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Home > Bylaws
Table of Contents
Article I - Name
Article II - Purpose
Article III - Membership
Article IV - Officers
Article V - Executive Committee
Article VI - Brotherhood Meetings
Article VII - Advisors
Article VIII - Finance
Article IX - Parliamentary Procedure
Article X - Amendments
Standing Rules
Article I: Name
The name of this organization is the Epsilon Zeta Chapter of Alpha Phi Omega.
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Article II: Purpose
The purpose of this Chapter is to assemble the students of Rensselaer Polytechnic Institute in a Fraternity dedicated to the principles of the Scout Oath and Law, to develop Leadership, to promote Friendship, and to provide Service to humanity.
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Article III: Membership
Section 1:
Membership in this Chapter is open to all students of Rensselaer Polytechnic Institute. Membership may not be denied on the basis of race, color, creed, religion, sex, sexual orientation, age, or fraternal affiliation. Active Membership in this Chapter (as appropriate) is granted only upon the approval of the applicant by this Chapter, and after the applicant fulfills all membership requirements prescribed by this Chapter. Active Membership shall continue so long as the member remains with this Chapter and continues enrollment at Rensselaer Polytechnic Institute.
Section 2:
Pledgeship to this Chapter is not subject to the approval of the Brotherhood. The Pledge Ceremony is according to the National Fraternity ritual. There is no hazing or informal initiation in connection with the functions of this Chapter. Any mistreatment of pledges at any time is considered a violation of the purposes of this Chapter and the National Fraternity.
Section 3:
Pledges to Active Membership in this Chapter participate in a period of
preparation and training in the ideals and purposes of Alpha Phi Omega.
This pledging program is held each semester. The pledging program is
established by the Membership Vice President, subject to the approval of
the Executive Committee.
Section 4:
The Membership Vice President selects a Big Brother for each pledge from
the Active Brothers of this Chapter. The Big Brother-Little Brother
Ceremony is according to Chapter ritual. The Big Brother assists the
pledge in preparation for Active Membership. The Membership Vice
President and the Big Brother report to the Chapter on the pledge's
fitness for Active Membership.
Section 5:
The pledge, the pledge's Big Brother, and the Membership Vice President
decide when the pledge will be voted on. The names of the pledges to be
considered for Active Membership will be announced by Chapter notice at
least one week before the meeting. All types of pledge votes must be by
secret ballot. Only Brothers of Alpha Phi Omega may be present in the
meeting room during pledge voting.
Section 6:
A pledge is accepted for Active Membership upon receiving the affirmative
votes of at least three fourths of the Active Brothers present at a
Brotherhood meeting. Pledges accepted for Active Membership by this
Chapter are initiated as Brothers according to the National Fraternity
ritual.
Section 7:
A pledge not accepted for Active Membership may be continued. On the
pledge's first vote, a pledge may be continued upon receiving the
affirmative votes of at least a majority of the Active Brothers present.
On any subsequent votes, a pledge may be continued upon receiving the
affirmative votes of at least three-fourths of the Active Brothers
present. During the second, and any subsequent semesters of pledging, a
pledge must be voted on at least twice per semester, and must participate
in Pledge Week. Pledges neither accepted nor continued are rejected, and
their pledgeship ends.
Section 8:
All initiated members of this Chapter, except Advisors and Honorary
members, are considered Inactive Brothers until they leave this Chapter
or become Active, Associate, or Alumni Brothers. Only Active Brothers may
hold Chapter office and vote at Brotherhood meetings. Executive Committee
members are assumed to declare their active status when they accept their
positions
Section 9:
Upon approval of three fourths of the Active Brothers present at a
Brotherhood meeting, this Chapter will confer Active Membership on any
student of Rensselaer Polytechnic Institute who has held Active
Membership of a Chapter of Alpha Phi Omega and who requests such status.
Section 10:
Any Inactive or Associate Brother in good standing may receive Active
Status if they pay their membership dues. Brothers may request a change
in status by informing the Recording Secretary in writing. Inactive and
Associate Brothers may attend Chapter functions and possess Chapter
equipment and keys.
Section 11:
Persons approved to serve as Advisors hold Associate Membership in this
Chapter. They are initiated according to National Fraternity ritual.
Section 12:
Upon leaving this Chapter all who have held Active, Advisory, Extension,
or Honorary Membership in this Chapter shall be recognized as Alumni
Members.
