ARTICLE I - Name This organization shall be known as the. ARTICLE II - Membership Section 1 Eligibility One shall only be eligible for membership if they (1) are male, (2) are at least sixteen years of age, (3) are a bona fide student in full college standing in attendance at the, 4) have achieved either a 2.5 cumulative GPA throughout their college career or a 2.5 cumulative GPA for their entire high school career, (5) and are a member of at least one campus organization, club, or association. Section 2 Election to New Membership The vote required for election to membership, shall be an affirmative, favorable vote of every voting member of the. Section 3 Qualifications for Initiation Qualification for initiation shall consist of (1) attendance and participation in no less than 95% of all New Member activities, functions, and meetings, as outlined in each semesters New Member Syllabus, (2) a cumulative collegiate GPA of no less than 2.5, (3) the affirmative vote of every voting member one week prior to initiation, (4) a written attest to obey, support, or amend these Bylaws, and to the assumption of responsibility to meet all obligations of membership appearing in Appendix II of these Bylaws. Section 4 Roster All men initiated into the shall, until their death, be a member of the unless as otherwise described in these bylaws. Section 5 Membership Categories All undergraduate members of the shall be considered either a New Member, an Initiate, an Initiate Away from Campus. There shall be no inactive status of membership. Section 6 Status of Membership All men initiated into the shall, be considered equal in standing and shall enjoy entirely the same rights, privileges, and responsibilities of membership.. Section 7 Revocation of Membership The membership of a member may only be revoked through a formal and exact hearing in a Court of the Chapter as described in the Constitution and Bylaws of the Chi Phi Fraternity. Section 8 Resignation of Membership Page 1 of 11
A man may resign his membership in the and the Chi Phi Fraternity through the submission of a formal resignation to both the Chapter Alpha and the National Director. In order to be released from incurring any further financial obligations, that member is solely responsible for receipt his resignation by the National Director prior to the assessment of any fees or charges assessed on his behalf to the Chapter. ARTICLE III - Officers Section 1 Elected Officers The elected officers of the shall be the Alpha (President), Beta (Vice-President), Gamma (Secretary), Delta (Treasurer), Epsilon (Sergeant at Arms), Zeta (Historian), Eta (Risk Manager), Recruitment Officer, New Member Educator, and Alumni relations chair. All ten officers shall have voting rights on the Chapter s Executive Council. Social Chairs and Philanthropy Chairs shall also be elected, but will not maintain these voting rights. All elected officer must have a cumulative GPA of 2.8 or greater. Section 2 Terms of Office The term of office of the elected officers shall be for no less than 355 days and no more than 375 days. Officers shall be sworn into office before the Chapter at the fourth official weekly meeting following their election. Section 3 Oath of Office Officers shall assume office upon their assumption of the following oath: I do solemnly promise upon my honor as a member of the Chi Phi Fraternity that I will faithfully perform, in accordance with the Constitution and By-Laws of the Fraternity and the By-Laws of this Chapter duly authorized, all the duties of the office therein to which I have been elected; that I will not allow myself to be swayed by passion or prejudice in the execution of my office; that my example as an officer of this Chapter shall be such as order and decorum require; and that I will endeavor to the best of my ability to obey the laws and promote the welfare of the Chi Phi Fraternity, and to persuade all other members of the Chapter also so to do. Section 4 Resignation Officers may only resign with the approval of a simple majority vote of the Chapter. Any vacancy occurring during the year shall be filled by a majority vote at the next official meeting of the Chapter. All duties and responsibilities of any resigning officer shall be the responsibility of the Alpha until that position is duly filled. Section 5 Removal from Office The Chapter may remove a member from office through a seventy-five percent (75%) vote. Such removal will take place immediately. Page 2 of 11
Section 6 Responsibilities The duties of the elected officers shall include but are not limited to the following: A. The ALPHA shall be the official head of the Chapter and shall have the following duties: 1. Preside at all meetings, preserving respect, order, and decorum; 2. Perform ritual as prescribed by the constitution and usages of the fraternity; 3. Acquaint himself thoroughly with the Chapter and the Constitution and Laws of the Fraternity, enforcing such rules rigidly; 4. Keep a strict oversight over the affairs of the Chapter and warn and advise the Chapter of any concerns or problems that exist or may exist; 5. Promote positive communication with the general Fraternity and the National Office; 6. Ensure that the Chapter utilizes at least one Faculty Advisor and continually involves numerous (approx 4-6) Chapter Advisors and promotes constant, positive, and appreciative weekly communication with such individuals; 7. Promote positive communication with the university, college, or institution s Greek Affairs Director, Dean, or other such administrator(s); 8. Oversee the productivity, responsibility, and accountability of all Chapter officers (i.e. success of committees through the Beta, accurate and timely reporting of the Gamma; positive fiscal status of the Chapter through the Delta, positive IFC relations through the IFC Representatives); 9. Lead the membership through a comprehensive evaluation of the Chapter at the beginning of each academic term usually at a Chapter retreat; 10. Lead the membership through a continuous goal development and tracking process. B. The BETA shall be the chaplain of the Chapter and the second officer thereof in rank, and should oversee all committees. 