Delta Lambda Phi University of Alabama Fall 2017 Preamble We, the members of University of Alabama Colony of Delta Lambda Phi Fraternity, for the purpose of establishing a permanent set of laws and rules for the better government and direction of the chapter and for objects hereinafter set forth, do hereby declare all previous bylaws of the chapter null and void, and do enact and establish the following set of bylaws for the government of the Interest Group. No provision of these bylaws is intended or shall be interpreted to be in conflict with the constitution of the national bylaws. In case of conflict, the constitution and national bylaws shall take precedence. It is our primary interest that necessary corrections, additions, and subtractions be made for the good of the Colony.
Article I Name, Location and Purpose Section A: Name 1. The chapter shall be known as the University of Alabama chapter of Delta Lambda Phi. Section B: Location 1. The Interest group shall be at the University of Alabama in Tuscaloosa. Section C: Purpose 1. To foster diversity at the University and encourage inclusion in both the Greek community and the capstone as a whole by creating a social fraternity for all men and male identified persons. 2. Description D elta Lambda Phi is a traditional Greek social organization founded by and for a decidedly nontraditional group: gay, bisexual, and progressive men. For over twenty five years, Delta Lambda Phi has offered these men the opportunity to lead, to grow, and to form lifelong bonds of friendship with other likeminded men. Founded by Gay men for all men, the mission of Delta Lambda Phi is to enhance the quality of life among men irrespective of sexual orientation or gender expression by providing dignified and purposeful social, service and recreational activities. Delta Lambda Phi is an organization with twenty five years of history and a diverse membership. The Fraternity has changed over time, and it means different things to different people. Chapters may have their own local traditions or ways of doing things. Article II Officers Section A: Offices 1. The elected officers of the fraternity that make up the Executive Board shall be the President, Vice President, Secretary, and Treasurer. 2. The appointed officers of the fraternity shall be Social Chair, Recruitment Chair, and Philanthropy Chair. 3. All appointed candidates will be confirmed as officers by the Executive Board by means of a vote. Should the vote be deadlocked, the Faculty Advisor shall be the tie breaking vote. Section B: Qualifications
1. All persons nominated for the positions of President, Vice President, Secretary, Treasurer, Social Chair, Recruitment Chair, and Philanthropy Chair must be full students at the University with a cumulative GPA of 2.5. 2. The terms of the President, Vice President, Secretary, and Treasurer will be year long positions serving from May to April. 3. The terms of Social Chair, Recruitment Chair, and Philanthropy Chair will be semester long terms. 4. No person may be nominated for an office if they will not be in school during the entirety of their term or if they are currently serving the first term of a yearlong position. Section C: Election 1. All voting for officers shall be by secret ballot. 2. A quorum for elections shall consist of three fourths of the active members. 3. Written proxies may count as attendance. They may be received through any written medium. 4. All officers must be elected by a majority of votes cast. A runoff shall be held between the two candidates receiving the most votes. 5. All officers shall be thoroughly familiar with their duties as prescribed in the constitution and bylaws of Delta Lambda Phi and the chapter officers manual. Section D: Replacement 1. If the President becomes unable to discharge their duties for an extended period of time, the Vice President shall become President. 2. In the event that neither the President nor Vice President is present at a meeting, the Treasurer then the member with the lowest roll number shall conduct the meeting. 3. Any elected officer may be removed from office by a three fourths vote of all the active student members. An appointed officer may be removed from office by a two thirds vote of all active student members. 4. The President has the power to appoint an active member to a vacant office pending approval of the chapter executive council. 5. In the event that a member of the chapter executive council comes under the investigation of the police, said member shall be removed from the council until the investigation is concluded. Section E: Chapter Executive Council
