committee s purpose is fulfilled, the Lettered Officers will appoint a chair to fill the vacant position. Article IX. Additional Chapter Roles Area Recruitment Information Chair (ARIC) The ARIC shall be responsible for processing RIFs sent to her from alumnae and collegiate chapters regarding potential members from the area. All requests for information are to be treated equally and are to be forwarded on to the Recruitment Advisor of each collegiate chapter in a timely manner. Special Advisor to the Board The Special Advisor shall be a distinguished alumna responsible for providing advice, expertise, and commitment to the Executive Board. The Special Advisor chairs the Advisory Board if in place. Article X. Parliamentary Authority Robert s Rules of Order Newly Revised shall be the parliamentary authority for all matters not covered by these bylaws. Article XI. Amendments These bylaws may be amended by plurality either electronically or at the Annual Meeting of the Chapter, provided ten (10) days notice. Only members have the right to vote on amendments. Article XII. Fiscal Year The Fiscal Year shall be from September 1 through August 31. Article XIII. Convention The Lettered Officers shall delegate a Board member to attend the biennial National Convention on behalf of the Chapter. The Chapter delegate s attendance will be subsidized by the Chapter. Article XIV. Adoption These bylaws shall be deemed adopted by the affirmative vote of the membership following the presentation thereof to the membership of the Chapter. The membership of the Board constituted at the time of the adoption shall continue in effect until the time for election of new Board Members as provided herein. Article XV. Dissolution If for any reason the Chapter is dissolved, all property thereof belonging to the Chapter shall be immediately transferred to Chi Omega Fraternity at 3395 Players Club Parkway, Memphis, Tennessee