ARTICLE I: MEMBERSHIP

SECTION 1. Active Membership

The requirements of Active membership are as follows:

1. Complete 15 hours of service in at least 2 areas of service.

2. Attend all required events:

• A. Chapter Meetings
  B. Ceremonies
  C. Weekend Retreats
  D. Chapter Program Planning Conferences (CPPCs)
  E. Activation Banquets

3. Comply with the Chapter Attendance Policy

4. Pay Chapter and National dues within two Chapter Meetings of the announced amount.

5. Wear the Service Pin visibly at all official functions.

SECTION 2. Pledge Membership

The requirements for pledge membership are as follows:

1. Complete 15 hours of service, with at least two in each of the four areas of service.

2. Attend all required events

• A. Chapter Meetings
  B. Ceremonies, except Activation ceremonies unless being activated
  C. Weekend Retreats
  D. Pledge Reviews
  E. CPPCs
  F. Activation Banquets
  G. Pledge Meetings

3. Comply with the Chapter Attendance Policy

4. Pay Chapter and National dues within two Pledge Meetings of the announced amount.

5. Wear the Pledge Pin visibly during the day.

SECTION 3. Associate Membership

1. Privileges of Associate Membership

• Associate Brothers shall retain all privileges of Active Brothers except those of voting and holding office.

2. Petitioning Process for Associate Membership

• A. Petitioning for Associate Membership must be done in person at a Chapter Meeting.
  B. A Motion must be made to request Associate Membership
  C. During the discussion of the motion, the reasons for requesting Associate Membership must be disclosed.
  D. The motion passes and Associate Membership is granted with a majority vote.

3. Termination of Associate Membership

• All Associate Brothers shall be reverted back to Active Brothers at the last Chapter Meeting of each Pledge Period.

  To remain an Associate Brother, one must repeat the above steps (I.3.2.A-D).

SECTION 4. Advisory Membership

The requirements for Advisory Membership are as follows:

• 1. Attend pledge, active, and committee meetings whenever possible.

  2. Attend as many Service Projects as possible.

  3. Attend Advisory Committee meetings and provide suggestions to the Chapter.

  4. Work to support and assist the Chapter in any capacity.

  5. Serve as counselors to the Brothers of the Chapter regarding both personal and Chapter matters.

ARTICLE II: OFFICERS AND CHAIRS

SECTION 1. List of Elected Officers

This Chapter shall elect a President, Vice-President of Service, Vice-President of Membership, Secretary, Pledge Director(s), and Treasurer. (At the discretion of the Chapter, per Pledge Period, either one or two Pledge Directors may be elected. If two Pledge Directors are elected, one must be a male and one a female. If only one is elected, then the office may be held by either a male or a female.)

SECTION 2. Duties of Officers

1. President

• A. Supervise and coordinate the activities of the Chapter and its officers.

  B. Be responsible for the execution of the duties of the officers and for the obligations of the Chapter.

  C. Establish a good rapport with other Service Organizations both on and off campus.

  D. Preside at all Chapter and Executive Board meetings.

  E. With the approval of the Executive Board, appoint all committee Chairs, a Chapter Parliamentarian, and any other appointments required for the effective operation of the Chapter.

  F. Serve as an ex-officio member of all committees.

  G. Hold at least one office hour per week.

  H. Perform other duties necessary for the execution of the office.

2. Vice-President of Service

• A. Supervise all Service Committees.

  B. Maintain the Service Board in the Chapter Office.

  C. Serve as an ex-officio member of all service committees.

  D. Be responsible for all Service Projects.

  E. Maintain a Service Hour Sheet weekly of Active and Pledge Service Hours and post in the office.

  F. Hold at least one office hour per week.

  G. Perform other duties necessary for the execution of the office.

3. Vice-President of Membership

• A. Supervise all Membership Committees.

  B. Know and uphold the National Pledge Standards, as adopted at the Alpha Phi Omega National Convention.

  C. Develop programs to recruit new Brothers as well as programs to retain current Brothers.

  D. Serve as an ex-officio member of all Membership Committees.

  E. Maintain a current Membership Roster.

  F. Communicate all membership changes to the National Office.

  G. Oversee and coordinate the activities of the Rush Chair, Pledge Trainer(s), and Fellowship Chair.

  H. Hold at least one office hour per week.

  I. Perform other duties necessary for the execution of the office.

4. Secretary

• A. Take careful and authentic notes of the proceedings of all meetings.

