The Hampton - Newport News (VA) Alumni

The Hampton - Newport News (VA) Alumni Chapter Kappa Alpha Psi Fraternity, Inc.® Bylaws

Approved December 5, 2015 Revised August 2015

1 Previous Revisions: Approved October 4, 2014 Revised August 2014 Approved November 9, 2011 Revised July 2011 Approved October 2010 Revised July 2010 Approved October 6, 2007 Revised July 2007 Approved November 11, 2006 Revised September 2006

2 The Hampton-Newport News (VA) Alumni Chapter Kappa Alpha Psi Fraternity, Inc.® Chapter Bylaws October 1, 2010

Table of Contents

Page

Article I Nomenclature 4

Article II Objectives 4

Article III Membership 4

Article IV Officers 6

Article V Meetings 9

Article VI Dues, Assessments and Fees 12

Article VII Standing Committees 13

Article VIII Amendments 18

Article IX Parliamentary Authority 18

3 THE HAMPTON-NEWPORT NEWS (VA) ALUMNI CHAPTER KAPPA ALPHA PSI FRATERNITY, INC.® BYLAWS

ARTICLE I. NOMENCLATURE

The name of this organization is The Hampton-Newport News (VA) Alumni Chapter of Kappa Alpha Psi Fraternity, Incorporated, (herein after referred to as the Chapter). The Laws of the Chapter and the order of precedence shall be (i) The Constitution of Kappa Alpha Psi Fraternity, Inc.; (ii) the Statutes of Kappa Alpha Psi Fraternity, Inc; (iii) the Ritual of Kappa Alpha Psi Fraternity, Inc, (iv) The Chapter Strategic Plan; (v) the Chapter Standing Operating Procedures; and (vi) such other regulations as may be established by the Grand Board of Directors of Kappa Alpha Psi Fraternity, Inc.

ARTICLE II. OBJECTIVES

2.1 These Bylaws shall govern the conduct and management of Chapter business throughout the Fraternity year. In the event any conflict develops between any section of these Bylaws and any Article of the Constitution and/or Statutes of The Fraternity, or any enactment of The Fraternity, then, that section of the Bylaws shall be subordinate to the Constitution or enactment by the Grand Chapter.

2.2 The objectives of this Chapter shall be, in every way, consistent with those of the Grand Chapter of KAΨ (a) To unite college men of culture, patriotism and honor in a bond of Fraternity; (b) To encourage honorable achievement in every field of human endeavor; (c) To promote the spiritual, social, intellectual and moral welfare of its members; (d) To assist the aims and purposes of colleges and universities; and (e) To inspire service in the public interest.

ARTICLE III. MEMBERSHIP

3.1 Classification of Membership . Membership in this Chapter shall be limited to those persons who are duly initiated into Kappa Alpha Psi Fraternity, Inc. as provided by the Constitution and Statutes. There shall be two classes of membership, sustaining and non-sustaining.

3.2 Eligibility.

3.2.1 A sustaining member is one who has met requirements below and shall enjoy all of the rights and privileges appertaining to Chapter activities and facilities and: (a) has met all financial obligations to the Grand Chapter, the Eastern Province and The Hampton-Newport News (VA) Alumni Chapter; and

4 (b) is not delinquent to the Exchequer for monies from the sale of tickets for Chapter fund-raising projects, or any other fees or assessments properly imposed by the Chapter.

3.2.2 A non-sustaining member is one who does not meet the requirements as stated in Article III, Section 3.2.1. Non sustaining members shall be denied the privileges of: (a) participating in the discussion on any issue that is to be voted on by the Chapter; (b) voting on any issue or question before the Chapter in assembly; (c) participating in any Chapter sponsored affair, except fund-raising affair or upon approval by the Chapter and/or Board of Directors; (d) using the Chapter facilities in the capacity of a sustaining member; or (e) representing the Chapter in any official capacity.

3.2.3 Any member who has not fulfilled all financial obligations, in accordance with these Bylaws, shall be officially notified of a 30-day grace period before his name is removed from the official Chapter roster of sustaining members, until such time as he shall have fulfilled said obligations.

3.3 Membership Intake.

3.3.1 The Board of Directors will determine if the chapter will conduct a membership intake for the fraternity year and if so, establish requirements for membership intake at each annual Chapter Planning Session (Retreat). Membership selection procedures shall be as stipulated in the Kappa Alpha Psi Membership Orientation and Intake Program (MOIP) Manual. All membership intake activities shall be conducted strictly in accordance with the Constitution, Statutes, Executive Orders and the Ritual of KAΨ. Membership Intake does not have to be conducted annually. The purpose of membership intake will be to bring quality and dedicated members into Kappa Alpha Psi Fraternity, Inc. and The Hampton-Newport News (VA) Alumni Chapter. The program will not be used to just merely increase the Chapter membership or be a means of obtaining resources for the Chapter Exchequer.