Section 13:
Honorary Membership in this Chapter may be conferred on those who have
contributed significantly to the ideals and purposes of Alpha Phi Omega
and the Chapter service program. Any Brother may make nominations for
Honorary Membership at least two weeks before a Brotherhood meeting. Such
nominees will become Honorary Members with Associate status upon
receiving the affirmative votes of at least three fourths of the
Chapter's total Active and Associate Membership, not including Advisors
and Honorary Members. Honorary Members need not be initiated.
Undergraduate students may not become Honorary members of this Chapter.
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Article IV: Officers
Section 1:
The elected officers of this Chapter are a President, a Service Vice
President, a Membership Vice President, a Fellowship Vice President, a
Treasurer, a Recording Secretary, a Corresponding Secretary, a Historian,
and a Sergeant-at-Arms. The President appoints an Office Manager and
other necessary officers and committees, subject to the approval of the
Executive Committee. All officers may delegate certain of their duties to
to other Brothers or pledges.
Section 2:
All elected Chapter officers submit written reports and all other
pertinent files and records at the end of their terms of office. These
reports are included in the permanent Chapter file.
Section 3:
The President supervises and represents the Chapter, and sees that its
duties and obligations are fulfilled. The president is responsible for:
presiding at all meetings of the Brotherhood and of the Executive
Committee; appointing and removing all non-elected officers and
committees, subject to the approval of the Executive Committee; serving
as an ex officio member of all such committees; serving as a member of
the Executive Committee of the Epsilon Zeta Alumni Association of Alpha
Phi Omega; informing the Advisory Chair in advance of all official,
off-campus chapter activities, providing the location, date, and time of
the event; proposing to the Executive Committee goals for the term at the
beginning of each semester; coordinating the scheduling of all Chapter
activities to insure a balanced program; caring for the ritual equipment,
the Chapter computer system, and the gavel; maintaining current paper and
electronic copies of the Chapter Bylaws and policies; and filing the current
version of the Chapter Bylaws with the Rensselaer Administration. If the
President is unable to carry out these aforementioned duties, the order
of succession is listed in Article IV, Section 1.
Amended: Fall 2005 (added notifying Advisory Chair of events)
Amended: December 2, 2006 (added maintenance of paper/electronic copies of Bylaws and policies)
Section 4:
The Service Vice President plans, organizes, and executes the Chapter
service program, maintains service records of Brothers and pledges,
informs the brotherhood of all service activities, and brings all major
service projects to a vote at a Brotherhood meeting.
Section 5:
The Membership Vice President is responsible for: all rushing and
pledging activities; establishing written plans for rushing, pledge
training, and Brotherhood Week, which must be reviewed by the Executive
Committee prior to their commencement; selecting chairs for the Pledge
Review Board, subject to the approval of the Executive Committee; and
selecting Big Brothers for pledges.
Section 6:
The Fellowship Vice President seeks to further the fellowship of the
members of this Chapter. The Fellowship Vice President is responsible for
all social and athletic activities within this Chapter, between this
Chapter and its alumni, and between this Chapter and other organizations.
Section 7:
The Treasurer is responsible for receiving and disbursing all Chapter
monies and keeping an accurate record of all transactions; reporting on
the condition of the Chapter's finance at each Executive Committee,
Brotherhood, and Advisory Committee meeting; formulating a budget for the
following semester, subject to the approval of the Chapter at a
Brotherhood meeting; revising the current semester budget as necessary,
subject to the approval of the Chapter; retaining signing power on the Section
88 account; filing all necessary tax forms;
and having the Chapter's financial records in order at the end of each
semester.
Amended: April 3, 2005 (added Section 88 signing power)
Section 8:
The Recording Secretary is responsible for: keeping records of all
Brotherhood and Executive Committee meetings; posting these records on
the Chapter bulletin boards within one week of the meeting; keeping
records of each Brother's Membership status; controlling the chapter email lists; publishing a current address
list of all Brothers, pledges, and Advisors at the beginning of each
semester, with updates as required; and publishing a Chapter mobilization
chart each semester.
Amended: Fall 2005 (added control of chapter email lists)
Section 9:
The Corresponding Secretary is responsible for: carrying on Chapter
correspondence with the National Office, Alumni and other outside
organizations and persons; publishing a monthly Chapter newsletter;
distributing the newsletter to Brothers, pledges, Advisors, and other
interested parties; updating the transcripts of all Brothers of the
Chapter, as necessary; and keeping copies of all Chapter newsletters
published during the Corresponding Secretary's term of office, as well as
all issues of Torch and Trefoil published since the founding of this
Chapter.
