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Beta Theta Chapter of Alpha Phi Omega Chapter Bylaws (Amended 09/2011) I Name and Affiliation Name The name of this organization shall be the Beta Theta Chapter of Alpha Phi Omega. This organization may also be referred to as APO, APOUW, Alpha Phi Omega of UWMadison, Alpha Phi Omega at the University of WisconsinMadison, Alpha Phi Omega, or Beta Theta (especially with regard to other chapters of Alpha Phi Omega) and other similar forms Affiliation This organization shall be affiliated with The University of WisconsinMadison (the University) as a registered student organization, and with The National Fraternity of Alpha Phi Omega (the Fraternity) as a Chapter Governance This chapter shall be conducted as a service fraternity under the policies, principles, and provisions set forth in the National Articles of Incorporation of Alpha Phi Omega, National Bylaws of Alpha Phi Omega, Standard Chapter Articles of Association of Alpha Phi Omega (SCAA), including the optional sections, and the Chapter Bylaws (these Bylaws) contained herein II Purpose The purpose of this organization is to assemble students of the University in the fellowship of principles derived from the Scout Oath and Law of the Boy Scouts of America, to develop Leadership, to promote Friendship and to provide Service to humanity III Membership Membership Policy Membership in APO-UW shall be open to all enrolled students at the University of Wisconsin Madison UW students comprise membership and make all leadership decisions Membership in APOUW shall not exclude parttime students, offcampus students, graduate students, or students not immediately seeking a degree Membership classes and many of the rights thereof are detailed in the National Bylaws of Alpha Phi Omega, therefore it is only necessary to clarify those classes and rights within the scope of the powers given to the Chapter Pledge Membership a Pledge membership in this Chapter shall be conferred upon one participating in a Pledge Program approved by the Active membership to familiarize the Pledge with the spirit of Alpha Phi Omega, its principles, history, and traditions b The requirements of Pledge Membership are contained in the Appendix of these Bylaws and are to be approved each semester c Pledge members have the right of voice at the chair’s discretion and vote at the chair’s discretion, and shall not hold Chapter office Neophyte Membership a Neophyte membership in this Chapter shall be conferred upon one who has participated as a Pledge in Chapter activities; who has completed all requirements of the Pledge Program as specified in these Bylaws; who has been approved for Initiation into the Fraternity; who has paid all dues and debts to this Chapter; who has not yet completed the Initiation Ritual b Neophyte members shall have the rights of voice and vote in Chapter affairs, but they must be excluded from all matters regarding the rituals of the Fraternity. In all affairs external to the Chapter, Neophyte members shall have the rights and privileges of Pledge members c Neophyte members are expected to fulfill the requirements for Active membership for every full semester of Neophyte membership d Neophyte members shall not have the right to hold Elected office, but may hold an Appointed office or other position of responsibility Active Membership a Active membership shall be conferred upon completion of the Initiation Ritual. The requirements for maintaining Active membership are contained in the Appendix of these Bylaws and are to be approved each semester b Active membership may be transferred from another Chapter of the Fraternity, provided that member was in good standing c Active members have the rights of voice, voting and holding office d Active members have the responsibility of working to fulfill the purpose of this Chapter. This includes but is not limited to the Responsibility of Replacement (Active members shall endeavor to seek new members of the Chapter and the Fraternity) e Active members are privileged to attend any general or special meeting of the Chapter, any standing or adhoc committee meeting (at the chair’s discretion), and to attend any Chapter social function or Fellowship Event f Rights and privileges of returning Active members shall be bestowed at the beginning of each semester, based upon their successful completion of the requirements for Active membership during the most recent semester that they were eligible. Failure to complete Active membership requirements in the immediate semester does not diminish the rights or privileges of returning Active members bestowed upon them at the beginning of that semester. Amended 12/10 g Those who fail to successfully complete all requirements for Active Membership or Associate Membership will enter a process of Evaluation, explained in the Appendix. Amended 12/10 Life Membership Members attaining Life Membership in the Fraternity still eligible for Active membership in the Chapter, shall be granted a waiver for completing Active membership requirements for one semester of their choosing that they are enrolled at the University and otherwise eligible for Active membership. Members choosing this option shall still be required to pay all applicable National fees during the semester (e.g Annual Active Membership Dues, Annual Insurance Fees, etc.) Associate Membership a Associate membership may be conferred upon an Active Member by a personal, written request. Associate membership is not automatically conferred. Requests for Associate membership shall be addressed to the MVP. In order to receive Associate status, the Active member must submit a written request to the MVP by the determined deadline b Active members enrolled as students, who leave campus for educational or vocational purposes (foreign exchange, cooperative education, study abroad, et cetera) are granted associate membership through the process of 6a c Associate membership requires a minimum of one (1) semester as an Active brother (6b. provides exception to this stipulation) d MVP will confer with Chapter regarding approval of the Associate applications All applications must remain anonymous to the Chapter during approval process e Chapter must approve associate applications by a 2/3rd vote. f Associate members shall have all the rights, responsibilities and privileges of Active membership, except voting processes throughout semester g Associates