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Kappa Tetarton Alumni Association

Southern Illinois University at Carbondale

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Bylaws

By-Laws of the
Kappa Tetarton Alumni Association
of Phi Sigma Kappa Fraternity


ARTICLE I
NAME

SECTION 1. The name of the Association shall be The Kappa Tetarton Alumni Association of Phi Sigma Kappa Fraternity.

ARTICLE II
OBJECTS

SECTION 1. The objects for which the Association is formed are: To promote and further the welfare and the interest of the members of this Association; to stimulate and to broaden thought and to crystallize sentiment; to bring together the intellectual life and the points of view of the members; to encourage sound undergraduate chapter management and to provide continuity to undergraduate chapter operations through the support of an alumni advisory board; to promote and support an alumni association designed to co-ordinate communication and stimulate interest in chapter affairs.

ARTICLE III
MEMBERS

SECTION 1. The Kappa Tetarton Alumni Association shall impose a $25 annual membership fee for members who wish to retain voting rights within the Alumni Association. Members, and non-members may participate in the voluntary giving program. (See Amendment 1)

SECTION 2. The members of the Association shall be of two categories:

a.) Members of The Kappa Tetarton Chapter of Phi Sigma Kappa, who are recognized and known as “alumni members” in good standing under the terms and provisions of the Constitution of Phi Sigma Kappa.

b.) Any recognized alumnus of Phi Sigma Kappa from any chapter, living in this community who has a desire to become involved, shall be known as an alumnus member. Said membership may be terminated upon a 2/3 affirmative vote of the recognized membership.

SECTION 3. Each recognized member of this Association, present at a duly called meeting, shall be entitled to one vote on any and all questions, irrespective of the category of his membership. A recognized member of the association shall be considered a member who has registered with the Kappa Tetarton Alumni Association Board his intent to become a member either by verbal or written means, and have met his dues obligations as outlined in Amendment 1.

SECTION 4. No member of the Alumni Association can be removed from the Association.  However, Upon a 3/4 vote of the Alumni Board, A member of the Board or the Association may have his voting privileges suspended for a term not to exceed one year.  Any member so suspended three times will lose all voting privileges permanently upon the fourth suspension.

ARTICLE IV
ANNUAL MEETINGS

SECTION 1. GENERAL MEETINGS. A general meeting of the members shall be held annually during the SIUC Homecoming weekend, or at such time, place and manner as the Board of Directors shall designate as a forum for determining major directions of the corporation and transacting such other business as may come before the meeting. Nine members shall constitute a quorum, of which three must be directors. In the event that there are less than 19 recognized members of the Association, 50% of the recognized members shall constitute a quorum.

SECTION 2. SPECIAL MEETINGS. Special meetings of the corporation may be called by the Executive Director of the Alumni Association, by a majority of the Board of Directors, or by nine (9) recognized members of the Alumni Association. Each call for such a meeting shall be in writing, shall state the date, time and place; shall state the purpose or purposes of such meeting; and shall be signed by the persons making the call. The written call for a meeting shall be delivered to the Director of Administration, who is charged with verifying compliance with this Section and forwarding the call to the Executive Director who shall direct the meeting notice to be sent in accordance with the By-Laws.

SECTION 3. PARLIAMENTARY AUTHORITY. The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Alumni Association in all cases in which they are applicable and in which they are not inconsistent with these By-Laws and any special rules of order the Alumni Association may adopt.

SECTION 4. Written notices of the Association shall be delivered by the Director of Administration to the members of the Association at least ten days before the date of the meetings and addressed to his last known post office address as the same appears upon the books of the membership roles.

SECTION 5. At meetings of the Association, the order of business shall be as follows:
1. Reports of officers
2. Reports of committees
3. Unfinished business
4. New business
5. Election of Directors at annual meetings

ARTICLE V
DIRECTORS

SECTION 1. The number of directors shall be four.  The directors, subject to these By-Laws, which shall not supercede the Constitution, By-Laws, and Policies of the Grand Chapter, and the supervision of the Grand Council of Phi Sigma Kappa Fraternity, shall carry on the business of the Association. Four directors shall constitute a quorum.

SECTION 2. The directors shall be elected bi-annually at the annual meeting and shall hold office until their successors have been elected. Each member of the Association present and voting shall be entitled to one vote for each director’s position to be filled, and the votes shall be cumulative. Directors shall hold office for two-year terms. In case of a vacancy, the Board may fill such vacancy for the remainder of the term by majority vote.

SECTION 3. Meetings of the directors shall be held at least twice during the academic year, one of which shall directly follow the annual meeting. Special meetings shall be held at the call of the Executive Director or upon the written request of any two directors filed with the secretary.

SECTION 4. The Director of Administration shall give notice of all meetings of the directors by mailing notice thereof addressed to each director at his last known address, not less than ten days before such meetings. The notice shall state the object of the meeting, and no business shall be transacted thereafter except such as is stated in the call for the meeting.

SECTION 5. A tie vote of the directors shall defeat the motion.

