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BYLAWS OF THE XI CHAPTER

BYLAWS OF THE XI CHAPTER OF DELTA LAMBDA PHI SOCIAL FRATERNITY UNIVERSITY OF CALIFORNIA, DAVIS

AS RESTATED AND AMENDED ON DECEMBER 2, 2013. ! PAGE OF


BYLAWS OF THE XI CHAPTER

Table of Contents Table of Contents ........................................................................................................................2 Preamble.....................................................................................................................................4 Article I.

Name ........................................................................................................................5

Article II.

Purpose ....................................................................................................................6

Article III.

Membership ............................................................................................................7

Section One | Inclusiveness................................................................................................................ 7 Section Two | Privacy and Discretion ................................................................................................. 7

Article IV.

Types and Conditions of Membership ......................................................................8

Section One | Pledge Membership...................................................................................................... 8 Section Two | Neophyte Membership................................................................................................. 8 Section Three | Active Membership .................................................................................................... 8 Section Four | Associate Membership................................................................................................. 8 Section Five | Alumni Membership..................................................................................................... 9 Section Six | Honorary Membership ................................................................................................... 9 Section Seven | Attendance ............................................................................................................... 9 Section Eight | Transfer of Membership .............................................................................................. 9 Section Nine | Suspension of Membership ....................................................................................... 10

Article V.

Pledge Process .......................................................................................................11

Section One | Bids for Pledge Membership and the Pledge Process ................................................ 11 Section Two | Pledge Requirements ................................................................................................. 11

Article VI.

Meetings ...............................................................................................................13

Article VII.

Officers................................................................................................................14

Section One | Delegation of Authority.............................................................................................. 14 Section Two | President .................................................................................................................... 14 Section Three | Vice President........................................................................................................... 15 Section Four | Secretary .................................................................................................................... 15 Section Five | Treasurer .................................................................................................................... 16 Section Six | Sergeant-at-Arms ......................................................................................................... 16 Section Seven | Pledgemaster........................................................................................................... 16 Section Eight | Pledgemaster’s Aide ................................................................................................. 17 Section Nine | Alumni Liaison .......................................................................................................... 17 Section Ten | Webmaster .................................................................................................................. 18

Article VIII.

Committees .........................................................................................................19

Section One | Standing and Ad-Hoc Committees ............................................................................. 19 Section Two | Standing Committee Responsibilities......................................................................... 19

Article IX.

Elections.................................................................................................................22

Section One | Eligibility .................................................................................................................... 22 ! PAGE 2 OF 31


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Section Two | Election Parameters.................................................................................................... 22 Section Three | Impeachment Parameters......................................................................................... 23

Article X.

Regional Steering Committee ..................................................................................24

Article XI.

National Convention ..............................................................................................25

Article XII.

Fees, Dues, Fines and Assessments.........................................................................26

Article XIII.

Finance and Property ..........................................................................................27

Article XIV.

Hazing ................................................................................................................28

Article XV.

Brother-Pledge Relations ......................................................................................29

Article XVI.

Amendments........................................................................................................30

Appendix A. | List of Amendments Enacted................................................................................31

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BYLAWS OF THE XI CHAPTER

Preamble We, the members of the Xi Chapter of Delta Lambda Phi Fraternity, in order to foster brotherhood among out members, promote justice for all individuals, develop skills for the future, and provide support and social activities for the community, do hereby adopt the following Bylaws.

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Article I.

Name

Section 1.1

The name of this organization shall be the Xi Chapter of Delta Lambda Phi Social Fraternity.

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Article II.

Purpose

Section 1.1

The purpose of this organization is: • • •

To develop dignified and purposeful social, service, and recreational activities for progressive men, irrespective of sexual orientation; and, To lead in determining the rights and privileges of individuals in society; and, To promote a strong and positive image, which respects the diversity of all individuals, irrespective of sexual orientation.

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Article III.

Membership

Section One | Inclusiveness Section 1.1

Members must be at least eighteen (18) years of age at the time of their induction as a Pledge.

Section 1.2

Chapter Membership shall be open to men of all races, colors and creeds, irrespective of sexual orientation, national origin, political affiliation, and ability.

Section 1.3

Gentlemen fulfilling the National Fraternity’s membership requirements as outlined in the National Bylaws and upon the approval of the Chapter’s voting members shall be granted membership.

Section 1.4

A permanent record of all Chapter members as specified in the National Bylaws shall be maintained in the Chapter archives. Such records shall include a personal history, contact information and a permanent address.

Section 1.5

At least 75% of the active membership must be students of the University of California, Davis, in order to maintain status as a registered student organization.

Section Two | Privacy and Discretion Section 2.1

The chapter will consider each member’s personal life as a private matter, unless it seriously infringes upon the chapter. To respect the privacy of its members, the chapter will not require individuals to participate in an event in which those members do not feel comfortable participating; the chapter may ask members to contribute in alternative ways.

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Article IV.

Types and Conditions of Membership

Section One | Pledge Membership Section 1.1

Pledge membership shall be conferred upon men who are selected by the Chapter to participate in a preparatory period with respect to the ideals and purposes of the National Fraternity.