Amended: Fall 2005 (changed biweekly newsletter to monthly)
Section 10:
The Historian is responsible for: developing a written and visual record
of the Chapter's activities; maintaining a record of each Brother's
activities in the Chapter and in other campus organizations; keeping a
copy of the membership application of each Brother of the Chapter,
beginning with the Charter Brothers; coordinating the production and
distribution of the annual composites; upkeep of the Chapter's historical
collection in the Rensselaer Polytechnic Institute Archives; and the upkeep
of the family trees.
Amended: Fall, 2005 (added RPI Archives duty)
Section 11:
The Sergeant-at-Arms is responsible for: counting all secret ballots;
obtaining the use of campus facilities needed by the Chapter;
distributing and collecting all Chapter keys and equipment except those
mentioned in Article IV, Section 3; ensuring security and orderly
maintenance of the Chapter Storage Room; maintaining a current inventory
of all Chapter equipment, to be kept in the Chapter Office; and reporting
changes in this inventory or in the condition of the Chapter Storage Room
and its contents to the Brotherhood.
Section 12:
The Office Manager is responsible for: maintaining the Chapter Office in
a clean and orderly condition; insuring that that Chapter Office is open
during normal business hours; maintaining the Book Exchange and keeping
accurate records thereof.
Section 13:
Officers are elected at a Brotherhood meeting within one month of the end
of each semester.
Section 14:
All elected officers assume their duties on the day after the last day
of final exams in the current semester (known as the "end of the semester").
The time between officer elections and the end of the semester will serve as
an interim period in which the incumbent officer will inform the officer
elect of the current program status and offer suggestions for future
programs. No
Brother may hold a particular elected office more than twice.
Amended: March 28, 2004
Section 15:
Any vacancies among the elected officers must be filled by election as
soon as possible. The President may appoint a substitute, subject to the
approval of the Executive Committee, until such an election can be held.
Section 16:
The President appoints a Nominating Committee at least three weeks before
an officer election meeting. The Nominating Committee must be approved by
the Executive Committee and announced to the Chapter. The committee posts
nominations for each office to be filled one week before the election
meeting. Additional nominations may be made from the floor at the
election meeting. This schedule may be accelerated in the case of a
vacated office.
Section 17:
Voting for officers is by secret ballot. Each Active Brother votes for
every candidate who meets with his approval, and the two candidates who
receive the most votes of approval participate in the final vote; if
these two candidates cannot be determined because of a tie vote, those
candidates who received fewer votes than the candidates involved in the
tie are eliminated, and additional votes are conducted until two
candidates remain. In the final vote, each Active Brother votes for one
candidate; the candidate who receives a majority of the votes is elected.
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Article V: Executive Committee
Section 1:
The Executive Committee consists of all current elected officers of this
Chapter, the Office Manager, and the Chair of the Advisory Committee. The
Chair of the Advisory Committee does not cast a vote at Executive
Committee meetings.
Section 2:
The Executive Committee meets at least once every two weeks, except
during school vacations. Quorum consists of eight members of the
Executive Committee, with the exception of the Advisory Committee Chair.
Section 3:
The Executive Committee discusses all issues of current importance to the
Chapter. It makes recommendations, when appropriate, to the Brotherhood
on these issues. The pros and cons of these recommendations shall also be
included in the presentation and the minutes. The Executive Committee
determines Chapter goals and priorities.
Section 4:
The Executive Committee may exercise any powers of the Chapter whenever a
question cannot be brought before the Brotherhood in a timely manner.
Section 5:
The Executive Committee may decide for the Chapter all issues not
requiring Chapter secret ballot, not involving Chapter funds, not being
proposed as bylaws amendments or standing rules, and which are not
specifically the responsibility of the Brotherhood according to these
bylaws. Any decision made by the Executive Committee may be prevented
from further implementation by the Chapter at a Brotherhood meeting.
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Article VI: Brotherhood Meetings
Section 1:
Brotherhood meetings are held at least once every other week of the
school year except during vacations. Meetings are held at a time
determined by the Chapter at the previous Brotherhood meeting. Members of
Alpha Phi Omega can be present at a Brotherhood meeting at any time.
