|
BY-LAWS Article I MEETINGS Section 1. ANNUAL MEETINGS. The annual meetings of the Alpha Rho Chapter of Epsilon Sigma Phi shall be held as specified in the constitution. Section 2. SPECIAL MEETINGS. Special meetings of the Alpha Rho Chapter of Epsilon Sigma Phi may be called by a majority of the members of the executive board, or upon a request by the members of the Alpha Rho Chapter, when a resolution for such a special meeting is presented and signed by twenty (20) percent of the members of the Alpha Rho Chapter. Upon receipt of such a resolution, the president and secretary shall set a specific place, date and time for such a special meeting which is to be held within sixty (60) days from the date the resolution is received by the president. Section 3. NOTICE OF MEETINGS. Written notice of all annual and special meetings of the Alpha Rho Chapter shall be given to all members of the Alpha Rho Chapter of Epsilon Sigma Phi at least thirty (30) days before the date of the meeting. Postal mailing or electronic mailing a notice to the last known address of the member shall constitute proper giving of notice of meeting. Article II VOTING AND QUORUM Section 1. VOTING. All members of the Alpha Rho Chapter of Epsilon Sigma Phi in good standing shall be eligible to vote. Each member shall have only one vote. Voting by proxy shall be prohibited. Voting by mail or through secure electronic survey means shall be permitted only when approved by the majority of the executive board. Section 2. QUORUM. The members present for a meeting of the Alpha Rho Chapter of Epsilon Sigma Phi shall constitute a quorum for the transaction of all business, except as otherwise provided in Article IX of the constitution and Article XI of the bylaws.
Article III ORDER OF BUSINESS Insofar as possible, the order of business at the annual meeting and at all other meetings of the Alpha Rho Chapter of Epsilon Sigma Phi shall be as follows: 1. Call to order 2. Proof of notice of meeting 3. Reading and disposal of all unapproved minutes 4. Reports of officers and committees 5. Report from Extension Endowment Fund Board of Trustees 6. Unfinished business 7. New business 8. Election of officers 9. Adjournment Article IV STATE COUNCIL Section 1. OFFICER REQUIREMENTS. The officers shall be members of the Alpha Rho Chapter of Epsilon Sigma Phi who are in good standing. The six (6) officers shall constitute the Executive Board and be elected for a term of one year and shall hold their offices until their successors are elected and qualified. The president and vice-president may not succeed themselves. The secretary, treasurer, annalist/historian, and editor may be re-elected to succeeding terms. Section 2. COUNCIL DIRECTOR REQUIREMENTS. The council directors shall be members of Alpha Rho Chapter of Epsilon Sigma Phi who are in good standing. The State Council shall consist of the Executive Board and elected directors representing each of the following segments of Alpha Rho Chapter membership: Southwest, northwest, northeast, and southeast Extension areas, state staff, and retired staff. The Extension Director (or a representative) shall also be a Council member. Council directors shall be elected for two-year terms -- northeast, southeast, and retired in even numbered years, northwest, southwest, and state in odd numbered years. Directors may not succeed themselves. Section 3. VACANCIES. Any vacancy in the State Council unless caused by removal by the members of the Alpha Rho Chapter so outlined in Article IV, Section 4 below, shall be filled by the remaining members of the executive board. The vice-president shall succeed the president in case of death or resignation. The appointee shall serve until the next annual meeting of the Alpha Rho Chapter of Epsilon Sigma Phi. Section 4. COMPENSATION. The State Council shall serve without compensation for time spent on Chapter activities and business. Officers, directors or duly elected delegates may be reimbursed for special expenses incurred in directing the business of or representing the Alpha Rho Chapter of Epsilon Sigma Phi when such expenses have been approved by a majority vote of the members of the Alpha Rho Chapter present at a properly called meeting of the Chapter. Section 5. REMOVAL. Any officer or director of the Alpha Rho Chapter of Epsilon Sigma Phi may, for cause, be removed from office by a vote of three-fourths (3/4) of the members present at any annual meeting, or special meeting for that purpose. No officers or director shall be removed unless in the notice for such meeting it has been stated that removal is to be considered and an opportunity shall be given such an officer or a director to be heard in person