Section Two | Neophyte Membership Section 2.1

Any member who has completed the pledge period to the degree that the Chapter deems it appropriate to confer Neophyte membership upon the member, and in accordance with the National Bylaws.

Section Three | Active Membership Section 3.1

Active membership shall be conferred upon men who are in the fellowship of the National Fraternity’s principles and who have successfully completed the period of pledgeship.

Section 3.2

An Active member may: (1) Participate at closed events, (2) Vote, (3) Hold any elected position, (4) attend mandatory events, including meetings, (5) participate significantly in chapter events, and (6) abide by decisions made by the chapter.

Section 3.3

An Active Member, to be in good standing, will (1) meet attendance requirements, (2) contribute significantly to most chapter events, (3) have no debt to the chapter without setting up an approved means of repayment, (4) serve as an active member of at least two standing committees, and (5) not violate the National or Chapter Constitution intentionally. The Executive Committee shall review and record the standing of each member at the end of each quarter. If a member falls below the above standards at any time, he may ask the Executive Committee for a plan to return to good standing. If a Brother is in bad standing for five cumulative weeks, he shall be subject to corrective measures as outlined in the Standing Rules.

Section Four | Associate Membership Section 4.1

Associate membership, a sub-classification of active membership, may be conferred upon active members who find it necessary to temporarily cease their full involvement in Chapter affairs.

Section 4.2

A member, seeking Associate member status, shall petition the Chapter in writing at a duly called Chapter meeting; a written petition will only be accepted if absolutely necessary. Associate membership may be conferred on any active member with a three-fourths (3/4) affirmative vote. The petitioning member should provide a plan to return to active status or become an alumni member.

Section 4.3

Associate members may not vote or hold an elected position; however, associate members are still responsible for all regular dues paid by Active members.

Section 4.4

Active membership may be restored to an associate member by three-fourths (3/4) affirmative vote of the Chapter’s voting members at any duly called Chapter meeting.

Section 4.5

The Chapter member’s voting privileges shall not be restored until the next regular Chapter meeting; however, all other privileges, responsibilities and obligations shall be immediately restored.

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Section 4.6

At the last duly called Chapter meeting of each quarter, all Associate Members’ status shall be reviewed by the Chapter. Associate status may not be extended more than three consecutive academic quarters.

Section Five | Alumni Membership Section 5.1

Alumnus membership shall be conferred upon a member who has met all National and/or Chapter obligations and who has served as an active member for no less than eighteen (18) months or who has completed his course of studies. A member who is unable to meet his eighteen-month membership service requirement and who otherwise meets all other National and/or Chapter obligations may petition his Chapter for alumnus status.

Section 5.2

A member who wishes to be reclassified as an alumnus member shall do so by notifying his Chapter in writing. The Chapter shall certify the member’s request and shall notify the National Office within ten (10) calendar days of the member’s change in status.

Section 5.3

Alumni membership will be granted to a member who has fulfilled the above requirements.

Section 5.4

Alumni Members may not vote or hold any elected position, but have all the other privileges of Active Membership.

Section Six | Honorary Membership Section 6.1

Honorary membership may be conferred upon individuals at the Chapter’s discretion. Honorary members have the same privileges as Alumni members.

Section 6.2

Honorary membership may be granted to an individual by a three-fourths (3/4) affirmative vote of the Chapter’s voting members at any duly called Chapter meeting.

Section 6.3

Honorary membership may not be conferred upon an undergraduate student.

Section Seven | Attendance Section 8.1

A member who has missed three (3) Chapter meetings during a quarter without just cause, as defined by the Chapter Standing Rules and Executive Committee, shall lose his voting privileges during the remainder of the quarter, and be removed from any positions held.

Section 8.2

Matters of attendance conditions and attendance fines shall be outlined in the Standing Rules of the Xi Chapter.

Section Eight | Transfer of Membership Section 9.1

The transferring member shall meet all Chapter membership requirements as set forth in these Chapter Bylaws and any applicable Chapter standing rules.

Section 9.2

The transferring member shall make a written request for transfer membership, at which time a preliminary vote shall be taken. This preliminary vote shall not be binding on the Chapter, nor shall it give the transferring member Chapter voting privileges.

Section 9.3

During a subsequent four-week review period, the transferring member’s interest shall be determined through attendance at Chapter meetings, projects and other functions, as well as through the transferring member’s effort to meet other Chapter members.

Section 9.4

Final approval may be granted four (4) weeks after the preliminary vote by a threefourths (3/4) affirmative vote of the voting members at any duly called Chapter meeting. Full Chapter membership benefits and rights shall be granted immediately to the new member following the required chapter vote.

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Section Nine | Suspension of Membership Section 10.1

For just cause and after due deliberation, a member may be suspended from the Chapter by a three-fourths (3/4) affirmative vote of the Chapter’s voting members at any duly called Chapter meeting.

Section 10.2

Upon a member’s suspension by the Chapter, the Chapter may petition the National Board of Directors for a letter of suspension to be affixed to the individual’s membership record.

Section 10.3

A suspended Chapter member may be reinstated as an active member upon written request to the Chapter and three-fourths (3/4) affirmative vote of the Chapter’s voting members at any duly called Chapter meeting. Outstanding dues, if any, shall be paid prior to the Chapter vote.

