Constitution
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
Constitution OF THE
SIGMA PSI CHAPTER OF THE
ALPHA EPSILON PI FRATERNITY Drafted by Josh Maine, Founding Father ON THE 1st OF DECEMBER 2010 LAST AMENDED: 11th OF DECEMBER 2011
PREAMBLE To foster and promote brotherly love, to inaugurate a spirit of cooperation and helpfulness, to create better understanding among brothers, to encourage vigorous participation in university, college and general activities in our community, to the mutual advantage of all concerned, the Sigma Psi Chapter of the Alpha Epsilon Pi Fraternity is solemnly dedicated.
ARTICLE I SECTION 1. This chapter shall be known as the Sigma Psi Chapter of the Alpha Epsilon Pi Fraternity.
ARTICLE II SECTION 1. Any male student in regular attendance at Sonoma State University, pursuing a course leading to a degree or its equivalent, and who is eligible, as provided in the Supreme Constitution, may be elected to brotherhood in this chapter. SECTION 2. A prospective pledge may receive a bid to pledge by a majority vote of the chapter. SECTION 3. Page 1 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
A pledge can be elected as a neophyte by secret individual ballot of the members of the chapter; each chapter determining for itself whether such election shall by an unanimous vote of the members or with negative votes not exceeding eight (8) votes or twenty percent (20%) of its membership, whichever is greater. SECTION 4. A neophyte shall be defined as a pledge who has completed all necessary duties as required by the pledge program. The neophyte process will begin no less than one (1) and no more than eight (8) weeks prior to their initiation. He shall be subject to the same rules of removal as a brother of the chapter. SECTION 5. Brothers will retain their pledge pins unless they choose to pass it on to their little or otherwise specified. Any Replacements of pins and ritual gear is personal responsibility. SECTION 6. Active members in good standing of this chapter shall be the brothers who have been duly elected into the chapter, who are registered and in regular attendance of Sonoma State University or a local college without an Alpha Epsilon Pi chapter, is on a college or university approved leave of absence, has not been suspended or expelled from any Alpha Epsilon Pi chapter, is considered active on the national roster, and has paid all dues collected by the chapter or is up to date on his payment plan.
ARTICLE III SECTION 1. Nomination of officers shall be held once a year at a regular meeting of the fall academic semester, as deemed appropriate by the Master. SECTION 2. All brothers must meet prerequisites for the positions they intend to run for, as specified in Article V. All brothers must be knowlegable with the responsibilities of their intended positions. SECTION 3. Eligibility and nominations will be scrutinized by the Executive Board after nominations, but before elections. Ineligible nominated brothers will be notified of their ineligibility prior to elections. SECTION 4. Election of officers shall be held at the next regular meeting following the nominations, with the Brother Master coordinating the election process with the assistance of the Lieutenant-Master if deemed necessary. A majority of votes are required to decide an election. If a majority is not met, a re-vote will be cast in accordance to instant-runoff voting. Voting shall be only by closed ballot. SECTION 5. Page 2 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
The Executive Board will determine the most method by which Points of Information will be exercised during an election, prior to an election. SECTION 6. Officers shall be installed during the final meeting of the fall academic semester. The meeting at which officers are installed shall be conducted in full conformity with the rituals of the fraternity.
ARTICLE IV SECTION 1. Subject to the exception provided in the below Section 2, in the event of an office becoming vacant for any reason, a special election shall be held to fill that office, nominations occurring at the next meeting following the vacancy, and elections and installations occurring at the following meeting. SECTION 2. Notwithstanding the above, if two-thirds (2/3) of the entire Executive Board concurs, then a vacant office may be filled by appointment to that office, for the remainder of its term, of any active brother in good standing in the chapter; except that if the office vacated is that of Master, then only the Lieutenant Master may be appointed Master. Any brother appointed to a vacant office shall be installed immediately following appointment. The meeting for initiation shall be a ritual ceremony. SECTION 3. For any office in which a vacancy occurs, other than the office of Master, the duties of the vacant office shall be performed by the other officers or any combination of them at the discretion of the Master until the office is filled by special election as provided in the above Section 1, or by appointment as provided for in the above Section 2. In the event of a vacancy in the office of Master, the Lieutenant Master shall assume the duties of the Master until the office is filled by special election as provided in the above Section 1, or by appointment as provided for in the above Section 2. SECTION 4. Any officer of the chapter may be removed from office by a two-thirds (2/3) vote of all the active brothers in good standing in the chapter.
