Beta Chi Omega Chapter
Of
Alpha Kappa Alpha
Sorority, Incorporated®
Adopted: December 1983
Amended: November 1985
November 1991
October 1992
January 1995
January 1997
June 2002
December 2003
September 2004
December 2005
December 2006
December 2007
November 2008
December 2009
October 2011
February 2012
October 2015
October 2016
January 2017
1
BYLAWS
Beta Chi Omega Chapter
Of
ALPHA KAPPA ALPHA SORORITY, Incorporated®
ARTICLE I - NAME
The name of this Chapter shall be the Beta Chi Omega Chapter of the Alpha Kappa Alpha Sorority, Incorporated® in Roanoke, VA.
ARTICLE II- PURPOSE
The purpose of Beta Chi Omega Chapter is to interpret, implement, and support the International purpose andInternationalprograms of Alpha Kappa Alpha Sorority, Incorporated®.
ARTICLE III- MEMBERS
Section 1 Membership and the process for initiation of candidates for membership shall be consistent with the Constitution and Bylaws, the Manual of Standard Procedure, and the Graduate Membership Intake Process Manual of Alpha Kappa Alpha Sorority, Incorporated®.
Section 2 Beta Chi Omega Chapter shall determine each September whether the membership process will be implemented for the following year.
- Sorors who wish to sponsor a candidate for membership into the sorority must actively participate in Beta Chi Omega Chapter. Active participationincludes:
(1)Attendance at the workshop(s) of one (1) local Beta Chi Omega Chapter Retreat, Regional or International Conference (e.g., Cluster, Leadership, or Boule) within a two (2) year period.
(2)Attendance at no less than seven (7) Beta Chi Omega chapter meetings within a calendar year.
(3)All assessments and chapter dues paid in full, on or before the due dates set by the fundraising committee and chapter bylaws.
(4)Have had at least two (2) consecutive years (24 months) of active membership in Beta Chi Omega Chapter immediately prior to being a sponsor or co-sponsor
ARTICLE IV – OFFICERS
Section 1 The chapter shall have the following officers: Basileus, Anti-Basileus, Grammateus, Anti- Grammateus, Tamiouchos, Pecunious Grammateus, Epistoleus, Parliamentarian, Philacter, Ivy Leaf Reporter, Graduate Advisors (one per undergraduate chapter), Historian, and Hodegos.
Section 2Eligibility, Nomination, and Election of Officers
a.The election of officers shall take place once a year in November with the installation of officers in December.
b. To be eligible for an office other than Graduate Advisor, a Soror must have been financial in this Chapter for at least one year prior to her nomination and must be in regular attendance at chapter meetings. She must have attended at least one sorority conference within the last two years. These conferences may include Clusters, Regional Conferences, Boules, Special Beta Chi Omega Retreats or Leadership Seminars.
c. To be eligible for the office of Graduate Advisor, a soror must meet the requirements listed in the Alpha Kappa Alpha Manual of Standard Procedure.
d. To be a candidates for Chapter Tamiouchos or Pecunious Grammateus, a candidate shall certify that she has not been sanctioned (1) legally or (2) internally by another Organization for misappropriation of funds.
e.The Nominating Committee shall present at the October meeting a single slate of nominees for all offices to be filled. An opportunity shall be given for additional nominations from the floor at the November meeting before the election.
f. No soror may be nominated from the floor who has not met the above qualifications and who has not given her consent to be nominated.
g. All financial sorors present shall vote for officers by secret ballot. A plurality vote shall be required for election.
h. To fill an unexpired term of office, the Nominating Committee shall present a slate of candidates for office to be approved by the membership.