3.3.2 No man shall be eligible to be initiated into Kappa Alpha Psi Fraternity, Inc. through this Chapter whose application has not been investigated or reviewed by the MOIP Committee appointed by the Polemarch for the express purpose of determining the fitness and qualifications of the applicant. Only sustaining members may endorse the required Chapter Letter of Recommendation. Proof that the writer is a sustaining member must be submitted with the Letter of Recommendation. This endorsement must stipulate that the recommending member have personal knowledge of the applicant and can vouch for their good character.

3.3.3 Each applicant must receive 90% of the affirmative vote of the sustaining members present and voting before the applicant is recommended to the Grand Chapter. All voting concerning any applicant shall be by secret ballot.

5 ARTICLE IV. OFFICERS

4.1 Officers. The officers of this Chapter shall be those designated by the Constitution and Statutes of KAΨ. Each officer shall be elected and qualified in accordance with the Constitution and Statutes. Other officers may be permitted - when elected and qualified - as deemed necessary by the Chapter provided the election and qualification of such additional officers do not violate or conflict with the Constitution and Statutes and Bylaws governing the election of officers.

4.2 Nominations. The Polemarch shall appoint a Chairman of the Nominations and Elections Committee at the regular meeting in February. The Polemarch will also select seven (7) sustaining members of the Chapter to form the Nominations and Elections Committee, whose sole responsibility will be to study the qualifications of the Brothers of the Chapter and to select those Brothers best suited for the various offices. The Polemarch will charge the committee and the Chapter with the importance of the Nomination and Election procedures and how it provides opportunities for members to serve the Chapter. He will also emphasize that competition for positions does not create dissention, but provides the membership the opportunity to select those Brothers best suited for the various offices. The committee must insure that all candidates are familiar with The Laws of the Chapter, the responsibilities of the position and is capable of performing the duties of the position. Members of the nominating committee are not barred from becoming nominees for office themselves. At the regular meeting in April, the Nominations and Elections Committee shall present its recommended slate (written list) for each Chapter office. The Chapter will accept the report for record. The Polemarch will then open the floor for nominations. All nominations from the floor must be certified as qualified by the Nominations and Elections Committee in accordance with the Constitution and Statutes. All candidates vying for a Chapter elected position will be afforded no more than two (2) minutes to present their qualifications verbally to the Chapter. The Keeper of Records will include the complete listing in the monthly mailing of the April minutes. The Committee shall also provide Committee Chairman recommendations to the Polemarch.

4.3 Elections. Election of Chapter Officers shall be held at the May meeting in accordance with the Constitution and Statutes. The Nominations and Elections Committee shall submit the complete slate of officers for voting at the meeting. If there is no more than one (1) candidate for any elected position, the Chapter may accept the slate and vote by common consensus. Election of officers shall be by secret written ballot for those positions for which more than one (1) candidate is vying.

4.4 Terms The term of Officers shall begin after their formal installation into office as the last act of business at the June regular meeting. The installation shall be in accordance with the Constitution and Statutes. They shall assume the duties of their respective offices immediately following the adjournment of the June meeting. The term of all elected positions is one year.

4.5 Special Elections In the event of a vacancy in any office prior to yearly elections, that position will be filled by nominations received from the floor at the next regular meeting. An election to fill the vacancy shall be held at the following regular meeting. Should an unexpected vacancy occur in the office of Polemarch, the office will be filled by automatic assentation of the

6 1st Vice Polemarch. The 2nd Vice Polemarch subsequently ascends to the office of 1st Vice Polemarch. The vacated office the 2nd Vice Polemarch will be filled by nominations received from the floor at the next regular meeting. An election to fill the vacancy shall be held at the following regular meeting.

4.6 Duties of Officers

4.6.1 Polemarch. The Polemarch shall be the Chief Executive Officer of the Chapter. He shall have general executive control of its affairs, preside at all meetings of the Chapter and shall serve as an ex-officio member of all committees, except the Budget Committee. The Chapter Polemarch shall ensure that the officers of the Chapter discharge their duties as prescribed by statue. He shall enforce strict observance of the laws and policies of the Fraternity. He shall call all regular meetings of the Chapter and shall appoint the chairman of all committees. He shall be directly accountable to the Province Polemarch for his actions and indirectly accountable to the Chapter Board for his actions. The Chapter Polemarch shall recommend to the Province Polemarch the removal of any officer of the Chapter, provided such action has received the majority approval of the Chapter. He shall countersign all warrants for the payment of monies appropriated or authorized by the Chapter. He shall perform any and all other duties, as usually pertaining to his office, together with those authorized or assigned by the Chapter, Province and/or the Grand Chapter, and the Constitution and Statutes of KAΨ. In order to take advantage of his recent experiences as Chapter Polemarch, the Polemarch will be appointed as an ex-officio member of the Chapter Board of Directors for a minimum of two (2) years after the completion of his elected term(s).

