ALPHA PHI OMEGA
GAMMA PI CHAPTER - THE UNIVERSITY OF MICHIGAN
CHAPTER BYLAWS
(as revised, Winter
2006)
ARTICLE I: INTRODUCTION
Section 4. Structure
of the APO Bylaws.
ARTICLE
II: MEMBERSHIP AND SERVICE
Section
1. Definitions and Eligibility.
Section
5. Attendance Booster.
Section
6. Inactive Membership.
Section
7. Deactivated Membership.
Section
8. Honorary Membership.
Section
9. Associate Membership.
ARTICLE
III: ELECTIONS
ARTICLE
IV: IMPORTANT BODIES AND PEOPLE
ARTICLE
V: CHAPTER PROCEDURES
Section
2. Executive Board Meetings.
Section
5. Financial Procedures.
ARTICLE I: INTRODUCTION
A. It will be the purpose of this chapter
to develop leadership, promote friendship, and provide service to humanity by
maintaining an active membership in keeping with the rules and regulations of
the National Fraternity.
B. The chapter will be the ruling body and membership will
consist of all members in good standing and those participating in pledgeship.
C. The chapter must adhere to the National Articles of
Association.
A. These bylaws may be amended or changed by the Sergeant at
Arms or the President of this chapter.
The amendment or change stands as a seconded motion for at least one
week, and must be approved by a two-thirds vote.
B. Unless otherwise specified, changes to these bylaws go
into effect immediately upon approval by the chapter.
C. These bylaws will be reviewed at least once each year by the
Sergeant-at-Arms.
Section 4.
Structure of the APO Bylaws.
ARTICLE I: INTRODUCTION
Section 1.
Purpose.
Section 2. Amendments.
Section 3. Structure of the APO Bylaws.
ARTICLE
II: MEMBERSHIP AND SERVICE
Section 1. Definitions and Eligibility.
Section 2. Pledgeship.
Section 3. Active Membership.
Section 4. Suspension
Section 5. Attendance Booster.
Section 6. Inactive Membership.
Section 7. Deactivated Membership.
Section 8. Honorary Membership.
Section 9. Associate Membership.
Section 10. Service.
ARTICLE
III: ELECTIONS
ARTICLE
IV: IMPORTANT BODIES AND PEOPLE
Section 1. Officers.
Section 2. Appointees.
Section 3. Committees.
Section 4. Advisors.
ARTICLE
V: CHAPTER PROCEDURES
Section 1. Chapter Meetings.
Section 2. Executive Board Meetings.
Section 3. Chapter Events.
Section 4. Policies.
Section 5. Financial Procedures.
Section 6. Awards.
ARTICLE II: MEMBERSHIP AND SERVICE
Section 1. Definitions and Eligibility.
A.
Membership in this chapter is open to any student attending the
University of Michigan regardless of race, color, creed, nationality, sex,
sexual orientation, disability, age, course of study, or other organizational
affiliation.
B. A "member in good standing"
is defined as an active member, associate member, or previously active member
who engaged in term or yearlong studies abroad or off-campus University-related
activities.
C. Members in good standing who engage in
either term-long or year-long studies abroad or off-campus in University
related activities will be considered active members of the chapter directly
upon their return and will be entitled to all privileges of active
membership. The chapter will
attempt to maintain contact with these members abroad in much the same way that
contact is maintained with alumni.
A. Pledgeship will be conferred upon
enrolled students who have expressed interest in participating in a period of
preparation and training in the ideals and principles of Alpha Phi Omega.
B. The pledging ceremony will be conducted
according to the ritual of the fraternity. The content and duration of the preparatory period are to be
determined by the Pledge Program Director and are subject to approval by the
chapter.
C. Pledging and activation fees must be
paid prior to the pledging and activation ceremonies, respectively (unless
permission has been obtained from the Treasurer or President).
D. Winter pledges (students pledging
during the winter academic term) may vote during regularly scheduled winter
officer elections.
A. Active
membership in this chapter will be conferred upon students who have
successfully completed their pledgeship.
B. Active
membership will carry all the rights and responsibilities of this chapter, and
will continue as long as the member remains a student at the University of
Michigan.
C. To
maintain active membership, members must:
1. Pay
dues by the Treasurer established deadline at the Treasurer established price
schedule
2.
Attend at least one half of all scheduled chapter meetings each term and miss
no more than 2 consecutive meetings.
3. Perform
a minimum of 20 service hours per term.
