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Bylaws of the Lambda Zeta Chapter of the Chi Phi Fraternity Amended January 19, 2008 ARTICLE I Proclamation and Policy Section 1 This Chapter will be known as the Lambda Zeta Chapter of the Chi Phi Fraternity. Section 2 This Chapter does not, and will not discriminate on the basis of race, creed, religion, or national origin. Section 3 This Chapter is opposed to any form of hazing in its pledge and membership programs. The Chapter will respect the anti-hazing provisions outlined in the Chi Phi National Constitution, the laws of the state of Texas and the Student Code of Conduct of St. Mary's University. Section 4 The general policy of this Chapter will be: A. To promote a spirit of brotherhood among our members, each man working for the benefit of the Chapter as a whole rather than for his individual gain. To encourage each member to take a genuine interest in all that concerns his fellow members; to assist each other in academic work as well as promote good fellowship in our social interaction; and to aid, to the best of our abilities, in the avoidance of temptation from immorality and vice. B. To adopt a broad-minded attitude towards those outside our Fraternity, to allow no unwholesome rivalry to come into our relations with other college societies, and to form no combination or contracts with other college organizations for any purpose detrimental to the interest of the University or of its officers, faculty, students, or alumni, for the selfish advantage of any person or party. C. To encourage among our members strict application to their studies and work at the University and active participation in professional, literary, athletic, religious, social, and other incidental features of college life to such an extent as to be to their best advantage. D. To provide for the formation of a homogeneous family, by our members governed by the constitutions, laws, and orders of the Fraternity its conventions and officers, and the Bylaws and regulations of this Chapter. E. To encourage interaction with members of other Chi Phi Chapters, encouraging comradery and homogeneity among the Chapters and members of the Fraternity. Section 5 The official bird and mascot of the Lambda Zeta Chapter will be the Flamingo. (f. Phoenicopteridae) Page 1 of 15 ARTICLE II Membership Section 1 This Chapter will consist of students from the host University and Alumni from any Chi Phi Chapter. Section 2 The title of Academic Probation shall be given to any brother who’s GPA has fallen below the required 2.5. A. Any brother on academic probation is prohibited from holding office. B. Any brother on academic probation is prohibited from actively participating in the pledge program (ie. being a pledge father). C. Brothers on academic probation will also have no vote during chapter meeting and are expected to stay financially current with the chapter. D. Brothers on academic probation will have to complete five (5) hours of study hours each week. E. Study hours are to be completed in the library. F. Study hours must be reported with the Beta at the end of each week. Section 3 Alumni status any initiated Brother of any chapter that has graduated from a four year degree granting institution, transferred, and/or left school with the required 2.5 GPA. However, a brother may request permission from the Chapter to remain active if he continues to attend the same academic institution (ie. law school or graduate school) Section 4 A. During the academic year, at the times deemed by the University, a man can become a pledge of the Lambda Zeta Chapter when he has received favorable, affirmative votes from all active members, less ten (10) percent plus one of the active Chapter. A quorum must be present. If the percentage is not a whole number, round to the nearest whole number. B. C. Any bid extended to a man will have a one-semester standing. Voting at bid meetings shall take place by secret ballot. Page 2 of 15 Section 5 A. At any time before initiation during Chapter discussion, if a pledge receives three (3) unfavorable votes, a “blackball vote" has been called and he is subject to de-pledging. At the end of the discussion, another vote is taken. If there are still only three (3) votes or less, the pledge "blackball" has ended. If there are four (4) or more votes against the pledge, this means that the Chapter has found potential wrong for allowing this pledge to continue with the program. The matter must then be discussed with the pledge. The original three (3) votes must come before the pledge and present their problems and the Alpha, Pledge father, and Pledge Educator must be present for the meeting. A week's time from the meeting of the pledge and the three (3) negative votes will be allotted for the resolution of the problem. At the end of the week, another Chapter vote shall be taken with three (3) or more unfavorable votes will cause the pledge's automatic de-pledging. Less than three (3) unfavorable votes will be a failed “blackball." B. If a pledge has passed all the requirements for activation