are able to run for Chapter office for the following semester h Associate members shall be automatically reinstated as Active members upon completion of the requirements for Active membership i The requirements for maintaining Associate membership are contained in the Appendix and should be reviewed and altered when necessary Advisory Membership a Conferral of Advisory membership requires approval by a majority of the Active membership at any general or special meeting of the Chapter b Advisory members of the Chapter not previously Active members of the Fraternity must attend an Initiation Ritual during their first year of Advisory membership c Advisory membership requires at least biannual renewal. Advisory membership can be renewed through an act of the Executive Board d Advisory members have the right of voice, but no vote or the power to make motions for Chapter business. Honorary Membership Conferral of Honorary membership requires approval by a fourfifths (4/5) majority of the Active membership at any general or special meeting of the Chapter Alumni Membership a Alumni membership is automatically conferred upon all who have held Active, Advisory, or Honorary membership in this Chapter, upon leaving the Chapter b Alumni membership is automatically conferred upon all members of the interest group or petitioning group that rechartered this Chapter, that leave the University prior to completing the Initiation Ritual as members in good standing (the "Grahamfather" clause) c Formerly Active members of the Chapter enrolled as students at the University that do not maintain Active membership or attain Associate membership are considered to have “left the Chapter” after two semesters of bad standing or an unsuccessful Evaluation. Amended 12/10 10 Suspension a A fourfifths (4/5) vote of the Active membership is required to suspend any member b There must be at least one (1) week between a motion to suspend a member’s status and the vote on such motion c Suspended members shall not be considered members in good standing d Suspended members may be removed from suspension and reinstated to membership in good standing by a twothirds (2/3) vote of the Active membership IV Officers Elected Officers a Officer Description i ii iii iv The Chapter shall endeavor to elect the following officers, in order of precedence: President, 1st VicePresident (VP) of Service (SVP), 2nd VP of Membership (MVP), 3rd VP of Fellowship (FVP), 4th VP of Finance (FVP), 5th Vice President of Communications, VP’s of Pledging Process (VPP). Amended 12/10 The Chapter must fill, at a minimum, the offices of President, SVP, VPF, VPC There must be at least one (1) male and at least one (1) female elected to fulfill the duties of the office of VPP Officer duties are listed in the Appendix of these Bylaws. Officer duties will be reviewed and approved each semester by the Active membership no later than the third (3rd) general meeting of the semester b Officer Elections i ii iii iv v Elected officers may not hold more than one (1) office in a semester The office of President must be filled by a person with at least one (1) semester of previous experience as a Chapter officer. No person may hold the same Elected office more than two (2) consecutive semesters, and not more than three (3) semesters total Offices may not be held by more than one (1) person. The office of President must be held by a sole individual. The office of Treasurer must be held by a sole individual. Male candidates and female candidates for the office of Pledge Educator must be elected separately The procedure for officer elections is contained in the Special Meetings section of these Bylaws c Installation i. Installation of newly elected officers (Officerselect) shall be conducted by the chair of the Advisory Committee, or their proxy, at the end of each semester, after Elections. If not all officers can be installed at that time, further installations may be held for those Officerselect not able to participate in the primary installation ii. Only members that have completed the requirements for Active membership in the semester during which Elections occur may be installed as an elected officer for the following semester d Removal & Replacement i ii iii iv v vi vii Elected officers may be removed with cause by a threefourths (3/4) vote at a general meeting. There must be quorum at the meeting during which the vote takes place Elected officers must be notified of the motion to remove a minimum of three (3) days prior to the removal vote. Upon notification, the Elected officer is considered to be “under review.” The Executive Board shall endeavor to schedule the meeting at which the removal vote is to occur, at a time and place that is convenient for the officer under review to attend Officers under review should be present during the discussion regarding the vote to remove, but may not be present when the vote occurs (subject to the discretion of the chair). If not present during the vote, one (1) additional vote against removal shall be tallied on behalf of the officer under review Elected officers can appeal their removal at the general meeting immediately following the vote for removal Upon the resignation or removal of an Elected officer, the Executive Board shall immediately appoint a person to assume the responsibilities of that office (Interim Appointee). Since the Interim Appointee is not elected to what is normally an Elected office, they are considered to be an Appointed officer. As such, the Interim Appointee must not be the current holder of an Elected office, but may be the current holder an Appointed office. A special election shall be held at the next business meeting convenient to elect a replacement to serve the remainder of the term of the resigned office Any elected office vacated after Election and prior to Installation may be filled by any opposing candidate for that office, subject to the discretion of the President and Presidentelect, and subject to the approval of the Chapter. Preference shall be given to the opposing candidate receiving the next highest number of votes if that information is available. (Long clause) Appointed Officers and Other Positions of Responsibility a Officer Appointment i ii iii iv Each Appointed officer shall be nominated by a specific Elected officer (or Officerelect not yet installed). The nominating officer shall be responsible for the supervision of the offices that