4. Serve
on a minimum of one committee and fulfill the requirements of that committee as
determined by the chair (serving as a committee chair fulfills this
requirement).
5. Not
have any outstanding debts to the chapter as determined by the treasurer. These
debts include chapter dues and any fees associated with chapter events
(including merchandise such as t-shirts).
Exceptions to this rule require executive board approval.
6. Participate
in a minimum of two hours of service to the chapter. One hour of the two must be accounted for by posting
activities.
D. Active
members may:
1. Speak
and vote during chapter meetings
2. Hold
an elected or appointed office
3. Participate
in a pledge mentorship program
4. Have
access to the office.
E. Membership
requirements can be adjusted by the Executive Board in cases of disability or
other extreme circumstances affecting the physical, emotional, or psychological
well being of the individual. The
case may be presented by the petitioning member or by an Executive Board
member, allowing for anonymity.
F. Active
membership may be transferred from another chapter to Gamma Pi chapter if the
member transfers to this University.
A. All members of Gamma Pi who sign themselves up for a given service project are expected to attend that event.
B. Members of Gamma Pi may excuse themselves from service projects without penalty if the project coordinator is alerted about an absence 72 hours or more prior to a project.
C. . Members who fail to show up to a service project or excuse themselves within 72 hours of a service project will automatically incur the penalty, which herein shall be called the "Attendance Booster".
D. Members who have incurred this penalty may appeal to the Executive Board. Decisions shall be reversed only under extreme circumstances. A simple majority of the Executive Board shall reverse this penalty.
E. Appellants may file prepared appeals in which they self-identify themselves or remain anonymous. The Vice President of Service shall be in charge of "Attendance Booster" appeals. All appellants retain the right to represent themselves in person during an Executive Board meeting.
F. The "Attendance Booster" shall be applied as follows:
Section 6. Inactive Membership.
A. The Membership Committee, under the
supervision of the Vice-President of Membership, must contact members who have
not fulfilled the requirements of their membership status. No change of active
status may be considered until the member has been contacted. Any member can
appeal his/her membership status in person at an Executive Board meeting.
B. An active member who fails to complete
any one of the requirements for active membership (Article II, Section 3, Part
C) will become inactive for the next semester. This does not apply if the member has missed more than one
requirement or has not paid dues.
D. Inactive
members may:
1. Have
access to the chapter office.
2. Speak
at chapter meetings.
3. Attend
all chapter functions and events (projects, meetings, fellowship activities,
etc.)
E. Inactive
members may not:
1. Vote
during chapter meetings.
2. Hold
an elected or appointed office, including all chair positions.
3.
Act as a representative
of Alpha Phi Omega. This includes
but is not limited to:
representing the University of Michigan chapter as a voting delegate, or
communicating official information to the chapter (via email, speaking in front
of other organizations, ect.).
G. An inactive member will be considered
to have served a successful inactive term if the member has completed all of
the active membership requirements and if was inactive due to being short on
hours has made those hours up.
H. An inactive member may become active or
deactive according to the following procedures:
1. An
inactive member who has successfully completed an inactive semester will be
reinstated to active status for the next semester
2. An
inactive member who has failed to successfully complete an inactive semester
will be deactive next semester
Section 7. Deactivated Membership.
A. Once
deactivated the individual will no longer be a member of Alpha Phi Omega at the
University of Michigan or nationally.
B. A
member will be deactivated immediately under the following circumstances:
1. Any
member (active, inactive or associate) who has not paid required dues by the
Treasurer established deadline.
2. An
active member has missed two or more of the requirements for active membership.
3. An
active member has not successfully completed at least 10 service hours.
4. An
associate member has not successfully completed the requirements for
maintaining good associate standing.
5. An
inactive member has not successfully completed an inactive semester.
C. A member may not serve more than one
semester as inactive during his/her Alpha Phi Omega career. In the event that a member becomes
inactive for a second time (for any of the reasons listed in Section 4 Part B)
he/she will be deactivated immediately.
D. After
deactivation, a member may choose to become active again by repeating the
pledge semester and completing all of the requirements set forth by the pledge
program.
Section 8. Honorary Membership.
Honorary membership in this chapter
will be conferred as described in the National Bylaws (Article III, Section 5),
by approval of the chapter.
Section 9. Associate Membership.
A. To attain associate membership, any
active member may petition the Membership Committee in writing no later than
the adjournment of the third chapter meeting of the term, giving reasons for
requesting associate membership.
