Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. Preamble: We, the Captivating Sisters of Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority Inc., Beta Gamma Chapter, In order to follow the ideals set forth by our Founding Mothers, including but not limited to : dedicating ourselves to elevating, educating, and empowering the women of our community of all races and backgrounds through educational, political, social, and cultural awareness, through community service and exemplifying the Sisterhood our Founder’s created, hereby set fourth these bylaws, that which have no confliction with our National Governing Body, The Grand Chapter Board of Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc., but assist us in the operations of our chapter.
I. Name. Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter
Objective. CUS is providing a bridge for ALL women to enter this new era as more educated, politically, and culturally aware members of society. The Sisterhood of Chi Upsilon Sigma National Latin Sorority, Inc. will continue to be that voice of change, stronger and louder, defined, and profound. We focus ourselves on, education, culture, political, and social awareness, and hope to educate ourselves so that we may be the leaders of our societies and encourage others to do the same.
II. Members. Section 1: Membership The Grand Chapter Board of Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. approves every member. Members of the Beta Gamma Chapter are women who have been initiated into the Chapter after completing their New Member Educational Process.
A. Right of Membership 1. Active Members a. Active Members of the new chapter of Beta Gamma are members who have been educated to become a part of this Chapter. b. Have a right to vote, nominate, elect, and hold office. They must follow the Sorority and Chapter guidelines outlined in the constitution, bylaws, and policy and procedures. c. Active members will be subject to following all codes of conduct. Any acts of misconduct will be handled accordingly by the Executive Board Members within the guidelines. d. Must pay full Chapter dues. 2. National Probation/Chapter Active Recognized Members a. Have the right to vote, nominate, elect, and attend meetings.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. b. Must pay full Chapter dues. c. A Sister may be considered fully active within the chapter (holding all rights of Active Members with the exception of intake) without being nationally active pending Executive Board vote. 3. Nationally Active/Chapter Inactive Members a. Cannot vote, nominate, elect, or hold office. b. If a member becomes chapter active, after a semester or longer than chapter inactive status, the member must attend an orientation session before chapter dues are collected that semester with a member of the Executive Board to cover current bylaws, constitution, and policies and procedures of the Chapter. Incompletion of this requirement does not alleviate said member from any fines/sanctions accrued by missed meetings/functions/mandatory engagements that require all active members’ attendance. B. Eligibility or Qualifications for Membership 1. Must fulfill all national requirements. 2. Each woman eligible to participate in the new member education process at the Beta Gamma Chapter must be an active Johnson & Wales University, North Miami Campus student the trimester participating in the new member education process. 3. Each member will complete a minimum of 15 hours of community service per trimester.
Section 2: Organization for Woman Looking for Sisterhood in Chi Upsilon Sigma (O.W.L.S. in C.U.S.)
The O.W.L.S. in C.U.S. at Beta Gamma Chapter is available to women who want to consider the Sorority before seeking membership. This is not a requirement prior to seeking membership to the Beta Gamma Chapter. The Chapter active sisters reserve the right to extend an invitation or deny an invitation to members of the chapter’s O.W.L.S. for further steps to becoming a Sister.
A. O.W.L.S. in C.U.S. Requirements 1. Must uphold all guidelines set forth by the Grand Chapter Board regarding O.W.L.S. in C.U.S. B. O.W.L.S. in C.U.S. Monies 1. All monies will be turned in directly to the O.W.L.S. in C.U.S. Coordinator, who will then turn monies into the Beta Gamma Chapter Treasurer within 24 hours after receiving such monies.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. Section 3: Fees/Dues
A. Chapter Dues 1. Chapter dues will be $40.00 for the Fall trimester (September through November), $40.00 for the Winter trimester (December through February), and $40.00 for the Spring trimester (March through May) for nationally Active Members and Probationary Status Members. 2. Dues are to be paid by the beginning of each trimester during the first Chapter meeting for that given trimester. These dues are in addition to national dues. 3. Late payment of the Chapter due will result in a late charge of $2.00 every month, due at the first Chapter meeting of that given month, until the chapter dues are paid in full including any and all late fees. a. If a member pays Chapter dues and all additional late fees during the first chapter meeting of a month, where a normal fee would have occurred, if said member had not paid dues will have late fees for that month waived as well. 4. If member cannot afford to pay chapter dues by the due date of each semester, per approval from Executive Board they may schedule a payment plan in accordance with the Treasurer. a. Payment plans must be requested in advance to avoid late fees and will be granted on a case by case basis per Executive Board. 5. All Nationally Active Members must pay chapter dues in order to be active Chapter Members as well.