4.6.2 First Vice Polemarch . In the absence or disability of the Polemarch, the First Vice Polemarch shall become Acting Polemarch, assuming for the time, the functions, duties, and prerogatives of said office until the Polemarch is fully able to resume the duties. In the event of the death of the Polemarch, he shall serve as Acting Polemarch until a successor is duly elected in accordance with Section 4.5 of the Bylaws. His duties shall also require him to act as an ex- officio member of all committees as designated by the Polemarch. At the discretion of the Polemarch, the First Vice Polemarch shall preside over all Board of Directors meetings.

4.6.3 Second Vice Polemarch. The Second Vice Polemarch is an office designed to train any sustaining brother within the chapter preparing him for future leadership responsibilities. He shall be duly elected in accordance with these Bylaws. He shall perform the duties of the Polemarch or First Vice Polemarch in their absences due to disability, or at the behest of the presiding officer during regular or call meetings. His duties shall also require him to act as an ex-officio member of all committees as designated by the Polemarch. He shall serve as the Co- chairman of the Bylaws Committee. He shall be responsible for the risk assessments program. This includes getting required signatures on risk assessment documents for all events that require them, to include communicating with International Headquarters and Province on matters the concern risk assessments.

4.6.4 Keeper of Records. Shall keep an official record of the actions of the Chapter. He shall make an accurate record of the minutes and resolutions of the Chapter and shall be responsible for the preservation and security of all records, reports, and correspondence entrusted to him,

7 except fiscal records. He shall record the proceedings of the Chapter meetings, and others directed by the Chapter Polemarch. He shall sign all warrants for the payment of funds upon order from the Chapter when countersigned in accordance with these Bylaws, unless otherwise provided. He shall receive and archive all reports of standing committees and all other committees, and shall endorse on the reports the date of their reception. He shall maintain a file of all contracts. He also maintains the members guide and the Chapter roster. He shall be given a copy of all correspondence sent on Chapter letterhead.

4.6.5 Assistant Keeper of Records. Shall assist the Keeper of Records in the performance of such duties as he may direct. He shall perform the duties of the Keeper of Records in his absence. He shall process all correspondence for the Chapter whenever directed by the body or the properly constituted authority, unless otherwise provided. He shall record the proceedings of the Chapter Board meetings, and others directed by the Chapter Polemarch.

4.6.6 Keeper of the Exchequer . Shall receive, deposit, disburse, and account for all monies or funds paid into the Chapter. He shall be responsible for issuance of monthly income and expense statements of the Chapter. He shall maintain such books using generally accepted accounting principles and make such reports as are required by the Constitution and Statutes, the Grand Chapter or the Chapter Bylaws. He shall serve as Chairman of the Finance Committee. He shall ensure the conduct of an external audit every two years on the even year. The Keeper of the Exchequer, in keeping with Grand Chapter requirements, will be a bonded position.

4.6.7 Assistant Keeper of Exchequer. Shall assist the Keeper of the Exchequer at all Chapter meetings in receiving and recording membership dues and other designated funds and shall issue receipts for such payments countersigned by the Keeper of the Exchequer. He will not be responsible for holding or depositing the monies received unless the Keeper of Exchequer is unavailable. He shall assist the Keeper of the Exchequer in keeping membership financial accounts current and may, upon request, send membership financial statements of dues and other fees authorized by the Chapter. He shall perform the duties of the Keeper of the Exchequer during Chapter Board of Directors meetings and in his absence.

4.6.8 Strategus. Shall ensure security of the approaches to the Chapter meeting and verify that only qualified members of the Fraternity be admitted into any Ritualistic function of Kappa Alpha Psi Fraternity, Inc. He shall preserve order and decorum at all times and performs such other related duties as may be required of him. He shall ensure that all Ritualistic materials are accounted for and that the meeting room is free from such materials following all functions.

4.6.9 Lieutenant Strategus. Shall assist the Strategus in the performance of his duties and perform those duties in his absence.

