The Hampton - Newport News (VA) Alumni
The Hampton - Newport News (VA) Alumni
Chapter
Kappa Alpha Psi Fraternity, Inc.®
Bylaws
Approved December 5, 2015
Revised August 2015
Previous Revisions:
Approved October 4, 2014
Revised August 2014
Approved November 9, 2011
Revised July 2011
Approved October 2010
Revised July 2010
Approved October 6, 2007
Revised July 2007
Approved November 11, 2006
Revised September 2006
The Hampton-Newport News (VA) Alumni Chapter
Kappa Alpha Psi Fraternity, Inc.®
Chapter Bylaws
October 1, 2010
Table of Contents
Page
Article I Nomenclature 4
Article II Objectives 4
Article III Membership 4
Article IV Officers 6
Article V Meetings 9
Article VI Dues, Assessments and Fees 12
Article VII Standing Committees 13
Article VIII Amendments 18
Article IXParliamentary Authority18
THE HAMPTON-NEWPORT NEWS (VA) ALUMNI CHAPTER
KAPPA ALPHA PSI FRATERNITY, INC.®
BYLAWS
ARTICLE I. NOMENCLATURE
The name of this organization is The Hampton-Newport News (VA) Alumni Chapter of Kappa
Alpha Psi Fraternity, Incorporated, (herein after referred to as the Chapter). The Laws of the
Chapter and the order of precedence shall be (i) The Constitution of Kappa Alpha Psi
Fraternity, Inc.; (ii) the Statutes of Kappa Alpha Psi Fraternity, Inc; (iii) the Ritual of Kappa
Alpha Psi Fraternity, Inc, (iv) The Chapter Strategic Plan; (v) the Chapter Standing Operating Procedures; and (vi) such other regulations as may be established by the Grand Board of Directors of Kappa Alpha Psi Fraternity, Inc.
ARTICLE II. OBJECTIVES
2.1 These Bylaws shall govern the conduct and management of Chapter businessthroughout the Fraternity year. In the event any conflict develops between any sectionof these Bylaws and any Article of the Constitution and/or Statutes of The Fraternity, orany enactment of The Fraternity, then, that section of the Bylaws shall be subordinate tothe Constitution or enactment by the Grand Chapter.
2.2 The objectives of this Chapter shall be, in every way, consistent with those of theGrand Chapter of KAΨ
(a) To unite college men of culture, patriotism and honor in a bond ofFraternity;
(b) To encourage honorable achievement in every field of human endeavor;
(c) To promote the spiritual, social, intellectual and moral welfare of itsmembers;
(d) To assist the aims and purposes of colleges and universities; and
(e) To inspire service in the public interest.
ARTICLE III. MEMBERSHIP
3.1 Classification of Membership. Membership in this Chapter shall be limited tothose persons who are duly initiated into Kappa Alpha Psi Fraternity, Inc. as providedby the Constitution and Statutes. There shall be two classes of membership, sustainingand non-sustaining.
3.2 Eligibility.
3.2.1 A sustaining member is one who has met requirements below and shall enjoy all ofthe rights and privileges appertaining to Chapter activities and facilities and:
(a) has met all financial obligations to the Grand Chapter, the Eastern Provinceand The Hampton-Newport News (VA) Alumni Chapter; and
(b) is not delinquent to the Exchequer for monies from the sale of tickets forChapter fund-raising projects, or any other fees or assessments properly imposed by theChapter.
3.2.2 A non-sustaining member is one who does not meet the requirements as stated inArticle III, Section 3.2.1. Non sustaining members shall be denied the privileges of:
(a) participating in the discussion on any issue that is to be voted on by the Chapter;
(b) voting on any issue or question before the Chapter in assembly;
(c) participating in any Chapter sponsored affair, except fund-raising affair or upon
approval by the Chapter and/or Board of Directors;
(d) using the Chapter facilities in the capacity of a sustaining member; or
(e) representing the Chapter in any official capacity.
3.2.3 Any member who has not fulfilled all financial obligations, in accordance withthese Bylaws, shall be officially notified of a 30-day grace period before his name isremoved from the official Chapter roster of sustaining members, until such time as heshall have fulfilled said obligations.
