A T Z – E X E C U T I V E M A N U A L The Constitution of the Townshend Chapter of the Alpha Tau Zeta Fraternity REVI SED AUTUMN QUARTE R 2004 Section I. The name of this organization shall be the Townshend Chapter of Alpha Tau Zeta Fraternity. ARTICLE II OBJECTIVES Section I. This Chapter of the Alpha Tau Zeta Fraternity shall be conducted as a social fraternity for men interested in agriculture, natural sciences, and rural life. Section II. It shall be the object of this fraternity to raise the general standard of its members and to aid them in any worthy work in which they may be interested; not only in the university setting, but in the after life. One of the chief duties of the members of the fraternity shall be to censure all unworthy actions of the brothers and to commend all worthy deeds. ARTICLE III MEMBERSHIP Section I. This Chapter of the Alpha Tau Zeta Fraternity shall be composed of four classes of membership: I) Active 2) Affiliate 3) Alumni 4) New Member (Pledge). Section II. No candidate will be excluded from membership based on race, color, creed, religion, sexual orientation, national origin, age, handicap, or Vietnam-era veteran status. Section III. Each member must remain in reasonably good standing with the fraternity at all levels. This includes payment of dues, chapter and house rules, etc. Section IV. Any male student enrolled as a full or part time student or enrolled in an internship or co-op for university credit at this university, interested in agriculture, natural sciences, or rural life may be elected as a member to this fraternity Section V. “New Member” Membership A. To be eligible for this membership, a man must: 1. Be an enrolled student at this university, either half or full time 2. Achieve a grade point average that places him at least in the upper two-fifths (2/5) of his class in his college for either the term before being voted upon for active status or by his accumulative standing. 3. Not be a pledge or member of any other social fraternity, or have been through any part of the initiation of any other social fraternity. 4. Have the qualities of high scholarship, fine fellowship, sound character, and having a desire to serve 5. Signify his willingness to perform all of the duties that are required of him by the organization, providing that he is not required to violate his personal integrity with regard to political, moral, or religious beliefs. B. To obtain new member (or pledge) status, a man must receive an invitation for membership (bid) from the active chapter, that must pass by a eighty five percent (85%) approving vote. These votes must be taken by secret ballot. C. Any new member (or pledge) may be disaffiliated at any time with an 85% approving vote of the entire active chapter. Section VI “Active” Membership A. To be eligible for active membership, a man (new member or pledge) must: 1. Receive at least a 75% approving vote of the active members of the chapter if his grades place him in the top two-fifths, either by his cumulative average or by that specific quarter’s grades. 30 A T Z – E X E C U T I V E M A N U A L 2. Receive at least a 90% approving vote of the active members of the chapter if his grades place him below the upper two fifths, either by his cumulative average or that specific quarter’s grades. B. In voting for membership the qualities of high scholarship, fine fellowship, sound character, and having a desire to serve shall be considered. C. An active member may participate in all house activities and live in the chapter house. D. In order to remain active, a member must: 1. Maintain an average quarterly point hour ratio of a 2.5 or higher. If a member falls below a 2.5 for two consecutive quarters he will be deemed academically inactive by the active chapter. Inactive membership will be adhered to in Section VII, Part C. 2. Remain fiscally responsible to the chapter and keep current on house bills. Adherence to this will be policed by the chapter treasurer and/or the executive committee. E. Anyone missing quarterly new member election will be fined and declared inactive for the remainder of the quarter unless excused by a two-thirds vote of the active chapter. F. Initiation The formal initiation of a member shall be as prescribed in the Ritual of Alpha Tau Zeta Fraternity. The informal period of initiation shall be decided by the active chapter and approved by the Faculty Advisory Committee. Initiation shall affirm the ideals and standards of Alpha Tau Zeta Fraternity. G. Anti-hazing laws of said state and said institution must be followed by all members of the fraternity at all times. H. New Member Election Each active member must be present at the times when new members are voted upon for active membership. Those unable to attend must write an excuse to the secretary which must be approved by a majority of the active members present in order to be excused from the event. Each person found to be absent or having an invalid excuse is automatically inactive and must pay a fine established by the Vice President of Chapter Affairs. I. Maintain an average quarterly point hour ratio of a 2.5 or higher. If a member falls below a 2.5 for two