set by the Chapter and has not received three (3) unfavorable votes, he is eligible for activation. C. The scholastic standing of a pledge must be a 2.5 G.P.A. (semester or cumulative, whichever is higher) in order to be activated. This, however, may be waived by the active Chapter. The minimum G.P.A. for activation is 2.25. This cannot be waived by the active Chapter. Section 6 A. The Chapter strongly encourages every brother to be an active, full-time member of at least one campus-wide activity. The brotherhood considers an individuals membership in outside activities as an obligation owed to the Fraternity. B. All active members must have and maintain a 2.5 G PA (semester or cumulative, whichever is higher) to remain an active member in good standing (See Article II, Section 3A). C. Activation order is synonymous with pin order. ARTICLE III Member Conduct Section 1 The Lambda Zeta Chapter of the Chi Phi Fraternity condemns all illegal acts, including drug use and hazing (as defined by the state of Texas), by any individual member or group within the organization. Section 2 An Honor Court shall be established by the Chapter for the purpose of addressing all forms of member misconduct deemed inappropriate or detrimental to the integrity of the brotherhood. Page 3 of 15 A. The Honor Court shall be elected at the first Chapter meeting of the Fall semester for one academic year. Members may be re-elected. B. Members of the Honor Court shall be nominated by the Chapter. Three members shall be chosen by a plural vote. Consisting of two active members that are in good standing, and one alumni of the Lambda Zeta chapter. The brother with the highest number of votes shall act as the Court's spokesman. A tie will be broken by the Alpha. C. The Honor Court spokesman will be charged with providing a written report of issues and sanctions to the Chapter after each ruling and the University in the event the incident becomes public. D. The Eta shall act as the advisor to the Honor Court and will have voice, but no vote at all court proceedings. E. Discussion for the initiation of Honor Court proceedings shall commence from a motion made and seconded by two (2) Executive Council members at Executive Council meetings. F. Initiation of Honor Court proceedings shall be established by a majority vote of the Executive Council G. All Court actions are final. Section 3 Brothers and Pledges brought before Honor Court are guaranteed due process. ARTICLE IV Officers and Duties Section 1 A. The Greek letter officers of the Chapter will be the Alpha, Beta Gamma, Delta, Epsilon, Zeta and Eta. B. The other non-voting Executive Council members are the pledge educator, the social chairman and the rush chairman. . C. The execution of those functions of the Chapter not explicitly designated to the Executive Council will be carried out by the following chairman: I.F.C., S.G.A. representative, and any other deemed necessary by the Alpha. Section 2 The minimum duties of the Greek letter officers and significant committee chairman are here detailed and should be considered a guide for promoting efficient chapter management and basis of evaluation for the Chapter, the academic advisor, the Chapter advisor, and the University. Page 4 of 15 A. The Alpha is the leader of the Chapter. His duties are to: 1. Delegate responsibilities to all active members. 2. Supervise all active members, policies, and activities of the Chapter. 3. Act as spokesman of the Chapter of its actions. 4. Act as representative of the Chapter for its interests. 5. Act with authority and discretion in addressing and correcting inappropriate conduct of chapter members. 6. Personally receive and mail all chapter correspondence and maintain a correspondence log detailing chapter transactions. 7. Lead by example. B. The Beta is the supervisor of the work of the Chapter and its members. His duties are to: 1. Act as Chaplin of the fraternity. 2. Act as committee supervisor by: a. Conducting a meeting of all committee chairmen every two weeks during the academic semester. b. Reporting on all committee activity at Executive Council meetings. c. Collecting and maintaining committee report in the chapter files. 3. Act as scholarship chairman of the fraternity by: a. Collecting academic material at the end of each semester and maintain the chapter files. b. Facilitating chapter scholarships when funds are available. c. Organizing tutoring schedules for pledges and active each semester. d. Conducting a career development seminar for pledges and active. e. Verifying academic eligibility each semester in conjunction with the academic advisor by collecting grades from the University and informing the Alpha. f. A scholastic chair assistant will be provided to assist chairman. g. Lead by example. C. The Gamma is the manager of chapter operations. His duties are to: 1. Act as secretary at all Executive Council and chapter meetings. 2. Produce a master calendar of chapter events with the input of the Executive Council by the second chapter meeting of the Fall semester. 