Section 3 Term of Office
a.The following officers are to be elected in the even year: Basileus, Anti-Basileus, Epistoleus, Philacter, and Graduate Advisors, (one per undergraduate chapter). The following officers shall be elected in the odd years: Grammateus, Anti Grammateus, Pecunious Grammateus, Tamiouchos, Hodegos, and Ivy Leaf Reporter.
b.The Parliamentarian and Historian shall be appointed by the Basileus in the even year.
c.For election of Graduate Advisors, refer to the Manual of Standard Procedure.
d.Each officer's term shall be for two years. The term of office shall begin on the first (1st) of January and shall end on the thirty-first (31st) of December of the respective years, or until their successors are elected and have assumed office. Any officer shall be eligible to succeed herself once.
e.No soror shall hold more than one (1) Chapter office concurrently.
Section 4 Duties and Powers of Officers
-~
a.The Basileusshall preside at all meetings of the Chapter and the Executive Committee. She shall perform the duties, which are usually executed by the Chief Officer. She shall appoint members to the standing committees and other special committees. She shall appoint the chairman of all committees except the Nominating Committee. She is the official representative of the Chapter and shall serve as the liaison person between the Chapter, Regional Director, and the Corporate Office. The Basileus is the only person authorized to sign contracts or to legally or financially obligate Beta Chi Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated®.
b.The Anti-Basileus shall assist the Basileus in the performance of her duties and shall preside during the absence of the Basileus. (1) She shall serve as Chairman of the Program Committee and shall serve as an ex-officio member of all committees, except Nominating Committee. (2) She shall be eligible to be nominated for Basileus. (3) She shall be eligible to fill the unexpired term of the Basileus. (4) She shall be a member of the Executive Committee.
c.The Grammateus shall serve as recording secretary of the Chapter and the Executive Committee. She shall be a member of the Executive Committee.
d.The Anti-Grammateusshall be responsible for all the duties of the Grammateus in her absence and shall serve on the Executive Committee.
e.The Epistoleus shall serve as corresponding secretary of the Chapter. She shall send out all noticesand shall take care of all correspondences. She shall be a member of the Executive Committee.
f.The Pecunious Grammateusshall receive dues and monies for the Chapterand give receipts for the same. She shall also prepare the remittance of funds reports and shall submit them to the Corporate Office. She shall maintain financialrecords of the Chapter members. She shall receive monthly written reports of all financial transactions from special committees. She shall serve as a member of the Executive Committee and the Finance Committee.
g.The Tamiouchos shall receive all monies from the Financial Secretary and deposit the same. She shall pay all expenses of the Chapter upon receipt of duly executed vouchers. She shall pay requested expenses approved by the members. She shall submit a monthly and an annual report to the membership. She shall serve as a member of the Executive Committee and shall serve as the chairman of the Finance Committee.
h. The Parliamentarianshall advise the presiding officer in the interpretation of the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Incorporated, the Manual of Standard Procedure, Chapter Bylaws, Standing Rules, and Committee Guidelines. She shall serve as Chairman of the Chapter Bylaws Committee and shall be a member of the Executive Committee.
i.The Philactershall guard the doors from the undesirable intrusion of strangers. She shall also serve as Sergeant at Arms and shall assist the presiding officer in maintaining order. She shall keep a record of attendanceand shall be a member of the Executive Committee.
j.The Ivy Leaf Reportershall compile the news of the Chapter and send same to the “Ivy Leaf”' and other media for publication. She shall be Chairman of the Publicity Committee and shall serve on the Executive Committee.
k.The Graduate Advisorsshall serve as liaison persons between the graduate and the undergraduate chapters, and the Regional Director. They shall perform those duties, which are outlined in the Alpha Kappa Alpha documents. They shall serve on the Executive Committee and the Graduate Advisors' Committee. The retiring Graduate Advisors shall work closely with the newly elected Graduate Advisors to insure a smooth transition of their duties and responsibilities. One Graduate Advisor shall serve as the Chairman of the Graduate Advisors' Committee.
l.The Historian shall be responsible for keeping an accurate record of Chapter activities during her term of office. She shall compile these events and create an historical account, which will be added to the Chapter's continuous history. She shall be a member of the Executive Committee and Chairman of the Archives Committee and shall serve as Chairman of the Office Management Committee. She shall serve on the Executive Committee.
m.The Hodegosshall be the official hostess for the Chapter. She shall be responsible for all courtesies and shall receive and introduce all new members. She shall serve as Chairman of Sisterly Concerns Committee. She shall serve on the Executive Committee.
n.Retiring officers shall work closely with the newly elected officers to insure a smooth transition of their duties and responsibilities.
