BYLAWS OF Alpha theta chapter Kappa Alpha Psi Fraternity, Inc.
ARTICLE I Name
Section 1. The organization shall be the Alpha Theta Chapter of Kappa Alpha Psi Fraternity, Inc. with jurisdiction upon the campus of Tennessee State University, Nashville, TN.
The Alpha Theta Chapter of Kappa Alpha Psi Fraternity, Inc. was founded May 23, 1931 on the campus of Tennessee A & I State College in Nashville, Tennessee. This was accomplished with the assistance of Alpha Delta Chapter of Kappa Alpha Psi Fraternity at Fisk University.
Section 2. These bylaws should not conflict in any way with the constitution, bylaws, rules, regulations and ritual of Kappa Alpha Psi Fraternity, Inc., the South Central Province, and regulations of the University upon which it is chartered.
ARTICLE II Definitions
Section 1. “Board of Directors”: An elected body of the chapter that acts on behalf of the chapter between regular body meetings.
Section 2. Undergraduate Chapter: A unit authorized by the Grand Board of Directors or at a Grand Chapter meeting. It consists of at least seven active undergraduate members.
Section 3. Chapter means Alpha Theta Chapter of Kappa Alpha Psi Fraternity.
Section 4. Member means one in good standing with the Grand Chapter, Province, and in good standing with Tennessee State University, and currently enrolled as an undergraduate student.
Section 5. Constitution means the compilation of fundamental rules for the government of Kappa Alpha Psi Fraternity, Inc.
Section 6. Grand Chapter means the supreme governing body of Kappa Alpha Psi Fraternity, Inc.
Section 7. Province means a grouping of chapters and associations in Kappa Alpha Psi Fraternity, Inc.
Section 8. Statutes mean laws enacted by the Grand Chapter, which amplify the Fraternity constitution and enable the Fraternity administration.
Section 9. Chapter Officers: The principal officers of a chapter or alumni association of Kappa Alpha Psi are:
Polemarch: The elected chief executive officer. Vice Polemarch: An elected officer responsible for performing some of the duties of the Polemarch in his absence and serve as the overseer for all committees. Keeper of Records: An elected officer primarily responsible for (i) keeping records, (ii) conducting correspondence, (iii) recording minutes of all meetings, (iv) and maintaining a complete roster of the Chapter’s alumni members. Assistant Keeper of Records: Servers in the absence of the Keeper of Records. Keeper of Exchequer: An elected officer who serves as the treasurer and pays out funds only in accordance with duly approved warrants. Historian: An elected officer primarily responsible for (i) collecting and preserving historical information about the chapter, and (ii) publishing a chapter history. Strategus: An elected officer primarily responsible for guarding approaches to a chapter meeting. Lieutenant Strategus: An elected officer primarily responsible for assisting the Strategus. Reporter: An elected officer primarily responsible for collecting, preparing and forwarding local news for inclusion in the Kappa Alpha Psi Journal to its Editor. Chaplain. Appointed by the Polemarch.
Section 11. Confidential Bulletin: An official publication of Kappa Alpha Psi containing information intended only for members that the Executive Director circulates in accordance with the Statutes of Kappa Alpha Psi.
Section 12. Constitution of Kappa Alpha Psi: Compilation of the fundamental rules governing Kappa Alpha Psi.
Section 13. Faculty Advisor: A member of the college or university staff or faculty appointed to serve as a liaison between a college or university and an undergraduate chapter of Kappa Alpha Psi.
Section 14. Undergraduate chapter advisor: A sustaining alumni member appointed by the Province Polemarch to assist one or more undergraduate chapters with the management of their affairs and the maintenance of good relations with college authorities.
ARTICLE III Objectives
Section 1. The Objectives of this chapter shall be:
a) To establish a strong bond of fraternity among members. b) To comply with the rules and regulation governing the Chapter as outlined by the University, Grand Chapter, and Province. c) To establish a friendly and collaborative relationship with other chapters. d) To encourage active participation and involvement with college life and student run organizations—SGA, etc. e) To participate in campus and community service projects.