  B. Prepare minutes and certify the correctness of those minutes, then enter them in the Official Minutes Book.

  C. Maintain the Official Chapter Minutes Book, including entering any corrections approved by the Chapter and initialing those corrections.

  D. Post the minutes of the meetings in the office, and via email within five days of the meeting.

  E. Send a copy of the minutes to Advisors, Regional Staff, Sectional Staff, and the Chapter Officers.

  F. Provide the presiding official or the assembly with the exact wording of a pending motion or one previously acted upon.

  G. Ensure the Chapter maintains Student Organization status and an Office space.

  H. Maintain the Chapter Policy and Procedure Manual, with the Historian.

  I. Make room reservations for all Chapter Events.

  J. Hold at least one office hour per week.

  K. Perform other duties necessary for the execution of the office.

5. Pledge Director(s)

• A. Coordinate a Pledge Program to educate Pledges about Alpha Phi Omega and our Chapter. This program must be approved by the Executive Board.

  B. Know and uphold the National Pledge Standards, as adopted at the Alpha Phi Omega National Convention.

  C. Coordinate a Pledge Parent Program.

  D. Take an active role in promoting the Chapter on campus.

  E. Act as a liaison between the Pledges and both the Active Brothers and the Executive Board.

  F. Coordinate Pledge Reviews, to be held near the end of the Pledge Period but before Activation of the Pledges.

  G. Hold at least one office hour per week.

  H. Perform other duties necessary for the execution of the office.

6. Treasurer

• A. Receive and accurately record all moneys of the Chapter.

  B. Pay all Chapter Accounts.

  C. Transmit promptly the funds due to the National Office, or any other organization to which the Chapter holds a debt.

  D. Diligently keep and maintain current records of all financial activities of the Chapter.

  E. Prepare a finance report for all Executive Board and Chapter Meetings.

  F. Prepare a bi-annual budget.

  G. Oversee all Finance Committees.

  H. Hold at least one office hour per week.

  I. Perform other duties necessary for the execution of the office.

SECTION 3. List of Appointed Committee Chairs

The President, with the approval of the Executive Board, shall appoint a Fellowship Chair, Public Relations Director, Historian, and Fundraising Chair for one or more academic quarters.

SECTION 4. Duties of Committee Chairs

1. Fellowship Chair

• A. Coordinate a diverse Fellowship program which furthers the Brotherhood of the Chapter.

  B. Supervise all Fellowship Committees.

  C. Be responsible for arranging all Weekend Retreats.

  D. Be responsible for arranging all Banquets.

  E. Report to the Vice-President of Membership.

2. Public Relations Director

• A. Publicize Alpha Phi Omega in the community, on the University of Washington campus, and over the Internet.

  B. Publicize current Chapter Projects.

  C. Produce the quarterly Chapter Newsletter.

  D. Act as a liaison between Active Brothers and both Alumni and Honorary Members.

  E. Submit a publicity release to the national office at least once per Pledge Period.

  F. Work with the appropriate Chapter Brothers to promote the Chapter across the campus in official University publications.

3. Historian

• A. Preserve and maintain all records, reports, and other official documents of the organization that are kept on file, except those assigned to the custody of others.

  B. Be responsible for the promotion and preservation of all Chapter Traditions.

  C. Maintain a scrapbook of photographs and newspaper articles pertaining to the activities of the Chapter.

  D. Maintain the Chapter Policy and Procedure Manual, with the Secretary.

  E. Be responsible for the preparation of all the ceremonies.

4. Fundraising Chair

• A. Work with the Treasurer to organize fundraising activities for the Chapter.

  B. Serve on the Finance Committee.

SECTION 5. Presidential Absence

In the event that the President is not present, his or her duties will be temporarily performed by another Officer. The order of succession shall be Vice-President of Service, Vice-President of Membership, Secretary, Pledge Trainer(s), Treasurer, Fellowship Chair, Public Relations Director, and then Historian. In the event that no Officer is present, an Active Brother shall be elected by majority vote of those present to execute Presidential duties until an Officer arrives.