consecutive quarters he will be deemed academically inactive by the active chapter. Inactive membership will be adhered to in Section VII, Part C. J. Any member who regains active status after having lost it for academic reasons will be considered to be on academic alert, thus they must maintain a quarterly grade point average of 2.5 for the two subsequent quarters to remain active. If an active member who is on academic alert falls below the given 2.5 grade point average, they will be moved inactive due to academic reasons. Active membership can be regained by completing the standards set forth in Section VII, part E of the constitution. K. An active member who fails to participate in two chapter approved activities within two successive quarters will be deemed inactive due to lack of participation in campus activities set forth by the fraternity. A chapter approved activity is an activity which meets the standards set forth below. Inactive membership will be adhered to as it is written in Section VII, part C of the constitution. Active status can be regained as written in Section VII, part F of the constitution. a. The organization is formally recognized by the University. b. The organization holds at least 5 functions each quarter. c. Part-time work of at least 8 hours per week d. Activities or organizations not registered with the University, can be deemed acceptable by the ATZ executive committee. Section VII. Inactive Membership A. Members that are away from the university area, or decide that they cannot perform the duties of an active member, are eligible for temporary inactive membership status and are exempt from dues and other responsibilities. The inactive membership must be obtained by a 2/3 vote of the active chapter. Inactive status may only be used for two consecutive quarters, unless the person writes a formal letter to the executive committee and the member’s active status can be regained with a 75 percent approving vote of the entire active chapter. B. In order to regain active membership after being moved inactive, the member must be present for a meeting of the chapter where they will hear his reasons and vote on reinstating his active membership. It must pass by a 2/3 affirmative vote. 31 A T Z – E X E C U T I V E M A N U A L C. Inactive members may not participate in official house activities, including, but not limited to, chapter meetings and elections, date parties and social functions, intramural sports, or represent that chapter on any council or board of an organization. Any violation of these is punishable by a fine and is to be brought up when the member tries to regain active status or when he is being considered for alumni status. Inactive members are not permitted to live in house more than one quarter while being inactive. This policy is to be policed by the Executive Committee. D. Any member who has lost their status as an active member due to academic reasons can regain active membership by completing all of the following in the subsequent academic quarter: a. Show academic success by completing the academic quarter as a full time student with a quarterly grade point average of 2.85 b. Pass with a two-thirds majority vote by the active chapter. E. Any member who remains inactive due to academic reasons for more than one academic quarter in which they were enrolled as a full-time student can regain active membership by completing all of the following: c. Show academic success by completing the academic quarter as a full-time student with a quarterly grade point average of 2.85. d. Pass with a 75% majority vote in the active chapter. e. Write a formal letter to the executive committee stating intentions for regaining active status in the chapter. F. Any member who has lost their status as an active member due to academic reasons can regain active membership by completing all of the following in a subsequent academic quarter: f. Show active participation in two campus activities. g. Pass with a 2/3 majority vote in the active chapter. h. Write a formal letter to the executive committee stating intentions for regaining active status in the chapter Section VIII. Withdrawal of Membership A: Any active member’s membership may be revoked by an 85% approval of withdrawal of membership vote by the active chapter. B. Any ex-student may have their membership revoked by an 85% approval of withdrawal of membership vote by the active chapter. Section IX. Alumnus Membership A. Any student member that graduates as an active member shall become an alumnus member provided that within two months after initiation he is requested by a representative of the Townshend Chapter Alumni Association to purchase Alumni Association membership by one of the following methods: 1. Payment of $150 before or during the fourth year of instruction or up to three months immediately following graduation. 