Alpha Phi Alpha Fraternity, Incorporated Delta Rho Chapter (Key #303) CONSTITUION AND BY-LAWS
Table of Contents PREAMBLE... 3 Name, Objective, Location and Symbol... 4 Members and Membership... 4 Meetings... 5 Organization... 6 Standing Committees... 9 Delegates... 10 Fees and Dues... 11 Discipline... 11 Amendment and Repeal... 11 Dissolution... 12 Order of Business... 12 Document Revision History... 14 Page 2 of 14
PREAMBLE We the members of this organization, 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 discontinue evil; to destroy all prejudice; and to preserve the sanctity of the home, the personification of virtue and the chastity of women, do hereby enact and establish this constitution for the government of its members. JEWELS Henry A. Callis Nathaniel A. Murray Robert H. Ogle Charles H. Chapman Eugene K. Jones George B. Kelly Vertner W. Tandy Cornell University Ithaca, New York Tuesday, December 4, 1906 Page 3 of 14
ARTICLE I Name, Mission, Objective, Location, and Symbol The name of this chapter shall be Delta Rho of Alpha Phi Alpha Fraternity, Inc. SECTION 2 Alpha Phi Alpha Fraternity, Inc. develops leaders, promotes Brotherhood and academic excellence, while providing service and advocacy for our communities. SECTION 3 The objective of the Delta Rho Chapter of Alpha Phi Alpha Fraternity, Inc. shall be: to stimulate the ambition of its members; to prepare them for the greatest usefulness in the causes of humanity, freedom and dignity of the individual; to encourage the highest and noblest form of manhood and, to aid downtrodden humanity in its efforts to achieve higher social, economic and intellectual status. SECTION 4 The chapter seat shall be University of Missouri Kansas City, Kansas City, Missouri SECTION 5 The chapter symbols shall be the Greek Letters: Delta Rho (ΔΡ ARTICLE II Members and Membership Eligibility for College Chapter Membership: Any male student of an accredited college may be presented as a candidate for membership in a chapter provided that: A. He has successfully completed one semester or two quarters of a regular year s program; and B. He is regularly enrolled and taking courses leading to his first academic degree; and C. He has maintained a minimum cumulative grade point average of 2.5 on a 4.0 scale; or its equivalent except where the minimum grade equivalent required by the college for graduation is greater than the minimum grade for graduation must be used for eligibility; and D. He is of good character; and Page 4 of 14
E. He shall submit proof, if eligible and qualified, that he is registered to vote; and F. His candidacy is presented by a member of the Chapter in good standing. SECTION 2 In order for a candidate for membership to be voted into acceptance: A. At least three-fourths of the membership in good standing with Delta Rho chapter must be present. B. The candidate must be voted on individually, separate from the other candidates. C. The candidate must pass with three-fourths or 75% of the vote. D. The vote is open and not secret, using the proper signs of Alpha. SECTION 3 A member must be a properly initiated member of Alpha Phi Alpha Fraternity, Inc. A. No member of Alpha Phi Alpha Fraternity, Inc. shall be a member of any other college or intercollegiate fraternity except a purely honorary or professional fraternity. B. No person who is a member of any other college or intercollegiate fraternity shall be admitted to membership in Alpha Phi Alpha Fraternity, Inc. C. This chapter, before admitting into its meetings or functions any member not on its roster, shall use diligence to determine that member seeking admission is in good standing with his local chapter. D. Any member seeking admission to a meeting of this chapter who is not affiliated with this chapter may be required to exhibit his current pass card, and to meet with such ritualistic tests as the fraternity prescribes. E. A member in good standing is one who has fulfilled all of his obligations, including financial, to Delta Rho and the General Organization. ARTICLE III Meetings Regular meetings of the Delta Rho Chapter shall be biweekly on Sunday, except from June 1 to August 14 where no regular meetings are held. The regular meeting time and location shall be established by a majority vote at the first general meeting of each academic year. SECTION 2 Page 5 of 14
