Alpha Psi Omega Chapter
Wilmington, North Carolina
Alpha Kappa Alpha Sorority, Incorporated®
Chapter Bylaws
ARTICLE I – NAME
This organization shall be known as the Alpha Psi Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated® .
ARTICLE II – PURPOSE
The purpose of Alpha Psi Omega Chapter (henceforth referred to as “Chapter”) consistent with Alpha Kappa Alpha Sorority, Incorporated® is to cultivate and encourage high scholastic and ethical standards, to promote unity and friendship among college women, to study and help alleviate problems concerning girls and all women in order to improve the social stature, to maintain a progressive interest in college and community life, and to be of service to all mankind.
ARTICLE III – MEMBERSHIP
SECTION 1. Member in Good Standing
A member in good standing (active soror) meets the financial requirements, including dues and assessments, for the current year of the chapter, and the Boule. She has no penalties or sanctions imposed by the Chapter or by Alpha Kappa Alpha Sorority, Incorporated®. A member in “good standing” must also demonstrate high ethical and moral standards.
SECTION 2. Member Classification
Membership in the Chapter may be classified as:
A. Graduate - A Soror who has earned a baccalaureate, graduate or professional degree in an accredited two, three, or four-year senior college of university.
B. Associate - A Soror who as an undergraduate member left school prior to receiving a degree and after a two-year period following her withdrawal from school affiliates with the Chapter.
a. An Associate Member is also an undergraduate soror classified as an Extension or Irregular student who, after six years of continuous membership in the same chapter, affiliates with a graduate chapter.
C. Life –A Soror who qualifies for, and desires Life Membership as defined in the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Incorporated®. Should the Life Member wish to vote, and participate in the activities of the Chapter, she may do so by assuming her share of the Chapter’s financial obligations (For detail information on Life Membership see the Alpha Kappa Alpha Sorority, Incorporated® Constitution and Bylaws).
SECTION 3. New Members (Candidate Qualification and Expectations)
A. A prospective candidate’s name may be voted only once for a given initiation.
a. An eligible graduate candidate is a woman who demonstrates high ethical and moral standards and has attained at least a baccalaureate degree with a cumulative grade point average of C+ or a graduate or professional degree from an accredited senior college or university. The candidate must have the potential to make a definite contribution to Alpha Kappa Alpha Sorority, Incorporated®
B. Legacy Status – a candidate who is the daughter, granddaughter, adopted daughter, stepdaughter, or legal ward of an active or deceased soror. The living family member soror must have been active at least two years (24 months) immediately prior to recommending the candidate. The Legacy Candidate
must also meet all qualifications required for graduate membership (See AKA Constitution and Bylaws for details regarding prospective members).
C. Prospective Candidates living in New Hanover County, or any of the surrounding counties of Pender, Brunswick, Columbus, and Bladen will be given consideration for Membership Intake Process (MIP). Prospective candidates living outside of these areas will not be a priority. This does not include Legacy Candidates.
D. The chapter will follow the requirements of sponsors/co-sponsors according to the process adopted by the Directorate and/or as outlined in the Manual of Standard Procedure and the current Graduate Membership Intake Process Manual.
SECTION 4. Chapter (local) Dues and Assessments
Agreed upon dues and chapter assessments shall be considered the financial obligation of each chapter member. All dues and assessments must be paid according to the Alpha Kappa Alpha Sorority, Incorporated® Constitution and Bylaws.
Reactivating Sorors
A. Inactive Sorors reactivating with Alpha Psi Omega Chapter between January and June 30th will be obligated to pay one half (½ ) chapter dues and (½) housing assessment during the year they reactivate. Sorors reactivating between July and November 30th will have their dues prorated. International dues, which includes the reactivation fee [includes per capita], EAF and COIP [if it has not been paid] must be paid to the chapter for transmittal to Corporate Office.
B. Reactivated Sorors will be obligated to pay international dues, EAF, chapter dues and housing assessment by December 20th for the upcoming year.
Undergraduate Sorors
A. Active Undergraduate Sorors transferring immediately into Alpha Psi Omega upon graduation in May or Summer will be granted membership without responsibility for chapter dues and housing assessment until December of the following year. Sorors will be obligated to pay international dues, local dues and housing assessment for the upcoming year.
B. Active Undergraduate Sorors transferring immediately into Alpha Psi Omega upon graduation in December will be granted membership without responsibility for chapter dues and housing assessment for the upcoming year, however, Sorors will be obligated to pay international dues and EAF.