2. Arrange with the active chapter treasurer to have a portion of the total placed on the quarterly bill and the amount outstanding, if any, paid within three months immediately following graduation. Should the payment due date not be met, an additional payment of $25 will be levied and Townshend Chapter Alumni Association Membership will be accordingly granted upon the completion of payment in full. 3. Payment in full of $150 within three months immediately following graduation. B. Any student member that graduates as an inactive member shall become an alumnus member by invitation of the Townshend Chapter Alumni Association. He must pay the $150 membership fee prior to acceptance of membership. C. Any student who does not graduate from the university may become an alumnus member as soon as three years have passed since his initiation and by invitation of the Townshend Chapter Alumni Association. He must pay the $150 membership fee prior to acceptance of membership. Section X. Affiliate Membership may be obtained provided that the man: A. Has been formally initiated into another chapter of Alpha Tau Zeta Fraternity. B. Gains an 85% approving vote of the current active chapter. C. Has not been at this university for more than one year. ARTICLE IV OFFICERS 32 A T Z – E X E C U T I V E M A N U A L Section I. The officers of this brotherhood shall consist of a President, Vice President of Chapter Affairs, Vice President of Finance, Vice President of Recruitment & Retention, Vice President of New Member Education, and Vice President of Communication. Section II. Qualifications A. In order to accept election to an officer position, the member must be an active member for the entirety of his term in office. B. Each person seeking officer must have at least a 2.5 grade point average or a greater average to be in accordance with the Office Student Activities C. All officers must reside in the chapter house. Anyone being elected to an office must move into the chapter facility within two weeks following elections if out of house. D. Any elected officer who does not comply with the fore said regulations will automatically be discharged from office and a new election held. Section III. Election of Officers A. Officers shall be elected at a time set forth and voted on by the chapter each year. A majority of those present shall be required. The elected officers shall be installed at the Monday night meeting immediately following initiation week Winter Quarter. The election date may be changed by a two-thirds vote of the active chapter. Chapter officers may be removed by a two-thirds vote of the active members for non- performance of duty. B. The order of election of officers shall be the following: 1. President, 2.Vice President of Chapter Affairs, 3. Vice President of Finance 4. Vice President of Recruitment & Retention, 5. Vice President of New Member Education, 6. Vice President of Communications C. Anyone missing the annual elections will be fined $25 and declared inactive for the remainder of the quarter unless excused by a two-thirds vote of the active chapter. Section IV. Duties of officers A. It shall be the duty of the President to: 1. Preside at all meetings of the Chapter 2. Preside on the Townshend and National Fraternity Boards 3. Direct the work of the Chapter strategically and quarterly with set goals and annual strategic planning 4. Preside as an ex-offico member on all committees, with exception to the to Recruitment Committee as a voting member 4. Represent the Chapter on the Interfraternity Council 5. Act as the official head of the chapter 6. Design and organize the officer retreats and proper transition period for newly elected officers B. It shall be the duty of Vice President of Chapter Affairs to: 1. Preside as the head of the fraternity in the absence of the President. 2. Criticize the actions of the individual members with proper fines (See house rules and fines attached in by-laws) 3. Update By-Laws Articles II through V on an annual basis 3. Preside over Scholarship, Service and Philanthropy, Ritual/Chaplin, Athletics Chairman, and the CFAES Student Council Delegate conducting weekly meetings, and filing committee reports on a quarterly and annual basis 4. Keep order in Chapter meetings 5. Hold Executive meetings prior to weekly chapter meetings to discuss chapter business 5. Preside at all executive meetings C. It shall be the duty of the Vice President of Finance to: 1. Oversee the purchase and payment of all provisions 2. Pay all bills received by the chapter as instructed by the chapter 3. Collect room and board; collect fines giving receipts for the same 4. Pay house rent to the treasurer of the Townshend Alumni Board, from September through and including June 5. Have charge of the house in the summer in conjunction with the Summer House Manager 6. Keep a record of all receipts and expenditures in a manner suitable to the chapter 7. Pay all dues to the National Fraternity and Townshend Alumni 8. Transact all duties in a business like manner and in a way that will insure least expense to the chapter 9. Prepare the annual budget along with tracking of actual expenses 10. Must appoint an assistant treasurer by the second week of each quarter to help with financial record keeping 11. File a quarterly report to the National Fraternity and Townshend Alumni 12. Preside over Assistant Treasurer, Steward, House Chairman, Fundraising Chairman conducting meeting weekly and filing committee reports on a