ARTICLE V SECTION 1. The officers of this chapter shall be Master, Lieutenant Master, Scribe, Exchequer, Brother at Large, Rush Chairman, Pledge Master, House Master, and Sentinel. SECTION 2. The terms of officers shall be one year. Elections will be held at end of fall semester. SECTION 3. Only active brothers in good standing, who have been active at least one (1) semester prior to an election are eligible to run for office as defined from the date of initiation of their class. No Page 3 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
brother shall be eligible for election to an office if he has been suspended for any reason or if he is not in good standing. SECTION 4. (Master AKA President) The Master must be a Sonoma State University student for the entirety of his term; this will also include the semester in which elections are held. He must be of at least Junior standing at the university. He shall also have served one full and complete term on the Executive Board prior to installation. The duties of the Master are: 1. He shall be the chief executive officer of the chapter. 2. He shall be the presiding officer at all meetings. 3. He shall have such powers and duties as are usually delegated to a presiding officer under parliamentary procedure. 4. He may call a special meeting of the chapter at his discretion. 5. He shall be chairman of the Executive Board and be an ex officio member of all committees. 6. He shall be the delegate to the Supreme Council of Alpha Epsilon Pi and shall act as chairman of the delegations to the international conventions and regional conclaves. 7. He shall also have any enumerated powers not stated here in this constitution I. Any policy made by the master can be nullified by of the Executive Board SECTION 5. (Lieutenant Master AKA Vice President) The Lieutenant Master must have been a brother of the chapter for at least one (1) year prior to the scheduled date of installation, and he must be of at least Junior standing at the university. The Lieutenant Master must have held a minor or Executive Board position for at least one (1) semester prior to installation. The duties of the Lieutenant Master are: 1. He shall be the chief operations officer (COO) of the chapter. 2. He shall assist the master in the conduct of the chapter’s business. 3. He shall perform all functions and duties of the Master in the event of the absence or incapacity of the Master. 4. He shall have the power, with the approval of the Executive Board, to appoint all committee chairmen except those that are elected under this Constitution. 5. He shall have the power to approve appointments of committee members made by appointed committee chairmen. 6. He shall have the power to create and disband committees with consent of the Executive Board. 7. He shall directly supervise all appointed committee chairmen and their committee and shall have the power, with the consent of the Master, to remove said chairmen. 8. He shall be an ex officio member of all committees chaired by appointed chairmen. 9. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval prior to the beginning of each semester. SECTION 6. (Scribe AKA “Scribbles” AKA Secretary) The Scribe must have been a member of the chapter for at least one year prior to the date of his election. The duties of the Scribe are: 1. He shall record and keep accurate minutes of all meetings of the chapter and Executive Board. 2. He shall keep and file all committee reports. 3. He shall be the custodian of fraternity stationary, seals, and official communications. Page 4 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
4. He shall conduct the correspondence of the chapter and shall report the same at meetings of the chapter. 5. He shall keep an accurate roster of all brothers in the chapter and of all pertinent information relating thereto. 6. He shall disseminate all important chapter information and, if applicable, minutes of the chapter and Executive Board meetings to all active brothers in good standing. 7. He shall perform all duties assigned to him by the Master. SECTION 7. (Exchequer AKA Treasurer) The Exchequer must have been a member of the chapter for at least one year prior to the date of his election. The duties of the Exchequer are: 1. He shall be the chief financial officer (CFO) of the chapter. 2. He shall receive all accounts payable to the chapter and shall make payments for the chapter on vouchers approved by the Master. 3. He shall be responsible for all funds of the chapter. 4. He shall be custodian of all fraternity badges and pledge pins. 5. He shall submit a statement of receipts and disbursements at every meeting, of assets and liabilities each month and a final report before retiring from office. 6. He shall make entries in proper books of accounts of all funds received and paid out. 7. He shall prepare a chapter budget to be approved by the Executive Board by the first meeting of each semester. 8. He shall repay all debts to brothers within a time period of seven (7) business days 9. He shall have the power in create deadlines and payment plans for chapter dues. 10. He shall perform all duties assigned to him by the Master. SECTION 8. (Brother At Large) He must be a brother of this chapter for at least one full semester prior to elections. The duties of the Brother at Large are: 1. He shall represent the chapter on matters before the Executive Board and shall serve as liaison between the chapter and executive board. 2. He shall act to promote good brotherhood and act as the moral center of the chapter. 3. He shall act to minimize conflict among brothers in the chapter. 4. He shall act as an ex officio member of all committees. 5. He shall be the chairman of the brotherhood commitee 6. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval by the first meeting of each semester. 7. He shall be a voting member on the rush committee. 8. He shall appoint a position of the week and brother of the week for all those brothers who helped in enhancing the brotherly experience in the chapter. 9. He shall be the chief investigative officer in a Judicial Board hearing, or shall appoint an investigative chair, with the approval of the Executive Board, to deal with all investigations prior to a Judicial Board hearing. 10. He shall perform all duties assigned to him by the Master. SECTION 9. (Rush Chairman) The Rush Chairman must be a Sonoma State University student for the entirety of his term. Must be elected into office. The duties of the Rush Chairman are: Page 5 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
