CONSTITUTION OF THE ZETA PHI BETA SORORITY, INCORPORATED CLUB
PREAMBLE
We a group of undergraduate women organized as a Greek letter sorority, do herby bind ourselves together for the purpose of promoting the ideals for Zeta Phi Beta Sorority, Incorporated, by encouraging high standards of scholarship, service to and within the community, instilling a sense of awareness and Finer Womanhood, and fostering the spirit of sisterly love.
ARTICLE I-
The name of the corporation shall be Zeta Phi Beta Sorority, Incorporated.
SECTION 1. The name of the corporation shall be Zeta Phi Beta Sorority, Incorporated
SECTION 2The name of the chapter shall be to be determined.
SECTON 3. The school under this constitution shall be University of Bridgeport
SECTION 4. The governing graduate chapter shall be Pi Lambda Zeta (New Haven, CT).
SECTION 5. The chapter’s mailing office shall be TBD
ARTICLE II- PURPOSE OF THE CHAPTER
The purposes of the chapter are to mimic that of the sorority. To foster the ideals of Service, Charity, Scholarship, Civic and Cultural endeavors, Sisterhood and Finer Womanhood.
ARTICLE III- MEMBERSHIP
Membership shall be open by invitation to matriculated undergraduate female students at University of Bridgeport who have earned a minimum of 12 academic credits and a minimum cumulative grade point average (QPR) of 2.50.
Having been granted a Campus Charter by the National Headquarters of Zeta Phi Beta Sorority, Incorporated the chapter’s membership shall limited to undergraduate female students currently registered at University of Bridgeport. Women registered at other area colleges and universities shall not be allowed to affiliate with this chapter.
Membership shall not be denied to any undergraduate female student because of race, religion, color, ancestry, national origin, sexual orientation, age, disability or veteran status.
Pledging and pledge status as a means of initiating new members into Zeta Phi Beta Sorority, Incorporated shall be prohibited All national and chapter requirements must be satisfied in order for an individual to be acknowledged as a sister of Zeta Phi Beta Sorority, Incorporated.
The Chapter shall have the right to classify its members as “active” or “inactive” according to established written guidelines.
Each member is required to pay membership dues. Members who fail to pay their dues and/or assessments in a timely fashion shall be subject to disciplinary action by the Chapter.
The National shall set initiation and national dues. The Chapter shall set chapter dues at the beginning of each academic year.
SECTION 1. NEW MEMBERS
Candidates for active membership shall submit an application to the Chapter. The Candidates may be screened by any active member of the Chapter. That active member shall then present the required documentation to the First Anti-Basileus for approval. If the candidate id favorably reported, the candidate must receive two thirds (2/3) majority vote of those assembled at the meeting to be eligible for initiation into the sorority. All candidates for membership shall be approved by the National First Anti-Basileus and may be subject to the approval by the Grand Basileus.
The Chapter invitations shall be extended by the Chapter to eligible undergraduate females students to the join Zeta Phi Beta Sorority, Incorporated. The formal invitation occurs upon receipt of approval from the National First Anti-Basileus.
New members shall be initiated as full members of Zeta Phi Beta Sorority, Incorporated with all the rights and privileges associated with such membership preferably within two weeks after accepting a formal invitation for membership.
SECTION 2. TRANSFERS
No member shall be transferred to another chapter except upon applications to the chapter from which the member wishes to transfer to. No member shall be transferred into the chapter except upon application to the chapter as well as the chapter’s members approval. A report of her financial standing in the chapter shall be submitted to the chapter in which the member wishes to transfer.
ARTICLE IV- QUALIFICATIONS AND ELECTION OF OFFICERS
The membership of the Executive Board shall consist of the Basileus, First Anti-Basileus, Second Anti-Basileus, Grammateus, Tamias, Antaprokritis, and Phylacter. The undergraduate Advisor shall serve as a nonvoting ex-officio member of the Executive Board. The Executive Board shall have general supervision of the affairs of the sorority between its regular business meetings and shall make policy recommendations to the membership. The Executive Board shall be subjected to the rules of the sorority and shall not act in conflict with action taken by the sorority.
The Basileus with the advice and consent of the Executive Board shall have the power to establish all standing committees and appoint all chairpersons of standing committees.
The Executive Board shall meet bi-weekly during the academic year. Meetings shall be called by the Basileus.
The members of the Executive Board shall be required to attend in order to conduct and business. All decisions made must be by a majority vote of the members present and voting.
