Alaska Alpha Chapter Bylaws
ARTICLE I: NAME and OBJECTIVES
Section 1: This chapter shall be known as the Alaska Alpha Chapter of the Sigma Phi Epsilon Fraternity.
Section 2: The objectives of this organization are:
a. To impress upon its Brothers the true significance of fraternal relationships and to create and perpetuate friendship among all persons.
b. To develop and strengthen the character of its Brothers, promote the principles of Virtue, Diligence and Brotherly Love, and preserve the ideals and principles upon which the Fraternity was founded.
c. To instill those principles which are the responsibilities of an individual as a member of society.
d. To strive to attain the goals set forth by the Balanced Man Project.
Section 3: This chapter shall be governed at all times by the provisions of the constitution and Bylaws of the Grand Chapter of the Sigma Phi Epsilon Fraternity.
ARTICLE II: MEMBERSHIP
Section 1: Membership in this chapter shall be subject to the provisions of the Grand Chapter Bylaws, Article I, sections 1 to 7 inclusive.
Section 2: A Brother of any other chapter of Sigma Phi Epsilon attending this University shall be permitted to affiliate with this chapter (cf. Grand Chapter Administrative Policies and Procedures Section E §30).
Section 3: This chapter shall have the authority to initiate a candidate for honorary membership in accordance to the Grand Chapter Constitution, Article I, section 2§c.
Section 4: Any Brother of this chapter who ceases to be a student at this University shall be regarded as an alumnus in accordance with the Grand Chapter Bylaws Article I, Section 2§b.
Section 5: Any Brother initiated by this chapter and enrolled at this University, or a Brother who has been properly affiliated and is enrolled at this University, shall be considered a student Brother and included in the determination of the chapter's annual deposits to the Housing Loan Fund and Chapter Investment Fund (cf. Grand Chapter Academic Policies and Procedures Section C §8 and §12).
Section 6: Inactive membership shall not be permitted by this chapter (cf. Grand Chapter Bylaws Article I, section 7).
Section 7: No candidate for the undergraduate membership shall be admitted unless he agrees to begin the journey of the Balanced Man Project and has met the admission requirements of this University.
Section 8: When voting on a candidate for student membership:
a. Past history of the candidate shall be made available to all Brothers of the Fraternity.
b. Voting is closed ballot and all Brothers in good standing have a vote. Absentee ballots are allowed provided they are collected prior to the voting and sealed until counting. This is the procedure to be used unless agreed by 2/3 of the chapter to use an alternative procedure.
c. Discussion on candidates is expected and will be encouraged at this time.
d. Candidates will not be present at this meeting.
e. A 1/3 'nay' vote of all voting Brothers in good standing is required for a candidate to be taken off the bid list. A 2/3 'yea' vote is required from the voting Brothers for a bid to be extended. If neither a 1/3 'nay' vote nor a 2/3 'yea' vote is reached, the candidate is not offered a bid, but remains on the bid list.
Section 9: All member recruitment activity performed by this chapter shall be of a constructive nature in accordance with Article I, section 4 of the Grand Chapter Bylaws.
Section 10: A Brother who is not suspended or liable for any other reason in accordance with the Grand Chapter Administrative Policies and Procedures, Section E §35 - 47 shall be specifically considered a Brother in good standing.
ARTICLE III: EXECUTIVE COMMITTEE
Section 1: The voting members of the Executive Committee shall consist of the Vice President of Programming, the Vice President of Recruitment, the Vice President of Member Development, the Vice President of Finances, and, in the case of a tie, the Chapter President. The Chaplain and the Secretary will be non-voting members of the Executive Committee.
Section 2: The Executive Committee shall meet at least two days prior to the chapter meeting or when called by the President or Vice President of Programming. Any member of the Executive Committee can request a meeting.
Section 3: The President shall serve as chairman of the Executive Committee and shall report to this chapter any action recommended or taken by said Committee at each chapter meeting.