1. He shall be the chief recruiting officer of the chapter. 2. He shall be responsible for ensuring that the chapter recruits strong numbers of pledges of the highest quality, in conformity with the policies and mission of the fraternity. 3. He shall be responsible for planning, coordinating, and executing the chapter’s rush program. 4. He shall serve as chairman of the Rush committee. 5. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval prior to the beginning of each semester. 6. He shall perform all duties assigned to him by the Master. SECTION 10. (Pledge Master) Shall be appointed by Lieutenant Master and approved by Executive Board. He shall not hold any other Executive Board position. The duties of the Pledge Master are: 1. He shall be responsible for educating, training, and supervising the chapter’s pledges and shall take care that they learn to become outstanding brothers. 2. He shall be responsible for planning, coordinating, and educating the chapter’s pledges. 3. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval prior to the beginning of each semester. 4. He shall perform all duties assigned to him by the Master. SECTION 11. (House Manager) The house manager shall live in the house. The duties of the House Manager are: 1. The house manager shall be in charge of all matters relating to the maintenance and upkeep of the chapter house. 2. The executive board shall approve his actions, with reference to the salaries and hiring and firing of employees relating to the house maintenance. 3. He shall take inventory of all chapter and housing property at the beginning and the end of his term of office and file with all of the officers of the executive board. 4. He shall prepare and submit a report of his activities and recommendations at every regular chapter meeting. 5. He shall perform all duties assigned to him by the master. SECTION 12. (Sentinel) He must be of at least sophomore standing at the university. The duties of the Sentinel are: 1. He shall be the guardian of the fraternity ritual. 2. He shall be the custodian of the Bible, Cofa, gowns, gavel, candles, and all other ritual paraphernalia of the chapter. 3. He shall be the guardian of the entrance at all chapter meetings. 4. He shall serve as sergeant at arms at all chapter meeting and ritual ceremonies and shall assist the Master in maintaining decorum. 5. He shall perform the duties of the parliamentarian for matters relating to parliamentary procedure, and familiarize himself with the rules of parliamentary procedure for this purpose. 6. He shall preside over the judicial board. 7. He shall be designated the risk manager of the chapter and shall be responsible to educate the chapter on a semester basis on risk management policy in accordance with FIPG Inc policy and maintain an active risk management program. 8. He shall monitor risk management in the chapter and report violations to the Master and Executive Board. Page 6 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
9. He has the power to appoint and oversee a risk management committee, with the approval of the Executive Board, and may act as an ex officio member of that committee. 10. He shall perform all duties assigned to him by the Master.
Article VI SECTION 1. The executive officers of the chapter in descending order of rank are Master, Lieutenant Master, Scribe, Exchequer, Brother at Large, Rush Chairman, Pledge Master, and Sentinel. The executive officers shall comprise the chapter’s Executive Board. SECTION 2. All executive officers shall be eligible to vote in Executive Board meetings, with each vote being of equal value. SECTION 3. The duties and powers of the Executive Board are: 1. It shall consider all matters of importance to the chapter. Records of all matters so considered shall be kept and filed by the Scribe. 2. The Master or a majority of the Executive Board shall hold meetings of the Executive Board prior to the regular meeting of the chapter, and whenever deemed necessary. Minutes of all meetings shall be kept and filed by the Scribe. 3. A simple majority of the Executive Board is necessary to pass any course of action before it. The Executive Board shall not have the power to decide any matter unless a simple majority of its members are present at its meeting. 4. Decisions of the Executive Board may be overturned at a chapter meeting by two-thirds (2/3) vote of brothers present and voting. 5. The Executive Board shall approve the chapter budget submitted by the Exchequer. 6. The Executive Board shall consider all matters pertaining to discipline and suspension of brothers in the chapter, and shall have the power to suspend and otherwise discipline any brother in the chapter. 7. The Executive Board shall investigate non-attendance and tardiness to meetings and ritual ceremonies, non-payment of obligations due and payable, and any other violations. 8. The Executive Board may assess fines and other penalties for violations of this Constitution or chapter rules and regulations. 9. The Executive Board shall act as a court of justice in adjudicating difficulties among brothers. 10. The Executive Board may decide by simple majority vote to close any of its meetings to brothers who are not officers of the chapter. No material shared or discussed in a closed meeting may be discussed or shared outside Brothers who are not officers of the chapter may attend Executive Board meetings, but such brothers may not take part in discussion unless invited to do so and under no circumstances shall have voting power. 11. The Executive Board act as a court of appeals for all judicial board decisions and in doing so may overturn any decisions with a two-thirds (2/3) vote of the Executive Board.