Transferring Sorors from Alpha Psi Omega
A. Any member wishing to transfer to another chapter must remit by cashier’s check all assessments and dues owed to the Alpha Psi Omega Chapter.
ARTICLE IV – OFFICERS
SECTION 1. Elected Officers
The elected officers of this chapter shall be Basileus, Anti-Basileus, Grammateus, Anti-Grammateus, Tamiouchos, Pecunious Grammateus, Epistoleus, Parliamentarian, Chaplain, Ivy Leaf Reporter, Archivist, Hodegos, Graduate Advisor, Philacter, and Membership Chairman.
SECTION 2. Officer Prerequisites
A. Candidates for the office of Basileus will have been a member of the chapter for two (2) Years (24 months) OR have 1 year of membership in the chapter with prior experience serving as Basileus. Candidates will have attended one or more Regional Conferences, Clusters, Boules and/or Leadership Seminars in the past four years or have prior experience in the position.
B. Candidates for the office of Anti-Basileus will have been a member of the chapter for two (2) Years (24 months) OR have 1 year of membership in the chapter with prior experience serving as Anti-Basileus.
Candidates will have attended one or more Regional Conferences, Clusters, Boules and/or Leadership Seminars in the past four years or have prior experience in the position.
C. The Graduate Advisor(s) shall meet the criteria as stated in the current edition of the Constitution and Bylaws and Manual of Standard Procedure of Alpha Kappa Alpha Sorority, Incorporated® .
D. The Graduate Advisor must have been a member of Alpha Psi Omega Chapter for at least two consecutive years (24 months) prior to her election and shall not have been suspended for hazing, shall be at least five years post-graduation from an undergraduate college or university, and must have attended one of the last two Boules or one of the last two Regional Conferences.
E. She must be certified by the Directorate approved Alpha Kappa Alpha Sorority, Incorporated® Graduate Advisor Certification Program (AKA Constitution and Bylaws).
F. The Grammateus, Anti-Grammateus, Tamiouchos, Pecunious Grammateus, and the Parliamentarian will have attended a Cluster, Regional Conference or the Boule within the two years prior to her election to office or have prior experience in the position.
G. In order to be considered a candidate for the offices of Tamiouchos and Pecunious Grammateus, a member must submit the Prospective Financial Officer Disclosure Form to the Nominating Committee and certify that she has not been sanctioned criminally or civically for misappropriation of funds. This is a confidential form to be restricted solely to the use of the Nominating Committee; the chapter will maintain a copy secured in a confidential file (AKA Manual of Standard Procedure.2018, p 21; AKA Constitution and Bylaws.2018, p 25).
H. Epistoleus, Ivy Leaf Reporter, Hodegos, Chaplain, and Philacter will have attended a Cluster, Regional Conference, or Boule within the two years prior to her election to the office or have prior experience in the position.
I. Membership Chairman shall never have been suspended for hazing. Consult the Manual of Standard Procedure for steps to verify and validate the issue of Hazing (2018, pp 39-40). The interested member will have attended a Cluster, Regional Conference, or Boule/Leadership Seminar within the two years prior to her election to the office or have prior experience in the position.
SECTION 3. Terms of Office
A. The term of each office shall be for a period of two (2) years.
B. Officer terms shall be staggered to promote continuity and to facilitate integrity in chapter operations during the officer transition period. The following officers shall be elected in even years: Basileus, Anti-Basileus, Grammateus, Parliamentarian, Pecunious Grammateus, Epistoleus, Philacter, Historian, Membership Chairman, Graduate Advisor, and one member of Nominating Committee. The following officers shall be elected in odd years: Anti-Grammateus, Tamiouchos, Ivy Leaf Reporter, Chaplain, Hodegos and two members of the Nominating Committee
SECTION 4. Election Procedures
The slate of candidates shall be developed and presented in October by an elected Nominating Committee. Chapter officers shall be elected in November and installed at the close of the December meeting. Additional nominations for all offices may be made from the floor. Candidates nominated from the floor shall meet the qualifications for the appropriate office as outlined in these Bylaws. Sorors nominating candidates from the floor must have secured in advance the consent to serve of the member being nominated.