Section 10.4

A suspended brother will not be allowed or required to fulfill any Chapter obligations until the suspension is resolved.

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BYLAWS OF THE XI CHAPTER

Article V.

Pledge Process

Section One | Bids for Pledge Membership and the Pledge Process Section 1.1

The Chapter shall issue bids for prospective pledge membership to those men approved by the Chapter’s voting members. Approval for issuing a bid for pledge membership shall be granted by a three-fourths (3/4) affirmative vote of the Chapter’s voting members at a special session of the voting membership in which bids for pledge membership are considered. Dates for this bid consideration meeting shall be announced at least seven (7) days in advance to the Chapter’s voting membership.

Section 1.2

Bid considerations for prospective pledge membership shall be voted on separately for each prospective pledge. All bid consideration votes shall be conducted by secret ballot. The result of each bid consideration vote shall be withheld until all bid consideration votes have taken place in order to prevent the results or earlier votes from impacting the results of later votes.

Section 1.3

Motions to limit debate during bid considerations may only apply to the individual bid being discussed. No motion shall be recognized which seeks to limit debate for the bid consideration session as a whole.

Section 1.4

A prospective pledge member, having been issued a bid in accordance with this article, shall be considered a pledge member by participating in the National Fraternity’s official Pledge Induction Ritual.

Section 1.5

The Pledgemaster and President will assign for each Pledge an Active Member to be a Big Brother. A Big Brother meets with the Pledge regularly and offers guidance and support during the pledge process. Conflicts between Pledges and their Big Brothers will be referred to the Pledgemaster.

Section 1.6

The pledge class shall hold at least four (4) meetings each month as directed by the Pledge Education Process. The pledge class officers or the Pledgemaster shall lead such meetings.

Section 1.7

Each Chapter pledge class may elect a Pledge Class President, and other Pledge Class officers as needed (e.g., Vice President, Secretary, Treasurer) to serve until the initiation of the pledge class.

Section Two | Pledge Requirements Section 2.1

A pledge member, before initiation into active membership, must fulfill the following requirements: 1. Pay all necessary fees prior to initiation. 2. Pass all examinations given by the Pledgemaster. 3. Make an appreciable contribution to pledge class projects. 4. Become familiar with all active members. 5. Become familiar with National Fraternity and Chapter history. 6. Attend all pledge meetings and those events deemed mandatory as elected by the fraternity, unless previously excused by the Pledgemaster. 7. Fulfill any other requirements set out by the Pledgemaster and the Chapter. 8. Receive an affirmative Chapter vote, as prescribed in this Article.

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Section 2.2

Neophyte members shall fulfill the pledge requirements. The Neophyte ritual may be used to mark the commencement of neophyte membership.

Section 2.3

A Chapter pledge member or Chapter neophyte member may be de-pledged at any time prior to initiation into active Chapter membership by a majority (1/2 + 1) affirmative vote of the Chapter voting members at any duly called Chapter meeting. A person may voluntarily de-pledge from pledge membership at any time during the pledge period.

Section 2.4

A pledge or neophyte member, having fulfilled all pledge and/or neophyte requirements, may become an active Chapter member after a three-fourths (3/4) affirmative vote of the voting members at any duly called Chapter meeting. First consideration shall be announced at least seven (7) days in advance to the Chapter’s voting members. During a final consideration vote, abstentions shall be counted as “nays” when factoring the percentage required conferring active Chapter membership upon a pledge or neophyte.

Section 2.5

A pledge or neophyte member, having failed to receive the required affirmative votes for entry into active membership as stated in this Section, may be considered again at one (1) subsequent voting session in which pledges are being considered for active membership. Second consideration shall be announced at least seven (7) days in advance to the Chapter’s voting members. The voting membership must decide whether the individual in question has demonstrated further growth in areas that were of concern during prior deliberations.

Section 2.6

Once chartered, a pledge member, having received the required affirmative votes from the active Chapter members according to this Section, shall be considered an active Chapter member by participating in the National Fraternity’s official Initiation Ritual.

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Article VI.

Meetings

Section 1.1

The required quorum for any duly called regular or special Chapter meeting shall be a simple majority of the Chapter’s voting members. Simple majority shall be one-half (1/2) of the Chapter’s voting members, plus one (1) additional member.

Section 1.2

Chapter meetings shall be held in such a place as the Executive Committee may direct.

Section 1.3

There shall be at least two (2) regular Chapter meetings each month during the UC Davis academic year.

Section 1.4

The time and place of meetings will be announced at least five (5) days in advance.

Section 1.5

Regular Chapter meeting shall be any meeting of Chapter’s voting members, as scheduled by the Chapter President.

Section 1.6

The President, with the active consultation of the Executive Committee, may present to the voting membership a plan for meetings that take place during the UC Davis Summer Quarter. The voting membership may approve a summer meeting plan upon a threefourths (3/4) affirmative vote at any duly called Chapter meeting.

Section 1.7

Special Chapter meetings may be called by the Chapter President, with the active consultation of the Executive Committee, or upon the written request of one-third (1/3) of the Chapter’s voting membership. The President shall call a special meeting within fifteen (15) days after the presentation of such a request. A notice of all special Chapter meetings shall contain a statement of purpose of the business to be transacted. Items of business discussed and voted on must be relevant to the stated purpose(s) of the Special Chapter Meeting.