B. National Dues 1. If a member is having a financial hardship during a semester, to be brought to the attention and voted on by the Executive Board before dues are due, pending Executive Board vote, the Chapter will pay said member’s National dues for the semester in question. Said member will then be placed on a payment plan with increments of $25.00 per month due the second Chapter meeting of every month until paid in full to ensure the Chapter a timely repayment. 2. Late payment of national dues, which leads to any national sanctions to the Chapter, will result in disciplinary action by the Chapter’s Executive Board.
Section 4. Attendance
A. Meetings 1. After a 5 (five) minute grace period from the time the meeting is scheduled to start, Members will be counted late that will result in a fine of $2.00 (two) every 5 (five) minutes, until 15 (fifteen) minutes after which they be count absent plus a $25.00 (twenty-five) fine. 2. A member must notify 24 (twenty-four) hour prior to the start time of the meeting to the Chapter’s E-Board if they will be late.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. B. Functions 1. Functions are defined and divided up into the following categories a. Official Chapter Socials (Sister, O.W.L.S. and Other Organizations) b. Parties (both Chapter & Chapter Hosted) c. Chapter Events (both Co-Hosted & Chapter Hosted) d. Community Services e. Fundraisers f. Any other function or meetings demanding the attendance by Sisters as put forth by the Executive Board. C. Definition of an Excused/Unexcused Absence 1. One unexcused absence per trimester within each category defined as a function. Any other unexcused absences must previously been brought to the attention and voted on by the Executive Board. The next unexcused absence is a fine of $15.00 due by the first Chapter meeting of the following month or a community service of a two hour minimum that is not a CUS community service and does not consist of donating clothes and/or planned…..(what goes in here?) within two weeks of missed event and completed no later than 30 (thirty) days after the missed event. Appropriate documentation must be provided for proof of service. 2. If the function requires quorum and due to a members unexcused absence the Chapter will penalize the Member or Members absent will pay the fine. 3. Excused absence may include the following: a. Relating to immediate family issues b. School scheduling conflict c. Work d. And/or forces of nature such as car accidents, sickness, and no transportation due to timing conflict 4. The Executive Board will have a final say in determining if a member’s absence is excused or unexcused. 5. In case of an emergency, notify the Secretary with the reason of absence in detail through a phone call or voicemail with a number that you may be reached at for further clarification. Text messages and/or emails will not be accepted.
Section 5. Events: Policies/Requirements
A. Events 1. The Beta Gamma Chapter, under the Greek Council at Johnson & Wales University, North Miami Campus has a meeting every other Wednesday, where we can pick dates and discuss items pertaining to our Agenda and National guidelines. a. At least two members of the Chapter will attend these meetings and pick dates for the chapter.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. 2. The Chapter Meeting following the Greek Council Date meeting, the President and Greek Council Delegate will inform the Chapter of dates picked. 3. At the first Chapter meeting of the trimester, a separate committee will be assigned for each of that semester’s events. 4. All events must be voted on before the Chapter puts on events/functions/parties/socials. B. Policies 1. There will be no alcohol at any Chi Upsilon Sigma social event in conjunction with a Fraternity or Sorority, with the exception of club parties approved by the Grand Chapter Board. 2. Any extravagant event, such as a Week of Wisdom, Founder’s Week, or a Club Party, must be reported to the Alumni Advisor who will turn in notify the Grand Chapter Board in advance. 3. All paperwork and public relational matters will be completed after the approval of the event by the Grand Chapter Board.