4.6.10 Historian-Reporter. Shall collect biographical data for the Chapter and shall transmit such data when requested of him by a sustaining member of the Chapter. He shall maintain file copies of all KAΨ Journals and evidences of individual or Chapter activities, achievements and appropriate archives. He shall collect and compile all current materials pertaining to the activities and achievements of the Chapter and its members and shall forward to the KAΨ Journal news items and other items for publishing in such form and at such time as indicated. He shall prepare

8 and maintain a Chapter history. He shall publish the Chapter Newsletter (“Phinoopy News”) and shall serve as the principal liaison between the Chapter, Province Historian and the “Kappa Alpha Psi Journal” Editor. He shall be elected because of his peculiar fitness to perform the duties of the office. The Historian-Reporter will be a member of the Public Relations Committee.

4.6.11 Parliamentarian. Shall serve as an advisor on parliamentary procedure to the Polemarch, the Board of Directors, Bylaws Committee and the Chapter. Only the chair, not the Parliamentarian shall rule on the most involved matters. The parliamentarian should be seated next to the presiding officer. Robert’s Rules of Order, most current edition, shall prevail at all Chapter meetings unless inconsistent with these Bylaws, Grand Chapter Regulations or the Constitution and Statutes. This is an appointed position.

4.6.12 Chaplain. Shall provide spiritual guidance and direction for the Chapter. This is an appointed position.

4.6.13 Board of Directors. Shall be composed of the following voting members: Polemarch, First Vice Polemarch, Second Vice Polemarch, Keeper of Records, Keeper of Exchequer, four (4) members elected at large. The retiring Polemarch and the President (Chairman) of the Achievement Foundation shall also be Ex officio Board members. The Board shall have the responsibility and authority to supervise and act upon all Chapter matters which may arise between consecutive Chapter meetings and to represent the Chapter in such legal matters as may arise. The Board is obligated to support the Polemarch by maximum participation during the conduct of Chapter meetings. Further, the Board of Directors shall submit all recommendations and actions taken on behalf of the Chapter to the body at the first regular meeting following the action taken. If a Chapter decision is required between meetings, this may be done digitally or electronically. The Chapter Board shall have the power, by a majority vote of its members, present and voting, to fill any Board of Directors vacancy. The member elected to fill such vacancy shall serve until his successor is elected. The Chapter Board shall have the power, by a majority vote of its membership, to recommend the removal of any Chapter Board member to the Chapter Polemarch for inefficiency, uncooperativeness or dereliction of duty. The Chapter Board shall have the power, by an 80% affirmative vote of its membership, to recommend the removal of any Chapter Board member to the Province Polemarch for malfeasance in office, neglect of duty, or other offenses against the laws, dignity, or interest of Kappa Alpha Psi. This recommendation will be communicated to the Province Polemarch by the Chapter Polemarch. All sustaining Chapter members may attend the Board meetings and may or may not make motions for considerations and participate in discussions. They are not, however, permitted to vote. The four (4) members elected at large are also required to act as ex-officio member of all committees as designated by the Polemarch.

ARTICLE V. MEETINGS

5.1 Regular Meetings. The Chapter shall hold a regular meeting each month, except for the months of July and August. Regular Chapter meetings shall be held the first Saturday in each

9 month unless otherwise indicated by the membership. The Chapter shall at a regular meeting have the authority to transact business as may properly come before it. The appropriate attire for all regular Chapter meetings is coat and tie in accordance with the ritual and protocol of Kappa Alpha Psi Fraternity, Inc. At the discretion of the Polemarch, meetings may be held during the months of July and August. These meetings can be informal. A quorum for regular and special meetings of the Chapter shall consist of twenty five (25) sustaining members including the Polemarch, or the brother presiding. All actions of such quorum shall be binding upon the Chapter and its members. Meetings will be conducted according to the Robert's Rules of Order. In case of conflict between the Kappa Alpha Psi Constitution and Statues and Robert’s Rules of Order, the Constitution and Statues will prevail.

5.1.1 Order of Business. The usual order of business at regular meetings shall be:

- Opening Remarks

- Ritual Opening

- Agenda Approval

- Keeper of Records

Correspondence

Reports

- Keeper of Exchequer

- Undergraduate Affairs

- Guide Right

- Programs and Development

- Unfinished Business

- New Business

- For the Good of Kappa

- Ritual Closing

5.1.2 The following Standing Committees will submit written reports for distribution at all regular meetings, unless there is a need to specifically address the Chapter:

- Public Relations

10 - Membership Orientation and Intake Program

- Achievement and Awards

- Social Action

- Long Range Planning

- Senior/50 Year Brothers

- Silhouette Liaison

- Housing

- Program Development (PDC)

- Member Services

5.2 Board Meetings. The Board shall hold at least one meeting prior to the regularly scheduled meeting. A quorum for a meeting of the Board shall consist of five (5) members of the Board. All Chapter members may attend the Board Meetings. The July meeting shall be a planning retreat and is an official Board meeting of the Chapter. The retreat shall serve as a formal planning meeting for constructing and organizing the Chapter’s program, budget and management plan for the upcoming fraternal year.

