BYLAWS OF XI RHO CHAPTER ZETA PHI BETA SORORITY, INC
Preamble
We, a group of college women, organized as the sister Greek letter Sorority to Phi Beta Sigma Fraternity, do hereby bind ourselves together for the purposes of promoting the cause of education by encouraging the highest standards of scholarship through scientific, literary, cultural, and educational programs; promoting charitable projects on college campuses and within the community; fostering the spirit of sisterly love and promoting the ideal of Finer Womanhood.
Ten women were members of this Illustrious Sorority with a more enlightened vision for Miami University. They sought and were granted a charter to Miami University of Ohio. The First Anti-Basileus, Dr. Shirley th th Bowles, granted this charter on the 28 day of April 2001 at the 67 Great Lakes Regional Conference of Zeta Phi Beta Sorority, Incorporated.
ARTICLE I
Name, Motto, Colors & Emblem
Section 1: Name
The name of this organization shall bethe Xi Rho Chapter of Zeta Phi Beta Sorority, Incorporated at Miami University.
Section 2: Motto
The motto of this chapter shall be “A Force To Be Reckoned With.”
Section 3: Colors
The colors shall be Royal Blue and White
Section 4: Emblem
The Emblem shall be a shield, two flaming torches, the dove of peace and five stars to represent the Founders.
Section 5: Badge
The official badge of Zeta Phi Beta Sorority, Incorporated, shall be the pverbar of the Greek Letter Monogram; and, is to be worn only by initiated sorors.
ARTICLE II
Last Updated April 22, 2019
Governance and Authority
Section 1: Corporate
Zeta Phi Beta Sorority, Inc. shall maintain a non-profit corporate status with perpetual terms to pursue its educational and charitable puproses.
Section 2: Parliamentary
The organization shall be governed by these By-Laws, and where these By-Laws do not address a specific issue, Robert’s Rules of Order will be the prevailing authority. The National Constitution of the Sorority and the National Phylacter and Baselius will be consulted for a ruling in any disputes.
ARTICLE III
Objectives
Section 1:
Zeta Phi Beta Sorority, Incorporated shall have tas its objectives: The fostering of ideals of Service, Charity, Scholarship, Civil and Cultural Endeavors, Sisterhood and Finer Womanhood.
Section 2:
The implementation of these objective shall be reflected in national programs that provide training, scholarships, counseling services, and project the image of finer womanhood through community action.
To further the objectives of providing scholarships, services and charity, the organization shall serve in an advocacy role to enhance the service of community programs by way of volunteer task groups and provide financial assistance to vocational and college students.
Section 3:
To assist in carrying out its objectives, the organization may establish one or more foundations separate and apart from its other funds, exclusively for religious, charitable, scientific, literary, cultural and educational purposes, and/or for the prevention of cruelty to animals.
These separate foundations shall be established by guidlines that will qualify the organization for exemption under the Internal Revenue Code and contributions to such entities will be tax deductible.
The objective of this organization is to operate in accordance with the programs of the National Administrative Body and its mission. These programs include, but are not limited to Finer Womanhood, Sisterhood, Community Movements and Cultural Awareness. We are further proposed to increase membership through reclamation, to develop programs for Miami University’s students, staff, and faculty, to
Last Updated April 22, 2019
sustain our Constitutional bond to members of Phi Beta Sigma Fraternity, Inc., to embrace non-college woman, and most of all, to better ourselves internally as women of color.
ARTICLE IV
Membership
Section 1: Definition of Membership
Membership shall include Undergraduates from Miami University in pursuit of a Bachelor’s Degree.
Qualifications for the various forms of membership available to individuals are outlined in these subsequent sections of this article. All Sorors must designate at the beginning of the Sororial year the level of membership they seek to obtain for that year.
Section 2: Full Undergraduate Membership
Any member who has paid the full assessment, is enrolled in at least 12 credit hours, and has a cumulative grade point average of a 2.5 is a full undergraduate member. All officers must maintain Full Undergraduate Membership status. The level of membership includes voting privileges on all motions and eligibility to hold any office one is qualified for.