ARTICLE IV Purpose
Section 1. The purpose of the chapter is:
a) To serve as a respectful, positively recognized organization on the campus of Tennessee State University. b) To maintain a level of high academic excellence and a balance between academic performance and the socialization process. c) To achieve in every field of human endeavor. d) To acquired and exhibit leadership skills and abilities. e) To fellowship regularly and develop a strong bond of brotherhood.
ARTICLE V Units of Organization
Section 1. The principal units of the organization of the chapter shall be the executive board, the members of the chapter, and all standing committees. Section 2. The order of precedence of laws shall be the constitution, the statues, the ritual, and regulations of the Grand Chapter, Province bylaws, and bylaws of the chapter.
ARTICLE VI Members
Section 1. All members in regular attendance at college or university within the jurisdiction of an undergraduate chapter of this Fraternity shall be known as undergraduate members in accordance with the Statutes. The Chapter shall have two classes of members as delineated in subsections A & B below. The designation of such classes and qualifications and rights of the members of each class shall be as provided in the Constitution & Statutes and this article. a) Sustaining Members. The first class of members shall be known as sustaining members. Sustaining members shall be those members who contribute to the financial support of the Grand Chapter, South Central Province, and Alpha Theta Chapter in the form of regular dues and assessments. b) Non-Sustaining Members. Non-sustaining members shall be those members who do not contribute to the financial support of Alpha Theta Chapter in the form of regular dues and assessment as defined by Grand Chapter. Non-sustaining members shall forfeit all rights and privileges enjoyed by sustaining members including, but not limited to holding elective or appointed chapter office, voting upon matters before the chapter at regular meetings, discussion of issues at regular meetings and attendance at chapter sponsored social activities not open to the public.
Section 2. Reinstatement. Upon payment of all dues and assessments owed, a non-sustaining member may be reinstated. When misconduct is involved, reinstatement may be subject to a vote of the membership.
Section 3. An undergraduate member who transfers from one college (university) to another college (university) may transfer his membership from the previous chapter to the chapter of jurisdiction at the new institution.
Section 4. Only active financial members in regular attendance at a college or university may attend Chapter meetings.
ARTICLE VII Membership Intake Program
Section 1. Membership Orientation Intake Program (MOIP). The Chapter may initiate successful candidates for membership in accordance with the Statutes, the Ritual, the Tennessee State University Student Handbook, Office of Greek Affairs, and other enactments of Kappa Alpha Psi.
Section 2. The calendar for MOIP is set by the University and South Central Province. No activities can begin prior to the C. Rodger Wilson Leadership Conference and/or the date set by the University.
Section 3. The MOIP chairperson shall be appointed by the Advisory Committee. The committee will consist of the Polemarch, Vice Polemarch, Keeper of Records, Keeper of Exchequer, Strategus, and 2 members at large.
Section 4. In order to participate in MOIP, the Chapter must have been certified by the Province Polemarch.
Section 5. Members who are suspended, expelled, on cease and desist or probation are not eligible and will not be allowed to attend any information sessions, chapter meetings or MOIP activities.
Section 6. In order to participate in MOIP activities, including voting for candidates, membership dues must be paid in full by October 15 of each academic year.
Section 7. The undergraduate Chapter Advisor must secure the candidates’ reservations and travel with them to the approved cluster initiation. The chapter is responsible for the expenses of the candidates.
Section 8. Candidates seeking membership in the Chapter must have a cumulative GPA of 2.70 and 30 college credits. (No developmental courses)
ARTICLE VIII Meetings of Members
Section 1. Regular Meetings. Regular meetings of the members shall be held on the first and third Sundays and the second and fourth Wednesdays of each month at such place and time as shall be determined by the Board of Directors or the members.
Section 2. Special Meetings. Special meetings may be called by the Polemarch, the Board of Directors, or not less than ten percent (10%) of the sustaining members.
Section 3. Quorum. The members holding twenty percent (20%) of the votes, which may be cast at any meeting, shall constitute a quorum at such meeting.
Section 4. Voting Rights. Each sustaining member shall be entitled to one vote on each matter submitted to a vote of the members.