Special meetings may be called any time: by the President s own volition; by a majority vote of the Executive Board; or by the petition of fifty percent (50%) of financial chapter members, plus one (1). Due notice shall be given to all member of the chapter who are in good standing. SECTION 3 The presence of fifty percent (50%), plus one, of all financial members shall constitute a quorum. SECTION 4 The procedures of all meetings of the chapter shall be governed by these by-laws. Any situation not covered herein shall be governed by Robert s Rule of Order-Newly Revised Edition. ARTICLE IV Organization The officers of this chapter shall collectively be known as the Executive Board. The Executive Board shall be composed of the officers: President, Vice President, Secretary, Treasurer, Financial Secretary, Chaplin, Associate Editor to the Sphinx, Sergeant-at- Arms, Parliamentarian, Director of Membership Intake, Director of Education Advancement, and Historian. SECTION 2 The officers of the chapter shall be elected at the first general meeting in April, and the successful candidates shall take office June 1. The manner of election shall be determined not later than the time of election. SECTION 3 Members nominated for office who received the highest number of votes shall be elected for each given office. SECTION 4 No member may be elected to serve more than 2 consecutive years in any one office. SECTION 5 The duties of the officers shall be as following: A. President: He shall preside over all meetings of the chapter and the Executive Board. He shall execute all committees not otherwise provided for except where objection is raised and sustained by a majority vote of the financial members Page 6 of 14
present and voting. He shall be responsible for such other functions are as usual for presiding officer. B. Vice President: He shall perform the functions of the President when, for any reason what so ever, the President is absent or unable to perform. He shall assist the President with duties which the President shall delegate to him. He shall act as head ex-officio over chapter committees. C. Secretary: He shall observe and keep minutes of the proceedings of the chapter at each meeting thereof, and after the approval of his minutes, he shall make permanent records of them in a permanent record book. Said record book must be brought to all meetings and be kept with strict security. He shall conduct the correspondence not specifically assigned to someone else. He shall maintain a complete and current list of all members of Alpha Phi Alpha Fraternity, Inc. known to reside in the jurisdiction of the chapter seat, their fraternity status and similar pertinent information. He shall notify all financial members, by way of minutes, of regular meetings at least 5 days prior to meeting where practical and of their appointments to committees. D. Treasurer: He shall receive all money on behalf of the chapter from dues or other sources and keep a permanent and running account of them. He shall notify members, at the first regular meeting of the year of all delinquent taxes and fees and their financial standing. He shall collect all taxes and fees from such members and notify the Secretary of such collection. He shall make a complete report to the chapter at the first regular meeting of the new fiscal year and at any time called at a regular meeting he shall make a partial report or informational report. He shall correspond with and transfer all grand taxes and necessary money to the General Secretary, and conduct all financial money belonging to the chapter in the name of the chapter, in a bank approved by the membership. He shall keep a complete record of all receipt disbursements, and make a report annually at the first regular meeting of shall keep and maintain all bank statements, records, and books. He shall, if required by the Executive Board, give to the chapter such security for the faithful discharge of his duties as the Executive Board shall require, but the cost of any fidelity bond required of him shall be paid by the chapter. E. Financial Secretary: He shall report to the chapter president and Executive Board. He is the Co-chief financial officer for the chapter who assists the chapter treasurer in maintaining all financial records and files. He keeps record/roll of all financial members and submits funds collected to treasurer for deposit. Additionally, he makes monthly updates to the financial members roll and promotes reclamation and life membership activities for the chapter. He assists the treasurer in preparing the chapter budget for review and adoption. F. Historian: He shall preserve all historical records, be responsible for all pictures, trophies, books and chapter official equipment. He shall keep an official Delta Rho scrapbook which will be a permanent historical record for the chapter. He shall keep all information pertinent to the history of the chapter and membership, and an official register for all brothers. He shall assist the Associate Editor to the Page 7 of 14