Section 4: It shall be the duty of this Committee to coordinate the year's activities, establish the general policy and goals subject to this chapter's approval, and ensure all activities are consistent with the Grand Chapter Bylaws and Administrative Policies and Procedures.
Section 5: The Executive Committee shall render final decisions on all matters pertaining to the fraternity as a whole. Any monetary costs shall not exceed $100 unless a specific action involves a prior financial obligation. Their actions shall be binding unless overruled by a two-thirds vote of the entire membership.
Section 6: The order of business for the Executive Committee shall be as follows:
a. Roll call
b. Reading of previous Executive Committee minutes
c. Committee reports
d. Financial report
e. Old business
f. New business
g. Notices and communications
h. Adjournment
Section 7: The Secretary and President shall keep accurate, bound minutes of the Executive Committee meetings.
Section 8: The President of the Fraternity will develop a chapter meeting agenda from the discussion of the Executive Committee meeting and the Secretary will post the agenda for all Brothers to become familiar with prior to the chapter meeting.
ARTICLE IV: THE PRESIDENTIAL CABINET
Section 1: The Presidential Cabinet shall consist of the President, the Public Relations Chair, the Interfraternity Council Representative, Alumni Chair, and all other chairmen as the Executive Council deems appropriate.
Section 2: The President shall serve as the chairman for the Cabinet and shall report to the Executive Committee any action recommended or taken by the members of the Cabinet.
ARTICLE V: OFFICERS
Section 1: Only a Brother in good standing of the chapter shall be eligible to vote or hold an officer position or a position of trust in this chapter.
Section 2: All officers shall be required to maintain a cumulative grade point average that exceeds this chapter's minimum grade point average for candidates for membership by no less than .2 on a 4.0 scale (cf. Grand Chapter Administrative Policies and Procedures Section E §1).
Section 3: In accordance with the Grand Chapter Administrative Policies and Procedures, Section E §3, the officers of an undergraduate chapter, in order of succession, shall have the duties as follows:
a. The President is responsible for overall operations and the proper conduct of the Brothers. He shall preside at all meeting of his chapter, all miscellaneous sessions, appoint committees, decide in case of tie votes, levy all fines, fill vacancies arising from temporary absence of officers, and sign all papers requiring authentication. He shall have authority to suspend from a chapter meeting any Brother for conduct unworthy of a member of Sigma Phi Epsilon. The President shall be chairman of a President's Cabinet separate from the Executive Committee.
b. The Vice President of Programming shall be responsible for the chapter's functions, programs, and calendar. He is responsible for promotion attendance at chapter meetings and events. He is chairman of the Programs Cabinet, which may include the Events Chairman, the Philanthropy Chairman, and the Intramural Director. He shall assume all duties in the absence or disability of the President. He is also the ritualistic Vice President.
c. The Vice President of Finance shall be chairman of the Finance Cabinet, which may include the Budget Chairman, Collections Chairman, and House Manager. The Finance Cabinet shall collect dues and other charges due from the Brothers to the undergraduate chapter. The Vice President of Finance shall make disbursements subject to the order of the chapter President or the Alumni Board. The Finance Cabinet (Budget Chairman) shall prepare, with the assistance of the Alumni Board and the Executive Committee, an annual budget of the undergraduate chapter, and after it is approved by the Alumni Board, he shall transmit a copy to the undergraduate chapter, the District Governor, and Headquarters. The Finance Cabinet shall prepare and submit the monthly financial reports required by the Grand Chapter Administrative Policies and Procedures, Section E §20. The Vice President of Finance shall be responsible for the prompt collection and transmittal to Headquarters of all moneys due the Fraternity in accordance to the Grand Chapter Administrative Policies and Procedures, Section C. Within one month after the conclusion of their terms of office, the Vice President of Finance and his cabinet shall turn over for audit to a qualified person appointed by the Alumni Board all records pertaining to the financial operations of the undergraduate chapter (cf. Grand Chapter Administrative Policies and Procedures Section E §21).