3.3 Membership Intake.
3.3.1 The Board of Directors will determine if the chapter will conduct a membership
intake for the fraternity year and if so, establish requirements for membership intake at
each annual Chapter Planning Session (Retreat). Membership selection procedures
shall be as stipulated in the Kappa Alpha Psi Membership Orientation and Intake
Program (MOIP) Manual. All membership intake activities shall be conducted strictly
in accordance with the Constitution, Statutes, Executive Orders and the Ritual of KAΨ.
Membership Intake does not have to be conducted annually. The purpose of membership intake will be to bring quality and dedicated members into Kappa Alpha Psi Fraternity, Inc. and The Hampton-Newport News (VA) Alumni Chapter. The program will not be used to just merely increase the Chapter membership or be a means of obtaining resources for the Chapter Exchequer.
3.3.2 No man shall be eligible to be initiated into Kappa Alpha Psi Fraternity, Inc.
through this Chapter whose application has not been investigated or reviewed by the
MOIP Committee appointed by the Polemarch for the express purpose of determining
the fitness and qualifications of the applicant. Only sustaining members may endorse the
required Chapter Letter of Recommendation. Proof that the writer is a sustaining
member must be submitted with the Letter of Recommendation. This endorsement
must stipulate that the recommending member have personal knowledge of the
applicant and can vouch for their good character.
3.3.3 Each applicant must receive 90% of the affirmative vote of the sustaining members
present and voting before the applicant is recommended to the Grand Chapter. All
voting concerning any applicant shall be by secret ballot.
ARTICLE IV. OFFICERS
4.1 Officers. The officers of this Chapter shall be those designated by the Constitution
and Statutes of KAΨ. Each officer shall be elected and qualified in accordance with the
Constitution and Statutes. Other officers may be permitted - when elected and qualified
- as deemed necessary by the Chapter provided the election and qualification of suchadditional officers do not violate or conflict with the Constitution and Statutes andBylaws governing the election of officers.
4.2 Nominations. The Polemarch shall appoint a Chairman of the Nominations and Elections Committee at the regular meeting in February. The Polemarch will also select seven (7) sustaining members of the Chapter to form the Nominations and Elections Committee, whose sole responsibility will be to study the qualifications of the Brothers of the Chapter and to select those Brothers best suited for the various offices. The Polemarch will charge the committee and the Chapter with the importance of the Nomination and Election procedures and how it provides opportunities for members to serve the Chapter. He will also emphasize that competition for positions does not create dissention, but provides the membership the opportunity to select those Brothers best suited for the various offices. The committee must insure that all candidates are familiar with The Laws of the Chapter, the responsibilities of the position and is capable of performing the duties of the position. Members of the nominating committee are not barred from becoming nominees for office themselves. At the regular meeting in April, the Nominations and Elections Committee shall present its recommended slate (written list) for each Chapter office. The Chapter will accept the report for record. The Polemarch will then open the floor for nominations. All nominations from the floor must be certified as qualified by the Nominations and Elections Committee in accordance with the Constitution and Statutes. All candidates vying for a Chapter elected position will be afforded no more than two (2) minutes to present their qualifications verbally to the Chapter. The Keeper of Records will include the complete listing in the monthly mailing of the April minutes. The Committee shall also provide Committee Chairman recommendations to the Polemarch.
4.3 Elections.Election of Chapter Officers shall be held at the May meeting inaccordance with the Constitution and Statutes. The Nominations and Elections Committee shall submit the complete slate of officers for voting at the meeting. If thereis no more than one (1) candidate for any elected position, the Chapter may accept theslate and vote by common consensus. Election of officers shall be by secret writtenballot for those positions for which more than one (1) candidate is vying.
4.4 TermsThe term of Officers shall begin after their formal installation into office asthe last act of business at the June regular meeting. The installation shall be inaccordance with the Constitution and Statutes. They shall assume the duties of theirrespective offices immediately following the adjournment of the June meeting. Theterm of all elected positions is one year.
4.5 Special ElectionsIn the event of a vacancy in any office prior to yearly elections, that position will be filled by nominations received from the floor at the next regular meeting. An election to fill the vacancy shall be held at the following regular meeting. Should an unexpected vacancy occur in the office of Polemarch, the office will be filled by automatic assentation of the 1st Vice Polemarch. The 2nd Vice Polemarch subsequently ascends to the office of 1st Vice Polemarch. The vacated office the 2nd Vice Polemarch will be filled by nominations received from the floor at the next regular meeting. An election to fill the vacancy shall be held at the following regular meeting.