ARTICLE IX Board of Directors
Section 1. General Powers. The affairs of the Chapter shall be managed by or under the direction of the Board of Directors between meetings of the members. In the event of a n emergency, and if there is not sufficient time to call a special meeting of the members, the Board of Directors may act in a manner deemed by it to be in the best interest of the Chapter and shall report the details of such action at the next regular meeting of the members.
Section 2. Number. The Board of Directors shall consist of nine (9) members, four (4) of which shall be the Polemarch, Vice Polemarch, Keeper of Records, and Keeper of the Exchequer. Preferential balloting shall elect the remaining five (5) members, who shall hold no other office.
Section 3. Qualifications. Nominees to the Board of Directors shall hold no other office.
Section 4. Vacancies. Except for the Polemarch, any vacancy occurring in the Board of Directors may be filled by affirmative vote of a majority of the remaining Directors through less than a quorum of the Board of Directors. The office of the Polemarch shall be filled by nomination and election from the floor at the first regular meeting following the date of the vacancy.
Section 5. Meetings. Regular meetings of the Board of Directors shall be held on the first and third Wednesday of each month at 6:00 p.m. unless otherwise indicated.
Section 6. Quorum. A majority of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board.
ARTICLE X Officers
Section 1. Officers, Duties and Tenure. The officers of the Chapter shall be Polemarch, Vice Polemarch, Keeper of Records, and Assistant Keeper of Records, Keepr of Exchequer, Historian, Strategus, Lieutenant Stratequs, Reporter, and members of the Board of Directors. All officers shall hold their respective offices for a period of one year and until their successors are elected and qualified.
Section 2. Election. Except for the Parliamentarian, Chapter Officers shall be elected by ballot at the last regular meeting in April and/or the first regular meeting in September and shall assume the duties of their office immediately.
Section 3. Vacancies. Except for the Polemarch, elective office vancancies shall be filled for the unexpired portion of the term by affirmative vote of the Board of Directors. The unexpired term of the Polmarch shall be filled by nomination and election from the floor at the first meeting following the date of the vacancy.
Section 4. Parliamentarian. The Polemarch shall appoint and the Board shall approve the appointment of a parliamentary who shall be a member who is versed in the rules and procedures of parliamentary law, the Constitution and Statutes, Grand Chapter and Grand Board Enactments, and these bylaws.
Section 5. No member of a chapter shall be eligible for office who has been expelled, suspended or placed on probation by the Fraternity or his college. No member shall be eligible for office whose grade point average is below the equivalent of a 2.5 on a 4.0 scale. No member shall be eligible for office that is financially delinquent with the Fraternity at any administrative level.
Section 6. Members seeking an office must be present and deliver a 1 to 2 minute speech detailing his credentials and why he should be elected for the position of which he seeks.
Section 7. Election Process: 1. Elections of the chapter officers shall be by secret ballot. Brothers must have paid their dues by the deadline date (October 15) to become financial with the chapter to be eligible to vote. 2. There shall be a nominating committee of the chapter to serve prior to and during the election of officers. 3. The nominating committee shall be composed of a chairman (Member of the Board of Directors) and four representatives (two from the Board of Directors and two from the regular body. 4. The duty of the nominating committee is to place a list of candidates, one for each office which it recommends. 5. The nominating committee shall have the power to drop from consideration any proposed nominee found to be ineligible for office per the guidelines listed below: Current Members: Election of officers must be done at the last meeting prior to the end of the Spring Semester. Must have not missed more than a total of 3 board and/or body meetings for the academic school year Candidates must have at least a 2.50 Cumulative GPA and 50 credit hours. Must have been actively involved on a regular basis in the activities held by the Chapter Must have attended at least one C. Rodger Wilson Leadership Conference Must have attended at least one Undergraduate Summit Must have attended at least one Province Council Meeting Must be financial at all levels (Grand Chapter, Province, and Undergraduate Chapter)
New Members: Must have at least a 2.50 Cumulative GPA and 30 credit hours. Must have documented active involvement on a regular basis in the activities held by previous organizations Must have documentation supporting that candidate has held an office within SGA and/or previous organizations Must have held leadership roles in previous organizations, documentation required
6. No member’s name shall be submitted as a candidate for office by the nominating committee without that member’s consent. 7. Committee nominations shall be by majority ballot of the five committee members. 8. Members who wish to be candidates for a particular office and were not recommended by the nominating committee may be nominated from the floor by the body on the day of elections. 9. Elections shall take place at the last regular meeting in April and/or the first regular meeting in September. 10. Elections shall be held during the last meeting in April with the nominating chairman, the Vice Polemarch, and an Advisor serving as talliers of the vote. 11. All Brothers wishing to run for office must submit an application to the Nominating Committee by February 28th.