1. The voting members of the chapter executive council will be the President, Vice President, Secretary, Treasurer, Social Chair, Recruitment Chair, and Philanthropy Chair. The chapter advisor is welcome at any meeting as the council s private advisor. 2. The council is to meet in private on a weekly basis, and is able to solicit opinions from any member before pronouncing a decision. 3. For the purpose of deciding any issue, a quorum of at least four fifths of the members of the executive council must be present. 4. A decision by the executive council requires a simple majority vote. 5. These decisions are binding on the chapter unless overturned by two thirds of the active members. 6. The purpose of the chapter executive council shall be: a. To formulate the long range planning of the chapter. b. To coordinate the activities of all committees and all other functions in the chapter c. To define all chapter policies d. To review the financial conditions of the chapter e. To levy fines prescribed by the bylaws f. To review the position of financially delinquent members and to decide the action to be taken g. To make all disciplinary decisions 7. Attendance at all executive council meetings is mandatory with the exception of past Presidents and the chapter advisor. Section F: The Chapter Advisor 1. The Chapter Advisor s duties shall be: a. To counsel members concerning financial, social, and scholastic matters. b. To inform the active chapter of University policies concerning the Fraternity. c. To inform members of services and programs offered by the University. d. To take active interest in the Fraternity. e. To consult the President before making any statements that would in any way bind the Fraternity. f. To attend at least one Chapter Executive Council meeting per semester. Section G: Reports 1. All officers will furnish their successors with their copies of the chapter officers manual and a written report of any activities during their tenure. This report will include
suggestions for improving the performance of these offices. A second copy of these reports is to be kept by the President. 2. Each committee chairman is to present two copies of a report of their committee work during their tenure. One copy is for the President s reference and one copy is for the next committee chairman. 3. The treasurer will make a formal written report of the chapter s financial situation to be included in the minutes at the first meeting of each month. 4. Each officer and committee chairman should be prepared to report on any business under their jurisdiction at all meetings.
Article III Membership Section A: Definition 1. All persons who have been initiated into ## Chapter of Delta Lambda Phi and who are enrolled in the University of Alabama are considered to be active members of ## Chapter. 2. Persons initiated by another chapter may transfer their membership and become active members of ## chapter. 3. ## Chapter of Delta Lambda Phi prohibits discrimination on the basis of race, color, religion, creed, sex, age, marital status, national origin, disability, political belief or affiliation, veteran status, sexual orientation, gender identification and expression, and any other class of individuals protected from discrimination under state or federal law. Section B: Obligations 1. All members must pay their dues in full as stipulated by the chapter and these bylaws. 2. Members who have not taken care of their financial obligations shall have their voting rights suspended. These rights will be returned when the member returns to good financial standing. 3. All members are required to attend all functions of the fraternity, unless excused as outlined in Article VIII, Section D, or fines will be levied as outlined in Article VIII, Section C. 4. The chapter executive council will review and decide on any exceptions to the financial standings of any member on a case by case basis. Article IV Potential New Member (PNM) Program Section A: PNM Education 1. TBA Section B: Voting 1. To receive a bid to become a PNM, a candidate must be voted on by a secret ballot and the vote must pass by a 9/10 majority of all members present and voting. A re vote can be called at that meeting, but the second vote must pass by a 9/10 majority of all members present and voting. 2. A PNM must have passed, at minimum, three secret votes to become a member. Each vote is to pass by a 4/5 majority.
Section C: Activities 1. Every PNM must have a signature book, which is to be signed by active student members. 2. In order to be initiated, each and every PNM shall go through the following activities: a. Informal Interviews b. Formal Interviews 3. It is desirable that each PNM attends the PNM retreat. 4. Every PNM must complete a project chosen either by the chapter, the chapter executive council, or the PNM themselves. 5. Every PNM must attend their weekly meetings. 6. Every PNM must fulfill a designated amount of PNM On Duty hours during the week, totaling no less than two hours each week. 7. Every PNM shall make a hammer. See the Hammer Dimensions in the appendix. 8. Every PNM are expected to make one list of desired big brothers by the time of little brother selection. This list can have as many eligible student members as the PNM deems necessary and with a minimum set by the current PNM educator. The PNM may also choose to submit no list of desired big brothers. Article V Meetings Section A: Type 1. Regular weekly meetings shall be held beginning one week after registration ends. Meetings will not be scheduled during dead week. 2. The day and time of the first chapter meeting of each semester will be set by the current members of the executive council and announced at the planning session. At this meeting, if a change in the day and/or time is deemed necessary, suggestions for a new day and/or time for chapter meetings will be considered and voted on. A simple majority vote is necessary to set a new day and/or time for future chapter meetings. The President may call special meetings at any time. The Secretary will notify all members of special meetings. 3. Robert s Rules of Order should be followed at all regular meetings. A copy of the rules will be provided in the appendix.