4.6 Duties of Officers
4.6.1 Polemarch. The Polemarch shall be the Chief Executive Officer of the Chapter. He shall have general executive control of its affairs, preside at all meetings of the Chapter and shall serve as an ex-officio member of all committees, except the Budget Committee. The Chapter Polemarch shall ensure that the officers of the Chapter discharge their duties as prescribed by statue. He shall enforce strict observance of the laws and policies of the Fraternity. He shall call all regular meetings of the Chapter and shall appoint the chairman of all committees. He shall be directly accountable to the Province Polemarch for his actions and indirectly accountable to the Chapter Board for his actions. The Chapter Polemarch shall recommend to the Province Polemarch the removal of any officer of the Chapter, provided such action has received the majority approval of the Chapter. He shall countersign all warrants for the payment of monies appropriated or authorized by the Chapter. He shall perform any and all other duties, as usually pertaining to his office, together with those authorized or assigned by the Chapter, Province and/or the Grand Chapter, and the Constitution and Statutes of KAΨ. In order to take advantage of his recent experiences as Chapter Polemarch, the Polemarch will be appointed as an ex-officio member of the Chapter Board of Directors for a minimum of two (2) years after the completion of his elected term(s).
4.6.2 First Vice Polemarch. In the absence or disability of the Polemarch, the FirstVice Polemarch shall become Acting Polemarch, assuming for the time, the functions,duties, and prerogatives of said office until the Polemarch is fully able to resume theduties. In the event of the death of the Polemarch, he shall serve as Acting Polemarchuntil a successor is duly elected in accordance with Section 4.5 of the Bylaws. His dutiesshall also require him to act as an ex-officio member of all committees as designated bythe Polemarch. At the discretion of the Polemarch, the First Vice Polemarch shallpreside over all Board of Directors meetings.
4.6.3 Second Vice Polemarch.The Second Vice Polemarch is an office designed to train any sustaining brother within the chapter preparing him for future leadership responsibilities. He shall be duly elected in accordance with these Bylaws. He shall perform the duties of thePolemarch or First Vice Polemarch in their absences due to disability, or at the behest ofthe presiding officer during regular or call meetings. His duties shall also require him toact as an ex-officio member of all committees as designated by the Polemarch. He shallserve as the Co-chairman of the Bylaws Committee. He shall be responsible for the risk assessments program. This includes getting required signatures on risk assessment documents for all events that require them, to include communicating with International Headquarters and Province on matters the concern risk assessments.
4.6.4 Keeper of Records. Shall keep an official record of the actions of the Chapter. He shall make an accurate record of the minutes and resolutions of the Chapter andshall be responsible for the preservation and security of all records, reports, andcorrespondence entrusted to him, except fiscal records. He shall record the proceedingsof the Chapter meetings, and others directed by the Chapter Polemarch. He shall signall warrants for the payment of funds upon order from the Chapter when countersignedin accordance with these Bylaws, unless otherwise provided. He shall receive andarchive all reports of standing committees and all other committees, and shall endorseon the reports the date of their reception. He shall maintain a file of all contracts. Healso maintains the members guide and the Chapter roster. He shall be given a copy ofall correspondence sent on Chapter letterhead.
4.6.5 Assistant Keeper of Records. Shall assist the Keeper of Records in theperformance of such duties as he may direct. He shall perform the duties of the Keeperof Records in his absence. He shall process all correspondence for the Chapterwhenever directed by the body or the properly constituted authority, unless otherwiseprovided. He shall record the proceedings of the Chapter Board meetings, and othersdirected by the Chapter Polemarch.
4.6.6 Keeper of the Exchequer. Shall receive, deposit, disburse, and account for allmonies or funds paid into the Chapter. He shall be responsible for issuance of monthlyincome and expense statements of the Chapter. He shall maintain such books usinggenerally accepted accounting principles and make such reports as are required by theConstitution and Statutes, the Grand Chapter or the Chapter Bylaws. He shall serve asChairman of the Finance Committee. He shall ensure the conduct of an external auditevery two years on the even year. The Keeper of the Exchequer, in keeping with Grand Chapter requirements, will be a bonded position.