d. The Vice President of Member Development shall be chairman of the Development Cabinet, which may include the Academics Chairman, Historian, Retreats Chairman, and the Speaker Chair. In addition, the Vice President of Member Development shall serve as chairman for the Balanced Man Project Committee (BMPC). The BMPC shall consist of a Sigma Overseer, a Phi Overseer, Epsilon Overseer, and a Brother Mentor Overseer. The Vice President of Member Development shall be responsible for verifying a Brother's accomplishment through a stage and informing the Executive Committee and Chaplain of a Brother's eligibility to pass through the next Rite of Passage. The Vice President of Member Development is responsible for scheduling and leading chapter retreats and enrichment programs. He shall act to uphold, develop, and strengthen the character of the Brothers and to preserve the ideals, aspirations and principle upon which the Fraternity was founded.
e. The Vice President of Recruitment shall be responsible for recruiting new members, both undergraduate and alumni, into the chapter. He is chairman of the Recruitment Cabinet, which may include the New Member Recruitment Chairman, the Balanced Man Scholarship Chairman, the Newsletter Director, and the Homecoming Chairman. Therefore, he is responsible for all recruitment events, alumni events, updating alumni addresses, extending bids to prospective members, the chapter newsletter, and the Balanced Man Scholarship.
f. The Chaplain shall act as the chapter's guide over the moral and religious habits and life of the Brothers of this chapter. The Chaplain shall act as chairman for the Standards Board. The Standards Board shall consist of the Chaplain, the Senior Marshal, the Junior Marshal, the Guard and the Guide. These positions should reflect representation from each of the four university classes: freshmen, sophomores, juniors and seniors. The elections of these positions shall be concurrent with officer elections. Their terms shall be no longer than one year. The Chaplain is responsible for coordinating each Rite of Passage.
g. The Vice President of Communications shall maintain the membership records of the chapter in a form prescribed by the National Board of Directors. He shall call the role and keep the minutes of each Chapter and Executive Committee meeting. He shall have charge of the seal, books, papers, and records of the chapter, except those in charge of other officers. He shall conduct all correspondence and bring all legislation before the chapter.
Section 4: The following officers shall be elected by secret ballot no later than the last regular meeting in November: President, Vice President of Programming, Vice President of Recruitment, Vice President of Member Development, Vice President of Finances, Chaplain, and Secretary.
Section 5: At the expiration of his term of office, each officer shall deliver all chapter books, papers, moneys, and other articles to his successor. Each officer shall render all information to enable his successor to assume full charge of the duties of his office.
Section 6: Officers shall be installed at the next regular meeting after the elections (cf. Grand Chapter Administrative Policies and Procedures Section E §7).
Section 7: A chapter shall have the power, by a simple majority vote, to declare void the election of an officer who, without satisfactory cause, fails to present himself for installation, (cf. Grand Chapter Administrative Policies and Procedures Section E §8).
Section 8: An officer may be impeached for neglect or violation of his duties or failure to conduct himself according to the ideals and values of Sigma Phi Epsilon. Any member may submit letter of accusation to the Chaplain. The Chaplain will then inform the accused officer of the petition of impeachment. The Chaplain will then meet with the Standards Board to research the National and Chapter Bylaws that are relevant to the situation. Then he will announce the petition to Chapter. Discussion and a vote will be conducted at the next chapter meeting. The Chaplain will preside over this section of the meeting. A two-thirds majority vote by the chapter shall be sufficient to impeach an officer.
ARTICLE VI: CABINET and COMMITTEES
Section 1: An officer's cabinet shall consist of all chairmen in positions related to that officer's jurisdiction. The Alaska Alpha Bylaws, Article V, Section 3 is to be used as a loose guideline for determining the placement of committees. The Executive Committee is given the authority to create or dispose of any standing or special committee and to place that committee under the officer deemed most appropriate.
Section 2: Each officer is given the authority to appoint or remove a chairman for any and all committees over which he is the presiding officer upon notification to and approval by the Executive Committee.