1. Deliver the Prayer of the Fraternity at meetings and meals; 2. Oversee all internal aspects of Chapter operations; 3. Review the Chapter s compliance with Chi Phi Fraternity s Basic Chapter Expectations; 4. Ensure productivity and accountability of membership; 5. Appoint and oversee committee chairmen; 6. Ensure that committee system functions and that actual committees operate smoothly; 7. Ensure participation and attendance at Chapter events; 8. Ensure that the membership is content with Chapter operations; Page 3 of 11
9. Ensure that the Chapter has (at the very minimum) the following actual committees: social committee, brotherhood committee, recruitment committee, New Member education committee, Alumni relations committee, service and philanthropy committee, intramurals committee, and scholarship committee. 10. Ensure that the Chapter has considered or plans to implement a public relations committee, parents club committee, and special events committee; 11. Delegate duties to committee chairmen and primary members. C. The GAMMA shall be the secretary of the Chapter. It is his duty to make official reports, take the minutes at Chapter meetings, ensure successful Chapter communication, and keep and preserve all records. 1. Complete all Chapter paperwork; 2. Record minutes from weekly Chapter meetings and distribute such minutes within 36 hours; 3. Maintain and distribute/conspicuously display a Chapter calendar; 4. Create and distribute agendas for weekly Chapter meetings by soliciting announcements and topics of officer reports prior to the meeting; 5. Create, print, and distribute a weekly Chapter newsletter or list of reminders; 6. Create and distribute a Chapter phone, address, and email list within the first week of the academic term; 7. Complete and mail the following reports: i. Pledging Report for each man within 5 days of the Pledging Ceremony; ii. A Permission to Initiate Report two weeks prior to the scheduled initiation; iii. A Mid-Year Report by December 1 st ; iv. An End-of-Year Report by May 1 st ; v. A Change of Officer Report immediately upon the election of any new officers; vi. An Election of Congressional Delegates Report by such date as is determined each spring. D. The DELTA shall be the treasurer of the Chapter. He is responsible for the collection of al monies due the Chapter, and the payment of all bills incurred by the Chapter. 1. Oversee all areas of Chapter finances and ensure the long-term fiscal health of the Chapter; 2. Oversee the creation of a Chapter budgets for each academic term and for each fiscal year; Page 4 of 11
3. Ensure the tracking and timely collection of all accounts receivable, such as alumni contributions, fundraising checks, Chapter dues, member fees and assessments, and fines; 4. Ensure the tracking and timely payment of all accounts payable, such as electric, water, gas, cable, internet, trash, and other bills, IFC dues, insurance assessments, dues to the general Fraternity, pledge and initiation fees, and expenses associated with committee budgets; 5. Balance Chapter checkbooks and accounts each week; 6. Submit weekly budget-to-actual statements and balance sheets at every weekly Chapter meeting. E. The EPSILON shall be the custodian of the lodge room and of the personal property of the Chapter. He is the sergeant at arms of the Chapter and is also often the House Manager. 1. Assist the Alpha in maintaining order and preserving decorum for Chapter meetings; 2. Oversee the operation of the Chapter s Brotherhood Board; 3. Admit only qualified individuals into the lodge; 4. Maintain consistent weekly communication with the Chapter House Corporation or landlord; 5. Schedule, plan, outline, delegate, and oversee weekly Chapter cleanups for every member (New Members and Brothers alike); 6. Budget for and purchase necessary items such as light bulbs, toilet paper, and cleaning supplies; 7. Ensure the overall upkeep of the facility (Chapter House) by overseeing the rapid repair of broken windows, boilers, airconditioners, and other such problems; 8. Ensure that fire and safety inspections occur no less than once per academic year; 9. Provide for the safe keeping of Chapter property; F. The ZETA shall be the historian of the Chapter and shall see that the Chapter publishes and circulates an alumni newsletter at least once each year. 1. Ensure that each of the Fraternity s rituals and customs is practiced and performed no less than once per term by the group; 2. Record written accounts of the Chapter s events and enter such accounts into the Chapter s written history; 3. Take photographs for historical purposes and enter such photographs into the Chapter s written history; 4. Submit 2-3 paragraphs of news and notes to the Chi Phi National Office by no later than November 10 th and April 10 th for publication Page 5 of 11