quarterly and annual basis D. It shall be the duties of the Vice President of Recruitment & Retention to: 1. Compile a list of all incoming male freshman from the Office of Greek Life and respective college offices 33 A T Z – E X E C U T I V E M A N U A L 2. Coordinate summer mailings to the incoming freshman congratulating them and informing them about our fraternity 3. Coordinate summer recruitment activities with actives and alumni 4. Plan all recruitment events for each term 5. Turn in new pledge roster and other pertinent documents to the Office of Greek Life 6. Have lists of all Potential New Members for the active chapter 7. Follow all guidelines set forth for recruitment by IFC 8. Oversee and Chair chapter recruitment committee conducting weekly meetings and filing committee reports on a quarterly and annual basis 9. Serve or appoint a representative from the recruitment committee to all IFC Recruitment Committee meetings 10. Hold at least one retention event for active members per quarter E. It shall be the duties of the Vice President of New Member Education to: 1. Have weekly meetings with the new members 2. Quiz them on the history, founding principles, and interests of the chapter and the national organization 3. Ensure these men are continuing high scholastic endeavors 4. Ensure these men are learning all aspects of the operations of the chapter 5. Coordinate all initiation procedures 6. Promote unity throughout the initiation ceremonies 7. Suggest changes to the active chapter 8. Follow all North – American Interfraternity Conference, university, and legal guidelines concerning initiation 9. Make a follow up on the effectiveness of initiation 10. Designate new member education meetings no latter than 4th week of quarter 11. Utilize alumni members to aid in the new member education process 12. Coordinate activities and maintain contact with Big Brothers and Little Brothers 13. Preside over Assistant Vice President New Member Education, Initiation Chairman conducting weekly meetings and filing committee reports on a quarterly and annual basis F. It shall be the duty of the Vice President of Communications to: 1. Record the minutes of all meetings along with attendance at events and report them in a detailed and expedited format through electronic mail by Tuesday of each week 2. Record and archive historical moments and documents of the fraternity 3. Attend to all correspondences in a timely manner (Alumni donations and Greek Community) 4. Forward a list of the initiates to the Townshend and National Fraternity Boards for membership recognition along with proper roster requirements 5. Report all chapter accomplishments to the National Board of Trustees 6. Keep a copy of the constitution and update it as the chapter amends it 7. Preside over the Social, Historian, Public Relations, and Technology Chairman conducting weekly meetings and filing committee reports on a quarterly and annual basis ARTICLE V Chairmen Section I. The standing chairman of the fraternity shall be as follows: House Manager, Social, Public Relations, Alumni, Community/Philanthropic, Athletic, Scholarship, Steward, Historian, Technology, Fundraiser, and Ritual/Chaplin. Section II. The duties and responsibilities of each committee shall be as follows: A. It shall be the duties of the House Chairman to: 1. Work with the Alumni Facilities Chairman 2. Fix, or have plans to fix, all items in disrepair in the facility 3. Coordinate chapter work weekends 4. Maintain smoke alarms and other code items 5. Coordinate inspection by city housing board where applicable 6. Plan and distribute house jobs assigned to members each quarter 7. Check to see if jobs are properly completed reporting to House Director and V.P. of Finances 8. Posting of current roster by each phone 9. Inspect chapter facility weekly for any needed repairs B. It shall be the duties of the Social Chairman to: 1. Plan all social activities for the chapter 2. Follow all alcohol policies set forth by the university and or IFC 3. Coordinate election of a chapter sweetheart 4. Ensure that each social event is held so that to uphold the integrity of the chapter and the national organization C. It shall be the duties of the Public Relations Chairman to: 1. Coordinate a parent’s day for the chapter 34 A T Z – E X E C U T I V E M A N U A L 2. Ensure that alumni of the chapter, faculty and staff of the university and other friends of the chapter are invited to the chapter for activities 3. Coordinate a Holiday dinner with the Steward(s) 4. Send Christmas cards to alumni and sororities 5. Ensure the design of recruitment materials with the V.P. of Recruitment & Retention 6. Promote the chapter to the best of his ability. D. It shall be the duties of the Alumni Relations Chairman (two chairs) to: 1. Sit on the Recruitment Committee 2. Inform the chapter of alumni activities 3. Act as the editors of the alumni newsletter, with one member of their alumni association, if applicable 4. Inform the alumni editor of the newsletter of all newly initiated members and their home address 5. Ensure payment of life time alumni dues to the alumni association 6. Maintain contact with alumni and invite