3. Provide chapter calendars for the active member by the second chapter meeting of each semester. 4. Provide updated member phone directories by the second chapter meeting of each semester and pledge phone directories to all members and pledges by the second week of pledging. 5. Provide updated constitutions to all active members by the second chapter meeting of the Fall semester and to newly initiated members when activated. 6. Prepare and mail National reports according to their guidelines: a. Report 0 (New Member Report)--within 5 days of pledging ceremony. b. Report 1 (Initiation Report)--fourteen days prior to initiation c. Report 5 (End of Year)--due before May 1 Page 5 of 15 Provide a summer directory to all members by the last meeting of the Spring semester. 8. Maintain the chapter files and personally train the Gamma-elect in the filing and computer system of the chapter. 9. Lead by example 7. D. The Delta is the manager of chapter finances. His duties are to: 1. Collect and record all active member due payments according to the requirements of the chapter constitution (See Article VI, Section 1). 2. Collect record and send all pledge fees and due payments according to National and Chapter guidelines. 3. Meet all deadlines of chapter payments to National. 4. Hold a permanent seat on the Ways and Means committee to encourage aggressive fundraising. 5. Maintain the chapter's financial records and personally train the Delta-elect in the filing and computer system of the chapter. 6. Ensure that the Alpha-elect, Delta-elect and one other letter officer transfer signatures on all chapter accounts no later than one week after elections. 7. Appoint and train an assistant Delta to act as the summer contact for collecting, recording and depositing summer due payments in the event the Delta does not live in San Antonio. 8. The Delta shall collect itemized budgets from all chairmen. 9. Lead by example. E. The Epsilon maintains the tradition and order of the chapter. His duties are to: 1. Act as the parliamentarian and official interpreter of Sturgis' Rules of Order and the By-laws of the Lambda Zeta Chapter whenever disputes of this nature arise during chapter meetings. 2. Maintain order at all chapter meetings and rituals. 3. Conduct and uphold ritual in the tradition of the chapter. 4. The Epsilon shall act as custodian of all chapter property. 5. Lead by example. F. The Zeta maintains relations with the alumni and promotes the chapter to National and the community through chapter publications. His duties are to: 1. Mail alumni newsletters by the fifteenth (15th) of October and March of each year. 2. Coordinate on mixer with the alumni per semester. 3. Provide a calendar of events to all alumni per semester. 4. Provide an alumni directory to all alumni by the second week of each semester. 5. Mail Chakett articles each semester according to National deadline. 6. Compile a yearly history and picture scrapbook of chapter events during his term for the chapter archives. 7. Alumni Chairman will be under the Zeta as an assistant 8. The Zeta will be in charge of the chapter’s composite. 9. The Zeta will keep up the chapter registry. Page 6 of 15 10. Lead by example. G. The Eta acts as the risk manager for the chapter. His duties are to: 1. Interpret the National insurance policy as it pertains to chapter activities. 2. Educate the chapter in risk management by facilitating at least one seminar per semester for the chapter. 3. Appoint an ad hoc committee for security with the Executive Council rotating as chair throughout the year as chapter functions occur. 4. Lead by example. H. The Pledge Educator is in charge of new member education. His duties are to: 1. Construct a written pledge program by the second week of each semester. 2. Prepare the pledge class in all phases of education necessary for initiation into the Brotherhood and in becoming adjusted to University life. 3. Appoint a committee to assist in the fulfillment of his duties. 4. Lead by example. I. The Social Chairman organizes social functions in accordance with the will of the chapter and its budget. His duties are to: 1. Provide preliminary schedules and budgets by the second week of each semester. 2. Appoint an assistant in charge of mixers. 3. Lead by example. J. The Recruitment Chairman will have the general responsibility of recruiting prospective members. His duties are to: 1. Organize one recruitment/prospect event per month besides social, active, and alumni functions. 2. Living in the freshmen residence hall during his term is strongly encouraged, as well as for all active brothers to do the same. 3. The Recruitment Chairman will provide the chapter with a list of prospective members and their phone numbers on a monthly basis. 4. Lead by example J. The Athletic Chairman organizes and executes the intramural program for the Chapter. His duties are to: 1. Act under the authority of the chapter in coordination with the University intramurals manager. 2. Appoint a coach for each sport. 3. Lead by example. K. The Inter-fraternity Council (I.F.C.) representative acts in the name of the Lambda Zeta Chapter. His duties are to: 1. Attend all I.F.C. meetings. 