Article VII Page 7 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
A. Rush Committee SECTION 1. The rush committee shall consist of the Rush Chairman (as chair), Master, Brother at Large, and an even number of additional brother appointed by the Rush Chairman and approved by the Executive Board. SECTION 2. The duties of the Rush Committee are to plan and execute the chapter’s rush program, and to ensure that the chapter recruits strong numbers of pledges of the highest quality, in conformity with policies and mission of the fraternity. B. Appointed Committee Chairmanships SECTION 1. The Lieutenant Master with the approval of the Executive Board shall appoint all chairmen, except those who are elected as provided for in this Constitution. SECTION 2. Each appointed chairman shall prepare, no later than the first meeting of each academic semester a detailed schedule of functions for that semester, submit that schedule to the Executive Board, and obtain its approval before commencing those functions. Each chairman shall prepare regular reports to be presented at chapter meetings, and if requested to do so, at Executive Board meetings. SECTION 3. The Rush Chairman may appoint, with the approval of the Lieutenant Master, a reasonable number of brothers as members of his committee. Appointment of committee members and regular committee meetings is to be encouraged, but not required. SECTION 4. There shall be, at minimum 6, the following chairmanships: 1. The Social Chairman shall be responsible for planning and executing social programming. 2. The Academic Chairman shall be responsible for promoting scholastic excellence among the brothers of the chapter. 3. The Jewish Identity Chairman shall be responsible for enhancing Jewish identity in the chapter and the Jewish community at large. 4. The Philanthropy Chairman shall be responsible for planning and executing philanthropy programming. 5. The Alumni Chairman shall be responsible for maintaining contact with the chapter’s alumni, and for planning and executing alumni programming. 6. The Athletics Chairman shall be responsible for planning and executing athletic programming, including intramural and Inter-Fraternity Council (IFC) competitions. 7. The Historian shall be responsible for coordinating with the Scribe and archiving the chapter’s history, including chapter literature and other records. The Scribe is the chair of this committee, unless otherwise deemed necessary by the Executive Board. 8. The Brotherhood Event Chairman shall be responsible for planning and executing brotherhood programming. The Brother at Large shall be the chair of this committee. Page 8 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
SECTION 5. The Lieutenant Master may, at his discretion and with approval of the Master, create or eliminate other standing or ad hoc chairmanships. The status of the chairmanships shall be made known to the chapter. SECTION 6. A non-elected chairman is subject to removal from his position by decision of the Lieutenant Master with the consent of the Master. A new chairman must be appointed within two weeks of removal of the prior chair.
Article VIII SECTION 1. The chapter shall hold regular weekly meetings during the school terms, except when conditions prevent it. SECTION 2. (Order of Business) The order of business at all regular meetings shall be as follows: 1. Ritual Opening and Call To Order 2. Roll Call 3. Reading and Approval of Last Meeting’s Minutes 4. Communications 5. Officer’s Reports 6. Committee Chairman Reports 7. Unfinished Business and General Orders 8. New Business 9. Adjournment of Business Portion of Meeting 10. Elections or Installations (if necessary) 11. Announcements 12. “Good and Welfare” 13. Adjournment The order of business may be changed at the discretion of the Master. SECTION 3. A quorum for chapter business shall be fifty percent plus one (50%+1) of active brothers in good standing. SECTION 4. The Master may call special meetings after notification of active brothers in good standing. SECTION 5. A special meeting must be called by the Master, if he is presented with a petition, signed by twenty percent (20%) of brothers in good standing, requesting such meeting and settling forth the reasons therefore. SECTION 6. Every active brother in good standing shall be in prompt attendance at every regular and special Page 9 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
meeting of the chapter and at all ritual ceremonies. Fines will be the penalty for unexcused absence, at the discretion of the Exchequer. SECTION 7. There will be a minimum of five (5) ritual meetings per semester. This includes but is not limited to: the first and last meetings of each semester, pledge inductions, initiations, and position inductions.
Article IX SECTION 1. The chapter shall determine brotherhood dues and any chapter pledge and initiation fees. SECTION 2. All Executive Board members must maintain their financial obligations at all times. Failure to do so will result in immediate termination from office. SECTION 3. All brothers have three weeks from the beginning of the semester, to sign a payment plan with the Exchequer or pay dues in full.
Article X SECTION 1. The Executive Board shall have the right to suspend a brother by a majority vote. SECTION 2. The Executive Board may set the period of suspension. At any time the suspended brother has remedied the causes of his suspension or that he has been sufficiently punished, the suspension may be lifted. SECTION 3. Suspended brothers are deprived of their right to attend any chapter function or vote at any meeting. SECTION 4. Disciplinary charges may be brought against any brother for any conduct which is inimical to the chapter, or which violates this Constitution or for any other charge the Executive Board may consider. Such charges will be made in writing. SECTION 5. The brothers against whom disciplinary charges are brought shall be duly notified of the time and place of their hearing before the executive board. SECTION 6. A brother who is no longer on the national’s active roster must be voted into the chapter by a two-thirds (2/3) vote of the chapter. Page 10 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
SECTION 7. A brother may be recommended to the Supreme Board of Governors for expulsion from the fraternity, pursuant to applicable procedures specified in Article XI of the Supreme Constitution, by a vote of two-thirds (2/3) of active brothers in good standing of the chapter. SECTION 8. Violation of the Fraternity Oath or fraternity rituals or conduct hostile to the interests of the chapter or fraternity as a whole shall be grounds for recommendation of expulsion.
Article XI SECTION 1. No voting by proxy shall be allowed at any regular or special meeting of the chapter, nor by executive officers at meeting of the Executive Board. SECTION 2. Robert’s Rules of Order shall provide a standard for the governance of meetings. SECTION 3. Any article of section of this Constitution may be temporarily set aside by a two-thirds (2/3) vote of the chapter, provided such action will not have the effect of creating fundamental change. SECTION 4. (Amendments) Amendments to this Constitution must be submitted in writing, signed by at least two (2) active brothers in good standing, and presented and read at a meeting of the chapter. The sponsors of the proposed amendment should be willing to change its wording to whatever extent necessary in order to facilitate future Constitutional interpretation and to better effectuate its intent. The proposed amendment, worded properly, shall be voted upon at the next available meeting by a two-thirds (2/3) vote of brothers present.