B. Associate membership can be granted by
the Executive Board based on the recommendation of the Membership
Committee. If an applicant is not
recommended, he/she can appeal to the Executive Board.
C. To maintain associate membership, the
member must pay dues and perform a minimum of eight service hours.
D. Associate members may:
1. Speak during chapter and committee meetings
2. Vote during chapter meetings if he/she
has attended one of two previous meetings
3. Have access to the chapter office
4. Run for an elected position or accept
an appointed position for the term following associate membership
E. Associate members may not:
1. Participate in any pledge mentorship program
2. Hold an elected position or accept an
appointed position during the term of associate membership
F. Active membership is reinstated to
associate members in good standing at the beginning of each term.
G. Associate membership cannot be
granted for more than two consecutive terms.
A. A service hour will be defined as any
work done by an active member or pledge that benefits the chapter, university,
community, or nation. Applicable
service hours must be completed within the bounds of an approved service
project.
1. The responsibilities of officers or
appointed chairs do not count as service hours.
2. Attending a chapter, committee, or
pledge meeting does not count as a service hour for any person unless the
activity performed has been approved for service hours.
3. Pledges are restricted to service
policies established by the Pledge Programming Director.
B. Keeping with Alpha Phi Omega's four-fold
plan of service, projects that originate outside of the chapterÕs Service
Committee may be approved for service hours by the Vice-President of Service,
following a vote by the Service Committee. Ultimately, the decision is at the discretion of the chapter.
1. Compensated hours (i.e. class
participation, paid positions, and/or those fulfilling hour requirements
similar to those of Alpha Phi Omega) will not be approved.
2.
Projects fulfilling the mandatory two hours of service to the
chapter, including one hour fulfilled by posting activities, are at the
discretion of the Vice President of Membership and the Service Committee.
3.
A member
may use up to 10 outside service hours to fulfill the requirement
of 20 hours of service.
4.
Hours not completed during the standard Fall or Winter terms
can be applied to the next semester (e.g. Spring/Summer hours towards Fall
term, Holiday break hours to Winter term).
ARTICLE III: ELECTIONS
A. Each year, within two weeks after elections, present
officers will meet with newly elected officers to discuss their respective
duties and goals.
B. The outgoing President will be in charge of the transition
process.
A. Any elected officer may be dismissed from office by a
two-thirds vote.
B. If for any reason an elected officer
other than the President resigns or is dismissed, a temporary replacement will
be appointed by the President until an election can be held. The election should be held as soon as
possible.
C. It the President resigns or is
dismissed, the Vice-President of Service will assume his/her duties until an
election can be held. The election
should be held as soon as possible.
ARTICLE IV: IMPORTANT BODIES AND PEOPLE
A. All chapter officers will attend
Executive Board and chapter meetings.
The general duties of the officers are to carry out the goals and plans
of active members.
B. The President will be the chief executive officer for the
chapter. He/She will:
1. Preside at chapter and Executive Board
meetings
2. Ensure that the chapter goals are being
carried out
3. Ensure that the national and chapter
bylaws are being adhered to
4. Exercise powers of the chapter during
the intervals between meetings
5. Act as ex-officio member of the Phi
Committee (Article V, Section 6)
6. Act as member of the Advisory Committee
7. Coordinate all chapter attendance at
sectional/regional/national conferences
8. Chair the Distinguished Service Key
Committee (Article V, Section 6)
9. Register this chapter with the Michigan Student Assembly
10. Plan and execute one Chapter Program and Planning Conference
each fall
11. Reaffirm this chapter's charter as prescribed
by Alpha Phi Omega's national office
12. Be a signer on all chapter and associated accounts
C. The
Vice-President of Service will institute and coordinate all chapter service
projects. He/She will:
1. Initiate and oversee a Service
Committee
2. Maintain an accurate record of all
service projects undertaken by the chapter
3. Obtain approval of all service hours
from the chapter
D. The Vice-President of Membership will institute and
coordinate all chapter plans that deal with the recruitment and retention of
members. He/She will:
1. Review active membership on an ongoing
basis
2. Contact members
who have not fulfilled the requirements of their membership status.