in The Chi Phi Chakett. G. The ETA shall be the Risk Manager of the Chapter and shall be responsible for all programs, education, and inspections concerning risk management. 1. Ensure that all Chapter events and social activities occur within the guidelines of the Chi Phi Personal Safety Policy; 2. Ensure that all members of the review (once per academic term) the Chi Phi Personal Safety Policy; 3. Work with the Chapter Epsilon to ensure regular safety and fire inspections at the Chapter House; 4. Test all fire alarms and exit lights; 5. Ensure that general health standards are maintained; 6. prevent safety hazards from accumulating and clear all items which may obstruct emergency exists or pose a threat to individuals; 7. Work with other officers of the Executive Council to ensure that hazards to the overall health of the membership are avoided (i.e. alcohol and substance abuse, impaired driving). H. The RECRUITMENT CHAIRMAN shall be the chief organizer of Chapter recruitment events and shall be responsible for the coordination of all recruitment efforts. 1. Lead the Chapter through a comprehensive, lengthy (multi-month) recruitment program; 2. Work with the general membership to identify quantifiable standards for potential members that can be identified over time; 3. Act as the primary source of information and communication for members of the Chapter with regards to overall recruitment strategies, progress, and other relevant information; 4. Work with other Chapter Officers to lead the Chapter through a substantive recruitment retreat that analyzes the key characteristics of potential members; 5. Work with other Chapter Officers to lead the Chapter through the development and tracking of recruitment goals and objectives; 6. Organize and track information about potential members and ensure that the membership of the Chapter is taking action to actively recruit such individuals; 7. Utilize the Chapter s social, brotherhood, alumni relations, scholastic, and philanthropic/service efforts and events as key recruitment events; 8. Encourage a constant focus on the calculated growth of the Chapter. Page 6 of 11
I. The NEW MEMBER EDUCATOR(S) shall be responsible for all New Member programs and for the adequate expression of all expectations of membership to all New Members of the Chapter. 1. Design, organize, plan, and document a re-occurring New Member program for the Chapter and provide such program in its entirety to all Brothers and New Members at the beginning of the program; 2. Ensure that the New Member program is free of hazing and/or other inappropriate activities; 3. Provide all New Members with a quantitative list of initiation requirements within the first week of the New Member program; 4. Ensure that all New Members successfully acclimate to the Chapter culture; 5. Impart a relevant amount of knowledge necessary to participation as contributing members of the Chapter; 6. Facilitate the brotherhood and friendship with and between Brothers and New Members; 7. Be a primary point of contact for all New Members and the Chapter; 8. Ensure that all New Members understand and agree to the expectations of initiated members are (financial, time, participation, fraternal, scholastic, etc.) before they are initiated; 9. Ensure that all New Members meet all requirements for initiation. J. The ALUMNI CHAIR shall be responsible for ensuring effective communication between the undergraduate officers and membership and SOMF. 1. Attend all SOMF and Finance Committee meetings; 2. Coordinate fundraising and event planning with SOMF; 3, Maintain the upkeep of the website. ARTICLE IV - Committees Section 1 Structure All committees shall be composed of one chairman, elected by the committee, and at least two other members. The chairman of the committee shall be primarily responsible for budget requests made to the Delta and shall report to the Beta. ARTICLE V - Meetings Section 1 Time and Place The Chapter shall meet no less than once per week during the academic term except when a university holiday falls upon the day of the week in which the Chapter regularly meets. Section 2 Attendance Page 7 of 11
All members shall attend all regularly scheduled meetings of the Chapter except as approved by the Gamma. Section 3 Decorum Closed toed shoes, long pants, and a collared shirt shall in all cases be required for admission to Chapter meetings. Proper attire shall in all cases be determined through the discretion of the Epsilon. Section 4 Agenda All meetings of the Chapter shall adhere to an agenda customized for each meeting. The agenda shall be prepared in advance and provided to all members prior to the commencement of the meeting. The agenda shall follow the following template: I. Call to Order II. Prayer of the Fraternity and singing of Gather Brothers III. Roll Call IV. Officer Reports a. Report of the Alpha b. Report of the Beta i. Individual committee reports c. Report of the Gamma d. Report of the Delta e. Report of the Epsilon f. Report of the Zeta g. Report of the Eta h. Report of the Recruitment Chairman i. Report of the New Member Educator V. Old Business VI. New Business VII. Motion for Adjournment Section 5 Voting Rights Only undergraduate members in good financial (either current or current to a payment plan) standing and in good academic standing (with no less than a 2.5 GPA) may be eligible to vote at a Chapter meeting or in a court of the Chapter. ARTICLE VII Budget and Finances Section 1 Approval of Budget The Chapter shall operate within a structured budget approved by the membership no less than fifty (50) days prior to the commencement of the budget s term. Section 2 Committee and Officer Budgets Individual committees and officers may petition for the approval of a subbudget through a specific, itemized request submitted three (3) days prior to the Page 8 of 11