5.3 Special Meetings. The Polemarch may call such special meetings, as he may deem necessary for the welfare of the Chapter. The Chapter shall at a special meeting have the authority to transact business as may properly come before it. Notice of such meetings shall be in accordance with the requirements of paragraph 5.4.

5.4 Notice of Meetings. All Chapter and Board meetings will be scheduled and posted on the Chapters two year planning and events calendar. Each sustaining Brother on the roster of the Chapter shall be notified of the date, time, and place of each regular or called meeting. This notification will be by electronic means and written notification to those members without access to electronic mail. The Polemarch will announce changes to meetings dates or times.

5.5 Province Meetings . The Chapter will designate one (1), but no more than two (2) sustaining members to represent the Chapter as Delegate(s) at all Province meetings. The Chapter will also designate one (1), but no more than two (2) sustaining members to serve as alternate(s) in the absence of the delegate(s). The Delegate(s) will represent the Chapter in effectuating the governance of the Province. In this representation, the Chapter or the Board will provide the delegate(s) appropriate guidance to how to invoke Chapter votes on matters effectuating Province governance. For a Province council meeting, delegates will provide a verbal and submit a written report of the meeting at the first regular chapter meeting. The chapter will render payment allocated to offset delegate expense.

11 5.6 Grand Chapter Meetings. The Chapter will designate one (1), but no more than two (2) sustaining members to represent the Chapter as Delegate(s) at all Grand Chapter meetings. The Chapter will also designate one (1), but no more than two (2) sustaining members to serve as alternate(s) in the absence of the delegate(s). The Delegate(s) will represent the Chapter in effectuating the governance of the Fraternity. In this representation, the Chapter or the Board will provide the delegate(s) appropriate guidance to how to invoke Chapter votes on matters effectuating Fraternity governance. For a Grand Chapter Meetings, delegates will provide a verbal and submit a written report of the meeting at the September regular chapter meeting. The chapter will render payment allocated to offset delegate expense.

ARTICLE VI. DUES, ASSESSMENTS AND FEES

6.1 Fiscal Year . The Chapter’s fiscal year shall be October 1st through September 30th of the following year.

6.2 Chapter Financial Assessments . Each member of this Chapter will be financially responsible and obligated for all assessments due at the time or times designated by the Chapter. Any member who has failed to pay full assessments, fees and/or dues within ninety (90) days of the date on which such dues, assessments and/or fees become payable shall be declared non- sustaining.

6.3 Annual Dues . The annual dues for membership in the Chapter shall be established during the yearly planning session (retreat) based upon the projected number of Chapter members for the upcoming year and the expected expenses. Dues will be paid in the amount and in accordance with guidelines as stipulated by the Board and approved by the Chapter membership at the regularly scheduled September meeting. Annual dues shall be payable as identified in the approved Dues Schedule for the fraternity’s fiscal year October 1st through September 30th and must be paid in full by the no later than the 31st of December of the current fiscal year.

6.4 Prorated Dues . A new Brother who affiliates with the Chapter after the start of the Fraternity Year will pay prorated Chapter dues plus full assessment, as determined by the Keeper of Exchequer. The Keeper of Exchequer will establish a pro-ration table for Brothers affiliating with the Chapter in the months of January through June which reflects a reduction of 10% of the approved annual dues per month. Proration applies to Brothers that are new to the area, or have been inactive and have not attended a Chapter meeting within the preceding two year period.

6.5 Recent College Graduates . A Brother who becomes active with the Chapter during the Fraternity year immediately following his graduation from college shall be assessed an amount equal to National and Province dues only for the first two consecutive years of active membership.

6.6 Retired Brothers . Fully retired/non-working members on a fixed income will pay reduced dues as determined by the Board.

12 6.7 Cancellation or Refund . No cancellation or refund of dues, assessments or fees shall be made.

ARTICLE VII. STANDING COMMITTEES

7 Appointments and Membership . The Polemarch shall appoint and announce, no later than thirty (30) days following his installation, the Chairman of all standing committees, exclusive of the Finance Committee and the Nominations and Election Committee. The Polemarch may appoint such other committees, as he deems necessary for the proper and efficient functioning of the Chapter. Each Committee, where possible, shall be comprised of at least (unless otherwise indicated below), a Senior Brother (Age 60 and over), a recently initiated Brother (less than 5 years membership), a newly Reclaimed Brother and a New Initiate. Following the installation of officers and appointment of committee chairmen, all officers and committee chairmen will be provided a copy of their responsibilities for review and update. This action will occur NLT June of each year.