SECTION 5. Duties of Officers
A. Basileus
The Basileus shall preside at all meetings of the Chapter and of the Executive Committee. She shall enforce the Alpha Kappa Alpha Sorority, Incorporated® Constitution and Bylaws. She shall follow parliamentary procedures. She shall be ex-officio member of all committees, except the Nominating
Committee. She shall appoint chairmen of all standing and ad-hoc committees unless otherwise stated herein.
B. Anti-Basileus
The Anti-Basileus shall assist the Basileus in the performance of her duties and shall preside in the absence of the Basileus. She shall serve as chairman of the Program Committee ensuring that all programs consistent with the international foci of Alpha Kappa Alpha Sorority, Incorporated® and are implemented in a timely and efficient manner.
C. Grammateus
The Grammateus shall record and maintain minutes of the Chapter and Executive Committee meetings and shall call roll on request. Minutes of each Chapter meeting shall be kept in a permanent record book. She shall maintain a current membership roster and all committee reports. She shall assist the Basileus in the preparation of the agenda and be member of the Constitution/Leadership Committee and Program Committee.
D. Anti-Grammateus
The Anti-Grammateus shall assist the Grammateus in discharging her duties and shall serve in her absence.
E. Tamiouchos
The Tamiouchos shall follow proper financial procedures and shall keep orderly records of income and expenditures. She shall make timely deposits of funds and shall issue checks upon receipt of completed vouchers. She shall reconcile monthly bank statements promptly. She shall present a report at each regularly scheduled Chapter meeting to include:
1. Income received (sources);
2. Expenditures (purposes)
3. Balances; and
4. Effective date of reports
The Tamiouchos shall be the Chairman of the Finance Committee and present the budget of estimated income and expenditures to the chapter membership for approval. She shall serve as a permanent member of the Housing Committee. She shall be bonded.
F. Pecunious Grammateus
The Pecunious Grammateus shall maintain a current alphabetical list of the membership, keep a financial record of all sorors and, upon request shall call the roll. She shall receive dues; per capita, EAF Membership Fee, and all other financial assessments, and monies received for the Chapter. She shall remit the same to the Tamiouchos. She shall itemize all funds transferred to the Tamiouchos, prepare and disburse receipts for all income received, maintain records of all receipts issued, and serve on the Finance Committee. She shall be bonded.
G. Epistoleus
The Epistoleus shall give written notice of meetings to members who are challenged in using computer/internet communications. She shall be responsible for the general correspondence of the Chapter
H. Parliamentarian
The Parliamentarian shall advise the presiding officer in the interpretation of the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Inc., the Chapter Bylaws and parliamentary procedures. She shall serve as chairman of the Bylaws Committee. She shall preside over chapter meetings in the absence of the Basileus, and Anti-Basileus.
I. Chaplain
The chaplain shall recite or lead the meditation, invocation, and inspirational expressions for the Chapter, provide spiritual guidance for the Chapter, organize meditations for meetings and provide meditation/invocation/benediction for public meetings of programs.
J. Ivy Leaf ReporterThe Ivy Leaf Reporter shall report all major activities and events of the Chapter to the Ivy Leaf and to the local news media.
K. Archivist
The archivist is responsible for implementing guidelines to facilitate the collection, storage, codifying, maintenance, access and use of holdings. The archivist is responsible for recommending policies for the chapter that are consistent with the International guidelines. The Archivist and the Standards Chairman will meet annually to compile the operational and activities documentation for the chapter, including the facilitation of binding and storage of annual records.
L. Hodegos
The Hodegos shall introduce new and visiting sorors. She shall serve as chair of the Sisterly Relation Committee. She shall take care of all courtesies such as purchasing gifts, sending cards, flowers and telegrams, and recognizing exceptional achievements and/or milestones in Alpha Kappa Alpha Sorority, Incorporated®, marriages, births, promotions, and/or retirements.
M. Graduate Advisor
The Graduate Advisor(s) shall serve as liaison between the Chapter and undergraduate chapter and between the undergraduate chapter and the Regional Director. The Graduate Advisor(s) shall serve as advisor(s) to the undergraduate chapter in the interpretation and implementation of the Alpha Kappa Alpha Program and Constitution and Bylaws and the Manual of Standard of Procedure, the Undergraduate Membership Intake Process Manual, the Alpha Kappa Alpha Sorority, Incorporated® Anti-Hazing Handbook, and other official handbooks. The Graduate Advisor(s) shall attend all meetings and activities of the undergraduate chapter. The Graduate Advisor(s) shall work in cooperation with faculty advisor(s) and/or other university or college officials.
