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CHAPTER BY-LAWS

Article III: Officers and Duties

Section 1: Officers
Clause 1: Eligibility to Hold Office
Only active members may hold office. No member shall hold more than one elected office at a time, and no member may hold any particular office for more than two consecutive terms.
Clause 2: Elected Officers
The elected officers of this Chapter shall be a President, a Vice-President of Fraternity/Community Service, a Vice-President of Campus/National Service, a Vice-President of Membership, a Vice-President of Fellowship, a Treasurer, a Secretary, a Parliamentarian, a Communications Officer, and a Pledge-Trainer.
Clause 3: Term of Elected Office
The elected officers shall be chosen by ballot to serve for one year or until their successors are elected, and their term of office shall begin two weeks after the meeting at which they are elected.
Clause 4: Appointed Officers
The regular appointed officers of this Chapter shall include a Historian and a Newsletter Editor. Temporarily appointed officers shall include a Project Coordinator for each service, fundraising, or fellowship project.
Clause 5: Term of Appointed Office
Appointed officers shall serve from their time of appointment for one year or until their successors are appointed, or until their duties are fully discharged.
Clause 6: Vacancies
If a Chapter office becomes vacant, the President shall appoint an active member to temporarily fill the vacancy, except that if the vacancy occurs in the presidency, the Vice-President of Fraternity/Community Service shall act as the President until an election to fill the vacancy is held. The Vice-President of Membership shall immediately notify all active and associate members that a vacancy has occurred. At the second regularly scheduled chapter meeting occurring after this notification, elections shall be held to fill the vacant office, as well as any other offices that become vacant during the course of the elections. Nominations for these elections shall be open from the time members are notified of the vacancy through the completion of the elections.
Clause 7: Removal from Office
An officer shall be liable for removal from office if a written petition is made by the majority of the active membership. Written charges must be given to the officer in question at least four weeks before the impeachment proceedings; at the same time, a copy of the charges shall be given to the Chairperson of the Advisory Committee. At such time as the charges have been delivered, said officer shall be suspended from performing their duties. The Executive committee, exclusive of the officer in question, shall appoint an active member to fill the office until the proceedings are complete. The removal proceedings shall be held at a regular chapter meeting at which a majority of the active members are present. All active, associate and advisory members shall be notified of the proceedings at least two weeks prior to the time at which they are to be held. For due cause, after just deliberation, an officer may be removed by a two-thirds vote of the active members present at the impeachment proceedings. The Chairperson of the Advisory Committee shall preside over the impeachment proceedings.
Section 2: Duties
Clause 1: General Duties of Officers
Each officer shall perform the duties appropriate to their office, as described by the Standard Chapter Articles of Association and by the parliamentary authority adopted by the Chapter. Each officer shall also perform any additional duties the Chapter may prescribe. Each officer shall, at the end of their term of office, instruct the successor in the duties of their office, and shall transmit the term of office records to the Chapter Historian, except that the Treasurer shall retain the financial books covering the past five years. Besides these general duties, each officer shall perform the specific duties described for their office in the subsequent section clauses of these bylaws, as well as any other such duties as may appear elsewhere in these bylaws.
Clause 2: President
The specific duties of the President are:
1) To serve as Chairperson of the Executive Committee, and to ensure the execution of its responsibilities as listed in these bylaws.
2) To preside over all regular and special chapter meetings, except at meetings where charges for the purpose of impeachment of an officer will be voted on.
3) To serve as a member of the Advisory Committee.
4) To appoint a Chapter Historian.
5) Except as otherwise provided in these bylaws, the special rules of order, and the standing rules, or by authority of the Chapter: to appoint any committees necessary in carrying out the program of the Chapter.
6) To serve as an ex-officio member of all committees.
7) To serve as chief spokesperson and representative of this Chapter and to coordinate its external relations, except as otherwise provided in these bylaws and the standing rules, or by authority of the Chapter.
8) To supervise and coordinate the functions of the Chapter, its officers and committees, and to ensure that the Chapter is operated in conformity with its governing documents.
Clause 3(a): Vice President of Fraternity/Community Service
The specific duties of the Vice-President of Fraternity/Community Service are:
1) To serve as Chairperson of the Fraternity/Community Service Committee, and to ensure the execution of its responsibilities as listed in these bylaws.
2) To serve as a member of the Executive Committee.
3) To supervise the operation and coordination of all fraternity/community service activities of the Chapter, and to appoint a coordinator for each fraternity/community service project.
4) To notify the Communications Officer of upcoming service projects.
5) In a timely manner, to collect the project reports from the service project coordinators and transmit them to the Executive Committee.
6) To compile and maintain a service record for each member, and to notify the Vice-President of Membership when each active or associate member meets the service requirement.
7) To perform all presidential duties in the absence of the President.
Clause 3(b): Vice President of Campus/National Service
The specific duties of the Vice-President of Campus/National Service are:
1) To serve as Chairperson of the Campus/National Service Committee, and to ensure the execution of its responsibilities as listed in these bylaws.
2) To serve as a member of the Executive Committee.
3) To supervise the operation and coordination of all campus/national service activities of the Chapter, and to appoint a coordinator for each campus/national service project.
4) To notify the Communications Officer of upcoming service projects.
5) In a timely manner, to collect the project reports from the service project coordinators and transmit them to the Executive Committee.
6) To compile and maintain a service record for each member, and to notify the Vice-President of Membership when each active or associate member meets the service requirement.
7) With the Vice-President of Fellowship, to explore opportunities for joint service projects with other chapters.
Clause 4: Vice President of Membership
The specific duties of the Vice-President of Membership are:
1) To serve as Chairperson of the Membership Committee, and to ensure the execution of its responsibilities as listed in these bylaws.