Section B: Format 1. The agenda of regular meetings is as follows: a. Open, following ritual procedure. b. Read passage from national or local bylaws c. Read, for approval, minutes of previous meeting d. Reports of officers and committees e. Old business f. New business g. Close, following ritual procedure 2. Any of the previous may be omitted except items A, B and G at the discretion of the Regent. 3. For the purpose of deciding any issue, a quorum of at least three fifths of the members of the chapter holding voting rights must be present. Article VI Committees Section A: Titles 1. Standing committees include: a) Administration b) Philanthropy c) Finance d) Risk Management e) Rushing f) Social 2. Ad hoc committees may be appointed as the President deems it necessary. 3. The President appoints all committee members. 4. All committees are to be composed of a chairman and at least two members. Section B: Functions of Standing Committees 1. Each committee shall hold meetings at least every other week. The chairman of each committee should be prepared to discuss the decisions of the committee when called upon during a regular meeting. 2. The Administration Committee shall: a) Be chaired by the Secretary b) Maintain the minutes c) Maintain correspondence with the National Fraternity d) Supervise the upkeep of the test files and notes e) Distribute an up to date copy of these bylaws and policy to each new member and each member when the bylaws or policy is amended (these may be in electronic form) f) Plan a faculty picnic once per semester 3. The Philanthropy Committee shall:
a) Be chaired by the Philanthropy Chairman b) Plan events with the continuing goal of serving the community 4. The Finance Committee shall: a) Be chaired by the Treasurer b) Control the flow of money inside the chapter by preparing and enforcing adherence to a budget c) Pay expenses of the chapter promptly, and collect dues and fines as levied by the Scribe and Chapter Executive Council d) Perform any duties of the Treasurer as directed in the Chapter Officer s Manual e) Notify members of their fines 5. The Risk Management Committee shall: a) Be chaired by the Risk Management Chairman. b) Facilitate the assignment of risk management duties. 6. The Rushing Committee shall: a) Be chaired by a member who has been active for at least one semester b) Plan and implement a program to continue the expansion of Chapter c) Plan and hold at least three rush events each semester 7. The Social Committee shall: a) Be chaired by the Social Chairman b) Plan and hold major social events, at least one per semester, for the chapter 8. The duties of these committees are not inclusive. The President can add special assignments at their discretion. 9. All committee chairs are required to submit a continuity report to the chair person and Secretary following them by the first chapter of the semester following their time as chair. Failure to do so will carry a fine determined by the Chapter Executive Council. Article VII Finances Section A: Management 1. The financial affairs of the chapter shall be handled by the chapter treasurer and the finance committee. 2. Special expenditures of over $50.00 must be passed by the chapter executive council or at a regular chapter meeting. 3. The chapter executive council will audit the chapter financial records each January. Section B: Dues 1. Semester dues for active members will be $300 USD and open to change per approval of the chapter executive council. 2. Dues should be paid by the second meeting of the semester. If this cannot be done immediately then a formal written payment plan must be worked out prior to this deadline. 3. On the fifteenth of each month during the fall semester (the months of September, October, November and December), and the spring semester (the months of January, February, March and April), the outstanding balance on a member s account will increase
by five percent unless a payment plan has been approved by the Treasurer, is in effect, and is up to date. Section C: Financial Problems 1. A dues furlough may be granted to a member with financial problems for a period not to exceed one semester. The procedure for this is as follows: a) The member must explain the situation to the chapter executive council. b) The member must be making an honest attempt to eliminate any previous debts and must pay the current semester s national and housing corporation dues. c) Dues furlough must be granted by a unanimous vote of the chapter executive council 2. Good financial standing is defined as any one of the following: a) The member owes the chapter less than fifty dollars. b) The member has taken care of any old debt. c) A binding legal note has been signed and is not in default. Article VIII Discipline Section A: Authority 1. Fines for disobeying the will of the Chapter are under the discretion of the chapter executive council. 