they make appointments to, including, but not limited to, assuming the responsibilities of an Appointed office, should it become vacant An Elected officer may not nominate another Elected officer for an Appointed office All officer appointments shall be subject to approval of the Executive Board Appointed officers may hold more than one (1) Appointed office b Removal & Replacement i ii iii iv v Appointed officers may be removed with cause by a threefourths (3/4) vote at Executive Board. There must be quorum at the Executive Board meeting during which the vote takes place Appointed officers must be notified of the motion to remove a minimum of three (3) days prior to the removal vote. Upon notification, the Appointed officer is considered to be “under review.” The Executive Board shall endeavor to schedule the meeting at which the removal vote is to occur, at a time and place that is convenient for the officer under review to attend Officers under review should be present during the discussion regarding the vote to remove, but may not be present when the vote occurs (subject to the discretion of the chair of the Executive Board). If not present during the vote, one (1) additional vote against removal shall be tallied on behalf of the officer under review Appointed officers can appeal their removal at the general meeting immediately following the Executive Board vote for removal c Chairmen and Special Appointments i ii iii A person fulfilling a position of responsibility but not subject to approval of the Executive Board, or not voted into place by the membership, shall not be considered a Chapter officer, but given the title of “Chairman”(Chair) or “MemberinCharge” (MIC). These specific areas of responsibility include, but are not limited to: Fundraising Projects, Service Projects, and Fellowship Events Although voted into place by the Active membership, the Advisory Committee Chair is not a Chapter officer, as restricted by Advisory membership status d Voting Delegates i ii Voting Delegates are chosen to represent the Chapter at Fraternity sectional and regional conferences and national conventions, and other events when appropriate. These positions of responsibility are not considered Chapter offices, but the voice of the Chapter itself Any member who is not a Voting Delegate, but attending an event requiring a Voting Delegate shall be considered a NonVoting Delegate to that event Any Active member in good standing is eligible to be a Voting Delegate, including Elected and Appointed officers The nominations for Voting Delegate will then be taken from the floor at a Chapter meeting at least one week prior to the vote for the position, which must occur at a Chapter meeting The voting procedure used to determine Voting Delegates shall be at the discretion of the chair, but subject to the approval of the Active membership A list of Alternates for the position of Voting Delegate shall be approved immediately after the vote for Voting Delegate is completed. The method of selection shall be at the discretion of the chair, but subject to the approval of the Active membership Voting Delegates have the right and responsibility to choose their replacement from the final list of approved Alternates in attendance as NonVoting Delegates, should they become unable to fulfill their duties as a Voting Delegate in accordance with the rules of the event the delegation is sent Voting Delegates shall endeavor to determine the will of the Chapter on all pending legislation, but cast their votes in the best interest of the Fraternity, as is their understanding Voting Delegates may split their votes when appropriate iii iv v vi vii viii ix Officer Reports and Transition a All officers are required to submit written officer reports summarizing their goals and accomplishments while in office b Officer reports must include a selfassessment of accomplishments with respect to goals and duties (explicit, delegated, and assumed) c Officer reports must include recommendations for improving the effectiveness of the office d Officer Reports are to be prepared in advance of the Officer Transition Program, or by another date set by the President e The Officer Transition Program (as defined in National publications, and modified by the Chapter, to the discretion of the President and Presidentelect) shall be implemented between Elections and CPPC CAPS each semester. Amended 12/10 Budgets a An itemized Chapter budget shall be prepared and approved each semester b The Chapter budget shall not be in deficit V Meetings General Meetings A regularly planned, business meeting (general meeting) of the Active membership shall be held at least once every two (2) weeks during the spring and fall semesters and except for special occasions, shall be open to everyone interested in the welfare of APOUW Pledge Meetings Weekly business meetings for the Pledge membership shall be held after the Pledging Ritual and continue weekly until the Initiation Ritual. Exceptions may be made for special circumstances Special Meetings a A special meeting of the Active membership shall be called at any time by the Executive Board, or by a written request bearing the signatures of at least one third (1/3) of the Active membership of the Chapter b All special meetings shall be held within seven (7) days of such a request c An effort shall be made to provide adequate notice of a special meeting to the membership d Some special meetings are held regularly and planned throughout the academic year: these are Elections, Pledge Review, and Chapter Program Planning Conference e Some general or special meetings may be closed in whole or in part at the discretion of the chair. In closed meetings or closed portions of open meetings, certain discussion content may be withheld from the minutes at the discretion of the chair and approved by those in attendance Elections a Campaigning and Nominations i ii iii iv No campaigning is allowed Nominations shall be opened at least two (2) weeks prior to elections and closed immediately before the election of the first (1st) office commences Nominations may be selfnominations Nominations may either be made publicly during a meeting, or made in writing to a member of the Executive Board prior to the elections meeting v Each nomination must be accepted by the nominee prior to the close of nominations to be considered valid, unless the membership votes with a two thirds (2/3) majority, during