SECTION 6. Removal From Office

An Active Brother may remove an officer through the following procedure:

1. Present to the Executive Board a petition stating the reason for removal. This petition must be signed by 50 percent of the Active Membership.

2. After presenting the petition to the Executive Board, the petitioner must then present the petition to the Active Membership at the next Chapter Meeting. At this time there is no discussion about the petition.

3. At the next Chapter Meeting, at least two weeks after the presentation of the petition to the Active Membership, the motion of removal will be discussed and voted upon.

4. A three-fourths vote of all voting Brothers present at this meeting shall be required to remove the officer.

5. Upon the removal of an officer, a successor shall be elected in accordance with Article VI and the new officer shall be installed as soon as possible.

ARTICLE III: EXECUTIVE BOARD

SECTION 1. Name

The Executive Board shall be the name of the Chapter's executive committee.

SECTION 2. Executive Board Membership

The membership of the Executive Board shall consist of the Chapter President, all Vice-Presidents, the Treasurer, the Secretary, the Pledge Trainer(s), the Chair of the Advisory Committee, and any other Brothers selected by the Chapter or the Executive Board.

SECTION 3. Duties of the Executive Board

1. Meets as designated by the President.

2. Schedule Chapter and Pledge Meetings, Weekend Retreats, Ceremonies, and Banquets.

3. Construct and keep up a schedule of all major projects.

4. Review and make recommendations for improving the quarterly schedule and requirements of the Pledge Program as proposed by the Pledge Trainer(s).

5. Review and make recommendations for improving the quarterly budget as proposed by the Treasurer.

6. Confirm and approve all appointments made by the President.

7. Provide leadership and initiative by making recommendations to the Chapter concerning chapter operations, policies, by-laws , projects, and other areas as deemed necessary.

8. Exercise all powers of the Chapter during the intervals between regular meetings of the Chapter.

SECTION 4. Smooth Transition

The outgoing Executive Board shall familiarize the incoming board with the duties and responsibilities of the officers within one week of installation.

Each member of the Executive Board shall submit to their successor a short (1-2 page) report detailing specifically the duties expected of them and any comments or suggestions for the coming term.

ARTICLE IV: COMMITTEE STRUCTURE

SECTION 1. Committee Types

There shall be two types of committees: Standing and Ad Hoc.

SECTION 2. Committee Chair

1. Each committee shall be presided over by a Chair who is appointed by the President and confirmed by a majority vote of the Executive Board.

2. Each committee will be supervised by a member of the Executive Board.

3. The requirements to be Chair of a committee shall include, but not be limited to, being an Active Brother in good academic and Chapter standing.

4. If a Chair fails to meet any of the requirements, they must resign the position.

5. The responsibilities of a committee chair are as follows:

6. Scheduling committee meetings-Notice of the meetings must be give to the Executive Board via the supervising officer.

7. Maintain a notebook that contains important information relevant to the committee.

SECTION 3. Ad Hoc Committees

Ad Hoc Committees can be created as seen necessary by the Executive Board or the Chapter. Each Ad Hoc Committee shall have a stated purpose and a stated duration of time.

SECTION 4. Standing Committees

Standing Committees shall remain in existence from year to year. There shall be five standing committees of the Chapter. These shall be the Service Committee, the Rush Committee, the Finance/Fundraising Committee, the Sunshine Committee, and the Advisory Committee.

1. Service Committee

• A. Organize, with the assistance of the Vice-President of Service, projects that directly benefit the campus, the community, the nation, and the fraternity.

  B. Keep an accurate record of participants' service hours from the projects.

  C. Evaluate each project after completion.

  D. Provide sufficient projects as to allow brothers and pledges to complete their service hour requirements.

2. Rush Committee

• A. Plan the Rush program.

  B. Publicize the Rush program within the campus and the community.

  C. Execute the Rush program with the assistance of the Chapter.

3. Finance/Fundraising

• A. Raise funds for the Chapter.