2. Serious offenses that would result in suspension must be decided by a four fifths majority of all active members. 3. Decisions regarding the standing of a member are made by a four fifths majority of the chapter executive council and must be approved by a majority vote of the chapter Section B: Suspension 1. Breaking any of the laws and customs of Delta Lambda Phi as well as the directives of the chapter or National Executive Council shall be grounds for suspension. 2. Failure to attend meetings and pay dues will result in a charge of suspension, or additional fines. If a student member fails to attend at least 30% or attend and proxy for at least 50% of all required chapter functions each semester, the vice president is expected to bring suspension charges against that member to the chapter. 3. Convictions of violating any University, local, state or federal laws are grounds for immediate suspension. 4. A member is innocent until proven guilty. 5. Members not in good financial standing shall be subject to a two thirds favorable vote of a jury to be put on probation, restricting them from social events and voting rights. Section C: Fines 1. Fines for missing fraternity functions will be added to the member s bill. 2. The Secretary will take roll at each function and within two days present the Treasurer with a list of people to be fined. 3. Standard fines include:
a) Missing a chapter where general quorum is not met $10.00 b) Failure to attend initiation or formal pledging $25.00 c) Failure to attend any banquets, such as: Founder s Day, A Day Picnic, or Homecoming Picnic $25.00 4. If at any time, the fraternity incurs a financial loss due to the failure of an officer to perform certain duties or perform them on time, the officer responsible shall be fined an amount not to exceed the amount of the loss. Examples of such instances include but are not limited to the following: a) Fines incurred from failure to submit paperwork before a deadline. b) Loss of financial credit due to late submission of dues payment to nationals. 5. Fines for other events may be levied by the chapter executive council or by vote of the chapter. 6. Fines are not to exceed 33 percent of dues per semester. 7. Fines must be taken care of within two weeks of the date of issue and notification from the executive council. Should there be any problems or questions concerning the fine, it is the responsibility of the active to take the matter up with the executive council; at which point financial concessions can be made (e.g., working off the fine). Should the fine not be taken care of within two weeks, the executive council has the right to take disciplinary action against the active. Such disciplinary actions can include up to suspension of voting rights. Section D: Excuses 1. All excuses must be presented to the Secretary or President at least twenty four hours before the event. 2. All excuses must be written and in the standard format. 3. Acceptable excuses include: a. Sickness that would constitute an excuse for not attending class b. Family matters c. Participation in an official University function d. Taking an examination or attending class e. Military obligation f. Work 4. Studying for an exam is not an excuse. 5. In cases of emergency, actives may contact a member of the Chapter Executive Council to relay an absence. 6. Any other excuse may be presented to the Chapter Executive Council for a decision. 7. Actives, in their last active semester before graduation, are exempted from all fines except missing an initiation. This applies to graduate students in their last semester before graduation as well. Section E: Standing 1. Student members shall be classified in good standing or poor standing. 2. To be classified as having good standing, a student member must be in good financial standing and must not have any major disciplinary infractions that the chapter executive
council deems severe enough to change that member s standing. Student members in good standing have full rights in regards to these bylaws 3. To be classified as having poor standing a student member must have been in poor financial standing for two or fewer semesters or have been put into poor standing by the chapter executive council. Student members having poor standing lose their voting rights except for elections, required votes on PNMs, votes on financial matters, approving the minutes, delegate and alternate selection, votes on suspension/expulsion, votes on the recommendation of premature alumnus status, and votes to bid candidates. Student members in poor standing shall be ineligible to receive a little brother. Article IX PNM Relations Section A: Guidelines for Dating 1. A dating relationship, defined as any relationship that is more than just friends or including any sort of