Elections, to allow the election to proceed in the candidates absence (Strom Thurmond clause) b General Rules i ii iii Quorum must be maintained throughout the elections meeting, or the meeting will be rescheduled at such a time when quorum can be maintained Officer elections shall be the first (1st), and preferentially the only, order of business at the elections meeting Only Active members in good standing are eligible to cast a vote for office c Voting Procedure i ii iii iv v Votes for office will be cast by secret ballot for each office unless the candidate for office is unopposed. The method for electing unopposed candidates is at the chair’s discretion The SergeantatArms will prepare and distribute a set of ballots to each person in attendance, eligible to vote for office. Each ballot will have a designation indicating for which office or vote number the ballot is to be tallied The officer elections will occur in the order that the offices are listed in the officer description section of these bylaws Eligible voters must be present in the meeting room for the duration of an officer election in order to cast a ballot for that office If an eligible voter leaves the meeting room after an election for an office begins, they must surrender their ballots and their ballot will be marked “VOID” and counted as an abstention for the votes that they miss due to absence. Ballots will be reissued to eligible voters that exit and return, but this will include any voided ballots for an office election in progress d Candidate Speeches i ii iii iv Each candidate will be given an opportunity to speak at least two (2) minutes on their behalf, and must answer questions for at least one (1) minute immediately following. Candidate speeches may be given by proxy, but candidates must answer their own questions, if present Candidates need not be present at the elections meeting to run for office All candidates must leave the meeting room at the beginning of the election for their intended office, and not be able to hear the proceedings. Candidates will enter the room only for their speech and questions, and will return to seclusion immediately thereafter The speaking order of the candidates shall be decided randomly, if there is no immediate consensus among the candidates c The Pledge Class officers shall not be considered officers of the Chapter c The Pledge Class will see that minutes are taken at all Pledge Class meetings and made available to all Pledge and Active members d The Pledge Class shall investigate various service ideas and select, plan, coordinate and participate in a Service Project involving the entire Chapter (the Pledge Project) e The Pledge Class shall be responsible for maintaining the traditions of the Pledge Program and the history of their Pledge semester f The Pledge Class shall conduct itself in such a manner as befits the University, the Chapter, and the Fraternity The Pledge Family a A Pledge Family is a group of Brothers and Pledges organized for the purposes of promoting the spirit of fraternity within the Chapter, increasing involvement in Chapter activities, and furthering the goals of the programs of the Chapter b A cheerful (rather than solemn) Chapter ceremony, the Sorting Ceremony, to be held immediately after the Fraternity Pledge Ritual. During the Sorting Ceremony each member of the Pledge Class is assigned to a Pledge Family according to their preferences c A Big Brother is selected for each member of the Pledge Class from their Pledge Family. The purpose of the Big Brother is to enhance the pledging experience of the Pledge through active, weekly involvement Big Brother requirements will be established at the discretion of the Pledge Relations Director d A Pledge may request a change of Pledge Family and/or Big Brother and this request should be fulfilled as quickly as possible. The reason for the request should be understood but not challenged e Members transferring from other Chapters shall be adopted into a Pledge Family f Active members wishing to change Pledge families must do so at the beginning of the Sorting Ceremony, before the members of the Pledge Class express their Pledge Family preference. Evaluations a A written exam and regular quizzes, testing familiarity with the contents of the Pledge Manual and material presented during Pledge Meetings, will be given to each Pledge Class as part of the Pledge Program (Pledge Exam, Pledge Quiz) b Pledges will evaluate the quality and effectiveness prior to or during Pledge Review via written responses to a survey and essay questions (Pledge Class Survey) VIII Finance and Property Instructions for filing tax forms, annual audits, and disposition of property upon dissolution shall be followed explicitly as written in the SCAA IX Awards DSK The Distinguished Service Key (DSK) is the highest honor that the Chapter may bestow upon current or former members who have distinguished themselves through outstanding service to the Chapter The DSK award consists of an engraved, black key bearing the fraternity's Greek letters on a blue ribbon The voting for the DSK shall occur during Elections of the spring or fall semester, providing at least two (2) nominations have been received In semesters where a single nomination has been received the Executive Board may elect, with a majority vote, to hold a special DSK voting session Nominations shall be submitted to a member of the Executive Board using the DSK Nomination Form available from the Historian or Sergeant at Arms Nominations must be submitted at least two (2) weeks prior to Elections for consideration during the same semester, except under extenuating circumstances The DSK will be presented to the recipient or recipients by a member of the Awards Committee at the last general business meeting of the academic year or during an Awards Banquet held after Elections The Executive Board shall compile a list of nominees for the DSK prior to Elections of each semester and present said list to the Awards Committee one week prior to elections along with the DSK Nomination Form submitted The Awards Committee will prepare ballots for voting for the DSK. A special ballot may be constructed for nominated individuals so as not to inform the individual of their own nomination The ballots shall contain the information provided on the DSK nomination form excluding the identity of the nominating Brother or Brothers Nominees must have exemplified, in