Chi Omega Alumnae Association of Houston BYLAWS ARTICLE I. NAMES AND OBJECTIVES Section 1. The name of this organization shall be the Chi Omega Alumnae Association of Houston. Section 2. This organization shall be a philanthropic endeavor for the benefit of recognized, charitable institutions and scholarships. Section 3. The purpose of this organization shall be to further fraternal spirit and cooperation among all members, to aid all active chapters of Chi Omega in their educational pursuits, to uphold the ideals and purposes of the Chi Omega Fraternity, and further provide funds for donations to recognized, charitable institutions and scholarships. Section 4. In the event of the dissolution of this Association, any monies remaining after all bills have been paid would be donated to recognized, charitable institutions and scholarships. ARTICLE II. MEMBERSHIP Section 1. Membership shall be open to any initiated alumna of Chi Omega. Section 2. Members whose current dues are paid shall be considered members in good standing and shall receive all rights, benefits, and privileges of this organization, including the privilege of voting on Association business. ARTICLE III. DUES Section 1. The annual dues shall be determined by the Executive Board and are payable beginning in June during the membership drive for the following year. The fiscal year of the organization runs June 1 through May 31. Section 2. Seventy-year members and first-year graduates shall not be required to pay dues, but shall be considered members in good standing. ARTICLE IV. OFFICERS Section 1. Names of Executive Officers of the Association shall be: President President-Elect Past President Vice President-Kaleidoscope Chair Secretary Treasurer Communications Chair Membership Chair Recruitment Chair Page 1
Section 2. Election of Officers A. A Nominating Committee consisting of the immediate Past President (who shall be the Chair), current President, President-Elect, the Vice President-Kaleidoscope Chair, the incoming Recruitment Chair and two additional members elected by the Executive Board shall recommend the name of at least one candidate for each office to be filled. Additional nominations may be made from the floor. B. Officers shall be recommended at the March Executive Board meeting and elected at Eleusinia or the next general meeting by the majority vote of active members, with a quorum being 10 percent of the membership. C. Each officer shall be installed in office at the May Executive Board meeting following the election and shall continue in office one year or until her successor is duly elected and installed, unless otherwise specifically provided in these bylaws. D. Vacancies in office shall be filled by the President with the approval of the Executive Board with the exception of the President, Vice President-Kaleidoscope Chair and President-Elect; these officers shall be filled by the reactivation of the Nominating Committee. Section 3. Duties of Officers A. The duties of officers shall be such as their titles imply and the bylaws state. B. The President shall preside at all meetings of the Association and the Executive Board, appoint all special Committees and all standing Committees unless the Committee or Chairmanship thereof is elective; and serve as ex-officio member of all Committees. C. The President-Elect shall serve as the Night Owls Liaison and shall take office as President the following year. She may attend any Committee meetings and work with the President to observe the functioning of the Executive Board and to become acquainted with the membership at large. She shall perform the duties of the President in the absence of that officer. D. The immediate Past President shall act in an advisory capacity and shall act as Chair of the Woman of the Year Committee. E. The Recruitment Chair shall act as Chair of the Recruitment Committee and shall supervise all work done on Recruitment Information Forms for all colleges and universities. F. The Secretary shall keep complete minutes of the meetings of the Association and of the Executive Board and present the same as directed at any meetings; and she shall conduct the general correspondence of the Association. G. The Treasurer shall pay the Association s dues to the National Council and shall pay City Panhellenic dues and assessments upon receipt of the invoices. She shall collect dues, make expenditures as authorized by the Executive Board, and keep a complete record of all financial transactions. H. The Communications Chair shall oversee the Newsletter, Notifications, Reporter and Website Sub-Committees, as well as review all communications from the organization, both printed and electronic. I. The Membership Chair shall oversee the membership drive each year and maintain the Page 2
membership database. J. The Vice President-Kaleidoscope Chair shall act as Chair of the Kaleidoscope Committee and shall perform the duties of the President in the absence of that officer and of the President-Elect. ARTICLE V. EXECUTIVE BOARD Section 1. The Affairs of the Association shall be conducted by an Executive Board composed of the officers and Chairs of the standing Committees set forth in these bylaws. The Executive Board shall determine the general policies of the Association, approve all offices which become vacant during the year, approve all expenditures not included in the budget and act on all matters requiring special consideration. Section 2. The Executive Board shall meet every month but not in the months of June and July, at a regularly-scheduled time and place. On failure of the President to provide for such regular meetings, the responsibility is upon the President-Elect, Vice President-Kaleidoscope Chair and Secretary, in that order, to convene such meeting for that month, on notice of time and place to be posted on the website. A majority of the Executive Board shall constitute a quorum for the transaction of business. A board member unable to attend shall notify the President of her absence and send her report as necessary to be read at the Executive Board meeting. Section 1. Personnel ARTICLE VI. STANDING COMMITTEES A. There shall be the following standing Committees whose Chairs are elected under the same provisions made for elections of officers and whose respective members are appointed by the Chair of each Committee, unless otherwise specifically provided in these bylaws. Kaleidoscope Committee Recruitment Committee B. There shall be the following Committees, the Chairs of which are appointed by the President. Night Owls Committee Communications Sub-Committees Programs/Social Committee Eleusinian Committee Public Relations Committee Scholarship Committee Legacy Party Committee Welcome Back Coffee Committee Membership Committee Woman of the Year Committee Special Interest Groups Committee C. There shall be the following Chairs who are appointed by the President but do not have a Committee. Chaplain Parliamentarian Mother s Club Liaison Psi Zeta Liaison Panhellenic Liaison and Panhellenic Alternate The Center Liaison Section 2. Duties A. The Kaleidoscope Committee shall consist of the Kaleidoscope Executive Board and the Kaleidoscope Committee. (1) The Kaleidoscope Executive Board, as defined in the Chi Omega Kaleidoscope Bylaws, is Page 3