3. Initiate and oversee a Membership
Committee
4. be in charge of membership recognition and interaction
5. Initiate and oversee the Leadership
Development Program of the chapter
6. Keep an accurate record of attendance
at all chapter and committee meetings
E. The
Vice-President of Fellowship will be responsible for promoting friendship
within the chapter. He/She will:
1. Coordinate all chapter fellowship
events
2. Initiate and oversee a Fellowship
Committee
3. Maintain an accurate record of all
fellowship activities undertaken by the chapter
F. The Vice-President of Finance will be responsible for all of
the financial transactions of the chapter. He/She will:
1. Prepare a chapter budget each term
2. File all necessary tax forms
3. Receive all moneys from the chapter and
track any outstanding debts for the chapter
4. Make all disbursements from the chapter
accounts to pay the authorized debts of the chapter
5. Maintain an accurate written record of
the financial transactions and status of the chapter
6. Be a signer on all chapter and
associated accounts
7. Oversee the fundraising activities of
the chapter
8. Update all chapters and associated
accounts as necessary after elections
G. The Vice-President of New Members will institute and
coordinate all chapter plans dealing with the instruction of pledges. He/She will:
1. Educate the pledges regarding Alpha Phi
Omega
2. Initiate and oversee a pledge
mentorship program
3. Encourage friendship and fraternity
within the pledge class
4. Send all pledge and active applications
to the national office by the due date (with the cooperation of the Treasurer)
5. Develop and implement a pledge program
6. Set up the pledging requirements and obtain Executive Board
approval for them
H. The Vice-President of Operations will:
1. Act as chapter parliamentarian
2. Initiate and oversee a Bylaws Committee
3. Ensure that the chapter adheres to the
chapter bylaws and the National Articles of Association
4. Guard the rituals of Alpha Phi Omega
5. Oversee all ceremonies
6. Maintain the office in an effective
manner
7. Care for all chapter property
8. Secure facilities for chapter events
9. Keep an accurate record of all chapter
and Executive Board meetings
10. Maintain and update chapter e-mail
groups
11. Maintain a chapter database
12. Be a signer on the Blood Drives United
and Alpha Phi Omega Student Organization Accounts Service (SOAS) accounts
13. be responsible for conducting internal review of the chapter
I. The Vice-President of Communications will:
1. Work with all chapter officers and chairs to implement
publicity
2. Initiate and oversee a Publicity Committee
3. be familiar with and adhere to Student
Organization Resource Center's (SORC's) regulations and policies
4. Initiate and oversee a Publications
Committee which will be responsible for a chapter yearbook, a quarterly
newsletter for alumni and other chapters, and an intra-chapter newsletter
5. Provide a weekly calendar of events to
the chapter
6. Maintain an up-to-date chapter webpage
7. Maintain current photos the chapter
8. Be a signer on
the Blood Drives United and Alpha Phi Omega Student Organization Accounts
Service (SOAS) accounts
J. All Executive Officer policies,
decisions or recommendations will be subject to the approval of the chapter.
A.
Appointed positions include Historian, Blood Battle Chairs, and any
other position as deemed by the Executive Board.
1. The Historian will maintain the chapter
scrapbook containing memorabilia acquired each year and an updated record of
chapter genealogies.
2. The Blood Battle Chairs will be
responsible for coordinating all blood drives for the chapter.
B. The process for any appointed
position will be as follows:
1. Anyone seeking a particular appointed
position is disqualified from its selection process. If this rule leads to only one person being involved in the
selection process, the Executive Board will choose an active to add to the
process, with approval of the chapter.
2. An application for the position
developed by the outgoing appointee and outgoing officer which the appointment
is under will be made available two weeks prior to the application due
date. The application due date
will be the Tuesday following the last meeting at which officer elections are
held.
3. Mandatory interviews will be conducted
by the outgoing appointee and both the incoming and outgoing officer which the
appointment is under.
4. At the next Executive Board meeting
after which interviews have been held, the choice for the appointment will be
presented. The appointment
requires chapter approval.
A. Chapter committees will be formed as
needed by the officer under whom the committee will function, and are subject
to the approval of the chapter.
B. The chair of each committee will be
chosen by the responsible officer each term, and is subject to the approval of
the chapter.
C. The committee will set its own
regulations and meet as directed by the chair and regulated by the officer in
charge.
D. All committees will report to the
chapter when active.
E. Committee decisions are not binding to
the chapter, and are subject to the approval of the chapter.
F. This chapter will not establish any
Executive Board or committee which may act in any way to abridge the authority
of the chapter (Article I, Section B).