  B. Plan for Convention and Conference attendance.

  C. Maintain a Road Trip Fund.

4. Sunshine Committee

• A. Recognize and celebrate holidays, birthdays, and special events within the Chapter.

  B. Serve as morale boosters to Brothers.

5. Advisory Committee

• A. Meet at least once per Pledge Period to discuss the development of leadership, friendship, and service in Gamma Alpha, reporting their findings to the Executive Board.

  B. The Chair of this committee shall be elected in the Spring, in the same manner as officers are elected (see Article VI), except the President and Secretary will count the votes.

ARTICLE V: QUORUM

SECTION 1. Chapter Meeting Quorum

Quorum shall be 1/3 of all Active Brothers, but never less than eight Active Brothers.

SECTION 2. Committee Meeting Quorum

Committees shall determine their own quorum. Ex-officio members shall not count for nor against quorum.

SECTION 3. Executive Board Quorum

Quorum for Executive Board meetings shall be one more than half of all voting members.

ARTICLE VI: ELECTIONS

SECTION 1. Timing of Elections

The Chapter Officers shall be elected in January and in May, at the second Chapter Meetings of the month. The January-elected officers will hold office until the end of the school year, and the May-elected officers will hold office until the end of January. Officer installation will occur by the first Chapter meeting in February and by the end of the school year.

SECTION 2. Election Administration

The Secretary shall preside at the elections. If the Secretary is running for another office, the president will appoint a graduating senior to run the elections. Two advisors will count the ballots.

SECTION 3. Eligibility to be an Officer

Only Active Brothers in good standing may be elected to an office in the chapter.

SECTION 4. Nominating Committee

1. At least two meetings prior to the annual election meeting, the President shall appoint a nominating chairman and committee subject to the approval of the Executive Board.

• A. The committee will consist of at least five members including at least one graduating senior, one first-year active, and one past Board member.

  B. The committee members must not be running for a position of elected office.

  C. The committee members must be known to the entire membership of the Chapter so that recommendations may be made for its consideration.

2. The committee will accept petitions for nomination two weeks prior to the elections.

3. The committee will meet two weeks prior to the elections to select a nominee for all of the elected positions.

4. The committee will contact the nominee to obtain their consent to run for the office for which they are nominated.

5. A list of nominees will be posted in the office and via email at least ten days before the election. At this time, write-in candidates may be added..

6. The committee will make nominations for elected officers at the bi-annual election meeting.

SECTION 5. Election Procedures

1. Quorum is required to conduct elections.

2. Absentee ballots may be used, but will only be counted if the Brother's name is on the ballot, he or she does not attend the meeting, and complies with the attendance policy (Article I, Section 4). Absentee ballots will be collected the day before as well as the day of the elections.

3. The order for elections shall be the same as the order of succession (Article II, Sec. 4), starting with the President.

4. A majority vote is needed to be elected.

5. In the case of a tie, a re-vote will take place for that office only, until the tie is broken.

ARTICLE VII: FINANCES

SECTION 1. National Fees

Each Active Brother of the Chapter is required to pay an annual National Membership Fee. This fee shall be taken out of each Brother's Chapter Dues. In addition, all Pledges are required to pay a National Pledge Fee, due on or before the date of their Pledging Ceremony, as well as a National Initiation Fee, due on or before the date of their Initiation into the Fraternity. These fees are set by the National Fraternity, and shall comprise the Chapter Pledge Fee.

SECTION 2. Chapter Fees

1. Active Brothers shall pay dues of $15.00 per bi-annual pledge period.

2. Pledges do not pay Chapter Dues during their pledging period.

3. Associate Brothers are required to pay one-half the Active Membership Dues.

4. Alumni, Honorary Brothers, and Advisors are not required to pay Dues.

SECTION 3. Payment of Fees

All fees must be paid by the third Chapter Meeting following the announcement of the amount due.

Brothers who pay the full sum of the Chapter Dues by the first Chapter Meeting following the announcement shall receive a $5 discount for prompt payment.

SECTION 4. Financial Hardship

In cases of extreme hardship, the Treasurer or Vice-President of Membership may, with a majority vote of consent from the Executive Board, exempt a Brother from National and Chapter Dues.