7.1 Finance Committee . Committee Chair: Keeper of Exchequer. Oversees the Chapter’s treasury, as well as its financial instruments, budgets, controls and reports. Submits proposed annual budget for board and Chapter approval. Is a member of all fund raising initiatives.

7.2 Public Relations Committee . Implement the public relations plan approved by the Grand Board. The purposes of this Committee are: a. Improve and enhance the image of the Chapter to the public and among our membership. b. Improve communications within the Chapter, and c. Increase the broad understanding of the Chapter’s mission within the community that the Chapter serves. The committee will develop a listing of local media contacts and establish a working relationship with them. The committee will be responsible for distributing releases to its local media contacts that are consistent with the guidelines established by the Publicity and Publications Commission. The committee shall appoint a supporting team whose principal responsibility is to assist the Historian-Reporter in publishing the chapter newsletter, the PHINOOPY NEWS, at least quarterly. The chapter newsletter shall be distributed via the internet. However, there should be hard copies mailed to members who do not have access to the internet, as well as to local media contacts. The chapter newsletter will also be provided to:

Elected national officers of the Fraternity; The Province Polemarch; Elected officials of the Province; Polemarchs/Members of other chapters; Officials of local chapters of other Greek letter organizations affiliated with the National Pan Hellenic Council; Local political leaders; Local chapters of minority professional organizations; State legislators responsible for this district; and

13 Federal legislators responsible for this district.

No information will be included in the chapter newsletter that is contained in the Ritual of Kappa Alpha Psi, or otherwise forbidden for public dissemination, i.e., esoteric information.

The committee develops and maintains a communication network (electronic and print media) to keep Chapter members abreast of the organization’s activities. It maintains the Phinoopy Newsletter, Chapter brochure, input to the Kappa Journal, the Chapter Website, as well as other tools that reach members. The committee will submit all correspondence to the Chapter Keeper of Records for official release on Chapter letterhead. The expenses of this Committee will be included in the Chapter Budget and approved by the Board.

7.3 Membership Orientation and Intake Program Committee . Targets audiences for membership, successfully screens applicants for membership initiation while retaining current members. Handles all aspects of initiation and new members’ orientation. It regularly reviews the organization’s membership strategy in concert with Grand Chapter and Province guidance and directives. The committee will submit all correspondence to the Chapter Keeper of Records for official release on Chapter letterhead. At the annual planning retreat, the committee shall recommend the conduct of membership intake for the upcoming fraternity year to the Board of Directors meeting for approval.

7.4 Member Services and Benefits Committee . Coordinates the tangible and intangible benefits that members receive by joining and supporting the Chapter. It should establish (1) that there is a member need for the service, (2) that the service is unique and available to members only, and (3) that funds are available to cover the administrative cost of the service. This committee shall be responsible for the planning and conduct of chapter tailgates. They will be supplemented by the Hospitality Committee and all Chapter members, as required. The expenses of this Committee will be included in the Chapter Budget and approved by the Board.

7.5 Achievement and Awards Committee. The Achievement and Awards Committee shall consist of a Chairman and four (4) members appointed annually by the Chapter Polemarch. This committee plans and executes all programs and events to recognize members who render outstanding service to the Fraternity and community. Prepares the Chapter’s submission for Eastern Province’s Chapter of the Year and Brother of the Year. The awards shall be determined by a majority vote of the secret ballots cast by the members of the Achievement and Awards Committee present and voting. The Scholarship Committee is a sub-committee under the Achievement and Awards Committee. The expenses of this Committee will be included in the Chapter Budget and approved by the Board. The committee will submit all correspondence to the Chapter Keeper of Records for official release on Chapter letterhead. The expenses of this Committee will be included in the Chapter Budget and approved by the Board.

7.6 Social Action Committee . Plans and coordinates all programs that serve the public interest. The committee will submit all correspondence to the Chapter Keeper of Records for official release on Chapter letterhead. The expenses of this Committee will be included in the Chapter Budget and approved by the Board.

14 7.7 Guide Right Committee. Plans, coordinates, and executes all programs for Kappa League and the Kappa Kardinals. Also, initiates partnerships with community based organizations (such as local athletic associations, youth educational organizations and other civic group oriented toward the constructive development of young men). Plans and executes the Guide Right Public Program. The expenses of this Committee will be included in the Achievement Foundation Budget as approved and submitted by the Board. The committee will submit all correspondence to the Chapter Keeper of Records for official release on Chapter letterhead.