Sphinx in publications and information for the same, keeping a record and a file of the information. In addition, he shall serve as the chapter webmaster. G. Chaplain: He shall open and close each meeting with a prayer, lead the chapter in the fraternity prayer, and direct all devotional ceremonies of the chapter. He shall direct the brothers in a reverence for God and brotherhood among members. H. Associate Editor to the Sphinx: He shall edit all publications to be sent out by the chapter to the Sphinx Magazine or any other news media. He shall give publicity to the activities of the chapter that warrant it in accordance with the will of the chapter and in its best interest. He shall collaborate with the historian and assist him whenever necessary, both in news data and/or historical data. He shall serve as the chapter web site administrator. I. Sergeant-At-Arms: He shall be responsible for the maintenance of good order at all meetings and functions of the chapter. He shall answer the Alpha Phi Alpha knock and password and be responsible for the education of the brothers in the rituals and secrets of the fraternity in the proper place. J. Parliamentarian: He shall, upon the request of the presiding officer, decide the procedure of the meeting according to this constitution and by-laws and Robert s Rules of Oder-Newly Revised. He shall interpret the General Constitution, the Chapter Constitution, the Alpha Phi Alpha Ritual, and any other laws of the fraternity or the chapter. Appeals may be initiated by a member and sustained by a majority of the active members who are present until a more authoritative ruling is received from the General Organization. K. Director of Educational Advancement: He shall plan and direct all educational and scholarship campaigns and programs such as the Go-to-High School, Go-to- College program. He shall be the chairman of the educational and scholarship committee and attend all matters pertaining to dispensing a fund for scholarship. He shall handle all matters pertaining to Education, Scholarship or such opportunities pertaining thereto. L. Director of Membership Intake: He shall administer to all accepted aspirants. He shall gather all pertinent data concerning them and report his findings and their progress to the chapter. SECTION 6 The President is the official head of the chapter, and shall act as the executive of the chapter on fraternity matters, between meetings, with the advice and assistance of the Executive Board. SECTION 7 Chapter officers shall serve for a term of one year and thereafter until their respective successors are elected and qualified. All vacancies occurring during the fiscal year shall be filled by special election. The President may appoint a temporary officer to fill the vacancy until the special election is held. Page 8 of 14
SECTION 8 Following the annual election, the chapter directory with the slate of officers shall be mailed within 10 days to the General Organization, and the District and Area Directors. In addition the chapter directory shall be updated on Alpha Net. A. Installation of the newly elected officers shall take place at the first required meeting in the month of August. SECTION 9 A candidate for the election of chapter officers shall be a member of this chapter in good standing. 0 All aforementioned officers are subject to removal from office for just cause upon threefourths vote of all financial members present and voting at a regular meeting or duly authorized special meeting where prior notice is given. ARTICLE V Standing Committees The standing committees shall be constituted as follows: Executive, Social, reclamation and Membership, Educational Advancement and Scholarship, Community Service, and Advertisement. A. The Executive Board shall consist of the elected officers of the chapter. The chairman of the Standing Committees shall sit with the Executive Board but have no vote. Where practical, their advice on matters pertinent to their committee functions may be heard and taken under advisement. The President shall be chairman. B. The Standing Committees and their chairman shall be appointed by the President subject to the provisions of Article IV, Section 5 and announced by the President at the meeting at which he takes office except for the committees by which this Constitution names a chapter officer to the chair. C. The President shall be an ex-officio member of all committees with a voice and vote. However, he may delegate his membership on any committee to the Vice- President. SECTION 2 The duties of the Standing Committees shall be as follows: Page 9 of 14