sexual acts. Sexual acts will be qualified as any action including and beyond kissing on the mouth. Ultimately what qualifies a dating relationship will be judged by the chapter Executive Council (EC) on a case by case basis. PNM and active member Dating (PAD) and Potential new member And Potential new member Dating (PPD) are prohibited during the PNM education program unless the steps in Article IX, Section C are followed. In the event that PAD or PPD occurs then the people involved have two weeks from the time of the initial act to confess to the chapter executive council as part of a plea bargain deal specified in Article IX, Section B.1. Regent or Vice Regent should inform the people involved that an investigation is beginning and warn them that they are under investigation. Once they have been warned they can still enter a plea bargain but they face different punishments. 2. All members but be in compliance with Delta Lambda Phi s Hands Off Policy As the primary goal of the pledge period is the education of pledges and the incorporation of a pledge class into a Chapter or Colony, all initiated brothers of DLP are required to maintain a strictly fraternal relationship with pledge members within the same Chapter until the pledge members are initiated. Furthermore, all duly inducted Neophyte Colonists of DLP are required to maintain a strictly fraternal relationship with pledge members within the same Colony until the pledge members are conferred Neophyte status. This policy may be excepted in the event that a more than platonic relationship existed between members prior to the Rush period. Individual Chapters and Colonies shall govern the manner in which this Policy is implemented and enforced. Section B: Punishment for Transgression 1. Punishment will be lessened if a culprit confesses to the chapter executive council and they enter a plea deal. EC will review and deliver a ruling and a punishment which is to be confirmed by a majority vote of the chapter. 2. With no confession EC will hold a trial to decide guilt and sentencing. This trial will take place with no less than a week's notice to the accused. They are expected to speak for themselves but can also choose an advocate to help speak on their behalf. EC will appoint someone to investigate and present the case against the accused. Guilt will be
determined by a unanimous vote of members of EC, present and voting. If found guilty, then the sentencing will be voted on by a majority vote of EC. This sentence must be confirmed by a majority vote of the chapter. 3. Punishment for PAD and/or PPD can carry a fine up to fifteen percent of dues, and up to four semesters of poor standing for an active, and removal from any current positions for first time offenders. 4. Punishment for PAD and/or PPD can carry up to four semesters of poor standing upon initiation, loss of standing within their PNM class, removal from any positions, and a recommendation for termination of that PNM for first time offenders. 5. Punishments will be greater for repeat offenders. Section C: Dating Allowances 1. It is strongly discouraged to date during the PNM education process even if the chapter votes to allow it. 2. If an active wishes to date a rushee, is already dating a rushee, or rushee is already dating another rushee then they must inform EC of the relationship before induction. 3. PNM dating a) If an active wishes to date a PNM then they must inform EC of that desire. Then the relationship must be approved by a chapter vote. The active is strongly encouraged to recuse themselves from any decisions involving the current PNMs. b) If a PNM wishes to date another PNM they must inform EC of that desire. Then the relationship must be approved by a chapter vote. The PNMs will be removed from any PNM leadership positions if they are approved to date one another. Section D: Educating Potential New Members 1. It is the responsibility of EC to communicate the above rules and regulations to each group of potential new members. Article X Amendments 1. Proposed amendments to these bylaws must be made at least one week before a vote is taken. See the Amendment Proposal Form in the appendix. 2. Two thirds majority of all active membership present and voting may amend these bylaws. 3. These bylaws or any part thereof, may be temporarily suspended by a three fourths vote of the active student membership present and voting.
1. Proxy Form 2. Amendment Proposal 3. Robert s Rules Guide BYLAWS Appendix
Official Event Proxy Form Brother Scribe, I will not be able to make it to on / / because I leave my proxy with Brother. Voting notes: In H&T,. Date: / / Secretary notes:
Chapter Bylaw Amendment Proposal Currently Stated Bylaw : Article Section Proposal for Bylaw Amendment : Article Section Pros for change : Cons for change : Notes, comments, or other related bylaws :