Section 3: Inactive Membership
th A member who does not meet her financial obligations by October 15 o r by the time in conjunction with the chapters set date for payment of each calendar year, who is not enrolled in at least 12 credit hours, and who does not have a cumulative grade point average of a 2.5 for two consecutive semesters shall become an inactive member. Inactive members shall not have the privileges of voting or holding office in this chapter, but may indeed serve on any committees.
A) Financially inactive Membership
th Any member who does not meet her financial obligations by October 15 or by the time in conjunction with the chapters set date for payment of each calendar year shall become an inactive member. Financially inactive members do not have the right or privilege to vote
*The chapter will discuss any extenuating circumstances when the need arises
Section 4: Transfer of Membership
Upon earning the Bachelor’s Degree, an Undergraduate Member must transfer to a Graduate Chapter within one (1) year in order to maintain active status. She cannot remain a member of an Undergraduate Chapter after the Bachelor’s Degree is earned. She must present a transfer card and a copy of degree to the Membership Chairman of the Graduate Chapter into which she is transferred.
Last Updated April 22, 2019
A transfer will be issued to a Soror upon written request for to a current chapter. Presentation of a Transfer Reference Card from that chapter and the required fee(s) should be mailed to the Office of the Excutive Director by the chapter where she seeks affiliation.
If a Soror’s chapter is inactive or if she is unknown to that chapter because of a long absence, she must go before a notary public and swear that she was in good standing at the time she left said chapter. This notarized statement, along with written approval from the State (where applicable) and Regional Directors where said chapter was located, may be used in liue of a Transfer Reference Card.
A Soror must be financial with the National, Regional, State (where applicable) and local levels of the Sorority before she can be transferred to another chapter. If unfinacial, she must reinstate with the national office and pay all financial obligations, including transfer fees, before she can transfer.
Section 5: Application for Membership
Any woman seeking membership into this chapter shall have a 2.5 cumulative grade point average, obtain three written Letters of Recommendation, including one from a Full Undergraduate Member, and submit a current resume. Anyone seeking membership must also adhere to the criteria outlined in the National Constitution. These criteria include demonstrating community leadership, acceptable personal involvement in community programs, academically proficient, financial capability, and association to the Zeta Family.
In the result that the current active membership status is below six members, all active members must come to a unanimous decision as to which candidates they will accept into the formal intake process. If the current active members status is six and above, all active members must come to a 3/4 agreement to which candidates they will accept into the formal intake process.
ARTICLE V Section 1: Graduate Chapters
There shall be chapters in cities and communities known as Graduate Chapters. They shall be comprised of college and university graduates.
Section 2: Military Graduate Chapters
Chapters may be formed in a province, territory, country or non-contiguous state. They shall be comprised of college and university graduates and undergraduates as associate members if no undergraduate chapter is in the immediate area.
Section 3: Undergraduate Chapters
There shall be chapters located on college campuses. They shall be comprised of currently matriculating undergraduates. These chapters shall be known as Undergraduate Chapters and shall have a graduate advisor within close proximity of the campus for counseling. Their Bylaws must not conflict with campus rules or Sorority guidlines.
Section 4: Metropolitan Undergraduate Chapters Last Updated April 22, 2019
A metropolitan chapter of undergraduate status may be authorized upon request of a Graduate Chapter in a city where one or more colleges are in operation, but where stipulations prevent the establishment of campus chapters. Applicants must be currently matriculating undergraduates.
Section 5: Regions
The national constituency shall be divided into eight regions comprised of the representative states and countries.
Section 6: Bylaws
Each region, state (where applicable), and local chapter shall adopt Bylaws that are consistent with National Constitution and Bylaws and shall not have constitutions.