Section 3: Each chairman is given the authority to appoint and remove committee members to the committee over which he is presiding officer upon notification to and approval by his presiding officer. It is the duty of the presiding officer to inform the Executive Committee of any and all changes made to his committees.
Section 4: The duties of each committee shall be determined as the presiding officer sees fit. In general, each committee's duties are to be determined loosely by precedent. The Executive Committee and the chapter at large can allocate specific responsibilities as needed. The following list of responsibilities is neither inclusive nor exhaustive; it is to be used as a general guide for determining the basic duties of each committee. As new committees are added, the Executive Committee reserves the privilege of specifying its basic duties. In addition, legislation presented to the chapter may be used to supplement or clarify a committee's responsibilities.
a. Events/Social Committee shall plan and prepare the chapter's social calendar to be incorporated into the chapter's overall calendar as prepared by the Vice President of Programming. It shall be the responsibility of this committee to stimulate improvements in the social graces of the individual Brothers and the group as a whole, and to ensure the chapter's compliance with campus, Federal, local and Fraternity laws and policies. This committee shall supervise, advise and encourage chapter Brothers to participate in campus activities and organizations. This committee shall have charge of all games, contests and will coordinate activities with the Fundraising Committee. It shall keep records and reports of such events and shall supervise and encourage Brothers to participate in these events.
b. Intramural Committee shall plan and prepare the chapter's sports and intramural calendar to be incorporated into the chapter's overall calendar by the Vice President of Programming. It shall be the responsibility of this committee to ensure that the chapter is adequately represented at intramural competitions. It is also the responsibility of this committee to uphold the concept "Spirit Healthy, Body Healthy" by organizing sporting events for the Brothers of the chapter.
c. Housing Committee will consist of the Brothers living in the house, with the House Manager as Chairman. This committee shall have the responsibility of working with the Vice-President of Finance to ensure proper and timely collection of moneys from chapter Brothers living in the house. It is also their duty to work with the Vice President of Finance and the Alumni Board to determine the annual housing budget. This committee shall be responsible for designing and implementing the rules and regulations of the house in conjunction with the Executive Committee and the Alumni Board. This committee shall also work with the chapter and the Alumni Board to secure improvements and renovations to the house as needed. In addition, all furniture and other ownings related to the house will be handled through this committee in conjunction with the Alumni Board. This committee shall work with the Standards Board and the Alumni Board to see that proper risk management and house evaluations are being maintained and performed. All complaints and suggestions regarding the house are to be directed through this committee.
d. Academics Committee shall plan and prepare the chapter's academics calendar to be incorporated into the chapter's overall calendar by the Vice President of Programming. It is the responsibility of this committee to ensure the academic integrity of all Brothers of this chapter. This committee shall have the duties of organizing study sessions for the Brothers of the chapter, of collection and presenting the chapter's GPA, of coordinating the chapter's library and collection of class notes and course and professor evaluations, and of monitoring each Brother's academic progress. In addition, this committee shall be responsible for determining which Brothers are eligible for the Clifford B. Scott Memorial Key and the Ulysses Grant Dubach Award, and sending this information, properly authenticated, to the Headquarters in the fall of each year.
e. Retreat Committee shall plan and prepare the chapter's retreat calendar to be incorporated into the chapters overall calendar by the Vice President of Programming. This committee shall have the responsibility of organizing each chapter retreat. This includes securing a location for the retreat, developing the itinerary for the retreat, collecting resources including educational materials, experiential learning materials, and food for the retreat, inviting an outside facilitator for the retreat, and ensuring that the chapter upholds the ideals and values of Sigma Phi Epsilon while on the retreat.
f. New Member Recruitment Committee shall plan and prepare for the chapter's new member recruitment calendar to be incorporated into the chapter's overall calendar by the Vice President of Programming. It is the responsibility of this committee to ensure that the chapter maintains sufficient manpower and that the chapter is striving to improve and increase its membership. This committee shall have charge of all recruitment events. It is their responsibility to invite men to each recruitment function and to establish the chapter's manpower goals. The chairman of this committee shall present names of men to be considered for admission into this chapter at appropriate chapter meetings. It is also the responsibility of this committee to extend bids/invitations to men, which the chapter has voted to admit.