7.8 Nominations and Elections Committee . This committee reviews and makes recommendations about members who are qualified and willing to serve as Chapter officers and board members. It ensures that the Chapter continues to operate smoothly during the transitions of the organization’s elected officers. The committee chair will present a written and verbal report to the membership concerning nominations and elections. The committee is governed by the Chapter’s Bylaws for nomination and election of officers and board members.

7.9 Bylaws Committee . The Chapter Bylaws Committee shall consist of a Chairman and three (3) members appointed annually by the Chapter Polemarch. They shall be responsible for reviewing and maintaining the governing documents for the Chapter, and recommending proposed changes when necessary. Proposed amendments to the Bylaws shall be submitted to the Chapter Bylaws Committee at least sixty (60) days prior to the date that they are to be considered. Proposed changes receiving a majority vote of the members of the Bylaws Committee, present and voting shall be recommended to the Board. The Bylaws Committee shall have the authority to develop and recommend proposed amendments and to make editorial and clarifying revision to the Chapter Bylaws, provided said revisions are approved by two- thirds (2/3) of the Board. The expenses of this Committee will be included in the Chapter Budget and approved by the Board.

7.10 Programs and Development Committee . This committee is responsible for development, planning, and execution of Chapter fund raising events and activities. It develops and plans all Chapter social events such as the Valentine Day celebration, Super Bowl Party and other events deemed appropriate by the Polemarch and/or the BOD. The committee also plans and coordinates all activities for the Chapter Kappa Week. The committee shall submit a schedule of all recommended events for the upcoming fraternity to the Board of Directors at the planning retreat for approval. The committee will submit all correspondence to the Chapter Keeper of Records for official release on Chapter letterhead.

7.11 Long Range Planning Committee . This committee develops long-term goals for the Chapter. It considers trends that may affect the Chapter, as well as the projected needs, objectives, and priorities of the membership. It develops and updates the Chapter’s strategic plan, which will cover a five-year period. The committee works closely with standing committees to conduct mid and end-of-year assessments of the Chapter’s goals and objectives to provide feedback to the membership on how well the Chapter is progressing. The committee is responsible for maintaining and updating the Chapter’s Standing Operating Procedures (SOP). The expenses of this Committee will be included in the Chapter Budget and approved by the Board. The committee plans and conducts the Chapter annual planning retreat.

15 7.12 Undergraduate Advisory Committee . The Committee is responsible for providing oversight of the activities of the undergraduate Chapter(s). The Committee shall also be responsible for any other activities, efforts, and/or initiatives regarding the undergraduate Chapter(s) to include liaison with institutions attempting to establish or reactivate undergraduate chapters. This committee is responsible to the Province Polemarch and the members of the chapter.

7.13 Senior Kappa/50-Year Brothers Committee. A Senior Kappa is a brother who has reached the age of 60. This Committee shall be responsible for the mandates set forth from Grand Chapter and Eastern Province regarding 50-Year Brothers, as well as other initiatives concerning 50-Year Brothers. The Committee shall plan, coordinate, and ensure the execution of activities and projects for the Chapter with a particular focus on the interest of Senior and/or 50- Year Brothers. Every Senior and/or 50-Year Brother shall be a member of this Committee. A member of this committee will serve on each of the Chapter’s Standing Committee. The expenses of this Committee will be included in the Chapter Budget and approved by the Board.

7.14 Silhouette Liaison Committee. The Chairman shall be a Liaison between the Chapter and the Kappa Silhouettes. He shall coordinate the involvement of the Chapter in activities, initiatives, and projects sponsored by the Kappa Silhouettes, as well as the involvement of the Kappa Silhouettes in the same for the Chapter.

7.15 Housing Committee . The Committee shall be primarily concerned with matters pertaining to the acquisition and supervision of operations and maintenance of the Chapter’s fraternity house. The Committee shall recommend a budget for facilities management and maintenance and to perform such other duties as will ensure the proper and efficient operation of the Chapter house. It shall supervise and direct the operation of Chapter facilities. The Housing Committee has the responsibility to coordinate for chapter general membership meeting location and facility, and subsequently informing the Keeper of Records, Polemarch/Vice Polemarch of the location and facility. All actions and/or recommendations of this committee shall be subject to review and approval of the Chapter membership. The expenses of this Committee will be included in the Chapter Budget and approved by the Board.

7.16 Audit Committee . The Polemarch shall appoint the Audit Committee. The Committee shall be comprised of three (3) members. It shall review the Chapter's accounts in accordance with generally accepted accounting principles and standards. Members who handle Chapter monies are ineligible to serve on this Committee. An internal audit should be completed, as a minimum, quarterly, and in sufficient amount of time to inform the Board of Directors of any discrepancies prior to installment of the new administration. There shall be an external audit for the Chapter at two (2) year intervals

7.17 Reclamation Committee . This committee shall study, investigate, and recommend opportunities and initiatives for the reclamation of non-sustaining members and the retention of sustaining members. The committee will submit all correspondence to the Chapter Keeper of Records for official release on Chapter letterhead.