Section 7. Fines/Disciplinary Actions
1. In the bylaws where it specifically states that a member will receive a fine and/or late fees the member will be subjected to those terms previously outlined. 2. In addition to already outlined procedure regarding function and events if a member is late to an of the above they will redirected to late fees associated with: a. Functions/Events: Member has a 15 (fifteen) minute grace period before they will be classified as late and therefore receives late fees. b. Any other finds for tardiness should be addressed with in 24 (twenty four) hours prior to the meeting time. 3. Any acts of misconduct, unbecoming ,What does this word mean? of a Sister, such as fighting or anything disrespecting the Organization at any level, will be subject to Chapter discretion at the Chapter meeting following the event. 4. Any conduct deemed inappropriate by 2/3 Chapter vote is subject to the following sanctions: a. First offense: Written documentation – Write up b. Second Offense: $50.00 c. Third Offense: Inactive participating member status d. Fourth offense: Referral to Grand Chapter Board 5. Any member can call a conflict resolution session when either party involved in the conflict has not attempted to resolve the pending issue. Any member can be present. 6. Members who have accumulated an outstanding (a word is missing here) i carrying over to the following trimester will be placed on hold through Johnson & Wales University and not be able to participate in Chapter functions until the hold has been cleared. a. Hold (as defined by uconnect.jwu.edu) :
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. i. Holds* are placed when students are not in compliance with payment deadlines, term start requirements and/or university policy ii. IMPORTANT, holds* PREVENT YOU FROM some or all of the following: - Entering classes when they begin (your instructors will not allow you in to class until you are clear of holds; if you do not clear holds, your schedule will be removed – even if your instructor allows you to sit in class while trying to resolve holds) - Registering courses or making schedule changes (i.e., add/drop) - Accessing/requesting transcripts - Receiving your diploma and/or on-campus housing assignment III. Officers Section 1. Duties and Responsibilities A. Executive Board The President, Vice President, Secretary, Treasurer, and Parliamentarian form the Executive Board. 1. They shall meet before Chapter meetings are held to discuss the agenda or any important business that must be taken care of. Information discussed must be on the agenda at the following meeting to inform the members that are not a part of the Executive Board. 2. Must be able to prepare a plan if a removal process of a position is needed. 3. Has the right to assign fines/handle disciplinary issues as necessary after 2/3 Executive vote. B. Executive Board Duties 1. President a. Preside over all Executive Board and general meetings b. Calls meetings c. Represent the organization in activities and official functions d. Oversee responsibilities of all Executive Board positions and see that they meet prior to a meeting to finish business. e. Delegate responsibilities as appropriate. f. Keep and maintain academic transcripts of all undergraduate members for presentation and record. g. Maintain open communication with the Chapter via Chapter Meetings and list serve. h. Maintain open communication with Alumni Advisor to keep current reports and discuss the Chapter’s status throughout the year, must be the liaison between Alumni Advisor and Executive Board. i. Must be the liaison with the Undergraduate delegate and communicate all undergraduates concerns and opinions to the Undergraduate delegate.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. j. Shall prepare the agenda before Chapter meetings and make Chapter positions aware of due dates for items due for the following meeting’s agenda. 2. Vice-President a. Assume full responsibility and duties in the absence of all the President b. Must attend Executive Board meetings c. Oversee political, social, cultural, and educational events ever semester d. Oversee all event committees to ensure completion of events in a timely manner of current projects. e. Acts as an Advisor to all committees and is automatically on every committee 3. Secretary a. Organize and maintain permanent records on file of every minute minutes and attendance. b. Duplicate and distribute minutes to all active undergraduates in the Chapter and the Alumni Advisor c. All minutes shall be posted on the Chapter’s list serve and distributed to members the immediately following the next meeting. d. Maintain Chapter directory and distribute to all active members each year. This means maintaining the chapter list serve, addresses, and information about each member. e. Shall be responsible for updating any announcement on the chapter’s list serve. f. Collection of all Chapter’s mail. Please see Ms. Linda in the mail room. i. Johnson & Wales University C/o Chi Upsilon Sigma National Latin Sorority, Inc. 1701 NE 127th North Miami, FL 33181 g. Makes reservations for events. 4. Treasurer a. Collect and maintain financial records of the monies and expenditures of the Sorority. b. Prepare weekly, monthly, quarterly and annual financial reports for presentation at all general meetings. c. Responsible for working with the Executive positions of the chapter to set appropriate budgets and accounts. d. Allocate funds appropriately. e. Prepare annual financial documents for audit. f. Responsible for establishing events in conjunction with the Public Relations Administrator.