charged with approving the business and financial decisions and charity selections regarding Kaleidoscope. The Kaleidoscope Executive Board shall determine the general policies of Kaleidoscope, approve all expenditures not included in the budget and act on all matters requiring special consideration. (2) The Kaleidoscope Committee shall take charge of any fundraising activities undertaken by Chi Omega Kaleidoscope. The Kaleidoscope Committee shall plan and execute all philanthropic fundraising programs with all net proceeds to be donated to recognized, charitable institutions and scholarships. B. The Recruitment Committee shall investigate prospective members and assist in recruiting for any Chi Omega chapter. (1) The recruiting chapter shall obtain the approval of this Committee on the Recruitment Information Form for each prospective member. This Association shall not assist financially or otherwise in the recruitment program of any chapter which fails to abide by this provision. (2) This Committee shall be composed of (a) a Chair who shall have served as Assistant Chair of the Committee the previous year, (b) Assistant Chair, (c) the past Recruitment Chair; and (4) additional members appointed by the Chair and approved by the Recruitment Committee and the Executive Board. (3). Committee members will have two-year terms and be reappointed biennially by the Recruitment Chair. Any mother of a high school-aged daughter is not eligible to serve on the Committee during the year prior to her daughter going through recruitment. (4) Any and all Active Chapter Recruitment Advisors shall work in an advisory capacity with the Recruitment Committee but shall not be members of the Recruitment Committee. C. The Legacy Party Committee shall plan and execute the annual Holiday Legacy Party held each December and the Spring Legacy Party held each May. The Spring Legacy Party is held in conjunction with the Recruitment Committee and shall be coordinated by the Legacy Party Committee and the Recruitment Chair. D. The Chaplain shall be responsible for providing the invocation for all board and regular meetings. E. The Communications Chair shall review and ensure coordination of all Sub-Committees, which shall oversee Newsletter, Notifications, Reporter and Website communications. (1) The Newsletter Sub-Committee shall be responsible for writing, publishing and distributing the Alumnae Newsletter, along with periodic member electronic notices as requested by the Executive Board. (2) The Notifications Sub-Committee shall notify each member at least two weeks in advance of each event as to the time and place; shall notify each Executive Board member of the time and place of each Executive Board meeting; and shall send special notices as the Executive Board shall, from time to time, determine necessary. (3) The Reporter shall be in charge of all publicity and shall send photos and updates to the Eleusis, local publications, Newsletter Chair and Website Chair, as necessary. Page 4
(4) The Website Sub-Committee shall be responsible for the creation and maintenance of all website content at www.chiomegahouston.com. F. The Eleusinian Committee shall make arrangements for the annual Eleusinian fundraising and Founder s Day celebration. G. The Welcome Back Coffee Committee shall plan and execute the first general meeting each fall. H. The Membership Committee shall conduct the membership drive each year and maintain the membership database. I. The Mothers Club Liaison shall be an initiated Chi Omega in good standing and shall attend all meetings of that club and shall perform liaison duties hereof. J. The Night Owls Committee shall plan all events for the evening alumnae group known as the Night Owls. K. The Panhellenic Liaison shall attend all meetings of the local Panhellenic Association and shall report any pertinent business of that Association to this Association. The Panhellenic Alternate shall perform the duties of the Panhellenic Liaison as needed. L. The Parliamentarian shall advise the presiding officer on procedural matters in the conduct of the business at meetings of the Association. M. The Programs/Social Committee shall select the meeting places, obtain the hostesses, provide the food and beverages and do anything else that is deemed necessary. The Committee shall serve as hostesses to newcomers at meetings to integrate them into the group. The Committee shall arrange all programs for events that include members extended families (e.g. Owl-O-Ween, Cinco de Chi O, etc ). N. The Psi Zeta Liaison shall keep the Association members informed regarding the activities and needs of the Psi Zeta Chapter. O. The Public Relations Committee shall handle all personal correspondence. The Committee shall send white carnations or a memorial contribution when a member joins the Omega Chapter. P. The Scholarship Committee shall direct all activities necessary in the selection of scholarship recipients. Q. The Center Liaison shall coordinate volunteer opportunities for alumnae members at The Center (formerly The CENTER Serving Persons with Mental Retardation). R. The Woman of the Year Committee shall annually conduct a nomination and selection process to honor a designated number of Chi Omegas, who have provided noteworthy service within our Fraternity, its Alumnae Association and/or the greater Houston community. ARTICLE VII. MEETINGS Section 1. The regular general meetings of the Association may be held September through May at the discretion of the President. Section 2. The day, time and place of each general membership meeting shall be fixed by the Page 5
Programs/Social Committee, as approved by the President, and published on the website at www.chiomegahouston.com. Section 3. A quorum of 10 percent must be present to make binding and legal transactions of any business. Section 4. Meetings shall be open to those initiated Chi Omegas in good standing. Guests shall not be invited except for designated social functions. ARTICLE VIII. AMENDMENT OF BYLAWS These bylaws may be amended at any regular meeting of the Association by a two-thirds vote, a quorum being present. Notice of the proposed amendments must be presented at the preceding Executive Board meeting by reading the proposal and by furnishing a copy thereof to the Secretary for incorporation into the minutes, or by sending a copy of the proposed amendment through email to each member in good standing at least a month in advance of the time of voting on such amendment. Page 6