g. Alumni Committee shall plan and prepare the chapter's alumni recruitment calendar to be incorporated into the chapter's overall calendar by the Vice President of Programming. It is the responsibility of this committee to ensure relations with alumni are strong and positive. This committee shall organize alumni events and shall maintain correspondence with regional alumni. It is also their responsibility to seek out and recruit new alumni to work with the chapter or the Alumni Board. It is the duty of this committee to promote active involvement of all regional alumni with this chapter. This committee also has the responsibility of producing an alumni newsletter at least once per semester. The newsletter is to include all pertinent information regarding the chapter's activities and operations and is to be distributed to all alumni and local community Brothers actively involved in the chapter.
h. Balanced Man Scholarship Committee has the responsibility of promoting the Balanced Man Scholarship as outlined by Headquarters. This committee shall prepare and distribute all information regarding the Balanced Man Scholarship to incoming freshmen to this University. In addition, this committee shall organize and coordinate home interviews when appropriate and feasible. Selection procedures for this scholarship shall be determined by this committee in conjunction with the Headquarters' guidelines.
i. Standards Board is responsible to plan the use of the Ritual, inspect the Ritual equipment, review proper risk management for upcoming events, and practice the Ritual. The Standards Board shall also be responsible for enforcing the Grand Chapter and local chapter bylaws and standards codes, and, therefore, reserves the right to call a Brother before the Board for a violation, or violations, against the Chapter. The Standards Board is also responsible for resolving disputes between Brothers. The Standards Board shall also manage, with the President and the Vice President of Member Development, the chapter's awards program and insure the membership agreements are signed and the chapter's standards are updated and revised on a regular basis.
j. Balanced Man Project Committee (BMPC) shall monitor the promotion of chapter Brothers along the Balanced Man Project. Each overseer is responsible for orienting each Brother in his respective stage of the BMP. It is the duty of the overseer to consult and advise each Brother in his stage as needed and to inform the Vice President of Member Development of a Brother's achievements.
k. Greek Council Representative Committee shall be the official representative of the Alaska Alpha Chapter to the University of Alaska Greek Council. The Greek Council Representative Committee shall consist of the President or a Brother appointed by the President, and two Brothers elected by the Chapter at large. The Committee members shall be determined no later than the third weekend of March.
ARTICLE VII: CHAPTER MEETING
Section 1: A regular meeting of this chapter shall be held each week. The time and place shall be determined at the start of each semester.
a.
The purposes of the chapter meeting are to:
1. inform all chapter members of upcoming events
2. hear committee and financial reports
3. have the chapter make decisions on new business.
"These meetings are not to decide minute detail - that is the job of committees that report to the Cabinet and chapter." (???'s 1997 The Lifetime Responsibility of Brotherhood p. 133).
b. All Ritual meetings shall be opened and closed using the form prescribed in the Ritual.
c.
This chapter shall have formal meetings, with the use of the appropriate Ritual
equipment, on the following occasions, as prescribed by the Fraternity Ritual:
1. The first regular meeting of each semester
2. The first regular meeting for each month
3. Initiation
4. The first regular meeting following an initiation
5. Installation of officers
6. Last regular meeting of each semester
7. At the option of the chapter President.
8. At the request of a representative of the Grand Chapter
9. Election Day
d. A special meeting may be called by the President or by a two-thirds vote of the Brothers in good standing of this chapter.
Section 2: The President shall have authority to suspend form the meeting any Brother for conduct unworthy of Sigma Phi Epsilon or unbecoming to a gentleman.
Section 3: Attendance shall be required of all Brothers; any Brother who is absent from a chapter meeting shall present his excuse to the Executive Committee no later than the first meeting of said committee following the absence. Excuses shall be limited to illness, work, school activities (including classes) or family emergencies. An unexcused absence may subject the offending Brother to disciplinary action by the Standards Board.