2. Report to the Beta and the chapter on I. F. C. business. 3. Lead by example. Page 7 of 15 L. The Student Government Association (S.G.A) representative acts in the name of the Lambda Zeta Chapter. His duties are to: 1. Attend all S.G.A. meetings. 2. Report to the Beta and the chapter on S.G.A. business. 3. Hold a permanent seat on the Ways and Means committee as Oyster Bake chairman. 4. Lead by example. M. The Ways and Means Chairman acts as the coordinating fundraiser for the chapter. His duties are to: 1. Reach a fundraising goal established each semester by the Executive Council. 2. To raise $600 a semester as minimum goal. 3. The Ways and Means Chairman will coordinate “special” fundraising events as needed. 4. Lead by example. N. The Philanthropy Chairman acts as the coordinator of philanthropy events for the chapter. His duties are to: 1. Coordinate five (5) philanthropy events per semester. 2. Coordinate one (1) event for the National philanthropy per year. 3. Lead by example. Section 3 The execution of those functions of the chapter not explicitly designated to the Greek letter officers will be carried out by the following chairman: Pledge Educator, Social, Rush, Scholarship, Athletic, Parliamentarian, Alumni Relations, Philanthropy, Little Sister, Ways and Means, I.F.C., S.G.A. representative and any other deemed necessary by the Alpha. Section 4 A. All Greek letter officers, the Pledge Educator, the Rush Chairman, and the Social Chairman will be elected by the Active Chapter. B. All Greek letter officers are encouraged to appoint assistants as a means of delegation and training. C. All other Chairmen will be appointed by the Alpha, with the active Chapter's approval. All Greek letter officers are encouraged to appoint assistants as a means of delegation and training. D. The elected officers will serve for one year. E. Office terms will run from the Spring semester to the following Spring semester. Time of election will be set by the Executive Council. Page 8 of 15 F. The Pledge Educator will have a one-year term that runs from December to December. In the event that the newly elected pledge educator already holds an elected office, the office will be filled immediately upon return in the Spring, with the newly elected pledge educator completing all projects that were begun during his term in his previous office. Section 5 A. Nominations for Executive Council officers will begin on the second (2nd) week of November. Elections will begin the following week B. Nominations for all other elected officers will be made one week before election. C. Further nominations may be made at the time of elections. D. New officers will take office one (1) week after the Eta is elected. E. No graduating senior in the up coming Spring (May) or fallowing Fall (December), may be nominated for an elected position. Section 6 All past officers shall perform the duties of and train the newly elected officers for one week after their election, at which time the new officers will assume their duties and officially by the Chapter's Officers. . Section 7 A. No elected officer may hold more than one position that is elected simultaneously. He may hold other appointed offices. B. No appointed Chairman may hold more than two Chairmanships at one time. C. No pledge may hold an elected or appointed position. Section 8 In case of vacancy of office during a term, the office will be filed by special election at the earliest time possible. The Alpha has the power to make appointments to fill vacant offices until an election can be held. Section 9 All officers must have a 2.5 G.P.A., cumulative or semester, whichever is higher, at the time of election and must be active in good standing. Section 10 All candidates must have read the Constitution and By-laws before taking office. Section 11 A. Any position of appointment or elected position with proper justification may be recalled from his position by a vote of three-fourths (3/4) of the active Chapter. Page 9 of 15 B. Any individual who is subject of recall proceeding may not vote on the recall. C. The individual under question in said recall proceedings will be given an adequate amount of time in the meeting to refute all charges brought against him. Section 12 A. Attendance of Executive Council meeting is mandatory of all letter and non-letter Executive Council members. Attendance will be taken by the Gamma at each meeting. B. No member shall miss more than two (2) Executive Council meetings per semester, unless delinquency is caused by uncontrollable circumstances as so judged by the Alpha. C. No member shall be tardy to more then four (4) Executive Council meetings per semester, unless tardiness is caused by uncontrollable circumstances as judged so by the Alpha D. If violation of either of the two previous occurs, automatic recall from the Executive Council will be enforced. E. Overturn of the recall can only be accomplished by a three-fourth (3/4) vote by the chapter. ARTICLE V Chapter Meetings Section 1 Chapter meetings will be held in