2) To serve as a member of the Executive Committee.
3) To maintain all membership records for the Chapter, including a list of all Chapter members with their addresses, phone numbers, and membership status.
4) To ensure that, on the day of elections, candidates for Chapter office meet the criteria for eligibility given in Article III, Section 1, Clause 1; and to disqualify any ineligible candidates in accordance with Section 1 of Article VIII.
5) To notify officers and committee members of their election or appointment, and to have on hand at each meeting a list of all officers, as well as a list of all existing committees and their members.
6) To receive notice from the Vice-Presidents of Service when each active or associate member has fulfilled their service requirement.
7) To receive notice from the Parliamentarian in the event that an active member fails to meet the attendance requirement.
8) With the assistance of the Communications Officer, to devise and implement a membership recruitment program for the Chapter.
9) To ensure the coordination of the pledging program with the Chapter program and activities.
10) To assist the Pledge-Trainer in the development and implementation of a pledging program.
11) To ensure that the Chapter conforms to the requirements of the governing documents regarding membership in this Chapter.
Clause 5: Vice President of Fellowship
The specific duties of the Vice-President of Fellowship are:
1) To serve as Chairperson of the Fellowship Committee, and to ensure the execution of its responsibilities as listed in these bylaws.
2) To serve as a member of the Executive Committee.
3) To supervise the operation and coordination of all fellowship activities of the Chapter, and to appoint a coordinator for each fellowship project.
4) To correspond and maintain active contact with neighboring chapters, and to explore opportunities for fellowship with other chapters.
5) With the Vice-President of Service, to explore opportunities for joint service projects with other chapters.
6) To notify the Communications Officer of upcoming opportunities for fellowship.
Clause 6: Treasurer
The specific duties of the Treasurer are:
1) To serve as Chairperson of the Finance Committee, and to ensure the execution of its responsibilities as listed in these bylaws.
2) To serve as a member of the Executive Committee.
3) To receive all monies of the Chapter and keep an accurate record thereof.
4) To maintain a bank account for the Chapter, and to deposit Chapter funds therein.
5) To disburse funds as prescribed by authority of the Chapter, or by these bylaws.
6) At the beginning of the fall semester, to submit to the Executive Committee a proposed budget for the year.
7) At least once a month, at a regular meeting of the Chapter, to submit a report on the Chapters financial condition, including a breakdown of income and expenses by budget category.
8) At the close of each semester and at the end of summer, to submit to the Executive Committee a complete, written report on the finances of the Chapter during that time period, including a breakdown of income and expenses by budget category.
9) To open the Chapters financial books for audit as required by Article VIII, Section 1, Clause 3 of these bylaws.
10) In a timely and diligent manner, to collect all dues, fees, and assessments owed by Chapter members to the Chapter or to the National Fraternity, and to transmit a record of these collections to the Vice-President for Membership.
11) To maintain a ledger account of the payments made by each individual member of the Chapter, either to the National Fraternity or to the Chapter, and to give a written receipt for all such funds.
12) To supervise the operation and coordination of all fundraising activities of the Chapter, and to appoint a coordinator for each fundraising project.
13) To notify the Communications Officer of upcoming fundraising projects.
14) To fulfill the financial obligations of the Chapter as described in its governing documents.
15) To audit the financial books of the Chapter at the close of his or her term as Treasurer, before turning the duties of the office over to his or her successor.
Clause 7: Secretary
The specific duties of the Secretary are:
1) To record the minutes of all Chapter meetings.
2) To make the minutes of the Chapter meetings available to members upon request.
3) To serve as a member of the Executive Committee, and to record the minutes of its meetings.
4) To make the minutes of the Executive Committee available to members of the Executive Committee upon request.
5) To carry on the general correspondence of the Chapter.
6) To prepare, prior to each meeting, an order of business for the use of the presiding officer, showing in their exact order, under the correct headings, all matters known in advance that are due to come up and, if applicable, the times for which they are set.
7) In the absence of both the President and the Vice-President of Service at a Chapter meeting, to call the meeting to order and preside until the immediate election of a chairperson pro tem.
Clause 8: Parliamentarian
The specific duties of the Parliamentarian are:
1) To serve as a member of the Executive Committee.
2) To acquire and maintain current copies of all governing documents of this Chapter, including these bylaws, the special rules of order, and the standing rules, and to acquire and maintain a copy of the Chapters parliamentary authority; furthermore, to have these documents available at all regular and special Chapter meetings, and to ensure that the Historian also has copies of these documents.
3) To advise the President and other officers, committees, and members on matters of parliamentary procedure.
4) To take the attendance at each regular and special Chapter meeting.
5) To compile and maintain an attendance record for each member, and to notify the Vice-President of Membership if an active or associate member fails to meet the attendance requirement. The Parliamentarian is not permitted to vote on any question, except in the case of a ballot vote.
6) Chair bylaws committee.
Clause 9: Communications Officer
The specific duties of the Communications Officer are:
1) To serve as Chairperson of the Publicity Committee, and to ensure the execution of its responsibilities as listed in these bylaws.
2) To serve as a member of the Executive Committee.
3) To assist the Vice-President of Membership in devising and implementing a membership recruitment program for the chapter.
4) To appoint an Editor for the Chapter Newsletter.
5) To inform the membership of each regular and special meeting of the Chapter.
6) To receive notice from other officers about upcoming projects and events, and to inform the membership about these.
7) To inform the membership of specific matters as directed by the Chapters governing documents, bylaws, rules, and parliamentary authority, as well as by authority of the Chapter.
Clause 10: Pledge-Trainer:
The specific duties of the Pledge-Trainer are:
1) With the assistance of the Vice-President of Membership and the approval of the Chapter, to develop and implement a pledging program in accordance with the National Pledging Standards.
2) To serve as a member of the Membership Committee.
3) To serve as a member of the Executive Committee.
Clause 11: Appointed Officers
Historian:

The specific duties of the Historian are:
1) To maintain a Library of documents relevant to the operation and history of the Chapter, including a family tree, for the reference of Chapter members.
2) To cooperate with the Parliamentarian to ensure that the Library contains current copies of all governing documents of this Chapter, including these bylaws, the special rules of order, the standing rules, and a copy of the Chapters parliamentary authority.
3) To retain old copies of the bylaws, special rules of order, and standing rules, as these are superseded, and to incorporate these into the Library.
4) To accumulate old issues of the Chapter Newsletter, as it is published, and to incorporate these into the Library.
5) To maintain an Archive of old Chapter records, for the reference of Chapter members.
6) To receive the records of the Chapter officers at the end of their terms of office, and to incorporate these records into the Archives.
7) To receive service project reports from the Executive Committee, after they have been transmitted to the Executive Committee by the Vice-President of Service, and to incorporate these reports into the Archives.
8) To maintain a scrapbook containing photographs and newspaper clippings pertaining to the activities of the Chapter.

Newsletter Editor:

The specific duties of the Newsletter Editor are:
1) To publish the Chapter Newsletter, at regular intervals specified by the Chapter.
2) To transmit an extra copy of each Newsletter issue to the Historian.
3) To serve as a member of the Publicity Committee.

Project Coordinators

The specific duties of a Project Coordinator are:
1) To organize and carry out the project they were appointed to coordinate, under the supervision of the appointing officer.
2) In the case of a service project, to submit a written report describing the project to the appropriate Vice-President of Service; in the case of a fundraising project, to immediately turn over all monies collected to the Treasurer, along with a written record of the same.
3) To serve as a member of the Standing Committee chaired by the officer that appointed them.

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