SECTION 1. NOMINATIONS
The nomination of officers shall take place at the meeting prior to the date set for elections.
For consideration of the office of Basileus, she must have been an active member for at least one (1) academic year preceding her nomination or election and must have attended an undergraduate retreat or conference.
For the purposes of nomination and election of officers, an active member shall be defined as a member who is in good financial standing with the Chapter, Regional and National Headquarters.
SECTION 2. ELECTION OF OFFICERS
Chapter elections will be held two weeks before the closing of the current semester. The election will be done by secret ballot by active chapter members who have attended at least two meetings.
All chapter elected officers may serve in their position on the Executive Board for one (1) school year or two academic semesters.
Officers shall be elected for a term of one year and shall hold office until the official end of the semester when their successors shall assume office.
Elections shall be held no later than April 30th of each year in order to allow for an effective officers’ training period and an orderly transition of duties and responsibilities.
Only active members in good standing shall be allowed to vote. Voting shall take place by secret ballot. Officers shall be elected by majority of those members voting in the election. If no candidate receives a majority vote on the first ballot, additional ballots will be taken.
Chapter officers must be an undergraduate full-time matriculating student, have a minimum of a 2.50 cumulative Grade Point Average (GPA), and must not be on academic or social probation.
She must be financial and active on a national, regional, state, and local level.
SECTION 3. VACANIES
Should a Chapter Officer find it necessary to vacate her office, she may resign at any time by communication in writing to the Chapter Basileus and Third Anti-Basileus of the Pi Lambda Zeta Graduate Chapter. The resignation then becomes effective once approved by the Chapter Basileus and Third Anti of the Graduate Chapter. In the event that the Chapter Basileus resigns, then the First Anti-Basileus of the chapter shall assume the position of the Basileus. If the First Anti-Basileus declines the position of Basileus, a special meeting of the chapter shall be called by the Executive Board to elect a new Basileus. If the First Anti-Basileus position is vacant, the Executive Board shall meet to elect a new First Anti-Basileus.
If any other elected position becomes vacant, a special election to fill the unexpired term shall be held at the next scheduled meeting of the sorority following the announcement of the vacancy.
ARTICLE V- ENUMERATION OF POWERS AND DUTIES OF THE OFFICERS
These officers shall perform the duties prescribed by this constitution and by the parliamentary authority adopted by Zeta Phi Beta Sorority, Incorporated.
SECTION 1. BASILEUS
1. Shall preside over all meetings of the sorority 2. Shall administer the business affairs of the sorority 3. Shall have the power to call all Executive Board meetings and special meetings for the sorority. 4. Shall sign all documents and countersign all payments. 5. Shall be an ex-officio member of all committees 6. Shall ensure that all National, Regional, and State reports are submitted by the specified due dates. 7. Shall appoint committees and chairpersons. 8. Shall carry out the provision of the constitution. 9. Shall make meeting agendas.
SECTION 2. FIRST ANTI-BASILEUS 1. Shall temporarily assume the powers and duties of the Basileus in the absence of the Basileus or at the request of the Basileus. 2. Shall automatically assume the powers and duties of the Basileus if the Basileus resigns 3. Shall receive, examine, and approve all applications and transcripts for new members before they are initiated. 4. Shall coordinate all social functions of the sorority. 5. Shall serve as coordinator of all committees (in the event that something happens) 6. Shall perform any duties delegated by the Basileus.
SECTION 3. SECOND ANTI-BASILEUS
1. Shall assume the powers and duties of the Basileus and First Anti-Basileus in the event of their absence. 2. Shall serve as the Director of the Chapter Scholarship awards
SECTION 4. GRAMMATEUS
1. Shall keep a careful and authentic record of the meetings of the sorority 2. Shall prepare a roll call of the members and call it when necessary 3. Shall preserve all official documents of the sorority 4. Shall read all correspondence at meetings and carry on all official correspondence for the sorority. 5. Shall authenticate by her signature all records and documents of the sorority. 6. Shall keep accurate minutes of all meetings 7. Shall print/email all agendas and reports three days before the meeting to chapter and undergraduate advisor. 8. Shall email all meeting minutes within a week of chapter meeting to the chapter and undergraduate advisor.