SECTION 6. No member of the Alumni Association shall hold a position on the Alumni Association board and hold a position with the Grand Chapter of Phi Sigma Kappa simultaneously. If a member of the Alumni Association board accepts a position with the Grand Chapter of Phi Sigma Kappa, he must immediately resign his position with the Alumni Association board.

 

ARTICLE VI
OFFICERS

SECTION 1. Executive Committee. The Executive Director, The Director of Administration, The Director of Finance and the Director of Communications shall constitute the Executive Committee and this committee shall have the power to act for the Board of Directors in case of emergency.

SECTION 2. The Executive Officers of the Association shall consist of the Executive Director, Director of Administration, Director of Finance and the Director of Communications.

SECTION 3. The Executive Director shall be the chief executive officer of the Association and chairman of the Board of Directors, and shall execute all contracts and documents required in conducting the business of the Association upon authorization of the Board.

SECTION 4. The Director of Administration shall be responsible for maintaining the Constitution, Certificate of Incorporation, By-Laws, and Policies of the Kappa Tetarton Alumni Association. In the absence or incapacity of the Executive Director, be vested with all the powers and perform all the duties of the Executive Director. He shall also take charge and execute the annual voluntary giving program.

SECTION 5. The Director for Finance shall be the Chief Financial Officer of the corporation and act as Treasurer. He shall have all the authority and responsibilities which normally devolve upon such an official, including record keeping and reporting of the fiscal operations of the corporation. In conjunction with the officers, he shall prepare an annual budget for ratification and approval by the Board. The treasurer shall have the care and custody of the funds and securities of the Association. Drafts and orders for payment of money shall be signed by the treasurer and counter-signed by the Executive Director or Director of Administration. Any officer of the Association may make endorsement for deposit.

SECTION 6. The Director for Communications shall be the recorder and correspondent of the Association. He shall record the minutes of all meetings, reports to the Board and officers, membership roles, and ensure that alumni newsletters are regularly published. He shall be responsible for directing all communications for the Alumni Association, to include mailings, newsletters, and printed correspondence on behalf of the Alumni Association etc. He shall also work to verify addresses, and other alumni contact information, and promote alumni activities, which contribute to the common goals and brotherhood interaction of Phi Sigma Kappa Fraternity.

SECTION 7. Members-at-Large. The Members-at-Large may serve as chairmen of committees for major alumni activities of special projects, as designated by the Executive Director.

SECTION 8. All officers of the Association shall be bonded.

SECTION 9.  The executive Director may be impeached by 3/4 vote of either the Executive Officers of the Alumni Association, or the Alumni Association at large.  The removal of the Executive Director must be attended by all Executive Officers if the impeachment is instigated by the Alumni Board.  Proxy voting for the removal of the Executive Director shall not be a valid vote castSubordinate board members may be removed by a simple majority of the Alumni Board or the Association at large.  Proxy votes may be cast in writing and bearing the signature of the proxy voter and submitted to the voting body prior to such a vote.

ARTICLE VII
PROPERTY

SECTION 1. No property, real of personal, owned or acquired by the Association shall be sold, transferred, or assigned without the affirmative vote of the Association, which shall be given by vote at a meeting called for the purpose of acting thereon. A majority vote of those members present in person shall constitute an affirmative vote of the Association.

SECTION 2. As a legally separate entity, In the event that the charter of The Kappa Tetarton Chapter of Phi Sigma Kappa Fraternity is suspended or revoked for any reason, The Kappa Tetarton Alumni Association shall not be liable for repayment of the Kappa Tetarton chapters’ debts, or be held liable for any other legal issue arising from such revocation. Any and all Kappa Tetarton Chapter property belonging exclusively to the Grand Chapter of Phi Sigma Kappa, of Indianapolis, Indiana, shall be returned to The Grand Chapter of Phi Sigma Kappa, and placed in trust for the following uses and purposes: The property may be held or sold in the sole discretion of the trustee (the Grand Council). The trustee shall, if sufficient trust funds are available, first pay any outstanding liabilities of the chapter and this Association, which remain unpaid at the time the assets are transferred to the trustee. During the term of the trust the income of the trust fund shall be paid to the Phi Sigma Kappa Foundation, Inc. of Indianapolis, Indiana. If the said chapter is reactivated within a period of 10 years from the date of the commencement of this trust, the trust shall terminate and the proceeds shall be distributed to a not-for-profit Association, which shall be organized for the same purposes as this Association was organized. In the event that the said chapter is not reactivated within said term of 10 years, then at the end of said term the trust shall terminate and the proceeds shall be distributed to the Phi Sigma Kappa Foundation, Inc. of Indianapolis, Indiana.

SECTION 3. Should this Association be dissolved while The Kappa Tetarton Chapter is still an active chapter, all property, real and personal, belonging to this Association shall prior to dissolution be conveyed to a new Association to be organized for the same purposes as this Association was organized, and upon failure to organize said Association, all property, real and personal, shall be conveyed to the chapter advisor of the Kappa Tetarton chapter of Phi Sigma Kappa prior to said dissolution, to be disposed of in a manner which benefits the chapter.