them to the chapter as necessary 7. Send quarterly recognition to all sororities’ staff and affiliated staff of the Office of Student Affairs E. It shall be the duties of the Community/Philanthropy Chairman to: 1. Coordinate all philanthropy activities of the chapter 2. Coordinate all service projects of the chapter 3. Attend all IFC philanthropy and service activity meetings 4. Register and report such events to IFC and the Office of Greek Life F. It shall be the duties of the Athletics Chairman to: 1. Encourage members to participate in university intramural teams 2. Follow university recreation and sport guide lines regarding team play 3. Coordinate all chapter athletic events 4. Promote the chapter through athletic events in coordination with the V.P. of Recruitment & Retention G. It shall be the duties of the Scholarship Chairman 1. Maintain a book containing examples of scholarship applications that are offered through the university 2. Encourage scholastic achievement throughout the membership 3. Gather current copies of scholarship applications and encourage members to apply 4. Maintain an example resumes and scholarship applications file 5. Use a database driven system to record classes of actives and grades earned 6. Maintain relations with Alumni on chapter scholarships H. It shall be the duties of the Steward Chairman to: 1. Work closely with outlets in order to purchase all food and supplies for the fraternity 2. Work closely with the House Director and chef in order to plan meals and other special events if applicable to the chapter 3. Secure and discharge kitchen help when necessary 4. Establish a sign-in and sign-out schedule for the greatest efficiency in operation of the kitchen 5. Transact all duties in a business-like manner and in a way that will insure least expense to the members of the chapter 6. Be in charge of open kitchen 7. Submit kitchen fines, mark up charges, and serving credit information to the V.P. of Finance on time for quarterly bills 8. Shall stipulate the number of serving credits needed for out of house and in house actives by the second week of the quarter I. It shall be the duties of the Historian Chairman 1. Report the status of each member, from pledge to active to alumni, to the editor of the alumni new letter 2. Maintain a family tree for the chapter 3. Keep a pictorial history of the activities of the chapter 4. Keep all plaques that are displayed in the chapter house current 5. Distribute annual DVD or CD of pictures to active members J. It shall be the duties of the Technology Chairman 1. Maintain computers owned by ATZ fraternity 2. Maintain and repair as needed printers and other technology equipment of the fraternity K. It shall be the duties of the Fundraiser Chairman 1. Organize quarterly woodcuts for active chapter 2. Maintain database of customers for future sales 3. Organize other fundraisers as needed L. It shall be the duties of the Ritual/Chaplin Chairman 1. Educate chapter members about spiritual and moral values of the fraternity using the four pillars emphasizing character 2. Provide invocation at chapter formal dinner and other prayers and invocations as necessary 3. Develop a Minimum Standards and Expectations of moral and ethical activity 4. Safeguard all materials used in ritual settings of the fraternity 35 A T Z – E X E C U T I V E M A N U A L Section III. The chairmen of the standing committees shall be selected by the newly elected officers at the first executive meeting following elections. These chairmen must be approved by the active chapter. These positions are for a one year term. The active chapter will appoint an assistant for the Vice President of Recruitment and Retention and Vice President of New Member Education each quarter. Section IV. The Executive Committee may set up special committees as needed and appoint, with the approval of the active chapter, chairmen for these committees. These chairmen shall sit on the Executive Committee only as long as their committee is needed. Section V. Actives and new members shall be appointed to the various committees by the President with the approval of the committee and the active chapter. Section VI. Standing committees and special committee chairmen are free to step down from their positions at any time. The Executive Committee shall select their replacement with the approval of the active chapter. Section VII. The chairmen of the standing committees and special committees may be removed by the Executive Committee with the approval of the active chapter. Any person elected to any of these positions must maintain at least a 2.5 grade point average, or they shall be removed from office. These chairmen may be removed by the active chapter without the approval of the Executive Committee by a two-thirds vote of the active chapter. ARTICLE VI MEETINGS Section I. The Chapter shall meet regularly once each week. The meetings shall be held on Monday nights at the chapter facility. Meeting nights may be changed by a two- thirds vote of the active chapter. Section II. Special meetings may be called at any time by the President. They may also be called at any time by the Vice President of