demonstrable ways, the three cardinal principles of Leadership, Friendship, and Service Nominees must have provided a distinguishing service to the Chapter Nominees must have made a sustained contribution to the chapter over a period of time in a leadership role; including but not limited to holding Elected or Appointed Office, chairing either an Adhoc or Standing Committee and serving as a Voting Delegate To be eligible for nomination for the DSK a person must i ii iii have been a member in good standing each semester, at least three (3) consecutive semesters, since becoming a member of the Chapter; have held an Elected Office; and have never received a DSK from the Chapter Nominations of ineligible persons may be accepted with the approval of the Executive Board The voting will occur by secret ballot, with the vote for each nominee being held separately Ballots will be counted by an Advisor (not nominated) and a member of the Awards Committee (not nominated). The names of recipients shall only be revealed at the time of presentation A nominee must receive at least twothirds (2/3) of the votes cast to receive the award. Award recipients shall be registered with the National Office DSC The Distinguished Service Certificate (DSC) is the second highest honor that the Chapter may bestow upon current members who have distinguished themselves through outstanding service to the Chapter The DSC award consists of a framed certificate bearing, at a minimum; the Fraternity crest, the name and date of the award, the signatures of two active Elected Officers (preferentially including the Chapter President) and the recipients name The voting for the DSC shall occur during Elections each semester The DSC will be presented to the recipient or recipients by a member of the Awards Committee at the last general business meeting of the academic year or during an Awards Banquet held after Elections The Executive Board shall compile a list of nominees for the DSC prior to Elections of the spring semester. The list shall contain the names of all those eligible for automatic nomination, and may contain other nominations made under extenuating circumstances. Nominations may be solicited by or made by the Executive Board at any time, during any semester Nominees must have exemplified, in demonstrable ways, the three cardinal principles of Leadership, Friendship, and Service Nominees must have provided a distinguishing service to the Chapter Nominees must have made a sustained contribution to the chapter over a period of time To be eligible for automatic nomination for the DSC a person must i ii iii have been a member in good standing each semester, at least three (3) consecutive, since becoming a member of the Chapter; or have been an advisor in the past semester; and have never received a DSC from the Chapter The names of all automatically nominated persons and those nominated by Executive Board under extenuating circumstances shall be posted immediately prior to the voting for the DSC The voting will occur by secret ballot, with the vote for each nominee being held separately Ballots will be counted by an Advisor (not nominated) and a member of the Awards Committee (not nominated). The names of recipients shall only be revealed at the time of presentation A nominee must receive at least onehalf (1/2) of the votes cast to receive the award. Cardinal Principle Awards a These awards will be presented each semester at the last general meeting of the semester or during an Awards Banquet held after Elections b The incumbent President and Presidentelect shall determine the recipient of the Leadership award from among the members of the Chapter (not including themselves) best exemplifying the cardinal principle of Leadership c The incumbent FVP and FVPelect shall determine the recipient of this award from among the members of the Chapter (not including themselves) best exemplifying the cardinal principle of Friendship d The incumbent SVP and SVPelect shall determine the recipient of this award from among the members of the Chapter (not including themselves) best exemplifying the cardinal principle of Service Membership Awards a These awards will be presented each semester at the last general meeting of the semester or during an Awards Banquet held after Elections b The incumbent MVP and MVPelect shall determine the recipient of the Most Valuable Active award from among the Active membership of the Chapter (not including themselves) best fitting the title of the award c The incumbent MVP and MVPelect shall determine the recipient of the Most Improved Active award from among the Active membership of the Chapter (not including themselves) best fitting the title of the award d The incumbent PE and PEelect shall determine the recipient of the Most Valuable Pledge award from among the membership of the most recent Pledge Class best fitting the title of the award e The incumbent PE and PEelect shall determine the recipient of the Most Improved Pledge award from among the membership of the most recent Pledge Class best fitting the title of the award f The incumbent Treasurer and Treasurerelect shall determine the recipient of the Most Generous award from among the Active membership of the Chapter (not including themselves) best fitting the title of the award g The incumbent Secretary and Secretaryelect shall determine the recipient of the Best Attendance award from among the Active membership of the Chapter (not including themselves) best fitting the title of the award h A group of the Awards Committee shall nominate the recipient of the Outstanding Senior award from among the membership of the Chapter (not including themselves) considered to have Senior or Graduate Student academic status by the University and best fitting the title of the award. The recipient of this award shall be approved at a Combined Executive Board meeting in the absence of eligible recipients Symbolic Awards a) These awards will be presented (if a recipient is selected) during the fall semester, at the last general meeting or during an Awards Banquet held after Elections b) ForgetMeNot Award: The active membership may nominate a recipient of the ForgetMeNot award from among the Active and Advisory members of the Chapter (not including themselves) best fitting the title of the award. A majority vote of the membership is required for approval. A lapel pin bearing the image or a representation of the Fraternity