N. Membership Chairman
The Membership Chairman shall provide leadership for the Chapter in conducting the MIP. She shall affirm that Chapter members, MIP facilitators, Sponsors and Recommending Sorors, and candidates are in compliance with all required standards and guidelines of the Alpha Kappa Alpha Sorority, Incorporated® as stipulated in the AKA Constitution and Bylaws and the published Graduate MIP Manual. The Membership Chairman provides leadership in monitoring member status and trends, and recommends strategies for recruitment, retention, and reactivation. She shall facilitate the Chapter in developing, cultivating, communicating, and evaluating systems to maintain and support lifelong active membership.
O. Philacter
The Philacter shall guard the door of the Chapter’s meeting place and maintain order during the meetings. She will also validate that all who enter are affiliated with Alpha Kappa Alpha Sorority, Inc., as active or inactive members. She will document all who enter a meeting, and/or AKA only event.
SECTION 6. Nominating Committee
The Nominating Committee shall be elected according to the timeline of Officer Election, two members in the odd year and one in the even year. The Nominating Committee shall consist of three members. The Nominating Committee shall refer to the guidelines and procedures outlined in So You Want to Run for Office (Alpha Kappa Alpha Sorority, Incorporated® , International Nominating Committee (latest edition). The Nominating Committee will solicit commitments for officers to be elected, validate interested members’ qualifications for the positions sought; prepare a Slate for presentation in October, and the Ballot for vote in November.
SECTION 7. Officer Transition Period
Transition of one administration to the next shall be completed in a one-month period. This shall include orientation and transfer of chapter documents and records from out-going to newly elected officers.
SECTION 8. Filling Vacancies
A. In the case of the unexpired term of a Chapter Elected Officer, the Basileus in consultation with the Executive Committee shall appoint a soror to complete the unexpired term.
B. The Basileus shall by appointment fill vacancies for chairs of Standing and Ad Hoc committees.
ARTICLE V – FINANCES
SECTION 1. Fiscal Year
The fiscal year of the Boule’s shall be from January 1st to December 31st. (pg. 46 – Article VII –Section 2 of the Alpha Kappa Alpha Sorority, Incorporated® Constitution and Bylaws).
SECTION 2. Annual Dues
A. Annual dues of the organization shall be recommended by the Budget Committee with the approval of the Chapter. All dues (local and national) are due according the Alpha Kappa Alpha Sorority, Incorporated® Constitution and Bylaws. All chapter assessments are due as agreed upon by the Chapter and consistent with Corporate requirements for Active Membership Status.
B. A member of a graduate chapter who has been unfinancial for one year or more may reactivate by paying the designated fee (reinstatement fee, plus COIP if not previously paid [one-time assessment]). The fee may be paid through the chapter or to the Alpha Kappa Alpha Headquarters.
C. After dues of the current year have been paid, dues for the subsequent year may be paid on an installment basis
ARTICLE VI – MEETNGS
A. There shall be ten meetings annually. The Chapter shall not meet in the months of July and August.
B. Two meetings of the ten meetings (one in Spring and one in Fall) shall focus primarily upon Soror/Chapter Development through educational programs, issues identification, review and analysis, and sisterly relations.
C. Meetings shall be held on the fourth Saturday of each month. The specific time is agreed upon by the Chapter annually.
D. The Chapter shall observe Founders’ Day annually during the months of January, February, or March on a date that does not conflict with Regional Conferences.
E. The Chapter shall have two meetings annually with the undergraduate chapter. The main purpose of these meetings shall be socialization to promote fellowship and facilitate understanding among graduate and undergraduate sorors. Only business of joint interest, such as programs of civic and social importance, may be discussed and voted during these meetings. Such meetings shall be presided over alternately by the Basileus of each chapter and attended by the active members of the chapters.
F. Special meetings of any committees or the chapter may be called by the Basileus upon giving due notice and purpose of the meeting.
G. Quorum – Twenty-five (25) shall be the number of members present to constitute a quorum for chapter meetings.
H. Only financial members shall vote.
I. Chapter meetings are to be held in a manner that allows sorors to be in a room together for face-to-face discussion of chapter business. In the event of an emergency or special circumstance, a chapter meeting may be held electronically upon approval by the Regional Director.
J. The Executive Committee, Standing Committees, and Special Committees are authorized to meet by telephone conference or through other electronic communication media as long as the members may simultaneously hear each other and participate during meetings.