accordance with Chi Phi. Law C, III, Section 1. Meetings will be held weekly, except when rescheduled by the Alpha. Special meetings in addition to weekly meetings may also be called by the Alpha. Section 2 All meetings will be conducted according to Sturgis’s Rule of Order, excepted as otherwise provided by the Constitution and By-Laws of the Chi Phi Fraternity or the By-Laws of the Lambda Zeta Chapter. Section 3 Graduating senior meeting will be the final meeting of each semester at which time Seniors will leave the meeting first at the close of business. Section 4 A. Members will be allowed an excused absence with a written reason presented directly to the hands of the Alpha or Beta at least 48 hours prior to the meeting intended to be missed, with the Alpha having the sole power to excuse the absence. Page 10 of 15 B. When a member becomes inactive in bad standing due to finances, he is still required to attend all philanthropies, fundraisers, weekly meetings and any other event mandatory by Alpha or said Chair. Unexcused absences at philanthropies, fundraisers, weekly meetings and any other event deemed mandatory by the Alpha or said chair shall result in a ten ($10) dollar fine to the said member. C. Absence may be excused for: 1. Uncontrollable off-campus work conflicts 2. Family death or illness 3. Personal illness 4. Extraordinary circumstances deemed valid by the Alpha. D. In emergency cases only, members may make a written appeal to the executive council no later than two (2) days after the absence occurred, with an affirmative majority of the executive council excusing the absence. Section 5 All active members that will be absent during the vote on any amendments and elections to the By-Laws must cast an absentee ballot with the Alpha prior to the meeting at which the vote shall take place. Section 6 Alumni members will have voice, but no vote in Chapter meetings. ARTICLE VI Executive Council Section 1 The Executive Council of the Lambda Zeta Chapter will consist of all Greek letter officers as voting members. The other three (3) elected positions will have seats on the Executive Council, but no vote. Other members of Executive Council may be appointed by the Alpha. Section 2 The Executive Council shall meet weekly. Special meeting of the Executive Council may be held at the discretion of the Alpha or upon written request of four active members, with the four as guest of the council. Section 3 A. The Executive Council will carry out all regular functions of the organization between the regular chapter meetings; they will not, however, have the power to overturn a Chapter vote. These functions and other decisions are subject to approval by the Chapter at the next regular meeting. The Executive Council is responsible for carrying out the resolution, policies, and activities voted by the organization through regular channels as indicated in the duties of the officers and committees of the Chapter. Page 11 of 15 B. Neither the Executive Council nor any portion of the Executive Council will have the power to change the outcome of any vote held in a Chapter meeting, pledge bid meeting after the meeting has been adjourned without the expressed permission of the Chapter given at some time prior during, or after a voting procedure. Section 4 The Executive Council will advise the Alpha in the coordination of all Chapter functions. Section 5 The Executive Council and Honor Court will have the power to review the actions of any member, active or pledge, at any Chapter function where said individual's conducts reported to have been contrary to the policies of the Chi Phi Fraternity or the Lambda Zeta Chapter after fraternity approval and confirmation of National Constitution. After the first offense, said member must come before the Executive Council for review. Upon the second offense, said Brother or pledge shall be called before the Chapter. The Chapter may, by a two-thirds (2/3) vote, suspend the social privileges of said Brother or pledge for a set period of time up to three months. ARTICLE VII Finances Section 1 A. Eighty ($65.00) dollars per month for the months of August-May and NO summer dues, will be due by the fifteenth (15th) of each month for that month. I. A ten percent (10%) discount will be given to a member who pays their semester dues (not including National Dues & Insurance) in full by the end of August (for Fall semester) & the end of January (for Spring semester). II. A ten dollar ($10) monthly discount (per semester) will be given to a member who attends all philanthropic, brotherhood, ways & means, and recruitment events within that semester. No excuses will be accepted. The discount will be applied to the members balance for the following semester. B. A fifty ($50) dollar fine and a mandatory one hour of community service, completed outside of a Chi Phi Philanthropy event, will be imposed on any active member who does not attend any ritual event expect meetings. This fine will be imposed by the Alpha or Epsilon. C. A charge of ($10) will be assessed to any committee chairs event. This charge will