Section 1.8

Chapter meetings shall be open only to active, associate, alumni and honorary members. Chapter meetings may be open to pledge members when it is deemed appropriate by the Chapter President with active consultation of the Executive Committee.

Section 1.9

Guests and non-members wishing to present or declare anything to the Chapter may be permitted at meetings upon a one-half (1/2) affirmative vote of the Chapter’s voting members at any duly called Chapter meeting.

Section 1.10

Alcohol, illegal substances and smoking shall be banned when Chapter Meetings are in session.

Section 1.11

The President and Sergeant-at-Arms will ensure that the chapter follows parliamentary procedure during the meeting

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Article VII.

Officers

Section One | Delegation of Authority Section 1.1

The Executive Committee shall be comprised of all members holding a yearly-elected position. The Executive Committee holds no authority over Chapter decisions, and serves as a purely advisory committee to resolve issues by delegating responsibility to the appropriate Officer or Committee Chair.

Section 1.2

The active membership reserves the authority to make all final decisions. The chapter may appoint representatives to discuss business on behalf of the chapter with other parties.

Section 1.3

If a consensus on delegation of responsibility cannot be reached, the President has the authority to assign such responsibility.

Section Two | President Section 2.1

The President shall: a)

b)

c)

d) e) f) g) h) i) j) k) l) m)

Lead in promoting the principals of Delta Lambda Phi National Social Fraternity as revealed in its Rituals and National Bylaws, and to represent the Chapter to the National Board of Directors of Delta Lambda Phi and to the Public. Supervise the general operations of the Chapter; oversee the actions of the Executive Committee; and ensure all official business is conducted according to the provisions of the National Bylaws, Chapter Constitution, Chapter Bylaws and Chapter Standing Rules. Call and preside over all Official Business Meetings of the Chapter and to develop agendas for such meetings; and to call meetings of any other committee he deems necessary. The President must be versed in the correct use of Parliamentary Procedure as used by the Chapter. When acting as Chairman of an Official Meeting of the Chapter, the President does not vote on regular (majority) business, except in the event of a tie. Monitor the actions of all Chapter officers and report to the Brotherhood that the duties of each office are being adequately fulfilled. Ensure all local and National obligations of the Chapter are anticipated and met. Serve as liaison between the National Office and Chapter Brothers. Serve as an ex-officio member of all Chapter Committees, Standing and otherwise. Make every effort to ensure the safety and preservation of Relics of the Chapter entrusted to him in accordance with the Chapter Bylaws. Develop and report to the voting membership an annual report of progress for their consideration and feedback during the midpoint of his term of office. Be jointly responsible, along with the Secretary, to respond to communication in official channels with due promptness. Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of President shall be one (1) year.

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Section Three | Vice President Section 3.1

The Vice President shall: a) b)

c)

d) e) f) g)

Assume the duties of the President in his absence or upon the expressed wishes of the President. Assume the duties of President in the event that the President is deemed incapable of fulfilling the duties of his office, as determined by the Chapter. A special election will be held to elect a new President as soon as possible, following normal election parameters. Assist the President in supervising the general operations of the Chapter, overseeing the actions of the Committee Chairs and Liaisons, and ensuring all official business is conducted according the provisions of the National Bylaws, Chapter Constitution, Chapter Bylaws, and Chapter Standing Rules. The Vice President must be versed in the correct use of Parliamentary Procedure as used by the Chapter. Coordinate educational programs. Coordinate Xi Chapter’s annual Drag Show, “Davis is Burning.” It is recommended that an Ad-Hoc Committee is formed and the Vice President chair that committee. Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of Vice President shall be one (1) year.

Section Four | Secretary Section 4.1

The Secretary shall: a) b)

c) d) e) f) g) h) i) j) k)

Record and prepare accurate written minutes of all Meetings, and present these minutes to the Chapter for approval at the following Official Meeting. Keep an accurate written record of attendance at all Official Meetings and mandatory events of the Chapter, and inform the Executive Committee should a member become delinquent in his attendance obligations. Keep an accurate Official Membership Register denoting Active, Associate, Alumni, and Honorary members of the Chapter. Keep an accurate record regarding any delinquencies affecting membership status as advised by the Executive Committee. Act as correspondent for the Chapter in all business, official and otherwise, not handled by the President. Issue all Chapter notices, invitations, and announcements that are not the responsibility of another Chapter Office or Committee. Maintain an up-to-date archive of all previous minutes for the Chapter. Provide a monthly calendar of mandatory events, birthdays, and other chapter and community activities. Distribute any paper mail the Chapter receives. Forward a new copy of the Chapter Bylaws to the National Office once per year. Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of Secretary shall be one (1) year.