ARTICLE VI
Officers and Elections
Section 1: General Rules
No member may serve concurrently in more than one of the following offices unless extenuating circumstances have been discussed, (i.e. only 3 people in the chapter). No member may chair more than one standing committee at a time, unless specifically stated in officer duties. Each officer shall keep a record of her duties, activities, and responsibilities while in office. These records are the property of this chapter and shall be transferred to the newly inducted officer
Section 2: Office of the Basileus
Qualifications
A. Full undergraduate membership status
B. Attendance to Regional Conferences as financial and remain all day Saturday
a. Chapter is required to financially support attendance of Basileus to regional conference through chapter dues
b. Other members of chapter will apply for additional funding from Associated Student Government (ASG)
Duties
Last Updated April 22, 2019
A. Serve as Executive of the chapter
B. Coordinate all functions and activities of the chapter
C. Chair all chapter and executive board meetings
D. Be encouraged to attend all committee meetings but cannot vote
E. Act as representative of chapter
F. Sign all documents and countersign checks
G. Channel information from the National, State, Regional and Graduate offices to the chapter
H. Assume responsibility for all chapter activities
I. Assist the historian in compiling the chapter report
J. Chair the elections and nominations committee
Section 3: Office of the First Anti-Basileus
Qualifications
A. Full undergraduate membership status
B. Must be Certified/Re-Certified in the Intake process at Regional Conference (per chapters financial contribution should soror be unable to fund cost of regional or state conference.
Duties
A. Assume responsibility of the chapter in the absence of the Basileus
B. Chair membership committee
● Review intake process and paperwork
C. Assume responsibility for rededication and rituals
D. Chair the scholarship committee
● Monitoring Sorors on probation ( progress reports)
● Reserving study tables
● Accept progress reports
Last Updated April 22, 2019
● Enforce consequences based on violation sanctions in the code of conduct section 7 a-b, with violation 3 being loss of privileges listed in section 3 article 4 and section 6 of the code of conduct
E. Coordinate all educational programming
● @ least 1 educational program per Zeta week
● New member education
● Assist in coordinating undergraduate retreat
Section 4: Office of the Second Anti-Basileus
Qualifications
A. Full undergraduate membership status
B. Must be Certified/Re-Certified in the Intake process
Duties
A. Assist first anti-basileus with MIP paperwork
B. Review progress report submitted by the first anti-basileus
C. Attend weekly scheduled meetings with the basileus and Greek Office
D. Coordinate and organize committee report for chapter meetings
E. Chair National Programming committee
Section 5: Office of the Tamias
Qualifications
A. Financial background or financial experience (i.e. personal checking account)
● Familiarity with budgeting and checking accounts and financial upkeep.
C. Full undergraduate membership status
D. Must be Certified/Re-Certified in the Intake process
Duties
Last Updated April 22, 2019
A. Serving as chapter’s chief financial officer, preparing annual and semesterly budget, filing annual financial report and protecting the financial status of the chapter with the National Office
B. Chair budgeting/finance committee
C. Chair fundraising committee
D. Be primary signatory for the chapter checking account
E. Serve on the membership committee with or without recertification in intake process
F. Create a written budget in for every formal chapter meeting occurring once a month
G. Must present financial bank statement every month in addition to after every debit card transaction which must be verified by all financial members during chapter
Section 6: Office of the Tamias Grammateus
Qualifications
A. Financial background or financial experience (i.e. personal checking account)
● Familiarity with budgeting and checking accounts and financial upkeep.
B. Full undergraduate membership status
C. Must be Certified/Re-Certified in the Intake process
Duties
A. Responsible for finances in the absence of the Tamias
B. Responsible for minutes in the absence of the Grammateus
C. Be responsible in the absence of the Epistoleus for taking pictures or assign a designee
D. Required to submit ASG funding prior to the start of the semesters (Fall & Spring)
E. Submit budget sheets to the tamias
Section 7: Office of the Grammateus
Qualifications
Last Updated April 22, 2019
A. The ability of produce legible, accurate reports meeting minutes B. Full undergraduate membership status
Duties
A. Produce and disseminate chapter minutes in a timely manner, meaning within 48 hours of the meeting
B. Preserve the records of the Sorority.
C. Handles all email communications from the chapter email, or chapter mailbox (Shriver Center and Richard Hall)
D. Serve on the Marketing committee
E. Provide a copy of past meetings minutes for review and approval
Section 8: Office of the Phylacter
Qualifications
A. Familiarity with Robert’s Rules of Order, Parliamentarian procedures, Zeta National Constitution and By-Laws and updates the Constitution of Xi Rho Chapter and with the Xi Rho Code of Conduct
B. Full undergraduate membership status
C. Good verbal and written communication skills
Duties
A. Time and order keeper for chapter meetings
B. Chair the By-Laws committee
C. Chair the Community Service Committee
Section 9: Office of the Epistoleus (Marketing and Historian)