Section 4: Brothers shall be required to be appropriately dressed at all meetings of this chapter.
Section 5: The order of business shall be as follows:
a. Opening in accordance with the form prescribed by the Ritual (at Ritual meetings only).
b. Roll call
c. Reading the minutes of preceding meeting; approval
d. Executive Committee report
e. Unfinished business
f. Recommendations for membership and voting on said recommendations
g. Remarks for the good of the Fraternity
h. Reading of communications and notices
i. Formal closing of meeting in accord with the Ritual, including singing of the Anthem (at Ritual meeting only).
Section 6: Robert's Rules of Order shall be the authority on all parliamentary questions when they do not conflict with these bylaws, the Grand Chapter Bylaws, or the Grand Chapter Administrative Policies and Procedures. Parliamentary procedures should be followed but not abused to the point of absurdity.
ARTICLE VIII: ASSESSMENTS, FINES and FEES
Section 1: Each Brother will pay the semesterly Chapter dues specified by the Executive Committee with the approval from Chapter.
Section 2: All initiates shall pay equal monthly fees and assessments as provided in the budget prepared by the Collections Chair and the Alumni Board. Said charges shall not change without the approval of the Alumni Board. In the absence of such a board, a two-thirds vote of the entire membership in good standing shall substitute.
Section 3: All chapter fees and bills shall become due and payable on the first of each month for which the fees are being charged. They shall be paid by the 10th of the same month and all outstanding accounts thereafter shall be increased 10% or $5.00, whichever is greater, plus $1.00 for each additional day thereafter. If the bill has not been paid by the end of the month for which it was levied, the Brother shall be suspended form the chapter and unless said amount is paid within 30 days after suspension (60 days after original due date), he shall be expelled for indebtedness upon majority vote of Brothers present and in good standing (cf. Grand Chapter Administrative Policies and Procedures Section E §38 - §47). Regular fees shall be chargeable for the period that any Brother is under suspension.
Section 4: Suspension from this chapter is defined to be denial for a period of 30 days (cf. Administrative Policies and Procedures Section E §36: "...a definite period of time...") of the privileges and benefits of membership, including the wearing or displaying of the Fraternity insignia, the attending of this chapter's functions and meetings, or otherwise identifying himself as a Brother of the Fraternity (cf. Grand Chapter Administrative Policies and Procedures Section E §36).
Section 5: Expulsion is defined to be the permanent denial of all privileges and benefits of membership, including those specifically enumerated in the preceding section (cf. Administrative Policies and Procedures Section E §37).
Section 6: Any Brother under suspension for indebtedness shall, upon payment of his indebtedness, be restored to membership in good standing without a vote of this chapter (cf. Grand Chapter Administrative Policies and Procedures Section E §39).
Section 7: Any Brother expelled for indebtedness by this chapter may be reinstated according to the Grand Chapter Administrative Policies and Procedures Section E §42. The chapter Secretary shall notify Headquarters of Brothers expelled for indebtedness, giving the amount of indebtedness along with an extract from the minutes of the meeting where the expulsion was acted. In cases of expulsion, other than indebtedness, the chapter Secretary shall notify Headquarters of Brothers expelled along with the minutes of the meeting where the expulsion was acted upon and all resolutions, together with all the papers giving a complete record of the case (cf. Grand Chapter Administrative Policies and Procedures Section B, inclusive).
Section 8: The bookkeeping system employed by this chapter shall be that prescribed by the Grand Chapter and/or other systems with the approval of the National Board of Directors.
Section 9: All fines levied by the President or Standard Board shall be recorded by the Secretary and the Collections Chair shall cause these amounts to appear on the bill the first of the following month.
ARTICLE IX: AMENDMENTS
Section 1: Amendments to these bylaws may be proposed at any business meeting of the chapter, but said amendment must be submitted in writing and shall not be acted upon for at least one week; no amendments shall become effective until approval by a two-thirds vote of the entire active membership at the meeting at which said amendments are acted upon.