flower, the forgetmenot, will be presented to the recipient to signify current and past recipients of this award. The recipient should have demonstrated purity of deed and thoughtfulness regarding others. The recipient should be one who remembers others for the special attributes that each person possesses c) Sturdy Oak Award: The active membership may nominate a recipient of the Sturdy Oak award from among the Active and Advisory members of the Chapter (not including themselves) best fitting the title of the award. A majority vote of the membership is required for approval. A lapel pin bearing the image or a representation of the Fraternity tree, the oak, will be presented to the recipient to signify current and past recipients of this award. The recipient should have demonstrated personal growth over a number of semesters of affiliation with the Chapter, or facilitated such growth in other Chapter members. The recipient should be one who continues to aspire to improve themselves or others while at the same time being reliable for providing both support and guidance to others d) Golden Eagle Award: The active membership may nominate a recipient of the Golden Eagle award from among the Active and Advisory members of the Chapter (not including themselves) best fitting the title of the award. A majority vote of the membership is required for approval. A lapel pin bearing the image or a representation of the Fraternity bird, the golden eagle, will be presented to the recipient to signify current and past recipients of this award. The recipient should have demonstrated perseverance, a clear vision, and strength of convictions over a number of semesters of affiliation with the Chapter, even if such their qualities do not extend to mobilizing others to action. The recipient should be one who has the grace to respect the right of others to hold their own beliefs d) Diamond Award: The active membership may nominate a recipient of the Diamond award from among the Active and Advisory members of the Chapter (not including themselves) best fitting the title of the award. A majority vote of the membership is required for approval. A lapel pin bearing the image or a representation of the Fraternity jewel, the diamond, will be presented to the recipient to signify current and past recipients of this award. The recipient should have demonstrated a strong belief in the value of other Chapter members and embody the spirit of brotherly love. The recipient should be one who has the ability to inspire others to be better individuals and to increase their value to the Fraternity e) All recipients of these awards, not only the most recent, shall endeavor to wear the lapel pin representing the award at all Chapter and Fraternity functions. The display of these awards is intended to keep these symbols and the qualities of the individuals honored by their award that embody these symbols present in the minds of the members of the Fraternity Roll of Honor A Roll of Honor shall be kept by the Chapter in which is inscribed, each semester, the names of the persons joining the Chapter and the names and awards of the award recipients described in this Article X Amendments and Maintenance a Proposed amendments to these Bylaws must be submitted (into the meeting minutes) in writing and verbally announced at an Active meeting two (2) weeks prior to any vote taken on any such amendment b Proposed amendments shall be submitted in the form of a document including the current language, proposed language, purpose, rationale and sponsor(s) c Proposed amendments may not be considered that are in direct conflict with the laws of the land (Federal, State, or local), the policies of the University of Wisconsin Madison, the National Articles of Incorporation of Alpha Phi Omega, National Bylaws of Alpha Phi Omega, Standard Chapter Articles of Association of Alpha Phi Omega, or the National Pledging Standards of Alpha Phi Omega d Amendments to these Bylaws shall become effective upon approval by a two thirds (2/3) majority vote at a general meeting where there is quorum e A Bylaws book must be maintained that contains at least: i a current copy of these Chapter Bylaws; i ii iii iv v vi vii viii a current copy of the National Articles of Incorporation of Alpha Phi Omega; a current copy of the National Bylaws of Alpha Phi Omega; a current copy of the Standard Chapter Articles of Association of Alpha Phi Omega; a current copy of the National Pledging Standards of Alpha Phi Omega; a current copy of the Membership Policies of Alpha Phi Omega; a current copy of the Risk Management Policies of Alpha Phi Omega; a record of all unsuccessfully proposed amendments to these Bylaws (including the Appendix), including the dates of discussion; a record of all successfully proposed amendments to these Bylaws (including the Appendix), including the dates of discussion f The Appendix to these Bylaws shall be reviewed and approved no later than the second general business meeting of each semester Appendix to Chapter Bylaws (Approved Spring 2007) Each officer shall be responsible for the training of their successor, reading past officer reports (at least the four (4) most recent), and reviewing resource materials available from the National Fraternity and the Chapter related to the office Advisor Liaison The Advisor Liaison shall: a Maintain, review and revise Advisor’s Manual; b Serve on Advisory Committee; c Ensure that regular contact is maintained with all Advisory members. Pair each Advisor with a specific Active if preferred; d Encourage Advisors to attend Chapter events; e Organize an Advisor/Officer Dinner at least once per semester; f perform other duties as required; g submit a complete officer report List Server Administrator The List Server Administrator shall: a maintain and update the Chapter’s email mailing lists; b create new email lists as necessary to assist in carrying out the programs of the Chapter; c perform other duties as required; d submit a complete officer report Corresponding Secretary The Corresponding Secretary shall: a carry out all necessary correspondence with the National Office and other chapters of Alpha Phi Omega in cooperation with Chapter officers or their proxies; b retrieve all mail from the Chapter post office box at least once per week, and distribute the mail within the Chapter. Any mail not addressed to an individual Brother should be opened and directed appropriately, as