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Constitution OF THE
SIGMA PSI CHAPTER OF THE
ALPHA EPSILON PI FRATERNITY Drafted by Josh Maine, Founding Father ON THE 1st OF DECEMBER 2010 LAST AMENDED: 11th OF DECEMBER 2011
PREAMBLE To foster and promote brotherly love, to inaugurate a spirit of cooperation and helpfulness, to create better understanding among brothers, to encourage vigorous participation in university, college and general activities in our community, to the mutual advantage of all concerned, the Sigma Psi Chapter of the Alpha Epsilon Pi Fraternity is solemnly dedicated.
ARTICLE I SECTION 1. This chapter shall be known as the Sigma Psi Chapter of the Alpha Epsilon Pi Fraternity.
ARTICLE II SECTION 1. Any male student in regular attendance at Sonoma State University, pursuing a course leading to a degree or its equivalent, and who is eligible, as provided in the Supreme Constitution, may be elected to brotherhood in this chapter. SECTION 2. A prospective pledge may receive a bid to pledge by a majority vote of the chapter. SECTION 3. Page 1 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
A pledge can be elected as a neophyte by secret individual ballot of the members of the chapter; each chapter determining for itself whether such election shall by an unanimous vote of the members or with negative votes not exceeding eight (8) votes or twenty percent (20%) of its membership, whichever is greater. SECTION 4. A neophyte shall be defined as a pledge who has completed all necessary duties as required by the pledge program. The neophyte process will begin no less than one (1) and no more than eight (8) weeks prior to their initiation. He shall be subject to the same rules of removal as a brother of the chapter. SECTION 5. Brothers will retain their pledge pins unless they choose to pass it on to their little or otherwise specified. Any Replacements of pins and ritual gear is personal responsibility. SECTION 6. Active members in good standing of this chapter shall be the brothers who have been duly elected into the chapter, who are registered and in regular attendance of Sonoma State University or a local college without an Alpha Epsilon Pi chapter, is on a college or university approved leave of absence, has not been suspended or expelled from any Alpha Epsilon Pi chapter, is considered active on the national roster, and has paid all dues collected by the chapter or is up to date on his payment plan.
ARTICLE III SECTION 1. Nomination of officers shall be held once a year at a regular meeting of the fall academic semester, as deemed appropriate by the Master. SECTION 2. All brothers must meet prerequisites for the positions they intend to run for, as specified in Article V. All brothers must be knowlegable with the responsibilities of their intended positions. SECTION 3. Eligibility and nominations will be scrutinized by the Executive Board after nominations, but before elections. Ineligible nominated brothers will be notified of their ineligibility prior to elections. SECTION 4. Election of officers shall be held at the next regular meeting following the nominations, with the Brother Master coordinating the election process with the assistance of the Lieutenant-Master if deemed necessary. A majority of votes are required to decide an election. If a majority is not met, a re-vote will be cast in accordance to instant-runoff voting. Voting shall be only by closed ballot. SECTION 5. Page 2 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
The Executive Board will determine the most method by which Points of Information will be exercised during an election, prior to an election. SECTION 6. Officers shall be installed during the final meeting of the fall academic semester. The meeting at which officers are installed shall be conducted in full conformity with the rituals of the fraternity.
ARTICLE IV SECTION 1. Subject to the exception provided in the below Section 2, in the event of an office becoming vacant for any reason, a special election shall be held to fill that office, nominations occurring at the next meeting following the vacancy, and elections and installations occurring at the following meeting. SECTION 2. Notwithstanding the above, if two-thirds (2/3) of the entire Executive Board concurs, then a vacant office may be filled by appointment to that office, for the remainder of its term, of any active brother in good standing in the chapter; except that if the office vacated is that of Master, then only the Lieutenant Master may be appointed Master. Any brother appointed to a vacant office shall be installed immediately following appointment. The meeting for initiation shall be a ritual ceremony. SECTION 3. For any office in which a vacancy occurs, other than the office of Master, the duties of the vacant office shall be performed by the other officers or any combination of them at the discretion of the Master until the office is filled by special election as provided in the above Section 1, or by appointment as provided for in the above Section 2. In the event of a vacancy in the office of Master, the Lieutenant Master shall assume the duties of the Master until the office is filled by special election as provided in the above Section 1, or by appointment as provided for in the above Section 2. SECTION 4. Any officer of the chapter may be removed from office by a two-thirds (2/3) vote of all the active brothers in good standing in the chapter.