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Section Five | Treasurer Section 5.1

The Treasurer shall: a) b)

c) d) e) f) g) h)

Be responsible for all funds, and to authorize disbursement of said funds for expenses incurred by the Chapter Diligently collect and safeguard all dues, fees, assessments and other revenues and maintain an accurate and complete record of all disbursements, revenues and assets. Be prepared to present the financial status of the Chapter at all Official Meetings of the Chapter. Inform any Member of his financial obligations or status upon the Member’s request, or upon delinquency. Prepare a Quarterly Budget to be presented to the voting membership for approval at the start of each quarter. During the conclusion of his term, develop an audit report to the voting membership. Following its approval, surrender the report to the Historian. Co-chair the Fundraising and Philanthropy standing committee. Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of Treasurer shall be one (1) year.

Section Six | Sergeant-at-Arms Section 6.1

The Sergeant-at-Arms shall: a)

b)

c) d) e) f)

g)

Act as Chief Parliamentarian during all Official Chapter Meetings. To this end he shall maintain order and correct use of Parliamentary Procedure as used by the Chapter, and to ensure all actions are done in accordance with the Chapter Bylaws. Ensure all Chapter ceremonies are conducted in accordance with the Ritual Handbook. To this end, he shall make every effort to ensure the safety and preservation of Ritual Relics of the Chapter, and to provide them for use at all Chapter ceremonies. Chair the Standing Ritual Committee. Guard the entrance to any Official Chapter function where attendance is limited to duly initiated Brothers. Be jointly responsible, with the President, for enforcing the Fraternity’s Risk Management Policy and educating members of the policy. Serve as the Chapter’s Risk Management Chairman and ensure the chapter’s compliance with any and all guidelines of Risk Management Policy, including: implementation, enforcement, and verification. Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of Sergeant-at-Arms shall be one (1) year.

Section Seven | Pledgemaster Section 7.1

The Pledgemaster shall:

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BYLAWS OF THE XI CHAPTER

a)

b)

c)

d) e) f)

Develop the Pledge Education Program of the Chapter in accordance with the Chapter Constitution and Bylaws. To this end, he shall maintain sole authority to declare the conclusion of the Pledge Education Program. Act as liaison between the Chapter Membership and the Pledge Class. To this end, he shall convey the will and expectations of the Chapter Membership to the Pledge Class, and the progress and morale of the Pledge Class to the Chapter. Make conscientious recommendations to the Chapter Membership regarding the Midterm Pledge Review and Initiation of the Pledges into the Brotherhood. To this end, he shall base his recommendations, in part, on the individual’s completion of Pledge Requirements as prescribed in the Chapter Bylaws and Pledge Education Program. Arbitrate any disputes/concerns that arise between any Pledge(s) and any Member(s) of the fraternity Be jointly responsible with the President in the finalization of Big Brother and Little Brother pairings. Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of Pledgemaster shall be one (1) year.

Section Eight | Pledgemaster’s Aide Section 8.1

The Pledgemaster’s Aide shall: a) b)

c)

Assist the Pledgemaster in all matters of the Pledge Education Process. Act in the Pledgemaster’s place in the event that the Pledgemaster is unable to fulfill his duties. The Chapter membership shall revote to elect the Pledgemaster in the event that he is unable to fulfill the responsibilities of the position and subsequently the Pledgemaster’s Aide position will terminate until a new appointment is made. Perform any additional duties of his office as prescribed by the Standing Rules. The Pledgemaster’s Aide will be appointed by the Pledgemaster, and approved with a majority vote of the Chapter’s Voting Membership. The Pledgemaster’s Aide will maintain a position for as long as is deemed necessary by the Pledgemaster and Chapter Members. The Pledgemaster’s Aide is exempt from normal Officer election parameters unless an irresolvable dispute exists over the position.

Section Nine | Alumni Liaison Section 9.1

The Alumni Liaison shall: a) b)

c)

Assist the President and Secretary in all manner of discourse and correspondence with the Chapter’s Alumni and Alumni Board of Directors. Assist in the production of the Alumni Newsletter and to otherwise convey any notices, invitations, and announcements of interest to the Chapter’s Alumni and Alumni Board of Directors. Assist the current Alumni Board of Directors in developing, planning, and publicizing Alumni-sponsored activities as needed.

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d)

Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of Alumni Liaison shall be one (1) quarter.

Section Ten | Webmaster Section 10.1

The Webmaster shall: a)

b) c) d)

Oversee the development and maintenance of the Chapter’s internet presence; and to ensure its content is accurate, current, and non-offensive. Such presence may include but is not limited to: Official Fraternity Websites, Information Wikis, Social Networking Websites, and Online Magazines. Work with the National Fraternity to ensure that the Chapter’s internet presence is hosted in accordance with the policies of the National Fraternity. \Will maintain records of all relevant domain, login, and password information for accounts used on behalf of the Chapter. Perform any duties of his office as prescribed in the Chapter Bylaws and Standing Rules, and instruct his successor in all duties of his office. The term of Webmaster shall be one (1) quarter.

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Article VIII. Committees Section One | Standing and Ad-Hoc Committees Section 1.1

The Chapter shall contain various Standing and Ad-Hoc Committees with the responsibility of accomplishing long-term and short-term goals and tasks of the Chapter.

Section 1.2

All Standing and Ad-Hoc Committees shall present ideas at general meetings for consideration by the Chapter’s General Membership. The Chapter’s Voting Members shall approve actions of the Standing and Ad-Hoc Committees at any Duly Called Chapter Meeting.