determined by the content; c send out invitations, letters of appreciation, and all other correspondence in furtherance of the programs of the Chapter d perform other duties as required; e submit a complete officer report 10 Scouting Liaison The Scouting Liaison shall: a work with the SVP, the Chapter scouting Advisors, and the local scouting officials to involve the Chapter in a program of service to the scouting movement; b act as a representative of the Chapter to local scouting organizations c perform other duties as required; d submit a complete officer report 12 (Semi)Formal/Banquet Chair The Banquet Chair shall: a plan and execute the Chapter Banquet (a SemiFormal or Formal Event, which may or may not actually have banquet dinner); b chair the Banquet Committee; c submit a proposed budget (with attendance forecast) to the Executive Board no later than six (6) weeks prior to the Banquet; d compile awards (both solemn and frivolous) to be presented at the Chapter Banquet; e promote attendance at the Chapter Banquet; f perform other duties as required; g submit a complete officer report 15. Other Positions of Responsibility a Advisory Committee Chair The Advisory Committee Chair shall: i ii iii call and preside over Advisory Committee meetings for the purpose of discussing the Chapter programs and administration; promote involvement of Advisors in Chapter activities; make a written report at least twice a year to the National office regarding the progress of the Chapter b Voting Delegates Voting Delegates shall: i ii iii serve as the official representatives of the Chapter at Sectional, Regional, and National events; endeavor to vote the will of the Chapter to the best of their abilities; prepare a conference/convention report for submittal to the Executive Board within two (2) weeks of the conclusion of the event that they are delegates for. c MemberinCharge, Fundraising Project A MemberinCharge of a Fundraising Project shall: i ii iii iv v vi serve as the official representative of the Fundraising Committee at Fundraising Projects; faithfully record amount of funds raised during project and keep record until amounts posted by the Fundraising Chair; record names of participants in Fundraising Project and amount of time each person spent; ensure that the Risk Management Policy is observed at the Fundraising Project; submit a project report to the Fundraising Chair and the Service Committee including a list of members involved, the time each member spent, and the amount of money raised no later than two (2) days after the Fundraising Project; deliver all funds collected to the Fundraising Chair or Treasurer as soon as possible, no later than two (2) days, after the project d MemberinCharge, Service Project A MemberinCharge of a Service Project shall: i ii iii iv serve as the official representative of the Service Committee at Service Projects; keep project signup sheet until submittal of project report; ensure that pointofcontact information is available for sponsor or partner organizations prior to project; coordinate activities with pointofcontact to ensure that all members are fully occupied; ensure that the Risk Management Policy is observed at the Service Project; submit a project report including a list of members involved and the time each member spent no later than two (2) days after the Service Project v vi e MemberinCharge, Fellowship Event A MemberinCharge of a Fellowship Event shall: i ii serve as the official representative of the Fellowship Committee at Fellowship Events; confirm prior to fellowship event that all details concerning successful execution have been addressed; set a welcoming tone for the Fellowship Event and ensure that all present are actively engaged; ensure that any necessary clean up after the Fellowship Event is performed; ensure that the Risk Management Policy is observed at the Fellowship Event; submit a event report including a list of members present no later than two (2) days after the Fellowship Event iii iv v vi III Active Requirements Active members shall, each semester: a Pay dues of $40 in full by a date approved by the Chapter; Amended 12/10 b Attend at least six (6) Fellowship Events, of which at least two (2) are attended by five (5) or more members and of which at least (1) is attended by fifteen (15) or more members c Attend two (2) of the four (4) pledge ceremonies a One (1) must be induction and one (1) initiation b Volunteering for post-ceremony activities fulfill one of the requirements d Participate in at least eighteen (18) hours of Service Projects, over at least two (2) separate Projects; a Up to six (6) service hours can be gained during the previous semester, provided the member was an active brother, and finished the semester in good standing e Participate in at least two (2) hours of service relating to the Sectional Conference; f Attend at least one (1) event during Rush; g Attend at least nine (9) general Chapter meetings if semester totals fourteen (14) weeks or at least eight (8) meetings if semester totals thirteen weeks (13); h Serve the Chapter by either holding Chapter office or participating on a Chapter Committee i Completion of a leadership requirement, fulfilled by any of the following, a Completion of pledge “big” requirements, created by the VPs of Pledging at the start of each semester b Participation in a LEADS course, ALPS course, or other APO planned leadership course c Membership in a committee d Special circumstances will be considered by the exec board Amended 9/26/11 Amended 12/10 IV Pledge Requirements Pledge members shall, as part of the Pledge Program: a Pay dues of $60 in full by a date approved by the Chapter; b Attend at least six (6) Fellowship Events, including Pledge Fellowship; c Participate in at least eighteen (18) hours of Service Projects, over at least two (2) separate Projects, and the Pledge Project (included in the total); d Attend all Pledge meetings, exceptions to be made in advance; e Attend at least two (2) Chapter meetings, not including Pledge Review; f Hold Pledge Class office, or serve on a (Pledge or Chapter) committee g Wear Pledge Pin at all times; h Interview and acquire signatures (in Pledge Manual) of entire Pledge Class, entire Executive Board, at least two (2) Advisors, and at least 75% of sustaining Active membership. Amended 12/10 V Associate Requirements Associate members shall, each academic year, pay dues of $40 in full