Recruitment in order to pass bids on perspective members. Section III. Meetings shall be conducted according to Stewart’s revised Robert’s Rules of Order unless the same is at variance to the Constitution or By-laws of the chapter. Section IV. The Executive Committee shall meet at least once each week. Section V. Each active member will be allowed one study cut per quarter. Section VI. A quorum shall be defined as fifty percent of the membership plus one. Section VII. Each member must be present for their vote to count on any occasion unless approved by the President and approved by the active chapter. ARTICLE VII ADVISORY COMMITTEE Section I. The chapter shall select three individuals, one of which must be faculty of the University, who shall offer advice, comment, and criticism to the Chapter in order to further the goals of Alpha Tau Zeta. One of these individuals must be an alumnus of this chapter. One person can meet the two strict stipulations. All advisors must be members of Alpha Tau Zeta in some way. ARTICLE VIII PUBLICATIONS Section I. A minimum of six copies of the Ritual of the Fraternity of Alpha Tau Zeta published in booklets shall be kept under lock and key in the hands of the secretary of the chapter. These shall be kept under lock and key, except at Chapter meetings, and when necessary to use them in preparation for initiations. The retiring secretary shall in his report state to whom he entrusted the copies of the Ritual. ARTICLE IX FINANCES Section I. Each active member shall pay to the National Treasurer, through the Chapter Treasurer, the national initiation fee and national dues. Section II. Each active member shall pay the chapter Treasurer local dues and any other dues as stipulated in the budget, or go on financial probation. Financial probation is defined as not participating in any chapter function that would increase the delinquent member’s bill any more than needed, no matter how menial. Active members that are on financial probation for two consecutive quarters will have their active membership brought up at the first chapter meeting of the following quarter. 36 A T Z – E X E C U T I V E M A N U A L Section III. Each member must pay all bills owed to the chapter before graduation. Section IV. The members on financial probation are not in good standing with the chapter until all debts are paid. Nonpayment of debts also makes them ineligible to become members of the alumni association. Section V. The treasurer must submit all records for an audit, by either the alumni association, the national organization, a university operated student organization office, or an independent auditor. ARTICLE X ALCOHOL POLICY Section I. The chapter will abide by the alcohol policy set forth for all student organizations of the university and/or in conjunction with the alcohol policy for the Greek community at the university, as well as any and all stipulations for alcohol in the Alpha Tau Zeta National Constitution. Section II. The chapter will abide by the alcohol policy set forth by the national organization. Section III. Alcohol is prohibited in the chapter house. Infraction of the policy by individuals will result in a fine to that member by the Vice President of Chapter Affairs and their active status may be brought up before the chapter. Infraction of this policy by the chapter will result in suspension of the chapter by the national organization. ARTICLE XI CHAPTER SWEETHEART Section I. Each year the chapter shall select a new sweetheart. Section II. Nominations shall be at the end of the term before the formal date party or at a function deemed appropriate by the active chapter in order for the sweetheart to be recognized. Section III. Election of the sweetheart shall be at the first meeting of the following term. Section IV. Election shall be by closed ballot and only the President and Secretary shall know the winner. The winner must receive a fifty percent plus one vote of the active chapter. Section V. It shall be up to the discretion of the President and Secretary to crown the sweetheart before the formal. If the lady will not be in attendance, she should be crowned prior to the event and invited to ask a date, if so needed. ARTICLE X REVISION Section I. This Constitution may be revised or amended by a two-thirds vote of the active members, provided the proposed revision or amendment has been submitted to the chapter at least two weeks before voting. The chapter must also abide by Article VII, Section IX, of the National Constitution which deals with amending this constitution and states: --“Any chapter constitution and any amendment thereto shall be in a form approved by the National Board of Trustees. Constitutions shall be reviewed by the National Board of Trustees every second year following the chartering of the chapter. Amendments must be presented to the National Board of Trustees at least 90 days prior to implementation by the chapter. Each chapter shall be incorporated as a non profit corporation under the state codes of its status, and qualified as a chapter 501 3C (7) organization under the Internal Revenue Service Code.” 37
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