Qualifications
A. Ability to use photographic equipment
Last Updated April 22, 2019
B. Organizational skills
D. Full undergraduate status
E. Good verbal and written communication skills
F. Full undergraduate membership status
Duties
A. Chronicle all activities of the chapter including programs and events and upkeep chapter history
B. Attend all chapter functions, or be responsible for delegating a designee
C. Responsible for presenting the scrapbook and chapter report at the State Regional and/or Boule conventions
D. Serve as chair of the marketing committee.
E. Responsible for planning, organizing , and carrying out publicity of chapter activities
F. Developing relationship with appropriate media contacts
G. Responsible for chapter newsletter and website
H. Responsible for bulletin boards.
Section 10: Holding Office
If there should not be enough active members in the chapter, Sorors may hold more than one office of the chapter.
Section 11: Elections
At the discretion of the Basileus, a Nominating Committee will be appointed. Elections will be held in April or the first chapter meeting following the initiation on new sorors. Terms will begin immediately after the election.
A. The Chapter shall elect officers:
Basileus
First Anti - Basileus
Second Anti - Basileus
Last Updated April 22, 2019
Tamias
Tamias Grammateus
Grammateus
Phylacter
Epistoleus
Undergraduate member At-Large.
B. The first round of voting is a paper ballot nomination for a candidate, where every nominated soror must accept or decline the invitation. All of those who accept the nomination must tell the body why they are interested in the position and then open the floor to questions. The second round of voting is a run-off paper ballot between all nominated sorors who accepted the invitation of nomination. The second round occurs directly after the first round. C. A candidate must receive a majority of the votescast by persons entitled to vote to be elected to office.
Each officer will serve a one year term and be eligible to hold that specific office for no more than two consecutive terms. In the case that it is not time to hold another elcection, the Basileus shall appoint to any unexpired terms. All voting shall be done by secret ballot, with a separate ballot for each office.
ARTICLE VII
Committees
Section 1: Chapter Standing Committees
The Standing Committees of the chapter are
1. Fundraising
2. Marketing
3. Membership
4. Scholarship
5. Service and Social Action
6. Zeta/Zeta-Sigma Relations
7. Budgeting
Last Updated April 22, 2019
8. By-Laws
9. Alumni Relations
All committees are to report weekly with oral or written reports prepared . Written reports are due at the formal meeting held biweekly. All active Sorors, must serve on at least two committees (unless chapter membership is under six members, at which point individuals will maintain one committee), and every committee must have at least two members. All inactive Sorors may serve on a committee at the discretion of the First Anti-Basileus. Chairs for Zeta/Zeta –Sigma Relations and Step Show committees will be appointed by the Basileus if no one willingly volunteers
Section 2: Chapter Standing Committees Responsibilities
1. Fundraising: Generating ideas and coordinating all events to raise money for the chapter
2. Marketing: Publicizing all chapter activities and events; editor in chief of the chapter newsletter
3. Membership: Coordinating all intake and reclamation activities
4. Scholarship: Determining qualifications of scholarship applicants, awarding scholarship dollars and coordinating educational activities
5. Service and Social Action: Providing the leadership for all community service projects. Creates progams and projects for social action encouraging interest and education on current issues.
6. Budgeting: Prepare present and maintain chapter budget as well as a financial report of the chapter on a semesterly basis
7. Spring Show: To delegate responsibilities for a spring show, be a point person or appoint a point person in absence of “Step or Stroll Master” as well as coordinating an overall show timeline to include purchase of costumes, shoes, etc. and schedules for practices and ensuring registration.
8. By-Laws: Review periodically the chapter’s governing rules
9. Community Advancement Program Chair: Required to attend CAP meetings, manages CAP submissions and deadlines, oversees editing process. Reviewing Fraternal Excellence Essays or any other additional submissions.
10. Alumni Relations:
11. Zeta/Zeta-Sigma Relations: Planning activates to strengthen the sisterhood bond of the chapter and Zetas in the surrounding areas, as well as the bond with the members of Phi Beta Sigma. Schedule a monthly meeting with the Sigma chapter on campus.