SECTION 5. Budget

The Chapter will pass a budget by the second Chapter Meeting in January and May. At the end of each period, the budget will be audited.

SECTION 6. Reimbursement for Chapter Expenses

To be reimbursed for expenses incurred on the behalf of the Chapter, the expense must be within the approved budget and approved by the Treasurer before the purchase takes place. A receipt must be retained by the purchaser, and surrendered to the Treasurer at the time of reimbursement.

ARTICLE VIII: DISCIPLINE

SECTION 1. Inactive Status

1. Inactive status will be conferred upon a Brother for failure to comply with the National Articles of Incorporation, the National Bylaws, the Chapter Articles of Association, the Chapter Bylaws, or with the guidelines governing members of student organizations at the University of Washington.

2. Inactive Status will be imposed by a unanimous decision of the Executive Board.

3. Any inactive Brother may be reinstated to Active status by:

• A. Completing all his or her accumulated Service hours.

  B. Paying all of his or her debts to the Chapter.

  C. Having all Executive Board members sign a letter of reinstatement.

SECTION 2. Expulsion From the Chapter

1. A Brother may be expelled from the Chapter through the following procedure:

• A. An Active Brother must present a proposal at a Chapter Meeting stating the reasons for expelling the Brother in question. There will be no discussion at this meeting.

  B. The Vice-President of Membership must notify the Brother involved within 72 hours that his or her expulsion is being considered and the reasons given.

  C. At the next Chapter Meeting, the proposal will be discussed. Both sides of the issue shall be heard. A three-fourths vote is required to expel the Brother.

  D. The Vice-President of Membership must contact the Brother within 36 hours to notify him or her of the Chapter's decision. Notice must also be sent in writing.

2. Appellate Privilege

An expelled Brother has the right to appeal the decision of the Chapter.

• A. The appeal must be made within 72 hours of being notified of the expulsion.

  B. The Appeals Board shall consist of:

  • i. The Chair of the Advisory Committee (non-voting member)

    ii. The Chapter President

    iii. The Vice-President of Membership

    iv. Two other Brothers chosen by the Executive Board.

  C. The appeal must be heard within two weeks of the Chapter expelling the Brother.

  D. The decision of the Appeals Board is final.

3. To regain Active Membership after expulsion, the former Brother must pledge again.

ARTICLE IX: CHAPTER OFFICE

SECTION 1. Purpose

The purpose of the Chapter Office shall be to provide a central location for Chapter operations, a central source of information regarding projects, a central location for Brothers to meet, a location for Brothers to hold office hours, and a storage area for Chapter materials.

SECTION 2. Office Hours

Brothers holding office hours must comply with the University of Washington Student Activities Office policies regarding student organization office hours.

ARTICLE X: CHAPTER AWARDS

SECTION 1. The Distinguished Service Key (DSK)

1. Every Active Brother shall be automatically eligible for this award.

2. There is no mandate to award the DSK at any given time. This honor must truly be earned.

3. DSK recipients will be chosen by a committee consisting of:

• A. At least one Advisor, selected by the Advisory Committee.

  B. Past DSK recipients (if present).

  C. Brothers of distinguished Service not being considered for the award.

4. All Brothers of the committee must be approved by a majority vote of the Executive Board.

5. This Committee shall not consist of less than five brothers.

SECTION 2. Other Awards

The members of the Executive Board may elect to give awards at the banquets. The Brother giving the award shall decide the name and criteria for the award.

SECTION 3. Senior Keepsake

At the end of each academic year, the Executive Board will select those seniors who have graduated within the year and other members leaving the Chapter to receive an appropriate Senior Keepsake.

ARTICLE XI: AMENDMENTS

Amendments to these Chapter Bylaws must be presented at a Chapter Meeting along with a written copy of all proposed changes given to all Brothers in attendance. At the following Chapter Meeting it shall come to a vote. Additional copies of all proposed amendments to these Bylaws must be made available in the office and via email to all Brothers of the Chapter at least 10 days prior to the meeting at which voting will take place. Amendments are passed with a two-thirds majority vote.