ARTICLE VIII
STANDING COMMITTEES

SECTION 1. There shall be an auditing committee composed of two members who shall be elected at each annual meeting of the members of the Association to serve for a period of one year and until their successors shall have been duly elected. The auditing committee shall direct the books of the treasurer of the Association annually to an independent, professional auditor and furnish a report covering the preceding fiscal year to the Board of Directors prior to the annual meeting of the members of the Association.

SECTION 2.  There shall be a housing corporation consisting of the Executive Board, the Chapter Advisor, the President of the undergraduate chapter, and one additional member of the Alumni Association appointed by the Executive Board. The housing corporation supervises the physical plant or chapter house. It is a legal entity through which all loans are negotiated, and holds the title to all real property. The basic functions of the Board of Directors are as follows:

a. General advice and guidance to undergraduate officers concerning housing matters.

b. Supervision of long-term housing, authority for financial details related to housing, and direction of planning for future housing needs, including management of the chapter’s
reserve fund.

c. The house corporation’s Board of Directors should meet regularly to review the rent, finances, upkeep on the physical plant, insurance coverage, and provide input to chapter bylaws that relate to the house corporation (capacity, room charges, reserve fund allowance, etc.). 

SECTION 3. The Association may appoint or elect any further committees, as it deems necessary.

ARTICLE IX
ADOPTION AND AMENDMENT

SECTION 1. Adoption. An affirmative vote of a majority of the Kappa Tetarton Alumni Association Board of Directors shall be required for their adoption, and they shall become effective immediately upon adoption.

SECTION 2. These By-Laws may be repealed or amended by a two-thirds majority vote of the members voting, or a majority of votes from the Board of Directors.

SECTION 3. The Director of Administration will attach all amendments to these By-Laws as a permanent record.

ARTICLE X
POLICIES

SECTION 1. Policies may be adopted by a majority vote of the Board of Directors.

SECTION 2. Policies may be removed, amended or otherwise altered by a majority vote of Board of Directors or a majority vote of the members at a meeting convened pursuant to these By-Laws.

The foregoing By-Laws were adopted by a vote of the Kappa Tetarton Alumni Association, on  November 10, 2001.

(signed) Michael E. May
(Executive Director)

(signed) Michael J. Brown
(Director of Administration)

 

AMENDMENTS

Amendment 1.  

In order for a member to retain voting rights within the Alumni Association, a minimum yearly donation of $25.00 is required by June 1, of each year.  Those who choose not to donate the minimum amount will retain all rights and privileges except that of a vote on any official business before the Association.  (Motioned by Larry Strickert, seconded by Max Malone. Adopted by a majority vote of members present at the 10/27/02 Alumni Association meeting.)

Amendment 2.

The Kappa Tetarton Chapter shall nominate an active undergraduate member in good standing to attend all meetings convened by the Alumni Association Board or the Alumni Association, as a representative of the undergraduate Chapter.  The representative shall not have the right to cast a vote on any Association business.  Association fees shall not be required for all such representatives.  (Adopted by a majority vote of the Executive Officers of the Alumni Association 03/07/2003.)

Amendment 3.

The Executive Director of the Alumni Association shall be vested with the authority to make decisions without the necessity of a vote if such a decision is made to sustain the viability of the Alumni Association.  Any such decision that would normally require a vote, must be explained in written detail, describing the steps taken and necessity for making such decision without the privilege of vote.  Such document shall be mailed to the voting members of the Alumni Association within 30 days, and will be subject to review at the next meeting convened by the Alumni Association of Alumni Board of Directors as is practicable. (Adopted by a majority vote of the Executive Officers of the Alumni Association 03/07/2003.)

Amendment 4.

The Alumni Board shall have the authority to select honorary members for membership into the Association by a unanimous vote of the Executive Officers of the Alumni Association Board;  Thereby bestowing upon that individual the full rights and privileges entertained by an Alumni Association member in good standing. However, the Executive Board of the Alumni Association may only nominate one individual per year for honorary membership.  Such year begins upon the date the first individual is voted upon for honorary membership.  If the Alumni Board does not approve a candidate for honorary induction, that individual may not seek a second or subsequent vote.  No honorary member may hold the position of Executive Director.   (Adopted by a majority vote of the Executive Officers of the Alumni Association 03/07/2003.)

Amendment 5.

A register indicating voting rights status shall be created and maintained by the Association Historian. (Adopted by a majority vote of the Executive Officers of the Alumni Association 03/07/2003.)

Amendment 6.

Any and all funds transferred from the Alumni Association o the Kappa Tetarton Chapter shall be fully accounted for by the Treasurer of the Kappa Tetarton Chapter, in writing, within 30 days of said funds disbursement.  Furthermore, any portion of such funds not utilized for their requested purpose shall be returned to the Alumni Association's Director of Finance within 30 days.  If those funds are not returned, the balance shall be reclaimed from future disbursements.  Scholarships and personal awards shall not be subject to this amendment. (Adopted by a majority vote of the Executive Officers of the Alumni Association 03/07/2003.)

 

Mailing Address

  Kappa Tetarton
  Alumni Association

  c/o Patrick Fornes
  548 Chapel Lake Dr. Apt 301
  Virginia Beach, VA 23454

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