Section 2:
A quorum is required to do business at all Brotherhood meetings. Quorum
is tabulated by the Recording Secretary, and consists of more than three
fifths of the Active Brothers.
Section 3:
Absentee voting and proxy voting are prohibited.
Section 4:
Persons who are not Brothers or pledges of Alpha Phi Omega can be present
at a Brotherhood meeting only upon the invitation of the Chair of the
meeting, or by the approval of a majority of the Active Brothers present.
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Article VII: Advisors
Section 1:
This Chapter shall have at least 5 Advisors consisting of, at minimum,
two Advisors from the faculty, administration or staff of this
educational institution, one Advisor representing Scouting or other youth
services, and one advisor from the community. Other Advisors may be added
as deemed necessary.
Section 2:
Advisors are nominated by the President and approved by at least three
fourths of the Active Brothers present at a Brotherhood meeting.
Section 3:
The Advisory Committee consists of the Advisors and the President, Vice
Presidents, and Treasurer of the current and preceding semesters. The
Chair is elected every year from the Advisors by a majority vote of the
Brothers present at a Brotherhood meeting.
Section 4:
The Advisory Committee meets at least once each semester to review and
discuss the Chapter's activities.
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Article VIII: Finance
Section 1:
Annual Active Membership Dues, Section dues, pledge fees, and initiation
fees are paid by those involved. Dues may not be charged to the chapter
debt account of a Brother in debt to the Chapter. Written notice of
Brothers with negative balances in their Chapter Debt accounts will be
provided by the Treasurer. Fines and student account holds may be
administered by the Treasurer solely in accordance with a Chapter Policy,
the creation and alteration of which must be approved by majority vote
at both an Executive Committee and a Brotherhood Meeting.
Amended: November 20, 2005 (added section on fines and student account holds)
Section 2:
This Chapter pays for Chapter guests attending its activities. This
Chapter may vote to subsidize the expenses of its members and pledges for
certain activities, and to subsidize traditional gifts.
Section 3:
The necessary expenses of this Chapter are met through funds secured
through Chapter activities. Such activities are conducted in keeping with
the rules and policies of Rensselaer Polytechnic Institute, the
Rensselaer Union, and Alpha Phi Omega.
Section 4:
All funds handled by this Chapter are deposited to the credit of the
Chapter in a local bank, except for the portion kept in the Chapter
office as petty cash. The Chapter maintains an emergency fund of at least
$1000.00.
Section 5:
Withdrawals from and drafts on all Chapter accounts, with the exception
of the Emergency Fund, require the signature and co-signature of two of
the following: the President, the Service Vice President, and the
Treasurer. Withdrawals from the Emergency Fund require the signature and
co-signature of two advisors.
Section 6:
The Brotherhood must approve all non-budgeted expenditures of Chapter
monies at a Brotherhood meeting. Notice of any motion to spend more than
$200.00 of Chapter monies must be posted at least one week before the
Brotherhood meeting.
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Article IX: Parliamentary Procedure
Section 1:
The President conducts Brotherhood and Executive Committee meetings in an
orderly manner.
Section 2:
Any Brother may appeal a decision of the chair. Such an appeal will be
upheld by a majority vote of the Active Brothers present. The appeal may
interrupt the speaker and is voted on immediately without debate.
Section 3:
Chapter votes may be by show of hand or by roll call, except where
otherwise prescribed in these Bylaws.
Section 4:
The President does not cast a vote at Executive Committee meetings nor on
motions from the floor at Brotherhood meetings, except during officer
elections, pledge voting, or to resolve a tie vote.
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Article X: Amendments
Section 1:
Proposed Bylaws amendments must be announced at a Brotherhood meeting,
discussed at an Executive Committee meeting, posted on the Chapter
bulletin board for at least ten days, and written in the Chapter
newsletter before the meeting at which they are voted on. A proposed
Bylaws amendment must be approved by at least three fourths of the Active
Brothers present at a Brotherhood meeting to become part of these Bylaws.
Section 2:
Certain sections of these Bylaws may be temporarily suspended at a
Brotherhood meeting by an affirmative vote of at least three fourths of
the Active Brothers present.
Section 3:
This Chapter is bound by, and these Bylaws conform to, the National
Articles of Incorporation, the National Bylaws, and the Standard Chapter
Articles of Association of Alpha Phi Omega. No amendment to or suspension
of these Bylaws may contradict the above National Fraternity documents.