SECTION 5. TAMIAS
1. Shall keep accurate accounts of all receipts, membership dues and assessments and expenditures of the sorority. 2. Shall pay bills and release funds voted by the Chapter 3. Shall be responsible for the preparation of the submission of a monthly and yearly report. 4. Shall maintain a financial account within the Student Activity Fund established with Southern Connecticut State University for this purpose. 5. Shall be responsible for the sorority complying with the rules and regulations established by the University for the collection and expenditure of funds. 6. Shall ensure that National, Regional, and State dues/ assessments are collected and reported on the proper forms by the established due dates. 7. Shall make financial reports at least once a month at the chapter meetings. SECTION 6. ANTIPROKRITIS
1. Shall publish a newsletter twice yearly. 2. Shall keep a history of the chapter and its accomplishments.
SECTION 7. PHYLACTER
1. Shall be present at all meetings if the Chapter. 2. Shall advise members of the rules and regulations governing the Chapter according to the Robert’s Rules of Order Newly Revised, the Chapter constitution, and all of Constitution and Bylaws of Zeta Phi Beta Sorority, Incorporated. 3. Shall ensure that order is maintained at all times.
ARTICLE VI- IMPEACHMENTS
The Executive Board shall have the authority to remove any officer or Soror based on the removal criteria of the sorority. Examples are for (i) misfeasance, malfeasance, or nonfeasance in the office; (ii) conduct that will hold the chapter and Sorority under ridicule or contempt or otherwise bring discredit upon the Sorority; (iii) conduct that violates the duty of loyalty to the chapter and Sorority; (iv) or any other conduct injurious to the chapter and Sorority or its purposes.
Impeachment proceeding may be initiated at any duly constituted meeting of the sorority by any active member upon the presentation of a written bill of particulars to the membership. Impeachment proceedings shall be initiated for misconduct or malfeasance in the discharge of duties of the office.
Impeachment proceedings shall be automatically tabled until the next meeting of the sorority. The officer being charged shall be given the opportunity to speak on her behalf. Discussion and arguments for and against the proceedings shall follow the presentation by the officer. Any officer vacancies shall be filled by an election held at the next meeting.
Upon conclusion of the discussion and arguments for and against impeaching the officer, a vote shall be taken. No officer shall be impeached except by a vote of two-thirds (2/3) of the active members present and voting. Voting shall be by secret ballot.
An officer who is impeached shall immediately relinquish her office. If an officer is impeached, the sorority shall fill the position following the procedures outlined under Vacancies.
ARTICLE VII – STANDING COMMITTEES
The Basileus, with the advice and consent of the Executive Board, shall have the power to establish all standing committees and appoint chairpersons of all standing committees.
The Basileus and First Anti-Basileus shall be ex-officio members of all standing committees. 1. Budget and Finance Committee 2. Scholarship Committee 3. Awards Committee 4. History and Archives Committee 5. Programmatic Committee
ARTICLE VIII- MEETINGS
Meetings of the sorority shall be held at least bi weekly during the academic year. The Basileus shall have the power to call all special meetings of the sorority. The roll call of the Chapter shall be called at each regular meeting. Active members in good standing shall have the right to vote at all regular and special meetings of the sorority. One-third (1/3) of the active members shall be required to conduct any business of the sorority except to adjourn. Any active member of the Chapter may request and be granted a special meeting of the Chapter with the approval of two- thirds (2/3) of the membership.
There must be a quorum (50 percent plus 1of the active or financial members) present in order to take care of financial action. Minutes must be kept of all financial actions with the Grammateus. The Tamias will need to make a written and oral report at least once a month at the meeting.
Each member must attend the meeting in business casual attire. Members will be fined at the chapter’s discretion for tardiness and unexplained absences.
The rules contained in Robert’s Rules of Order Newly Revised shall govern the sorority in all cases to which they are applicable and in which they are not in consistent with this constitution, the national constitution, and any special rules of order this sorority may adopt. .
ARTICLE IX- CHAPTER BUDGET /DUES AND FEES
SECTION 1. CHAPTER BUDGET
Each elected officer and project director shall draw up a functional budget based upon actual inventory of expenditures for the incumbent fiscal year (September-August) and shall submit the budget to the Basileus thirty (30) days before the first meeting of the fiscal year.
The proposed budget shall be submitted by the Basileus after study to a Budget Committee composed of the Basileus, Second Anti-Basileus, Tamias, and two other financial members elected or appointed from the chapter membership.
The Budget Committee shall review the requested budget of all elected officers and project directors and submit to the Executive Board for its approval and itemized fiscal budget showing allocations for each budgeted office. The itemized budget shall be submitted by the Executive Board to the Chapter for its review and adoption.