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. g. Work hand in hand with O.W.L.S. Coordinator and New member Educator to ensure all monies are recorded and reported to Chapter. h. Collect and record all monies from OWLS Coordinator and New Member Educator for OWLS group and Prospective members. i. Release funds to specific positions after they have submitted the correct paper to receive said funds and/or have petitioned to Executive Board/Chapter to receive by collective 2/3 vote. o paperwork includes but is not limited to : Budget Procedure Form 5. Parliamentarian a. Uphold the constitution and current parliamentary procedure at all general meetings. b. Responsible for keeping the Chi Upsilon Sigma Constitution and Beta Gamma Bylaws up to date and proving to those who request a copy of the documents. c. Responsible for educating members on parliamentary procedures. d. Oversee Chapter nominations and election process. e. Review bylaws and ensure they are in accordance with the Chi Upsilon Sigma Constitution. f. Submit every year bylaws with bookkeeping. g. Take attendance at meetings. Ensure during elections and voting that quorum is met. 6. Chapter/Positions/Duties a. Historian -Maintain all records, documents and pictures of all chapter events. -Hold banners, scrapbooks, paraphernalia and publications of Chapter and bring them to events if necessary. -Keep inventory of all Chapter’s possessions. -Create slideshows & scrapbooks for the Beta Gamma Chapter banquet during the chapter’s Week of Wisdom.
b. Recruitment Chair/OWLS Coordinator -Maintain all communication with prospective and publications of chapter and all interests on campus. -Attend at least one OWLS meeting a month. -Update Sisters twice a month about OWLS on list serve -Hold at least two eXpressos during a semester. Provide members with location, time, and attire required at least two weeks in advance so that members may invite potential interests. -Keep OWLS contact information updated frequently on list serve, -Make the Chapter aware at least one full week in advance of upcoming eXpressos. -outreach to new interests by distribution information about the Sorority, posting flyers about meetings and aid in presentations for interests.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. -Meet with New Member Educator at least twice before initiation so that the OWLS Coordinator can give the OWLS wishing to partake in a New Member Education Class that semester the proper paperwork.
c. Community Service Chair -Responsible for organizing and planning all Chapter community service projects. -Research and propose projects. -Work with Alumni Advisor to monitor Chapter Community Service requirements. -Keep Chapter Members updated with current National projects to ensure that the Chapter is meeting all guidelines set forth by Nationals. -Update volunteer hours with Johnson & Wales University’s Greek Council Community Service Chair.
d. Fundraiser Chair -Responsible for planning all Chapter fundraisers -Responsible for all book keeping regarding fundraisers. -Responsible for reporting all money earned to Chapter Treasurer 24 hours after a fundraiser. -Must keep all records of all money given to Treasurer and letters for proof of service. e. Public Relations Administrator - Foster positive community service relations - Maintain marketing medium, such as promotional informational packets. f. Social Activities Coordinator -Organize and plan events for the Sorority that may help open communications with other organizations. -Organize and plan parties and work in conjunction with Treasurer to organize all monies.
Section 2. Term of Office
A. Each Officer will hold office from May 11 of that year until May 10 of the following year. Before the next person takes over their new position the current Officer will train the next elected officer during the month of April with workshops outlined for the assigned position. Section 3. Nominations and Elections
A. Elections will be held every April or after the new initiated members are able to participate, whichever comes first. Nominations will be held a week before the actual vote. B. Members that are elected to become President or Secretary must have had a year of experience in the Sorority unless all members are neophytes.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. C. No neophyte shall take position of President, Vice President, or Secretary unless elected by the chapter and then approved by Alumni Advisor. D. All other positions, then remaining positions will be used when necessary in the form of a committee or members will hold more than one position. Section 4. Removal of Office A. All positions can be considered for removal. Removal can be used under extenuating circumstances when the position’s responsibilities are not being met. B. Before this occurs 2 (two) warnings must be done formally in writing and approved by the Executive Board, in which must be presented at the next Chapter Meeting. C. The President must announce at the Chapter meeting when each official written warning is given. D. On the second and final warning, a plan must be implemented by the Executive Board members to fill the position, or form a committee for the positions’ responsibilities. This must be done prior to the vote so that the plan can go into full effect after the vote has been made, if it becomes an official warning.