Section 1.3

Standing Committees shall elect a chair from its members with the confirmation of the active voting membership. Ad-Hoc Committee chairs will be approved upon the formation of the committee at the Chapter Meeting during which they were formed. If there is an irresolvable dispute for Chairmanship, the chair will be decided by normal election procedures.

Section 1.4

Committee Chairs shall: a) Coordinate committee meetings as needed. b) Make a report at the following business meeting. c)

Ensure that the responsibilities of the committee are met in a timely and efficient manner.

Section 1.5

The term of a Standing Committee Chair shall be one academic quarter. Standing Committee Chairs shall be approved at the last business meeting of each academic quarter and take Chairmanship during the following academic quarter. Chairs will instruct their successor in all duties of their position.

Section 1.6

Ad-Hoc Committee goals and responsibilities shall be described in the Standing Rules. The term of an Ad-Hoc Committee Chair(s) shall be the duration of the Ad-Hoc Committee as described in the Standing Rules.

Section Two | Standing Committee Responsibilities Section 2.1

Section 2.2

The Social Committee shall: a)

Be responsible for the planning and execution of Chapter social events and other fellowship-building activities designed to promote the Spirit of Brotherhood and improve Chapter Morale.

b)

Organize social exchanges with other Greek fraternities and sororities, and campus and community organizations to promote Chapter outreach.

c)

Plan and execute formal chapter events deemed appropriate by the Chapter.

d)

Perform any duties as prescribed in the Chapter Standing Rules.

The Public Relations Committee shall: a) b)

Promote the Public Image of the Chapter and provide oversight for the Chapter’s Public Relations efforts. Utilize a diversity of public and private mass media to publicize and promote Chapter events and projects. To this end, the Committee Chair shall maintain close communication with the National Chairman for Public Relations for any work with national media outlets.

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c)

Section 2.3

The Community Service Committee shall: a) b)

c) Section 2.4

b) c)

d)

b) c) d)

Plan and execute, along with the Chapter Membership, the Chapter’s formal Rush periods designed to recruit new members. Make all reservations and accommodations for Rush activities and events. Coordinate with the Public Relations Committee to develop promotional materials for Rush. Collect any relevant funds from Chapter Members, under the supervision of the Executive Board, for approved expenditures for Rush events, activities, and materials. Authorization of expenditures shall have final approval of the Chapter’s voting membership.

The Historical Committee shall: a) b) c) d)

Section 2.7

Plan and execute fundraising projects and revenue-development programs for the Chapter. Organize fundraising efforts for philanthropic purposes for a specified individual, group or organization with approval of the Chapter Membership. Maintain an accurate record of all philanthropic donations made by individual members or on behalf of the Chapter for reporting purposes. Written records of donations should be collected and safeguarded whenever possible. Be Co-Chaired by the Chapter Treasurer.

The Rush Committee shall: a)

Section 2.6

Plan community service projects to be executed by Chapter Membership. Maintain an accurate record of all member community service hours competed individually or on behalf of the Chapter for reporting purposes. Written or photographed records of involvement or completion should be collected and safeguarded whenever possible. Provide an up-to-date list of volunteer and community service opportunities to present to Chapter Members.

The Fundraising and Philanthropy Committee shall: a)

Section 2.5

Be responsible for developing all materials designed to promote Chapter events and projects. Such materials may include: webpages, print materials, graphic designs, written articles, and any other means of communication or expression.

Keep detailed and accurate written histories of the Chapter. This may include Chapter and Member accomplishments, awards, milestones, etc. Maintain a collection of photographs, written articles, awards and other historically relevant artifacts, and safeguard them for reporting purposes. Make every effort to ensure the safety and preservation of all archives of the Chapter in accordance with the Chapter Bylaws. Create materials reflecting Chapter history. These may include scrapbooks or photo journals, composite photographs, regular newsletters and an annual Chapter yearbook.

The Ritual Committee shall:

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BYLAWS OF THE XI CHAPTER

a) b) c)

Be Chaired by the Sergeant-at-Arms. Assist the Sergeant-at-Arms in preparing for Chapter rituals and ceremonies. Assist the Sergeant-at-Arms in maintaining the Chapter ritual kit.

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BYLAWS OF THE XI CHAPTER

Article IX.

Elections

Section One | Eligibility Section 1.1

All Chapter Officers shall be elected by the voting membership.

Section 1.2

Only active Chapter members may be elected to office. No member may hold more than one office concurrently, except in the event that no other active member is available for office, or with the approval of a two-thirds (2/3) majority vote by the voting membership at any duly called Chapter Meeting.

Section 1.3

Candidates for President, Vice President and Pledgemaster must have served as an active member of their Chapter for at least ten (10) months upon the start of their term unless approved by a three-fourths (3/4) majority vote by the voting membership at any duly called Chapter Meeting.

Section Two | Election Parameters Section 2.1

Annual elections shall be held at least four (4) weeks before the last Chapter meeting prior to the expiration of the terms of office. All quarter positions will be nominated by the last duly called Chapter Meeting of each quarter.