A. This chapter will have an Advisory
Committee consisting of four or more Advisors including, at minimum, two
Advisors from the faculty, administration, or staff of the University of
Michigan, one Advisor representing Scouting or other youth services, and one
Advisor from the community. The
chapter President is also a member of the Advisory Committee.
B. One of the Advisors will be appointed
by the President with the confirmation of the chapter. The chair of the Advisory Committee
will serve on the chapterÕs Executive Board. The chair remains in office until he/she resigns or is
removed by the chapter.
C. Each year the chapter will confirm
advisors for one-year appointments to the Advisory Committee. New advisors will be appointed by the
President for confirmation by the chapter, while advisors from the previous
year will automatically be appointed for confirmation by the chapter. If an advisor is not a member of Alpha
Phi Omega at the time of their confirmation, he/she will be activated at the
next scheduled activation.
D. Advisors are ex-officio members of the chapter and pay no
dues.
E. The Advisory Committee will meet at least twice per academic
year.
ARTICLE V: CHAPTER PROCEDURES
A. The chapter will meet as directed by
the President, at least twice per month during the fall and winter terms.
B. All chapter meetings will be run by
parliamentary procedure as dictated by Robert's Rules of Order, with the
President or his/her appointee acting as chair.
C. Business will be conducted only at
regularly scheduled meetings at which quorum prevails. Quorum is one-third plus one of the
active membership.
D. The President will vote only to create
or to break a tie, except during elections, when he/she may vote as any other
member.
E. Approval of the chapter is defined as a
simple majority of the active membership present at the call of the vote.
F. Any active member who is absent from
two or more consecutive regularly scheduled meetings may not vote on chapter
business. The voting status of
such a member will be reinstated only after that member has attended one
meeting without voting rights.
G. A
member may be suspended from the chapter by a three-fourths vote.
H.
A confirmation sign up sheet is used to confirm member attendance at a chapter
event (see article 5, section 3) via signatures. This sheet will include the name of the particular chapter
event and be clearly marked as a "Confirmation Sign-Up Sheet."
Section 2. Executive Board Meetings.
A. The Executive Board will meet as directed by the President,
at least once a month during the fall and winter academic terms. Elected officers must be present at
Executive Board meetings. The
President will act as chair for the meeting
B. The purpose of Executive Board meetings is to formulate the
agenda for each weekÕs chapter meeting.
Any chapter business proposed by the officers must be presented to the
Executive Board prior to going before the chapter.
C. Quorum is two-thirds of the elected officers.
D. All votes of the Executive Board require a simple majority
to pass.
E. Executive Board decisions are not binding to the chapter,
and are subject to the approval of the chapter.
A. Official chapter events will be defined as:
1. Chapter meetings
2. Executive Board meetings
3. Events recorded in the chapter meeting
minutes
4. Events recorded in the Executive Board
meeting minutes
5. Events appearing in the chapter
calendar
A. A policy is defined as a proposal brought to the chapter by
a member in good standing dealing with any aspect of Alpha Phi Omega not
encompassed in the bylaws.
B. A policy is approved by a simple majority vote.
C. A policy will go into effect immediately upon ratification
by the chapter, and will be considered an extension of the bylaws until it
expires or is revoked by the chapter (see Part D). Any approved policy expires at the end of that academic
year.
D. Any previously approved policy may be amended or revoked by
a simple majority vote.
Section 5. Financial Procedures.
A. All expenditures of more than $20 must
be approved beforehand by the Executive Board.
B.
All debts will be in accordance with the chapter budget, or
with prior Executive Board approval.
C.
Any member who signs his or her name to a confirmation sign up
sheet for a chapter event or confirms his or her attendance to said event over
e-mail is required to pay all fees associated with the event. Exceptions to this rule can be granted
based on extenuating circumstances and with Executive Board approval.
A. Phi Award.
1. The Phi Award will be awarded to
members who have demonstrated dedication to Alpha Phi Omega which would
otherwise go unrecognized. The
recipients should demonstrate above average hours of activity in Alpha Phi
Omega (with service hours only playing a part of the criteria), unspoken
leadership, peer respect, regular attendance of chapter meetings, and a general
concern for the future of the chapter and the fraternity as a whole. Considering the criteria of this award
and the need to recognize leadership in the middle of a member's career in
Alpha Phi Omega, the following people are ineligible for this award:
a. current Executive Board members
B. previous Phi Award winners
C. past and present DSK winners
D. Outstanding Active Award winners
E. major chairs as deemed by the Phi
Committee
F. members who will graduate from their final term at the University in the curren