IV. Meetings
Section 1. Quorum A. Quorum is considered half the active members plus one. Section 2. General Meetings A. Meetings will be held at least twice a month; the day is to be voted on at the first meeting of the trimester.
Section 3. Annual Meetings
Section 4. Special Meetings A. Special meetings will be called by the Secretary. The President or Vice President must be present for any such meeting to occur. It is the responsibility of the Secretary to contact the Sisters with as much ample time as allotted given the member’s already present schedule given at the begging of the semester.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws.
V. Committees Section 1. General Committees A. During the semester, committees will be formed by the Vice President to assist with the planning of the events for that given semester. B. If members selected for said committees have legitimate reasons as to why they cannot uphold their obligations to the committee, they must submit in writing to the Executive Board who will then vote if member is excused.
Section 2. Committee Duties
A. Keeps chapter informed of event being planned via list service and/or Chapter meetings. B. If the event has not yet been voted on by the Chapter, then the event cannot be put on by the Chapter. C. The committee liaison chair must meet with the Vice President at least twice during their planning of events. Vice President can implement more meeting if she deems them necessary.
Section 3. Special Committees
A. Probate Committee 1. Probate Committee will be assigned by the President based upon prior experience. 2. Will automatically be assigned the date of the probate as an automatic default committee. 3. Probate Committee will be in charge of the following: a. Reservations of place, time of probate, Campus Safety and/or Public Police (if needed), Disc Jockey (DJ), and keeping the Chapter updated regarding all reservations and plans. b. Greets, Steps, Outfits, and Agenda of Show c. As well as any other planning that is in conjunction with the Probate Show.
VI. Parliamentary Authority A. All meetings will be governed and controlled by the Robert’s Rules of Order: Seventh Edition. B. Quorum for an official meeting shall consist of one half plus one of the members.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws. C. If a member cannot attend a meeting the Secretary must be notified in advance in order to determine if quorum can be met. If the numbers are not satisfied, then the meeting will be canceled. D. If there is not notice of an absence, then the meeting will preside without quorum and the attending members will make all decisions for that meeting. IN the vent of a tie, the President will submit her deciding vote. E. If needed the President may call an emergency meeting. It must be called with a minimum of 48 (forty eight) hours in advance notice. F. Agenda items must be submitted to the President 48 (forty eight) hours before a meeting, unless President requests agenda items sooner. All other matters must not be submitted on the agenda for discussion on the next meeting. G. Events must be complete at least a week prior to the event. If not, the event will be canceled or postponed for a better date, to be voted on by Executive Board. H. Official votes may only be taken at general meetings when quorum is present. A vote may be called elsewhere at the discretion of the Chapter, only if a quorum is in attendance. VII. Hazing “The Organization prohibits its members, both individually and collectively from committing any acts of hazing as defined herein: ”
“ ‘Hazing’ means any action of situation that recklessly or intentionally endangers the mental or physical health or safety of a student for purposes including, but not limited to, initiation or admission into or affiliation with any organization operating under the sanction of a postsecondary institution. ‘Hazing’ includes, but not limited to, pressuring or coercing the student into violating state or federal law, any brutality of a physical nature, such as whipping, beating, branding, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or other forced physical activities that could adversely affect the physical health of safety of the student.”
VIII. Dissolution A. If the Chapter is to be dissolved, the remaining assets will be donated to the National Board and the National Fundraiser.
IX. Amendment of Bylaws. A. Bylaws may be amended with previous notice to all active members and a two-thirds vote consisting only of the active members belonging to Beta Gamma Chapter. Only an active member or a probationary status member within the Chapter can propose an amendment.
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Corazones Unidos Siempre, Chi Upsilon Sigma National Latin Sorority, Inc. Beta Gamma Chapter Bylaws.
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