Section 2.2

Nominations for elected positions shall be open no later than the Chapter meeting preceding the election meeting and shall remain open for at least seven (7) days. The presiding officer shall open nominations and the voting membership shall nominate from itself candidates for open offices. Nominations must be seconded and the individual must accept their nomination.

Section 2.3

During the Election Meeting, the Presiding officer will provide ballots with the slate of candidates for each office. Prior to the election process, nominees will verify whether or not they are still intent on seeking office. The Presiding officer will again open the floor for nominations for each office prior to the election for each position.

Section 2.4

Candidates for each office shall provide a presentation to the voting membership outlining their qualifications and ideas for the office. The voting membership may ask questions of each candidate upon conclusion of their presentation. Candidates running in contested elections may not be present when their opponent is providing his presentation and being questioned. Once all candidates for a certain office have provided their presentation and have been questioned, they are removed to another location while the voting membership debates the candidates based solely on the information provided during both presentations. Outside information may be ruled out of order from debate.

Section 2.5

All elections shall be by secret ballot, to be counted by the Sergeant-at-Arms and one other member not running for the office being elected. In the event there is no Sergeant-at-Arms, or the Sergeant-at-Arms is the officer being elected, ballots shall be counted by the President and one other member not running for the office being elected.

Section 2.6

In the event an officer must step down or is removed from office prior to the expiration of their term, a special election shall be held. The special election process will follow the parameters in section 2.4 and 2.5. The nomination process will take place at the meeting during which the vacancy was announced.

Section 2.7

Terms of office will be from June until June of the following year for one-year positions. Those serving quarter positions will assume their duties at the next regular meeting after which they were elected.

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BYLAWS OF THE XI CHAPTER

Section 2.8

The Chapter will install those elected according to the National Fraternity’s Official Installation Ritual, as provided by the National Fraternity.

Section 2.9

Any officer may be recalled from office for gross negligence by a two-thirds (2/3) majority affirmative vote of the voting members at any Chapter meeting in which a quorum is present.

Section Three | Impeachment Parameters Section 3.1

Impeachment shall be defined as the formal process of bringing charges to an Officer or Committee Chair in order to remove that individual from his position. Recall is defined as the removal of a member from office with the impeachment proceedings.

Section 3.2

Officers may be subject to impeachment for malfeasance, negligence in office, not meeting duties as prescribed by the Constitution, or excessive absence without prior notice.

Section 3.3

All elected, appointed, and confirmed officers and committee chairs are subject to this procedure should an active general body member or officer in writing bring any of the aforementioned charges forth to the President.

Section 3.4

Any member being charged shall be notified in writing by the President of the impeachment charges. The accused office holder has the opportunity to offer their resignation or request an impeachment proceeding. This formal process will allow for the officer in question opportunity to refute any charges that are raised against them. The Presiding Officer shall present to the voting membership the charges against the officer. The officer in question may offer a presentation to the voting membership outlining his case and take questions form the voting membership. Once the charges and officer in question’s testimony is offered, the General Body shall consider the question of removal from office.

Section 3.5

In the event of the President’s impeachment, the Vice President shall receive impeachment charges in the President’s stead, and will assume the duty of notifying the President in writing of impeachment charges.

Section 3.6

Impeachment must be approved by a two-thirds (2/3) majority vote of the voting membership. The Officer in question may not be present within the meeting during impeachment deliberations or voting.

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BYLAWS OF THE XI CHAPTER

Article X.

Regional Steering Committee

Section 1.1

The Chapter shall elect one (1) representative and one (1) alternate for their respective Regional Steering Committee.

Section 1.2

Once elected, the representative is responsible to serve as the chapter’s representative at any meetings of the Regional Steering Committee and disseminate any information related to the voting membership.

Section 1.3

The representative shall attend Regional Conferences during his term of office.

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BYLAWS OF THE XI CHAPTER

Article XI.

National Convention

Section 1.1

The Chapter shall elect two (2) voting delegates to the National Convention as specified in the National Bylaws and complete the necessary credentialing form and submit it to the National Secretary for approval by specified deadline.

Section 1.2

Once elected, each delegate is responsible for reviewing legislation readied for National Convention. The delegates will familiarize themselves with the legislation and seek the opinions and feedback of their voting membership.

Section 1.3

Voting delegates will familiarize themselves with candidates up for election for National Office.

Section 1.4

The delegates shall attend National Convention during their term of office.

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BYLAWS OF THE XI CHAPTER

Article XII.

Fees, Dues, Fines and Assessments

Section 1.1

A Chapter Pledge Fee shall be assessed on all new pledge members upon induction into the Chapter’s pledge program. The Chapter Pledge Fee shall be due no later than the first pledge meeting of the Pledge Education Period. The amount of the Chapter Pledge Fee shall be specified in the Chapter’s standing rules.

Section 1.2

Once chartered, an Initiation Fee shall be assessed on all new members upon initiation. The amount of the Initiation Fee shall be equal to the National Initiation Fee stated in the National Bylaws.

Section 1.3

Chapter dues shall be assessed on a regular basis. The amount and date of collection of such Chapter dues shall be determined by a two-thirds (2/3) affirmative vote of the Chapter’s voting members at any duly called Chapter meeting, so long as the consideration of such dues has been announced fourteen (14) days in advance of voting. The amount and due date of the Chapter Dues shall be specified in the Chapter’s standing rules.