16 7.18 Hospitality Committee. The committee will consist of a minimum of six (6) members either volunteer or selected. These members will be the latest neophyte line under the supervision of the Second Vice Polemarch, as required to meet the needs of the occasion. This Committee shall be responsible for the setup and breakdown of the Chapter meeting facility for the conduct of all monthly Chapter meetings, planning retreats and/or special functions as determined by the Board of Directors. The Committee will ensure that appropriate supplies and equipment are in stock and on hand to support the conduct of the repast and retreat for these gatherings. This committee shall also support the conduct of Chapter tailgates.

7-19 Fellowship Committee. This committee exists to support the third Fraternity Objective as outlined in Par. 22(c) of these Bylaws. The committee shall extend the Bonds of Fraternity by providing opportunities to fellowship outside of our normal business meetings and organized fund raising events. The committee objectives are as follows:

a. To unite the brothers of the chapter in a bond of fraternity to include the alumni chapter, other Greek letter organizations, and other likeminded organizations.

b. To coordinate non-fundraising social activities.

c. To focus on fraternal fellowship, Silhouettes and significant other participation, and bonding.

d. To develop well-rounded activities that includes a monthly fellowship activity, athletic competitions and events, cultural events, and three trips per year.

e. To identify networking opportunities with like-minded organizations.

f. To coordinate social outreach through the Chapter Step Team.

g. To coordinate transportation for Chapter organized events.

7-20 Outreach Committee. This committee shall plan, develop, and implement strategies and approaches that will target the right segments of the Chapter’s geographic domains to achieve chapter goals and objectives. They shall identify and develop a target audience in the Denbigh and Williamsburg communities to socialize what Kappa Alpha Psi and the benefits involvement will bring to their communities. The committee shall work with other standing committees to expand relevant programs within these two communities, specifically Public Relations, Development and Programs, Social Actions, Guide Right, Reclamation and Fellowship. They shall also coordinate and establish partnerships with other Greek and social organization in the two areas to gain visibility and acceptance in the communities.

7-21 Peninsula Pan-Hellenic Council (PPHC) LNO Committee. This committee is responsible for providing communication and information between the Peninsula Pan Hellenic Council and the Hampton Newport News Chapter of Kappa Alpha Psi, Inc.

17 ARTICLE VIII. AMENDMENTS

8.1. These Bylaws, or any section thereof, may be amended by motion of the Board. The Board shall inform the body during a regular meeting, to amend the Bylaws or a section thereof at the next regular meeting and that the body shall, at that meeting, vote on the proposed amendment(s). All amendments must be provided to the Chapter in writing at least thirty (30) days prior to the Chapter’s meeting to vote and shall include a rationale for said change. a. During the meeting, which the proposed amendment(s) is to be voted upon, the proposed amendment(s) shall be read once, discussed, read a second time, and then voted upon. At least one-third (1/3) of the sustaining members present must vote in the affirmative for the adoption of the proposed amendment(s). b. For the purpose of these Bylaws, a member of the Chapter is considered “sustaining” only after paying Fraternity, Province, and local dues and assessments according to the payment schedule recommended by the Board and approved by the Chapter.

8.2 Any sustaining member of the Chapter may amend these Bylaws by motion.

a. The member making the proposal to amend these Bylaws must do so in writing, countersigned by two (2) additional members who are sustained at the time the proposal is made.

b. During the meeting, which the proposed amendment(s) is to be voted upon, the proposed amendment(s) shall be read once, discussed, read a second time, and then voted upon. At least one-third (1/3) of the sustaining members present must vote in the affirmative of the adoption of the proposed amendment(s).

8.3 If the Board declares that an emergency exists, and provided that a unanimous vote of the sustaining members present sustains the declaration of an emergency, the proposed amendment(s) may be read, discussed, and voted upon during the same regular meeting that the declaration of an emergency takes place. An emergency is a circumstance or situation, which would significantly impact the operations of the Chapter. At least one-third (1/3) of the sustaining members present must vote in the affirmative for the adoption of any proposed amendment(s).

8.4 All amendments adopted shall become effective as of the date and time of the approval, unless otherwise specified.

ARTICLE IX. PARLIAMENTARY AUTHORITY

9.1. The rules contained in the most current edition of Robert's Rules of Order shall govern this chapter in all cases to which they are applicable and in which they are not inconsistent with these bylaws or any special rules of order that may be adopted by Grand Chapter or the Constitution and Statutes.