or by representation at the meeting where and when removal is being considered. Any vacancy created by the above stated removal procedure, shall be filled by an election field by the members attending such meeting. Article V DUTIES OF THE EXECUTIVE BOARD Section 1. MANAGEMENT. The officers acting as an executive board shall direct the business and affairs of the Alpha Rho Chapter of Epsilon Sigma Phi. They shall make necessary regulations, rules and decisions which are consistent with the constitution and bylaws of the Alpha Rho Chapter of Epsilon Sigma Phi. Section 2. BONDS OF EMPLOYEES. The executive board shall require the treasurer, and any others regularly handling Alpha Rho Chapter of Epsilon Sigma Phi funds, to be bonded. Such bonds shall be furnished by a responsible bonding company, and the cost thereof shall be paid by the Alpha Rho Chapter of Epsilon Sigma Phi. Section 3. AUDITS. The executive board shall examine the accounts of the Alpha Rho Chapter of Epsilon Sigma Phi at their meetings and shall in addition have the books audited at least once a year. The annual audit shall be made between the date of the close of the fiscal year and the date of the annual meeting. A report of the audit shall be submitted to the members of the Alpha Rho Chapter of Epsilon Sigma Phi at their annual meeting and a sufficient number of copies shall be made available in printed form so that each member of the Alpha Rho Chapter may have a copy. The report shall show the financial condition of the Alpha Rho Chapter of Epsilon Sigma Phi at the close of the fiscal year; shall include a statement of income and expenses for the year and provide such other data as may have been requested by the executive board or may have been ordered by a vote of the members of the Alpha Rho Chapter at the previous annual meeting or a special meeting. The executive board of the Alpha Rho Chapter of Epsilon Sigma Phi shall have the authority to have the books audited more frequently than once year if they deem it necessary.
Article VI DUTIES OF OFFICERS AND COUNCIL DIRECTORS Section 1. PRESIDENT. The president shall preside at all meetings of the Alpha Rho Chapter of Epsilon Sigma Phi and of the executive board and perform such other duties usually incumbent upon an executive officer. Section 2. VICE-PRESIDENT. In the absence or disability of the president, the vice-president shall preside and perform the duties of the president. In the case of death or resignation of the president, the vice-president shall succeed the president and serve until the next annual meeting. The vice-president is the president-elect and shall succeed the president at the annual meeting. Section 3. SECRETARY. The secretary shall: (a) Keep the complete record of the meetings of the Alpha Rho Chapter and the executive board. (b) Serve all notices required by the constitution and bylaws. (c) Submit to the annual meeting of the Alpha Rho Chapter of Epsilon Sigma Phi a complete report of the year's activities of the chapter, except Such special reports as are presented by the treasurer and committees. (d) Furnish each newly initiated member a copy of the obligation creed of Epsilon Sigma Phi and a membership card. (e) Perform such other duties as may be required by the board of directors and/or the members of the Alpha Rho Chapter. Section 4. ANNALIST/HISTORIAN. The annalist/historian shall maintain a member profile database. The historian shall also archive the annual report, the banquet program, minutes from council and board meetings and membership records each year. Section 5. TREASURER. The treasurer shall: (a) Have charge of the membership roll. (b) Receive and disburse all funds of the Alpha Rho Chapter and maintain a complete financial record of the Chapter's operations. (c) Submit an annual financial report to the members of the Alpha Rho Chapter at the annual meeting. (d) Perform such other duties as may be required by the board of directors and/or the members of the Alpha Rho Chapter of Epsilon Sigma Phi. Section 6. EDITOR The editor shall: (a) Direct the writing, editing and publishing of the Alpha Rho Chapter of Epsilon Sigma Phi newsletter. (b) Maintain the mailing list for the chapter newsletter. (c) Perform such other duties as may be requested by the executive board. Section 7. COUNCIL DIRECTORS. The directors shall attend Council meetings. They help plan, organize and encourage the membership to participate, in the work of Alpha Rho Chapter. They will serve the chapter membership in their respective segments, and assist the officers in such tasks as contacting prospective members, collecting dues, such suggesting nominations for awards, and supporting committee activities.