Section 1.4

Chapter fines and assessments may be levied upon Chapter members by a three-fourths (3/4) affirmative vote of the Chapter’s voting members at a duly called Chapter meeting.

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BYLAWS OF THE XI CHAPTER

Article XIII. Finance and Property Section 1.1

All necessary Chapter expenses shall be paid with funds secured through Chapter dues, fees and assessments and any other funds secured by Chapter activities.

Section 1.2

All Chapter funds or funds handled on behalf of the National Fraternity, from whatever source and for whatever purpose, shall be deposited to the Chapter’s credit.

Section 1.3

The Chapter’s annual financial statements of receipts, expenditures, assets and liabilities shall be audited by a legal authority and shall be made available to the Chapter members. A copy of the annual financial statements may be submitted to the National Fraternity upon request.

Section 1.4

All receipts handled on the National Fraternity’s behalf, such as initiation fees, annual dues and general liability insurance assessments, shall be carefully separated, either by deposit or through appropriate accounting procedures as determined by the Chapter standing rules, so that these revolving funds will not be used by the Chapter.

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BYLAWS OF THE XI CHAPTER

Article XIV. Hazing Section 1.1

There shall be no mental or physical hazing or any informal initiation in connection with the Chapter’s functions. Any mistreatment of pledge members, members or other persons at any time shall be considered a violation of the Chapter’s and the National Fraternity’s purpose.

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BYLAWS OF THE XI CHAPTER

Article XV. Brother-Pledge Relations Section 1.1

Since the primary goal of the Pledge Period is education and incorporation of a pledge class into a Chapter, all Brothers are required to maintain a strictly fraternal relationship with Pledge members, within the same Chapter, until the Pledge members are duly initiated, unless a more-than-platonic relationship existed prior to the beginning of the Rush Period.

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BYLAWS OF THE XI CHAPTER

Article XVI. Amendments Section 1.1

The Bylaws may be amended at any duly called Chapter meeting upon a three-fourths (3/4) affirmative vote of the Chapter’s voting members; provided, however, the proposed amendment shall have been read at a duly called Chapter meeting at least seven (7) days prior thereto; and provided further, a copy of the proposed amendment accompanies the call for the meeting.

Section 1.2

If there is a conflict between the Chapter Constitution, Chapter Bylaws or Chapter standing rules, and the National Constitution, National Bylaws or National standing rules, the National governing documents shall take precedence over the Chapter governing documents. Amendments of this sort shall not be voted on, and only require the President’s signed consent to the change.

Section 1.3

The Chapter Secretary shall make any approved changes to the Constitution and make available an updated version of the constitution to the Chapter’s Members. The Chapter Secretary will also notify the Chapter’s Members of the updated Constitution

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BYLAWS OF THE XI CHAPTER

Appendix A. | List of Amendments Enacted Amendments made, as of January 11, 2013. Date 05/16/12 1

06/06/12 02/04/13 02/04/13 02/06/13 05/30/13 12/2/13

Hyperlink

Title of Amended Ch.

Description By CONSTITUTIONAL CONVENTION. Enacted by act of the Chapter in regular Constitution of 2012 N/A session: adopted the restated Constitution as amended, with consent of Fraternity. Officers/ Sergeant-at- By LONDON, DEREK. Chapter Resolution: position of Risk Management Resolution 2012-06(1) Arms Chairman incorporated within the duties of the Sergeant-at-Arms. Types/Conditions of By OSBORNE, CAMERON. Chapter Resolution; redefining the terms and Resolution 2013-02(1) Membership; Attendance conditions of member attendance. Types/Conditions of By OSBORNE, CAMERON. Chapter Resolution: redefining the terms and Resolution 2013-02(2) Membership; Associate conditions of associate membership. Membership Types/Conditions of By OSBORNE, CAMERON. Executive Memorandum (President): amending the Presidential Proclamation Membership; Alumni terms and conditions of alumni membership. 2013-0206(1) Membership By OSBORNE, CAMERON; (DIZON). Enacted by act of the Chapter in regular Bylaws of the Xi Chapter N/A session: renamed Bylaws and suppressed reference of Constitution thereof.2 By LATHAM, DANIEL; (DIZON). Executive Memorandum (President): removing Presidential Proclamation Types of Membership and “Inactive Brotherhood” status and accordingly amend the Bylaws. Pursuant to 2013-1202 Bylaw Amendments resolution of DLP National Convention.

1

Effective date of document. At the time of ratification, the Fraternity Office exercised required review and consent of the Chapter’s governing documents. The Constitution came into full force and effect at the regular meeting of May 16, 2012, upon President Cameron Osborne having reported and confirmed consent was given from Executive Director Joel Corcoran. 2 Renamed from “Constitution” to “Bylaws” in order to more appropriately reflect document as the operating policies of the Xi Chapter. Worthy to note is that the same Act, also, recognized and affirmed the Articles of Association as the fundamental, organizing document of the Xi Chapter.

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Delta Lambda Phi, Xi Chapter Bylaws (2014-0111)  

The Bylaws of the Xi Chapter of Delta Lambda Phi Social Fraternity.

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