ARTICLE V SECTION 1. The officers of this chapter shall be Master, Lieutenant Master, Scribe, Exchequer, Brother at Large, Rush Chairman, Pledge Master, House Master, and Sentinel. SECTION 2. The terms of officers shall be one year. Elections will be held at end of fall semester. SECTION 3. Only active brothers in good standing, who have been active at least one (1) semester prior to an election are eligible to run for office as defined from the date of initiation of their class. No Page 3 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
brother shall be eligible for election to an office if he has been suspended for any reason or if he is not in good standing. SECTION 4. (Master AKA President) The Master must be a Sonoma State University student for the entirety of his term; this will also include the semester in which elections are held. He must be of at least Junior standing at the university. He shall also have served one full and complete term on the Executive Board prior to installation. The duties of the Master are: 1. He shall be the chief executive officer of the chapter. 2. He shall be the presiding officer at all meetings. 3. He shall have such powers and duties as are usually delegated to a presiding officer under parliamentary procedure. 4. He may call a special meeting of the chapter at his discretion. 5. He shall be chairman of the Executive Board and be an ex officio member of all committees. 6. He shall be the delegate to the Supreme Council of Alpha Epsilon Pi and shall act as chairman of the delegations to the international conventions and regional conclaves. 7. He shall also have any enumerated powers not stated here in this constitution I. Any policy made by the master can be nullified by of the Executive Board SECTION 5. (Lieutenant Master AKA Vice President) The Lieutenant Master must have been a brother of the chapter for at least one (1) year prior to the scheduled date of installation, and he must be of at least Junior standing at the university. The Lieutenant Master must have held a minor or Executive Board position for at least one (1) semester prior to installation. The duties of the Lieutenant Master are: 1. He shall be the chief operations officer (COO) of the chapter. 2. He shall assist the master in the conduct of the chapter’s business. 3. He shall perform all functions and duties of the Master in the event of the absence or incapacity of the Master. 4. He shall have the power, with the approval of the Executive Board, to appoint all committee chairmen except those that are elected under this Constitution. 5. He shall have the power to approve appointments of committee members made by appointed committee chairmen. 6. He shall have the power to create and disband committees with consent of the Executive Board. 7. He shall directly supervise all appointed committee chairmen and their committee and shall have the power, with the consent of the Master, to remove said chairmen. 8. He shall be an ex officio member of all committees chaired by appointed chairmen. 9. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval prior to the beginning of each semester. SECTION 6. (Scribe AKA “Scribbles” AKA Secretary) The Scribe must have been a member of the chapter for at least one year prior to the date of his election. The duties of the Scribe are: 1. He shall record and keep accurate minutes of all meetings of the chapter and Executive Board. 2. He shall keep and file all committee reports. 3. He shall be the custodian of fraternity stationary, seals, and official communications. Page 4 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
4. He shall conduct the correspondence of the chapter and shall report the same at meetings of the chapter. 5. He shall keep an accurate roster of all brothers in the chapter and of all pertinent information relating thereto. 6. He shall disseminate all important chapter information and, if applicable, minutes of the chapter and Executive Board meetings to all active brothers in good standing. 7. He shall perform all duties assigned to him by the Master. SECTION 7. (Exchequer AKA Treasurer) The Exchequer must have been a member of the chapter for at least one year prior to the date of his election. The duties of the Exchequer are: 1. He shall be the chief financial officer (CFO) of the chapter. 2. He shall receive all accounts payable to the chapter and shall make payments for the chapter on vouchers approved by the Master. 3. He shall be responsible for all funds of the chapter. 4. He shall be custodian of all fraternity badges and pledge pins. 5. He shall submit a statement of receipts and disbursements at every meeting, of assets and liabilities each month and a final report before retiring from office. 6. He shall make entries in proper books of accounts of all funds received and paid out. 7. He shall prepare a chapter budget to be approved by the Executive Board by the first meeting of each semester. 8. He shall repay all debts to brothers within a time period of seven (7) business days 9. He shall have the power in create deadlines and payment plans for chapter dues. 10. He shall perform all duties assigned to him by the Master. SECTION 8. (Brother At Large) He must be a brother of this chapter for at least one full semester prior to elections. The duties of the Brother at Large are: 1. He shall represent the chapter on matters before the Executive Board and shall serve as liaison between the chapter and executive board. 2. He shall act to promote good brotherhood and act as the moral center of the chapter. 3. He shall act to minimize conflict among brothers in the chapter. 4. He shall act as an ex officio member of all committees. 5. He shall be the chairman of the brotherhood commitee 6. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval by the first meeting of each semester. 7. He shall be a voting member on the rush committee. 8. He shall appoint a position of the week and brother of the week for all those brothers who helped in enhancing the brotherly experience in the chapter. 9. He shall be the chief investigative officer in a Judicial Board hearing, or shall appoint an investigative chair, with the approval of the Executive Board, to deal with all investigations prior to a Judicial Board hearing. 10. He shall perform all duties assigned to him by the Master. SECTION 9. (Rush Chairman) The Rush Chairman must be a Sonoma State University student for the entirety of his term. Must be elected into office. The duties of the Rush Chairman are: Page 5 of 11