ARTICLE XI Dues
Section 1. Chapter Dues. The members shall determine whether dues remain the same or increase, not later than the last regular meeting in April, the amount of annual Chapter dues payable to the Chapter by the members. All Chapter dues are due and payable in full by October 15 unless otherwise indicated prior to this date by majority vote and not later than December 31 of each year.
Section 2. Assessments. The members may from time to time determine additional assessments by affirmative vote of two-thirds of the members present at a meeting at which a quorum is present. Assessments shall be due and payable according to the schedule voted by the members. If no schedule is established at the meeting at which the assessment is approved, the schedule of payment shall be determined by affirmative vote of the Board of Directors.
Section 3. Penalties for Late Payment. Members’ delinquent with the Chapter after December 31 or each year shall be assessed ten dollars ($10.00) per month, to a maximum of forty dollars ($40.00). Member’s delinquent with the Chapter after December 31 shall not be permitted to take part in Chapter social affairs either as a paying participant or as a dues until all dues assessments are paid in full.
Section 4. Non-Payment by Officers. Any officer not fully financial with the Chapter by October 15 and/or designated date for payment of dues by the Chapter shall be automatically removed from office and shall be ineligible to hold any office for the remainder of the Fraternity year. The vacancy created by this automatic removal shall be filled by the Board of Directors at the last Board meeting in October or as soon thereafter as a meeting is held.
ARTICLE XII Voting
Section 1. Eligible members to vote shall be any member of the chapter whose dues, assessments and financial obligations are current or fully paid for the semester and enrolled at the University.
Section 2. The Keeper of Records having access to the financial books and records of the chapter shall make a complete list of the members entitled to vote at each meeting. The list shall be maintained by the Keeper of Records, and upon completion of roll call, the list shall be kept open at the time and place of the meeting.
Section 3. All elections of officers shall be by secret ballot. All other voting methods shall be conducted in conformity with Robert’s Rules of Order Revised.
Section 4. At all meetings of the membership, a member may vote in person or by proxy executed in writing by such members. Such proxy shall be filed with the Keeper of Records of the chapter before the time of the meeting.
ARTICLE XIII Committees
Section 1. All committees shall be appointed by the Polemarch. The Polemarch shall, unless otherwise provided in these Bylaws, appoint the committee and committee chairman and be an ex-officio member of all committees except the Nominating Committee. The Vice Polemarch shall oversee all committees. The Vice Polemarch and the committee chairman, 5 jointly can remove committee persons. The Polemarch can remove committee chairmen.
I. Budget and Finance Committee. The Chapter shall have a Budget and Finance Committee chosen by the Polemarch and approved by the Board. The committee shall recommend to the Chapter an annual budget based on the cost of operating the Chapter and shall recommend the ways and means of financing the budget. The budget shall be presented at the last regular meeting in April and/or the first regular meeting in September for the new year. In addition, the committee shall conduct an internal audit of the financial records each year beginning in April and present the findings not later than the first regular meeting in September.
a) The budget and finance committee of the chapter should consist of the Keeper of Exchequer and two other members not holding any elective office. b) The Keeper of Exchequer shall serve as chairman of said committee.
II. By-Laws Committee.This committee has the responsibility of reviewing, revising and/or updateing the By-Laws of the Alpha Theta Chapter. This committee will do an in- delpth study of the Constitution and Statutes of Kappa Alpha Psi Fraternity and Robert’s Rules of Order and will use these documents in the revision of the Chapter By-Laws. This committee should report at the first regular meeting in April with recommendations for the upcoming year.