Article VII COMMITTEES Section 1. APPOINTMENT OF COMMITTEES. The executive board of the Alpha Rho Chapter of Epsilon Sigma Phi shall arrange for the necessary committees to carry out activities of the Alpha Rho Chapter and the president shall appoint the individual members of such committees. Section 2 STANDING COMMITTEES (a) Each Standing Committee will consist of at least six members with terms being two years in length. Associate members are eligible for committee membership. (b) A Standing Committee may organize sub-committees to help carry out its responsibilities. (c) Representation from County, area, and state staff is encouraged on each committee, geographically dispersed throughout the state. Retiree involvement is encouraged on all of the committees. (d) New members are appointed each year by the President within one (1) month following the annual meeting. (e) The committee Vice-Chair will become the Chair the following year with a new Vice-Chair appointed by the President. (f) Each committee will have a board member that serves as liaison. Committee chairs are encouraged to attend the State Council meetings. (g) The committee chair is responsible to provide a budget proposal to the Chapter Treasurer. COMMITTEES MEMBER SERVICES: Responsibilities include administering the chapter loans, scholarships, grants, awards, tenure, and memorial services honoring the deceased members. PUBLIC ISSUES shall keep abreast of public issues that are of interest to ESP members. Keep external groups knowledgeable of the total Extension Program. Update constitution and bylaws as needed. RECRUITMENT AND RETENTION shall check on tenure for nomination into ESP. This committee will handle all matters relating to membership status. PROFESSIONAL DEVELOPMENT shall plan and implement professional development opportunities, and foster collaboration with other professional organizations to which chapter personnel belong. RESOURCE MANAGEMENT DEVELOPMENT shall work with chapter committee chairs to plan a realistic budget. Review and revise dues structure. Review and revise policies for reimbursement of expenses. Review and audit records. RETIREE ACTION shall develop a plan for more active involvement of retirees in ESP programs. NOMINATION shall identify chapter officer and director candidates. ANNUAL MEETING shall direct tile Awards Banquet
arrangement, written program books, Annual meeting arrangement,
and State Council meeting arrangements during Annual
Conference. MENTORING shall promote new employee involvement with Alpha Rho Chapter for the improvement of the profession. New member mentoring shall include communication of the shared vision for our profession, its culture, philosophies, and commitment. Section 3. SPECIAL COMMITTEES. The executive board shall arrange for any special committees that will further and give maximum effectiveness to the program of the Alpha Rho Chapter of Epsilon Sigma Phi. Article VIII FINANCING Section 1. ACTIVE OR ASSOCIATE ACTIVE NEW MEMBER FEE. Each new member shall pay one new member fee set by National Epsilon Sigma Phi and by the Executive Board for the local chapter. Section 2 ANNUAL MEMBERSHIP DUES. (a) Each active or associate active member of Alpha Rho Chapter shall pay annual membership dues set by a vote of the membership. (b) Life membership, is five times the annual dues, paid once. Section 3. DELINQUENCIES IN PAYMENT OF ANNUAL MEMBERSHIP DUES. Any member shall be considered delinquent in payment of annual membership dues if the dues are not paid prior to the National ESP deadline. (a) On the first day of the succeeding National ESP fiscal year he/she shall be dropped from both the National Epsilon Sigma Phi and local Alpha Rho Chapter membership rolls, as provided in Article III, Section 5 of the Constitution of Alpha Rho Chapter. (b) Reinstatement is possible with the payment of the current year's due to Alpha Rho Chapter. Section 4. DONATIONS. Donations may be accepted from individuals, agencies, organizations and others who are interested in furthering the purpose of Epsilon Sigma Phi as set forth in Article II of the constitution of the Alpha Rho Chapter of Epsilon Sigma Phi. Section 5. SPECIAL PROJECTS. The executive board after the approval of the members (majority vote) present at an annual or special called meeting may arrange for special projects including special publications, etc., as a means of raising funds and/or enlarging the program and increasing the effectiveness of the alpha Rho Chapter of Epsilon Sigma Phi.