budget s scheduled proposal to the Chapter. Individual budget requests shall in all cases automatically become an addendum to the proposed budget and need not be approved separately. Section 3 Dues and Fees All members shall be required to pay the individual dues amounts and fees required by an approved budget for the term of that budget by the seventh (7 th ) day of the academic term. Section 4 Invoices Members shall not be required to pay any dues, fees, or assessments for which they are not given thirty (30) days notice by postal mail. Section 5 Method of Expenditure Chapter funds may be spent only by check and only when signed by at least two (2) officers authorized to expend Chapter funds. Section 6 Approval of Expenditures Only the Chapter Delta, Alpha, or Epsilon are authorized to spend Chapter funds. Section 7 Reimbursement All members seeking to be reimbursed for expenses must provide a printed receipt to the Delta with his request for reimbursement. Section 8 Savings The Chapter shall keep a savings account designated only for emergency funds. Such funds may only be spent through a seventy-five percent (75%) vote of the Chapter. Section 9 Budget Surplus Budget surpluses may either be equally returned to individual members in good financial standing with the Chapter or invested into the Chapter s savings account. In either case, the funds shall be appropriated at the last official meeting of the Chapter during the term of the budget. ARTICLE IX - Amendments Section 1 Proposal of Amendments Proposals for amendments to these Bylaws may originate in a motion sponsored by four (4) or more voting members. Section 1 Procedure of Amendment In order to take effect, any motion to amend must receive an affirmative vote of at least seventy five percent (75%) of the voting membership at two official meetings of the Chapter separated by no less than six (6) days. Page 9 of 11
Appendix I: Agreement to Meet Financial Obligations As a member of the, I will have certain obligations to my Chapter and to my Fraternity. I will be expected to share and respect the values of my Chapter or Chapter and my Fraternity, attend and participate in a majority of the Brotherhood functions, adhere to campus, Chi Phi, and community laws and regulations, and achieve a minimum grade point average. In addition to those obligations, it will be my responsibility to meet the financial obligations that have been duly levied upon me as a member. I understand that my membership in Chi Phi lasts throughout my life, and beyond. I promise to support the Brotherhood even after my graduation or departure from this or any other institution of higher learning. Obligation of Involvement and Participation Being a member of this Chapter is a long-term commitment. I commit to remaining involved initial and active with this Chapter so long as I am an enrolled student, and following my education as an alumnus. Obligation of Honor Being a member of this Chapter, my actions will reflect the Chapter and the Fraternity. My initial behavior and character shall be positive reflections upon Chi Phi. Obligation of Academic Excellence The primary reason for my enrollment is academic. I will maintain a cumulative GPA no lower initial than 2.5. Financial Obligations New Member Fee This amount ($90.00) is paid only once, and is due prior to pledging to my initial Chapter. initial initial initial initial initial Initiation Fee This amount is $240 for the 2012-2013 academic year. This fee is paid only once, and is due two weeks prior to my scheduled initiation date. Dues to my Chapter This amount varies by term and is/will be established by my Chapter. I will pay this amount by the deadline established by my Chapter through its proceedings as reflected in its minutes. Dues to my Fraternity This amount is per year, as established by the Congress of Chi Phi Fraternity. It is billed twice per year at a rate of (varies by year). This amount is due at the beginning of the academic term. New Members are assessed this fee during their first academic term, but the due date is extended. Liability Insurance Assessment This amount varies by year. For the 2012-2013 academic year it is $320 per year. It is billed once per year at the full rate. This amount is due at the beginning of the academic year. New Members are not assessed this fee during their first academic term, but are assessed at half the rate during their second academic term. Other Charges and Assessments These amounts will vary from term to term. They will be levied by my Chapter or Chapter. They may include additional social assessments, formal assessments, and/or other charges. I understand that meeting these costs is an obligation of my membership. Page 10 of 11
Type Name of Member Here Type Name of New Member Educator Here, New Member Educator Type Name of Delta Here, Treasurer Date Date Date Page 11 of 11