III. Membership Committee. This committee shall be responsible for maintaining a high level of meeting attendance, member orientation, the intake program, and reclamation.
IV. Social Action Committee. This committee shall develop and with the approval of the members, implement social, educational and vocational programs, and work with other organizations on programs that will involve members in rendering service to the community.
V. Fund Raising Committee. This committee, working with the Board and other committees, shall develop long range plans for financing the programs of the Chapter. Plans approved by the members may be implemented with the assistance of other committees of the Chapter.
VI. Publicity and Publication. This committee shall have the responsibility of working with the Reporter and all other committees to see that the activities of the Chapter receive appropriate build-up prior to, during, and after the event.
VII. Guide Right Committee. Guide Right is the National Service Program of Kappa Alpha Psi Fraternity, Inc. The purpose of the Guide Right shall be inspirational, informational and directional; to encourage school and college attendance; to present the current and future occupational outlook; and to assist persons of high school age, and candidates for membership and members of the Fraternity’s active chapters to select appropriate careers, to fit themselves for life in companionship with others, to develop leadership qualities, to achieve academic success and to secure employment consistent with qualification. The work of this committee should be thoroughly documented (written reports, photographs, tapes, and video records, etc.) The news media should be utilized as well as personal contact within the community. This committee is to work collaborative with Nashville Alumni, supervising Chapter for Alpha Theta.
VIII. Entertainment Committee. It shall be the responsibility of the Entertainment Committee to plan and, with the approval of the members, implement social activities for the enjoyment of the members.
IX. The Membership Intake Committee. It shall be the responsibility of the Membership Intake Committee, under the directions of the Advisors, upon receiving names that have been approved by the membership of men aspiring to become members of the Alpha Theta Chapter of Kappa Alpha Psi Fraternity, to prepare the candidates for the Province’s Membership Intake Program Cluster. The Chairman has direct responsibility of the administration of the intake process. He is the intermediary between the membership candidates and the Chapter.
X. Nomination Committee. The nominating committee shall be composed of a chairman (Member of the Board of Directors) and four representatives (two from the Board of Directors and two from the regular body. The duty of the nominating committee is to place a list of candidates, one for each office which it recommends.
ARTILCE XIV Contracts, Checks, Deposits, Funds, Audit, Advisors
Section 1. Contracts. The Polemarch or the Vice Polemarch, acting in the absence of the Polemarch, (with the approval of the advisor) may enter any contract or deliver any instrument in the name of and on behalf of the Chapter, provided that such contract or instrument has been authorized in accordance with these bylaws.
Section 2. Checks. All checks, drafts or orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Chapter, shall be signed by the Keeper of the Exchequer, or Polemarch, acting in the absence of the Keeper of the Exchequer, Polemarch and Advisor, provided that such payment has been authorized in accordance with these bylaws. Any payment shall be evidenced by a warrant itemizing and/or describing the proposed payment and signed by the Keeper of Exchequer and Advisor in accordance with the Constitution.
Section 3. Deposits. All funds of the Chapter shall be deposited to the credit of the Chapter in the bank designated for the Chapter and approved by the Advisor.
Section 4. The Board shall select a committee of two (2) to audit the books of the chapter at the close of each semester and report the findings to the chapter.
Section 5. The Keeper of Exchequer shall distribute to members and discuss itemized statements of monthly income and expenses. Upon completion, all documents must be collected.
Section 6. Advisors. Insurance coverage and travel expenses for the advisors shall be covered by the chapter.
ARTICLE XV Amendment of Bylaws
These bylaws may be amended at any meeting of the members by affirmative vote of two-thirds of the members present at a meeting at which there is a quorum, provided that a the amendment has been submitted in writing to each sustaining member of record thirty (30) days prior to such meeting.
The undersigned Keeper of Records of Kappa Alpha Psi Fraternity, Alpha Theta Chapter, thereby certifies that the foregoing bylaws were duly approved by the members at meeting in September 2003.
______Keeper of Records:
Attest:
______Polemarch
______Advisor