Alpha Epsilon Pi, Sigma Psi Chapter Constitution
1. He shall be the chief recruiting officer of the chapter. 2. He shall be responsible for ensuring that the chapter recruits strong numbers of pledges of the highest quality, in conformity with the policies and mission of the fraternity. 3. He shall be responsible for planning, coordinating, and executing the chapter’s rush program. 4. He shall serve as chairman of the Rush committee. 5. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval prior to the beginning of each semester. 6. He shall perform all duties assigned to him by the Master. SECTION 10. (Pledge Master) Shall be appointed by Lieutenant Master and approved by Executive Board. He shall not hold any other Executive Board position. The duties of the Pledge Master are: 1. He shall be responsible for educating, training, and supervising the chapter’s pledges and shall take care that they learn to become outstanding brothers. 2. He shall be responsible for planning, coordinating, and educating the chapter’s pledges. 3. He shall prepare and submit a schedule and outline of all planned events to the Executive Board for approval prior to the beginning of each semester. 4. He shall perform all duties assigned to him by the Master. SECTION 11. (House Manager) The house manager shall live in the house. The duties of the House Manager are: 1. The house manager shall be in charge of all matters relating to the maintenance and upkeep of the chapter house. 2. The executive board shall approve his actions, with reference to the salaries and hiring and firing of employees relating to the house maintenance. 3. He shall take inventory of all chapter and housing property at the beginning and the end of his term of office and file with all of the officers of the executive board. 4. He shall prepare and submit a report of his activities and recommendations at every regular chapter meeting. 5. He shall perform all duties assigned to him by the master. SECTION 12. (Sentinel) He must be of at least sophomore standing at the university. The duties of the Sentinel are: 1. He shall be the guardian of the fraternity ritual. 2. He shall be the custodian of the Bible, Cofa, gowns, gavel, candles, and all other ritual paraphernalia of the chapter. 3. He shall be the guardian of the entrance at all chapter meetings. 4. He shall serve as sergeant at arms at all chapter meeting and ritual ceremonies and shall assist the Master in maintaining decorum. 5. He shall perform the duties of the parliamentarian for matters relating to parliamentary procedure, and familiarize himself with the rules of parliamentary procedure for this purpose. 6. He shall preside over the judicial board. 7. He shall be designated the risk manager of the chapter and shall be responsible to educate the chapter on a semester basis on risk management policy in accordance with FIPG Inc policy and maintain an active risk management program. 8. He shall monitor risk management in the chapter and report violations to the Master and Executive Board. Page 6 of 11
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9. He has the power to appoint and oversee a risk management committee, with the approval of the Executive Board, and may act as an ex officio member of that committee. 10. He shall perform all duties assigned to him by the Master.
Article VI SECTION 1. The executive officers of the chapter in descending order of rank are Master, Lieutenant Master, Scribe, Exchequer, Brother at Large, Rush Chairman, Pledge Master, and Sentinel. The executive officers shall comprise the chapter’s Executive Board. SECTION 2. All executive officers shall be eligible to vote in Executive Board meetings, with each vote being of equal value. SECTION 3. The duties and powers of the Executive Board are: 1. It shall consider all matters of importance to the chapter. Records of all matters so considered shall be kept and filed by the Scribe. 2. The Master or a majority of the Executive Board shall hold meetings of the Executive Board prior to the regular meeting of the chapter, and whenever deemed necessary. Minutes of all meetings shall be kept and filed by the Scribe. 3. A simple majority of the Executive Board is necessary to pass any course of action before it. The Executive Board shall not have the power to decide any matter unless a simple majority of its members are present at its meeting. 4. Decisions of the Executive Board may be overturned at a chapter meeting by two-thirds (2/3) vote of brothers present and voting. 5. The Executive Board shall approve the chapter budget submitted by the Exchequer. 6. The Executive Board shall consider all matters pertaining to discipline and suspension of brothers in the chapter, and shall have the power to suspend and otherwise discipline any brother in the chapter. 7. The Executive Board shall investigate non-attendance and tardiness to meetings and ritual ceremonies, non-payment of obligations due and payable, and any other violations. 8. The Executive Board may assess fines and other penalties for violations of this Constitution or chapter rules and regulations. 9. The Executive Board shall act as a court of justice in adjudicating difficulties among brothers. 10. The Executive Board may decide by simple majority vote to close any of its meetings to brothers who are not officers of the chapter. No material shared or discussed in a closed meeting may be discussed or shared outside Brothers who are not officers of the chapter may attend Executive Board meetings, but such brothers may not take part in discussion unless invited to do so and under no circumstances shall have voting power. 11. The Executive Board act as a court of appeals for all judicial board decisions and in doing so may overturn any decisions with a two-thirds (2/3) vote of the Executive Board.