4.6.7 Assistant Keeper of Exchequer. Shall assist the Keeper of the Exchequer at allChapter meetings in receiving and recording membership dues and other designatedfunds and shall issue receipts for such payments countersigned by the Keeper of theExchequer. He will not be responsible for holding or depositing the monies receivedunless the Keeper of Exchequer is unavailable. He shall assist the Keeper of theExchequer in keeping membership financial accounts current and may, upon request,send membership financial statements of dues and other fees authorized by the Chapter. He shall perform the duties of the Keeper of the Exchequer during Chapter Board ofDirectors meetings and in his absence.
4.6.8 Strategus. Shall ensure security of the approaches to the Chapter meeting andverify that only qualified members of the Fraternity be admitted into any Ritualisticfunction of Kappa Alpha Psi Fraternity, Inc. He shall preserve order and decorum at alltimes and performs such other related duties as may be required of him. He shallensure that all Ritualistic materials are accounted for and that the meeting room is freefrom such materials following all functions.
4.6.9 Lieutenant Strategus. Shall assist the Strategus in the performance of hisduties and perform those duties in his absence.
4.6.10 Historian-Reporter. Shall collect biographical data for the Chapter and shalltransmit such data when requested of him by a sustaining member of the Chapter. Heshall maintain file copies of all KAΨ Journals and evidences of individual or Chapteractivities, achievements and appropriate archives. He shall collect and compile allcurrent materials pertaining to the activities and achievements of the Chapter and itsmembers and shall forward to the KAΨ Journal news items and other items forpublishing in such form and at such time as indicated. He shall prepare and maintain aChapter history. He shall publish the Chapter Newsletter (“Phinoopy News”) and shallserve as the principal liaison between the Chapter, Province Historian and the “KappaAlpha Psi Journal” Editor. He shall be elected because of his peculiar fitness to performthe duties of the office. The Historian-Reporter will be a member of the Public RelationsCommittee.
4.6.11 Parliamentarian. Shall serve as an advisor on parliamentary procedure to the Polemarch, the Board of Directors, Bylaws Committee and the Chapter. Only the chair, not the Parliamentarian shall rule on the most involved matters. The parliamentarian should be seated next to the presiding officer. Robert’s Rules of Order, mostcurrent edition, shall prevail at all Chapter meetings unless inconsistent with theseBylaws, Grand Chapter Regulations or the Constitution and Statutes. This is anappointed position.
4.6.12 Chaplain. Shall provide spiritual guidance and direction for the Chapter. Thisis an appointed position.
4.6.13 Board of Directors. Shall be composed of the following voting members: Polemarch, First Vice Polemarch, Second Vice Polemarch, Keeper of Records, Keeper of Exchequer, four (4) members elected at large. The retiring Polemarch and the President (Chairman) of the Achievement Foundation shall also be Ex officio Board members. The Board shall have the responsibility and authority to supervise and act upon all Chapter matters which may arise between consecutive Chapter meetings and to represent the Chapter in such legal matters as may arise. The Board is obligated to support the Polemarch by maximum participation during the conduct of Chapter meetings. Further, the Board of Directors shall submit all recommendations and actions taken on behalf of the Chapter to the body at the first regular meeting following the action taken. If a Chapter decision is required between meetings, this may be done digitally or electronically. The Chapter Board shall have the power, by a majority vote of its members, present and voting, to fill any Board of Directors vacancy. The member elected to fill such vacancy shall serve until his successor is elected. The Chapter Board shall have the power, by a majority vote of its membership, to recommend the removal of any Chapter Board member to the Chapter Polemarch for inefficiency, uncooperativeness or dereliction of duty. The Chapter Board shall have the power, by an 80% affirmative vote of its membership, to recommend the removal of any Chapter Board member to the Province Polemarch for malfeasance in office, neglect of duty, or other offenses against the laws, dignity, or interest of Kappa Alpha Psi. This recommendation will be communicated to the Province Polemarch by the Chapter Polemarch. All sustaining Chapter members may attend the Board meetings and may or may notmake motions for considerations and participate in discussions. They are not, however, permitted to vote. The four (4) members elected at large are also required to act as ex-officio member of all committees as designated by the Polemarch.