be assigned to any person the chairman deems receivable of the fine. D. Any Chairman of an existing committee has the power to impose a ($10) fine on active member for failure to do work for and/or at a designated project of that committee. The fine must be approved by the Executive Council before it can be imposed on any member. Page 12 of 15 E. Any fine imposed on an active member can be appealed to the Executive Council with its decision being final. F. Failure to pay any fine within the time agreed upon between the Delta and the member in question will result in that member being made inactive in bad standing with all sanctions applied until the full balance is paid to the Delta. G. The Delta will compile a list of Brothers financially delinquent in excess of $130 before each chapter meeting. Copies of this list will be given to the Alpha, Beta, and Epsilon before the start of each meeting. A list will also be compiled by the Delta of contract balances and payment dates by any Brother on a payment plan with the Chapter, and will be read at every meeting by the Delta during his report. H. An active member may be excused by the Alpha and/or said chairman, prior to the said activity. I. Dues of $65 will be incurred for the month of May and will be used to aid brothers and pledges in attending Congress and COE. The dues for the month of May will be split in half, half of the dues go to the attendees of Congress and the other half goes to the attendees of COE. J. The Delta will immediately draw up Court of the Chapter charges against any Brother whose balance to the fraternity exceeds $65 at the time that it comes due. ARTICLE VIII Committees Section 1 The Alpha will choose the members of a said committee and appoint a chairman for that group. Committee appointments will be approved by the Executive Council and Chairman appointments will be approved by the Active Chapter. Section 2 The Alpha will have the power to appoint/create special committees, as he deems necessary. ARTICLE IX Delegates to Congress Section 1 Delegates to the annual Congress will be elected by the Active Chapter. Page 13 of 15 Section 2 The two (2) delegates and two (2) alternates shall be selected at this time. Section 3 Pledges may be elected to go to College of Excellence (COE). Section 4 Pledges can be nominated and elected to attend Congress. This is done with the assumption that they will be initiated members by the time Congress will take place. However, no more than one pledge can be elected to attend Congress at the time of elections. Active or pledge status will have no barring on the alternates list. Section 5 Delegates who will represent the Congress will transmit to the Congress and will exercise and perform with the representatives of the Chapters the duties and functions of the Congress and on all other matters that which the Chapter desires to have transmitted to Congress. Section 6 The delegates will make a report to the Executive Council and the chapter about activities of the Congress at the first meetings of the Fall semester. A report for the file will also be submitted at the same time by the first elected delegate of the chapter. Section 7 The delegates will make a report to the Executive Council and the chapter about activities of the Congress at the first meetings of the Fall semester. A report for the file will also be submitted at the same time by the first elected delegate of the chapter. Section 8 If a member is elected to attend College of Excellence and cannot attend, he must call the summer contact one month prior (that is, if College of Excellence begins on August fourth (4th), call must be made by July fourth (4th)). If this is not done in the allotted time, then the elected member must pay all the fees for College of Excellence regardless of whether or not a replacement is found and will be inactive until all fees are paid. ARTICLE X Constitutional Amendments Section 1 The procedure to amend the Lambda Zeta Chapter of the Chi Phi Fraternity's Constitution will be as follow: A. A member desiring to amend the constitution must present his written amendment, with the co-signatures of five (5) other active members, to the Executive Council. At the time of this meeting, the member will clarify for the Executive Council his intent. The Page 14 of 15 Executive Council accentual may advise, but must present the member's amendment as he desires at the next regular Chapter meeting. B. A proposed amendment will be read at the next Chapter meeting by the Alpha and the Alpha will clarify its intent for the Chapter. Questions and discussions will automatically be tabled until the next regular meeting. C. During Old Business of the next regular Chapter meeting, the proposed amendment will be presented according to Sturgis’s Rules of Order for questions and discussion. D. An amendment passes by a three-fourths (3/4) vote of affirmative from the Active Chapter. A quorum must be present for the vote to stand. Section 2 The National Constitution of the Chi Phi Fraternity can never be amended or disregarded by the Chapter. Page 15 of 15