Article VII Page 7 of 11
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A. Rush Committee SECTION 1. The rush committee shall consist of the Rush Chairman (as chair), Master, Brother at Large, and an even number of additional brother appointed by the Rush Chairman and approved by the Executive Board. SECTION 2. The duties of the Rush Committee are to plan and execute the chapter’s rush program, and to ensure that the chapter recruits strong numbers of pledges of the highest quality, in conformity with policies and mission of the fraternity. B. Appointed Committee Chairmanships SECTION 1. The Lieutenant Master with the approval of the Executive Board shall appoint all chairmen, except those who are elected as provided for in this Constitution. SECTION 2. Each appointed chairman shall prepare, no later than the first meeting of each academic semester a detailed schedule of functions for that semester, submit that schedule to the Executive Board, and obtain its approval before commencing those functions. Each chairman shall prepare regular reports to be presented at chapter meetings, and if requested to do so, at Executive Board meetings. SECTION 3. The Rush Chairman may appoint, with the approval of the Lieutenant Master, a reasonable number of brothers as members of his committee. Appointment of committee members and regular committee meetings is to be encouraged, but not required. SECTION 4. There shall be, at minimum 6, the following chairmanships: 1. The Social Chairman shall be responsible for planning and executing social programming. 2. The Academic Chairman shall be responsible for promoting scholastic excellence among the brothers of the chapter. 3. The Jewish Identity Chairman shall be responsible for enhancing Jewish identity in the chapter and the Jewish community at large. 4. The Philanthropy Chairman shall be responsible for planning and executing philanthropy programming. 5. The Alumni Chairman shall be responsible for maintaining contact with the chapter’s alumni, and for planning and executing alumni programming. 6. The Athletics Chairman shall be responsible for planning and executing athletic programming, including intramural and Inter-Fraternity Council (IFC) competitions. 7. The Historian shall be responsible for coordinating with the Scribe and archiving the chapter’s history, including chapter literature and other records. The Scribe is the chair of this committee, unless otherwise deemed necessary by the Executive Board. 8. The Brotherhood Event Chairman shall be responsible for planning and executing brotherhood programming. The Brother at Large shall be the chair of this committee. Page 8 of 11
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SECTION 5. The Lieutenant Master may, at his discretion and with approval of the Master, create or eliminate other standing or ad hoc chairmanships. The status of the chairmanships shall be made known to the chapter. SECTION 6. A non-elected chairman is subject to removal from his position by decision of the Lieutenant Master with the consent of the Master. A new chairman must be appointed within two weeks of removal of the prior chair.
Article VIII SECTION 1. The chapter shall hold regular weekly meetings during the school terms, except when conditions prevent it. SECTION 2. (Order of Business) The order of business at all regular meetings shall be as follows: 1. Ritual Opening and Call To Order 2. Roll Call 3. Reading and Approval of Last Meeting’s Minutes 4. Communications 5. Officer’s Reports 6. Committee Chairman Reports 7. Unfinished Business and General Orders 8. New Business 9. Adjournment of Business Portion of Meeting 10. Elections or Installations (if necessary) 11. Announcements 12. “Good and Welfare” 13. Adjournment The order of business may be changed at the discretion of the Master. SECTION 3. A quorum for chapter business shall be fifty percent plus one (50%+1) of active brothers in good standing. SECTION 4. The Master may call special meetings after notification of active brothers in good standing. SECTION 5. A special meeting must be called by the Master, if he is presented with a petition, signed by twenty percent (20%) of brothers in good standing, requesting such meeting and settling forth the reasons therefore. SECTION 6. Every active brother in good standing shall be in prompt attendance at every regular and special Page 9 of 11
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meeting of the chapter and at all ritual ceremonies. Fines will be the penalty for unexcused absence, at the discretion of the Exchequer. SECTION 7. There will be a minimum of five (5) ritual meetings per semester. This includes but is not limited to: the first and last meetings of each semester, pledge inductions, initiations, and position inductions.
Article IX SECTION 1. The chapter shall determine brotherhood dues and any chapter pledge and initiation fees. SECTION 2. All Executive Board members must maintain their financial obligations at all times. Failure to do so will result in immediate termination from office. SECTION 3. All brothers have three weeks from the beginning of the semester, to sign a payment plan with the Exchequer or pay dues in full.
Article X SECTION 1. The Executive Board shall have the right to suspend a brother by a majority vote. SECTION 2. The Executive Board may set the period of suspension. At any time the suspended brother has remedied the causes of his suspension or that he has been sufficiently punished, the suspension may be lifted. SECTION 3. Suspended brothers are deprived of their right to attend any chapter function or vote at any meeting. SECTION 4. Disciplinary charges may be brought against any brother for any conduct which is inimical to the chapter, or which violates this Constitution or for any other charge the Executive Board may consider. Such charges will be made in writing. SECTION 5. The brothers against whom disciplinary charges are brought shall be duly notified of the time and place of their hearing before the executive board. SECTION 6. A brother who is no longer on the national’s active roster must be voted into the chapter by a two-thirds (2/3) vote of the chapter. Page 10 of 11
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SECTION 7. A brother may be recommended to the Supreme Board of Governors for expulsion from the fraternity, pursuant to applicable procedures specified in Article XI of the Supreme Constitution, by a vote of two-thirds (2/3) of active brothers in good standing of the chapter. SECTION 8. Violation of the Fraternity Oath or fraternity rituals or conduct hostile to the interests of the chapter or fraternity as a whole shall be grounds for recommendation of expulsion.
Article XI SECTION 1. No voting by proxy shall be allowed at any regular or special meeting of the chapter, nor by executive officers at meeting of the Executive Board. SECTION 2. Robert’s Rules of Order shall provide a standard for the governance of meetings. SECTION 3. Any article of section of this Constitution may be temporarily set aside by a two-thirds (2/3) vote of the chapter, provided such action will not have the effect of creating fundamental change. SECTION 4. (Amendments) Amendments to this Constitution must be submitted in writing, signed by at least two (2) active brothers in good standing, and presented and read at a meeting of the chapter. The sponsors of the proposed amendment should be willing to change its wording to whatever extent necessary in order to facilitate future Constitutional interpretation and to better effectuate its intent. The proposed amendment, worded properly, shall be voted upon at the next available meeting by a two-thirds (2/3) vote of brothers present.
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