SECTION 2. DUES AND FEES
National, Regional, State dues/assessments shall be set by the respective bodies.
Chapter re-instatement fees shall be set by the chapter.
Chapter fee/dues for the fiscal year shall be set by the Chapter members. Two-thirds (2/3) of the Chapter fees/dues must be received by the Tamias by the 31st of October of each year in order for a member to be in good financial standing. The total amount must be received by the Tamias by December of each fiscal year. a. Chapter Tax. The Chapter is to follow the financial requirements required by the Sorority. Dues must be paid yearly on a National, Regional, and State level to be used for National, Regional, and State scholarships, projects, and general expenses. If unpaid, the chapter will be considered inactive. b. Individual members must pay dues on a National, Regional, and State level to be considered financial.
ARTICLE X- FACULTY ADVISORS
Faculty advisors shall be selected by the membership at a duly constituted meeting of the sorority. Faculty advisors shall be appointed by the University and shall serve at the pleasure and discretion of the University and chapter. Faculty advisors shall not serve as non-voting ex- officio members of the Executive Board. Faculty advisors shall meet their responsibilities to the sorority as started in written directives issued by the Student Affairs Committee and in the Student Handbook.
SECTION 1. GRADUATE CHAPTER SPONSOR AND GRADUATE ADVISOR
In addition to the faculty advisers who shall be full time members of the University, Zeta Phi Beta Sorority, Incorporated shall also have a graduate chapter sponsor and a graduate advisor for the undergraduate chapter.
The graduate sponsor and graduate advisor advise and assist the undergraduate chapter in its academic, social and community activities. In addition, the graduate advisor shall assume responsibilities as outlined by the National body in the Constitution/Handbook of Zeta Phi Beta Sorority, Incorporated. The graduate advisor or member of the graduate chapter will be present during undergraduate meetings. Undergraduates holding a meeting without notification and without supervision may be liable for suspension for not abiding by the policies and procedures of Zeta Phi Beta Sorority, Incorporated. In the event that the undergraduate advisor or graduate member cannot be present the chapter must obtain permission to conduct the meeting or activities.
ARTICLE XI- Inter-fraternity and sorority council
As a condition of the recognition, Zeta Phi Beta Sorority, Incorporated agrees to maintain active participation in the Inter-fraternity and sorority council. It further agrees to adhere to the rules, regulations, and procedures established by the Inter-fraternity and sorority council for the governance of social fraternities and sororities recognized on the campus of University of Bridgeport.
ARTICLE XII- HAZING POLICY STATEMENT
As a condition of formal recognition by University of Bridgeport. , Zeta Phi Beta Sorority, Incorporated agrees that it and its members will not engage in any action or situation which recklessly or intentionally endangers the mental or physical health or safety of an individual for the purpose of initiation or admission into or affiliation organization agrees that it and its members will not engage in any action or situation which causes an individual to suffer indignity, humiliation, or ridicule at the hands of others.
Zeta Phi Beta Sorority, Incorporated understands that hazing in any form is prohibited by University of Bridgeport. Organizations violating this policy shall be brought before the Student Affairs Committee. If found guilty, they shall be disbanded. Individual members of organizations violating this policy shall be brought before the University Judicial Officer for disciplinary action. If not found guilty, they shall face suspension or expulsion from the University.
ARTICLE XIII- SUSPENSION OF THE CONSITUTION/BYLAWS
No Bylaws shall be suspended except by a vote of two thirds (2/3) of the active members voting, a quorum being present.
Bylaws relating to business procedures, transaction of business, rules of order and other standing rules not requiring a ballot vote may be suspended.
ARTICLE XIV- RESPONSIBILITIES This chapter accepts full financial responsibility for all activities that bear its name as official sponsor, and will adhere to National, Regional, and local as well as University regulations. All publicity for an event must bear the shield of the Sorority.
ARTICLE XV-ADMENDMENTS TO THE CONSITIUTION
Amendments to this constitution may be proposed by any active member.
Proposed changes shall be set forth in detail and submitted in writing to the Basileus fourteen (14) days prior to a regular meeting.
Prior written notice of the proposed change (s) and the data of the meeting at which the proposed change (s) will be voted on shall be provided by the Basileus to all active members.
To be approved, amendments must be accepted by a vote of two-thirds of those active members present and voting at an official chapter meeting.
Amendments approved by the sorority shall be submitted to Student Government and the Student Affairs Committee for approval before they are enacted.
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