Sample Generic Bylaws

To be filled in with information pertaining to YOUR Ivy Connection Alumnae Chapter.

ARTICLE 1 NAME AND PURPOSE

Section 1       The name of the chapter shall be the ________________ Ivy Connection Alumnae Chapter of Alpha Phi.

Section 2       The purpose shall be to render all possible assistance to collegiate chapters and members of Alpha Phi; to strengthen interest and promote active participation in the Fraternity on the part of all members; and to encourage and foster cordial coal relations among alumnae sisters.

ARTICLE II MEMBERSHIP

Any recent graduate, (10 years or less) and alumna member of Alpha Phi International Fraternity in good standing is eligible for membership.

ARTICLE III MEETINGS

Section 1    Meetings shall be held ____________________________. (Note: There must be a minimum of one meeting per year.)

Section 2     Founders’ Day shall be celebrated with appropriate ceremonies sometime during the month of October.

Section 3     Quorum shall consist of those members present at a meeting and voting.

ARTICLE IV OFFICERS AND ELECTIONS

Section 1     A President, Vice President, Secretary, Treasurer and Quarterly Correspondent shall be elected and constitute an Executive Board with any other officers deemed necessary by the chapter. (Note: A very small chapter may operate with only a President and a Secretary/Treasurer until it can build up membership, but this is not recommended.)

Section 2     The officers shall be elected at the meeting of the chapter held in the month of __________________ and shall enter upon their duties at the following meeting and shall serve for a term of _________ years. The list of officers must be sent to the Executive Office immediately following the election. (Note: Two year terms are highly recommended. With two year terms, chapters may want to stagger terms of office and have President, Secretary and Quarterly Correspondent elected on year and Vice President and Treasurer elected the next year.)

Section 3     A Personal Reference Coordinator shall be elected or appointed by the President by March 1 of each year to serve a one year term.

Section 4     The Executive Board shall have the power to fill its own vacancies, to act for the chapter in cases of emergency, and to appoint standing and special committee chairs.

ARTICLE V DUTIES OF OFFICERS

Section 1 President

1. Shall preside at all meetings of the chapter and the Executive Board.
2. Shall communicate with the Executive Office and Regional Alumnae Membership Coordinator.
3. Shall complete all forms as requested by Alpha Phi International.
4. Shall coordinate the annual review and update of the bylaws.
5. Shall appoint the Nominations Committee.
6. Shall perform all duties associated with the office.

Section 2 Vice President Membership

1. Shall assume the duties of the President and preside at meetings in her absence. Focuses on recruitment, retention, and recognition of members.
2. Shall help chapter members meet the goal of attaining high dues paying members in relation to total mailables.
3. Coordinates the Alumnae Initiate program for the chapter.
4. Distribute Volunteer Interest Surveys to members (available in Quarterly and on website) and return surveys to the Executive Office.

Section 3 Vice President Programming

1. Shall recruit members to host social functions and helps ensure that functions are diverse.
2. Shall develop activities calendar.
3. Help coordinate ceremonial programs such as Graduating Senior Ceremony, Founder’s Day Ceremony, etc.

Section 4 Secretary

1. Shall attend to all correspondence.
2. Shall keep a written record of all proceedings of the chapter and the Executive Board.
3. Shall keep a complete list of names and addresses of all members and forward all changes to the Executive Office as necessary, but no later than May 1.
4. Shall notify members of all meetings. (Note: Optional; many chapters have calling committees to do this.)
5. Shall notify members of election of officers and report names of chapter officers to the Executive Office immediately following the election.)
6. Shall submit a brief written report of meetings to the Executive Board to the chapter at its next meeting.

Section 5 Treasurer

1. Shall collect all local dues and money due the chapter and dispense funds as the chapter directs, rendering complete accounts of all recipients and expenditures.
2. Shall prepare an annual budget.
3. Shall submit her books for an annual audit as directed by the Executive Board of the chapter.
4. Shall send a list of dues paying members, including Member ID numbers, to the Executive Office for record keeping.

Section 6 Quarterly Correspondent

1. Shall send information to the Quarterly, via the Director of Marketing at the Executive Office.
2. Shall be a member of the Publicity Committee (Note: optional.)

Section 7 Personal Reference Coordinator

1. Shall solicit, process, and forward personal references in accordance with the Personal Reference Policy of the Fraternity
2. Shall inform the members of current Fraternity Policies and Procedures and Standing Rules involving recruitment procedures

Section 8 Panhellenic Delegate

1. Shall represent the Fraternity at all Alumnae Panhellenic meetings.
2. Shall submit written or oral reports at chapter meetings as necessary

 

ARTICLE VI STANDING COMMITTEES  
(Note: These committees and their duties may be omitted or provided for as deemed necessary by the individual chapter.)

Section 1 Membership Committee
Locates and interest prospective members. Prepares annual directory roster if possible.

Section 2 Program Committee
Plans social activities and programs for meetings

Section 3 Fund Raising Committee

1. Directs the fund raising activities of the chapter.
2. One activity per year shall be in direct support of the Fraternity’s philanthropy, the Alpha Phi Foundation.

Section 4 Reference Committee
Assists the Personal Reference Coordinator in getting personal references. Plans any rush activities of the alumnae chapter in support of collegiate chapters.

Section 5 Nominations Committee

1. Prepares slate of officers for consideration by the chapter.
2. Shall be composed of a past president, a current member of the Executive Board and a member at large, whenever possible.

ARTICLE VII DUES

Section 1     The annual dues shall be $___________. All International dues and Founders’ Day Pennies are collected by the Alpha Phi Executive Office and are not solicited by the alumnae chapter. Dues are payable by _________________ (date) of each year and offer membership in good standing from _________________ (date) to ___________________ (date) of each year.

Section 2     Members of the chapter who have not paid their dues for two years shall be excluded from holding office, voting, or having a voice in procedures of the chapter, unless excused from payment of dues by the chapter.

ARTICLE VIII AMENDMENT

The Bylaws may be amended, added to or repealed at any meeting by a two-thirds affirmative vote of the members present and entitled to vote, provided that the proposed change has been presented in writing at least one month prior to the meeting at which the action is to be taken.