Article IX EMBLEMS, CREEDS AND MEMBERSHIP CARDS Section 1. EMBLEMS. The official emblem of the Alpha Rho Chapter of Epsilon Sigma Phi shall be the one adopted by the National Council at its meeting in Reno, Nevada, July 12, 1927. Only members in good standing may wear the fraternity emblem. Emblems may be jeweled on the basis of the following lengths of service: one diamond upon completion of fifteen (15) years of service; a second diamond upon completion of twenty-five (25) years of service; and third diamond upon completion of thirty (30) years of service. All emblems, pins and keys must be ordered through the secretary of the Alpha Rho Chapter of Epsilon Sigma Phi. Section 2. CREED. The official creed shall be that prescribed by the National Council of Epsilon Sigma Phi and copy of the same shall be furnished to each member initiated, who will be encouraged to display the creed in his/her office. Section 3. MEMBERSHIP CARD. Each member of the Alpha Rho Chapter of Epsilon Sigma Phi shall be furnished a membership identification card signed by the secretary of the Alpha Rho Chapter and the secretary of the National Council of Epsilon Sigma Phi.
Article X RULES OF ORDER The "guidelines" set forth in the constitution and bylaws of the Alpha Rho Chapter of Epsilon Sigma Phi shall be carefully followed in directing and carrying out the program and activities of the chapter and in conducting annul and special meetings of the chapter. For details of meeting procedures not covered by these "guidelines", Roberts Rules of Order shall apply.
Article XI EXTENSION ENDOWMENT FUND This fund shall be known as the Kansas Cooperative Extension Service Epsilon Sigma Phi Endowment Fund. The purpose of this fund is to improve the quality of educational programs offered by the Kansas State University Cooperative Extension Service by encouraging staff professional improvement experiences and special projects. The Board of Trustees of the Extension Endowment Fund will consist of six Epsilon Sigma Phi members, two Extension program stakeholders, one representative from Extension Operations and one representative of Extension administration. Trustees representing Epsilon Sigma Phi will be the President, Immediate Past President, and Vice President of Alpha Rho Chapter, and three persons elected for three-year terms at the annual business meeting of the Chapter (at least one to be a lifetime member) from among the Chapter's lifetime and annual members. The three-year terms of the three elected representatives will be staggered so that one representative is elected each year. An elected representative may not serve consecutive terms. The stakeholders group will be the President and Immediate Past President of the State Extension Advisory Council. The Extension administration representative will be the Director of Extension or the Associate Director if designated by the Director. The Extension Operations representative will be the staff member holding that position. The Immediate Past-President of Epsilon Sigma Phi will serve as the Chairperson of the Board of Trustees. Income from endowed funds and expendable funds are to be budgeted by the Trustees in accordance with the purpose of the Fund. A budget shall be presented for approval at the Chapter's annual business meeting. The Kansas State University Foundation shall act as custodian of all funds, to manage the same to the best of its ability, and to make payments upon authorization of the President of the Chapter, on behalf of the Trustees and Chapter. A Memo of Understanding with the Kansas State University Foundation will guide the agreement between the Foundation and Epsilon Sigma Phi. The Board of Trustees will appoint subcommittees of the Board such as Budget, Fund-raising and others as needed. Membership on the committees is not restricted to the Board of Trustees members. The three elected representatives from Epsilon Sigma Phi will automatically serve on the Fund-raising committee. Article XII AMENDMENTS These bylaws may be amended in whole or part at any annual meeting or special meeting of the members of the Alpha Rho Chapter of Epsilon Sigma Phi, provided that such action has been duly announced in the notice of the meeting at least thirty (30) days before the meeting and a complete text of the proposed amendment has been given in the notice of meeting; provided there is a quorum which shall be the eligible voters of the meeting and/or those who voted by mail, and provided that two-thirds (2/3) majority of the members of the Alpha Rho Chapter of Epsilon Sigma Phi voting at such a meeting and/or by mail, approve such amendments.
|