Last Updated April 22, 2019
Section 3: Chapter Ad Hoc Committees
1. Suite
2. National Programming Committee
3. Xi Rho Anniversary Committee
Section 4 Chapter Ad Hoc Committees Responsibilities
1. Suite: to take care of the maintenance of the Zeta suite by creating a cleaning schedule, delegating cleaning tasks and running the annual Spring Suite Clean Up , to notify the building manager in efforts to maintain the upkeep of the suite.
2. National Programming Committee: Any national programming including Z-HOPE and Finer Womanhood Week and Founders Day (in the case that there is no second anti-basileus)
3. Xi Rho Anniversary Committee: Plan and organize the anniversary celebration for chapter
ARTICLE VIII
Meetings
Section 1: Regular Body Meetings
The regular body meeting will meet weekly, with all committees expected to give an oral or written report submitted to Grammateus 24 hours in advance, not exceeding 3 minutes. Section 2: Formal Meetings
Formal meetings shall be held biweekly with Sorors dressed in business attire and committees reporting in writing.
Section 3: Emergency Regular Body (Blue Room)
First, contact basalius to see if situation can be settled one on one. Then contact alumun of Xi Rho.
An emergency regular body meeting can be called for any issue deemed important by at least 15% of the chapter or three members, whichever is less. Notice, in writing via email must be sent to all active and inactive members not later than 48 hours prior to the meeting date set by the Basileus based on chapter availability. All members must be in attendance to have the Blue Room.
Section 4: Committee Meetings
Committees should meet weekly prior to the regular body meetings
Last Updated April 22, 2019
Section 5: Fines
Sorors should strive to make all undergraduate meetings. If a soror misses one unexcused meeting she will be fined $5. If a soror has communicated a half hour in advance that she will be 15 minutes or less late to scheduled meeting times, she will not be fined $5.00. However, if soror does not communicate within given time period or exceeding the allotted time she will be fined $5.00 (24 hour notice). Fines should be paid to current Tamias by following chapter. If soror does not pay fine by following chapter, an additional $5.00 will added onto previous fine as well as a loss of voting privileges for the upcoming voting session. Communication of tardiness will follow rank of executive positions. Excused absences are deemed as school, work, family, or health related issues (Any other absences will be decided upon by chapter members to determine if excused).
ARTICLE IX
Removal and Resigning Procedures
Section 1: Removal
Any officer who has missed 3 unexcused meetings without a valid excuse will be removed from her office by the Basileus. The Basileus will appoint a new Soror to the position in order to complete the unexpired term. Should any officer be questionable in the execution of her duties, a written complaint must be sent to the body to discuss the validity of the complaint. Should the executive Board deem the complaint valid, a 5 member committee or 15% of active members, whichever is fewer, will appointed to review the charges. Being motivated entirely by sisterly love, and with the welfare of the body as a whole as the guiding force, that committee will present in recommendations to the body for its approval. If a soror holding office becomes inactive, the Basileus will then appoint another soror to fill that office
Section 2: Resignation
Any officer who decides to resign from her office must write a letter of resignation two weeks prior to resigning and the letter must be brought to the body. After acceptance of resignation the Basileus will appoint a Soror to the position to complete the unexpired term.
ARTICLE X
Financial Responsibility
No member shall be reimbursed for any expenditure not budgeted with approval of the body. The Tamias at her discretion shall establish a line item for use.
Section 1: Chief Financial Officer
The Tamias shall be the Chief Financial Officer of the Chapter
Last Updated April 22, 2019
Section 2: Fiscal Year
The Fiscal year shall run from October 15 through October 14 each year
Section 3: Dues-Local
Local dues will be determined each year by the body
Section 4: Dues-National
All national dues payments will be held in the local chapter treasury until October 15 when the payment is due.l
Section 5: Maintenance of Accounts
The signatories on all accounts are to be: the Basileus, the Tamias
Section 6: Financial Authorizations
No funds are to be distributed expect by the signature of 2 of the above mentioned officers
ARTICLE XI
Amendments and Suspension of Bylaws
Section 1: Amendment of the Bylaws
Any amendments to these by-laws should be submitted in writing to the body. At which time, the Basileus shall appoint a by-law committee to review the proposed change and bring their recommendation to the body. A two -thirds majority is required to amend these bylaws.
Section 2: Suspension of the Bylaws
The Bylaws may be suspended at a regular business meeting by two - thirds vote.
Last Updated April 22, 2019