A. The Executive Board shall have the power of direction of the general affairs to be acted upon by the chapter. They shall have the powers of the general body in emergencies, which necessitate action between meetings, but a report must be made at the next regular chapter meeting. They shall act as trustees to the chapter, responsible to the chapter. B. The Social Activities Committee shall arrange entertainment of a social nature for the chapter, be responsible for a recommended annual social calendar for the chapter, make recommendation for and carry out the manor social activities of the chapter, plan the social budget for submission of vote by all financial members and provide a proper fraternization period after meeting. C. The Membership Intake Committee shall see to the reclamation of brothers, be responsible for seeing that brothers attend meetings and are financial, and promote frequent contacts and fraternal spirit among chapter members. They see to the welfare of the members of this chapter and report regularly to the chapter if any significant events arise affecting the welfare of any of the brothers. D. The Educational Advancement Committee shall assist the Director of Educational Advancement in his duties and shall work with him on all programs pertinent to said duties. They shall make recommendations on scholarship matters and assist in the direction of the scholarship fund. The Director of Educational Advancement shall be the chairman. E. The Community Service Committee shall be responsible for coordinating service events and presenting them to the chapter to be voted upon participation. F. The Public Relations and Advertisement Committee shall be responsible for completing all publication of sponsored events for the Delta Rho Chapter. The Associate Editor of the Sphinx shall be the chairman. G. The Fundraising Committee shall be responsible for coordinating fund raising events and presenting them to the chapter. SECTION 3 Special committees may be appointed by the President as the need arises. ARTICLE VI Delegates All delegates shall be selected by the chapter to serve as a representative to the General, Midwestern Regional and Missouri District conventions. The said delegates shall represent the views and wishes of the chapter on all business actions related to the conventions. Prior to being selected as a delegate, the delegate candidate must have fully paid all financial obligations to the Delta Rho Chapter. ARTICLE VII Page 10 of 14
Fees and Dues The dues for each member of the chapter shall be of two types: A. The amount of chapter dues shall be $50 per semester for all brothers. All monies should be paid at the first meeting in August and the first meeting in January. SECTION 2 The fees that may be levied upon the members are as follows: A. Late fee: A fee of $20 levied upon members who do not pay General Organization and Chapter dues by the dates prescribed in Article VII, Section 1. SECTION 3 The Chapter Shall have the power to levy special taxes on its members to raise the amount of dues at any time for the proper maintenance, but such special taxes or dues must be approved by two-thirds vote of the financial members present and voting at a regular or duly authorized special meeting. ARTICLE VIII Discipline The chapter shall have the power to discipline its members for such violation of good order or fraternity or chapter rules as might cause conflict. Any brother so disciplined may be fined, censured, or suspended from the chapter, subject to the provisions of the Constitution and By-Laws of the General Organization. ARTICLE IX Amendment and Repeal This Constitution and By-Laws may be amended or any part may be amended or repealed by two-thirds affirmative vote of the financial members present and voting, providing the proposed amendment has been delivered in writing to each financial member at least 30 days in advance of the designated meeting at which the vote is to be taken, and the action Page 11 of 14
is taken at a duly constituted meeting where 30 days prior written notice of the meeting has been given. ARTICLE X Dissolution In the event of dissolution of the chapter, the Executive Board shall, after paying or making provisions for the payment of all liabilities of the chapter, transfer all reaming assets to the Alpha Phi Alpha Education Foundation, Inc. for use in its scholarship program. ARTICLE XI Order of Business The order of business at any regular meeting of the chapter shall be as follows: A. Call to Order B. Prayer C. Roll Call D. Reading and Approval of Prior Minutes E. Reading and Approval of the Agenda F. Executive Board Reports G. Committee Reports H. Old Business I. New Business J. Open Discussion K. Grievances and Announcements L. Adjournment M. Fraternity Hymn and Prayer SECTION 2 Nothing in the Constitution and By-Laws of this chapter shall be construed so as to conflict with the General Constitution and By-Laws of Alpha Phi Alpha Fraternity, Inc. SECTION 3 The Fraternal Year of this chapter shall be from June 1 to May 31. Page 12 of 14
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Document Revision History Revision # Revisions Made Effective Date 001 Initial creation of document. June 28, 2009 002 First Revision April 24, 2009 Page 14 of 14