This Chapter is not bound by any guidelines or resolutions adopted by the
National Board of Directors or the National Convention.
Section 4:
The standing rules of this Chapter consist of all motions which, once
approved as standing rules, are binding on this Chapter until they are
amended or removed. Additions to, deletions from, and amendments to the
standing rules must be approved by majority vote at a Brotherhood
meeting. No standing rule may contradict these Bylaws.
Note: In preparing this document, some typographical errors may have been made. The text of these Bylaws assumes that such typographical errors did not occur.
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Standing Rules
1.) At the Brotherhood meeting which occurs immediately before the Pledge
Review Boards, a discussion will be called and anonymous feedback will be solicited for each pledge, to be used in evaluating his/her progress. The results will be
used by the PRB chairs to make recommendations to the pledges.
Amended: December 1, 2007 (replaced non-binding vote with anonymous feedback)
2.) This Chapter will send out checks to all people who own books known
to be lost from the Book Exchange; the amounts of such checks will be the
amounts the people would have received if their books had been sold.
3.) The Nominating Committee does not strike names from its list of
people interested in holding office.
4.) This Chapter interprets the phrase "students of Rensselaer
Polytechnic Institute" to include all students taking courses or
completing degree requirements at Rensselaer Polytechnic Institute,
without regard to cross-registration or number of credit hours being
attempted.
5.) This Chapter shall conduct an Office Inventory each semester.
6.) Members may not remove money directly from their Chapter Debts
without prior approval of the President or Treasurer.
7.) In order to chapter debt items, members must have adequate funds in
their chapter debt by a given deadline, unless special permission is
granted before the deadline by the Treasurer.
8.) All Chapter financial records shall be kept in the Chapter's office
and the previous 6 years of financial records shall be kept in the
Chapter storeroom.
9.) This Chapter shall conduct an Armory storeroom inventory each
semester.
10.) No Chapter Debt may become negative.
11.) All Chapter equipment leaving the Chapter Storage Room shall be
signed out by an active Brother, or other Brother or pledge with the
approval of the SAA. The Brother signing it out will be responsible for
the equipment. In the case of the loss or damage, the financial
responsibility shall be determined by the SAA with the approval of Ecom.
12.) The Chapter Computer System shall be used only for Chapter business.
13.) The current goals of the chapter shall be kept on file with the
bylaws and the standing rules.
14.) The Chapter will make pins available to the Brotherhood. The pins
must be ordered through the Ritual Chair, and not taken from the
Chapter's ritual equipment.
15.) Persons who are not members of Alpha Phi Omega may attend national,
regional, or sectional activities, including conferences, as official
guests of this Chapter only upon the approval of three fourths of the
Active Brothers present at a Brotherhood meeting.
16.) This Chapter recognizes the need to establish guidelines concerning
alcohol. Therefore, we the members of Epsilon Zeta Chapter of Alpha Phi
Omega affirm our commitment to abide by all laws and policies of New York
State, Rensselaer Polytechnic Institute, and Alpha Phi Omega regarding
alcohol and its use.
17.) Active Brothers in this Chapter must meet the expectations of the
pledging program for the semester in the four fields of service as well
as office hours and Lost and Found pickups.
18.) Registration costs of Epsilon Zeta voting delegates at National
Conventions will be paid for by the chapter.
Date of approval: February 2, 2003
19.) Amendments to the Epsilon Zeta chapter of Alpha Phi Omega bylaws after
being approved by the brotherhood should and must of necessity include the
date of approval, signifying how current an edition of the bylaw is.
Date of approval: March 14, 2004
20.) The chapter will pay for one service pin for each newly inducted brother,
all other pins not returned to the chapter in working condition must be paid for by
the recipient.
Date of approval: April 11, 2004
Deletion: December 1, 2007 (standing rule pertaining to the Party Fund [obsolete])
Note: In preparing this document, some typographical errors may have been made.
The text of these Standing Rules assumes that such typographical errors did not occur.
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National Disclaimer: This electronic document is intended for public viewing and is solely for personal reference. It should not be considered an authoritative source nor an official publication of Alpha Phi Omega. Inquiries regarding Alpha Phi Omega and its official publications may be directed to: Alpha Phi Omega, 14901 E. 42nd Street, Independence, MO, 64055 - USA. Alpha Phi Omega is a copyrighted, registered trademark in the USA. All rights reserved. www.apo.org
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