by a date approved by the Chapter Any dues paid as a Pledge or Active member in the same academic year as the year seeking Associate membership shall be applied towards the required dues for Associate membership Associate must complete a minimum of 9 hours over the course of at least 2 events (3 hours may be personal volunteering) Associate member must attend 3 fellowships (1 platinum) Associate members must attend 5 general meetings (unless extenuating circumstances) and one (1) rush event. If conflicts arise regarding requirements, a personal contract for involvement in Fraternity events can be determined at the discretion of the MVP VI Handbooks and Manuals Advisor’s Manual The Advisor’s Manual shall contain current copies of the following Fraternity publications: Membership Registration Form for Chapter Advisors, Pledge Manual, National Bylaws and SCAA, Risk Management Policy, Membership Policy, and National Pledging Standards (and if available Advisor’s Guide, Questions & Answers Booklet, National President’s Letter to University Leadership, Regional Leadership Directory, Leadership Index, and Modular Seminar For & About Advisors). The Advisor Manual shall also contain current copies of the following documents created and maintained by the Chapter: Chapter Bylaws, Chapter Roster of Members and Current Officers, and Chapter Advisor Expectations Traditions Book The Traditions Book will contain details concerning each of the practices and traditions observed by the Chapter, especially those not discussed elsewhere. This includes, but is not limited to: The Sorting Ceremony, The DingALing, and Mascots Service Policy Manual The Service Policy Manual will contain definitions and descriptions of types of service hours, and other policies governing the administration of the Service Program Pledge Packet The Pledge Packet shall contain current copies of the following Fraternity publications: Pledge Manual and National Pledging Standards. The Pledge Packet shall also contain current copies of the following documents created and maintained by the Chapter: Chapter Bylaws, Chapter Roster of Members and Current Officers, Pledge Class Roster (when available), and Sectional and Regional Contacts Sheet. The Pledge Packet shall also contain: detailed information about Chapter traditions, overview of website, tally sheets for Pledge Requirements and Membership Contest, Signature Sheets, a description of Pledge and Chapter Committees and Offices, and additional Pledge Family specific information, including Big Brother assignment (when available) Committee Handbook The Committee Handbook shall contain a compilation of Best Practices for recruiting, leading, and participating on a committee VII Evaluation Any Active member not fulfilling requirements for Active or Associate membership for one semester will be subject to a period of Probation and must receive notice from the VP of Membership within two weeks of the last general meeting Any Active member not fulfilling requirements for Active Membership or Associate Membership by the close of the Academic Semester for one semester will be subject to Evaluation by quorum at a Special Meeting (see rules for Special Meetings, above) The member must receive notification within two weeks after the last general meeting Any member in bad standing revokes all voting and speaking privileges until requirements set forth at Evaluation are met The Evaluation shall take place no later than one week before the beginning of the next semester without permission from the Chair It is to include all Executive Officers and at least 2/3 of the Active Membership All Evaluations will be held in privacy with the Active or Associate member in question and will be settled on a case-by-case basis If the member wishes to remain a part of the Organization, he or she will be asked to explain the circumstances surrounding why he or she had two semesters in bad standing If the member is not present to defend him/herself, a statement may be read by proxy If the member is not present and has not prepared a statement, this is automatic grounds for Removal from the Chapter The member, after stating his or her case, may be asked to complete additional requirements or make up those missed before the start of the next semester, or over the course of the next semester, in addition to the forthcoming semester’s requirements Alternative solutions may be presented and accepted by both parties (the Chapter and the Member) If a resolution cannot be reached between the Member and the Chapter an Advisor or Regional or Sectional Chair must be consulted and the matter tabled until a time convenient for this person and the Member in question It is then up to the Advisor/Regional or Sectional Chair to reach an agreement with the Member as to what must be done for the member to remain a member in good standing in Alpha Phi Omega – Beta Theta If a third semester of bad standing occurs, the member will be considered to have “left the chapter” and will automatically be removed from all membership lists Once all requirements set forth by the Chapter have been completed by the Member, the semester of previous bad standing will be considered good standing and all voting and speaking privileges restored At least 4/5 of those present at the meeting must vote to remove the member from the chapter, or else he or she will remain a part of the chapter Amended 12/10 ... laws? ?of? ?the land (Federal, State, or local), the policies? ?of? ?the University? ?of? ? Wisconsin Madison, the National Articles? ?of? ?Incorporation? ?of? ?Alpha? ?Phi? ? Omega, National? ?Bylaws? ?of? ?Alpha? ?Phi? ?Omega, Standard? ?Chapter? ?Articles? ?of? ? Association? ?of? ?Alpha? ?Phi? ?Omega, or the National Pledging Standards? ?of? ?Alpha? ?... a current copy? ?of? ?the National Articles? ?of? ?Incorporation? ?of? ?Alpha? ?Phi? ? Omega; a current copy? ?of? ?the National? ?Bylaws? ?of? ?Alpha? ?Phi? ?Omega; a current copy? ?of? ?the Standard? ?Chapter? ?Articles? ?of? ?Association? ?of? ?Alpha? ? Phi? ?Omega; a current copy? ?of? ?the National Pledging Standards? ?of? ?Alpha? ?Phi? ?Omega; ... a current copy? ?of? ?the National Pledging Standards? ?of? ?Alpha? ?Phi? ?Omega; a current copy? ?of? ?the Membership Policies? ?of? ?Alpha? ?Phi? ?Omega; a current copy? ?of? ?the Risk Management Policies? ?of? ?Alpha? ?Phi? ?Omega; a record? ?of? ?all unsuccessfully proposed amendments to these? ?Bylaws? ?