Section 5Penalties
a.Any elected officer who is found guilty of constantly neglecting or failing to discharge her duties properly as defined by Chapter Bylaws and/or Alpha Kappa Alpha documents may be removed from office by a quorum (25 financial members), subject to the approval of the Regional Director. Such a vote will be taken after the findings have been presented to the membership by a Committee composed of five members of the Executive Committee and six members not holding office in the Chapter. This Committee shall be appointed by the Basileus.
b.Any appointed officer or chairman of a standing committee or special committee who is found guilty of constantly neglecting or failing to discharge duties assigned to her may be removed from office or as chairman of the committee by the Basileus with the approval of 12 votes of the Executive Committee.
ARTICLE V – MEETINGS
Section 1 Meetings shall be held on the second Saturday of each month, excluding July and August, unless otherwise notified. Failure to meet three consecutive months between September and June will make the chapter inactive and ineligible for representation at the Boule. Chapter meetings are to be held in a manner that allows sorors to be in a room together for face to face discussion of chapter business. In the event of an emergency or special circumstance, a chapter meeting may be held electronically upon approval by the Regional Director.
Section 2 A quorum of 25 financial members, provided three are officers, is necessary to conduct the business of the chapter.
Section 3 Except for specific officers, and sorors sponsoring candidates for membership, attendance at chapter meetings and activities shall be voluntary.
Section 4A special meeting may be called at the discretion of the Basileus with a 48 hour advance notice. Only the business that is specified in the notice shall be discussed.
ARTICLE VI – FINANCES
Section 1 Beta Chi Omega Chapter shall pay the Chapter tax to the Corporate Office in December in time for the tax to be received in the Corporate Office by January 1 of the year it is due.
Section 2 Each member shall:
a. Pay chapter dues and per capita tax for the following year by the second Saturday in December of each year.
b. Pay assessments and fines for the previous year before dues and per capita for the current year are collected and per capita is sent to theAlpha Kappa Alpha Corporate Office. (June 2004)
c. Pay a ten percent (10%) late fee on per capita tax paid after February 1.
d. Pay unpaid chapter dues by February 28th of the current year.
e. Pay a $10.00 late fee on dues paid after February 28th of the current year.
Section 3 The financial records of the Tamiouchos and the Financial Secretary shall be audited externally during the summer (for the preceding year) by a Certified Public Accountant at the end of the Tamiochos’ term of office or on other occasions when deemed necessary by the chapter. An internal audit shall be conducted annually by the Chapter Audit Committee unless an external audit is being conducted that year.
Section 4Beta Chi Omega Chapter shall bond the position of the Tamiouchos and Pecunious Grammateus.
Section 5a. A year-end report shall be prepared by the Tamiouchos and Pecunious Grammateus and presented to the chapter.
b. Hard copies of all reports and records must be made available by January 31st and filed in the office for auditing.
c. All records shall be dated.
d. Voided checks shall be attached to the Register’s stubs.
ARTICLE VII - COMMITTEES
Section 1 The Standing Committeesshall be the Finance, Nominating, Executive, Membership, Program, Bylaws, Graduate Advisors, Standards, Connections, and other committees to meet the needs of the Chapter operations and Chapter programs.
Section 2Duties of Committees
a.The Executive Committee shall be composed of the current elected and appointed officers of the Chapter, the immediate past Basileus, two members at large, and International officers (former and present) who are active members of Beta Chi Omega Chapter.
(1) All other former Basilei, forming an Advisory Committee, may be called at the discretion of the Basileus to meet with the Executive committee.
(2) A quorum for a meeting of the Executive Committee shall be eight members of the Executive Committee.
(3) The Executive Committee shall meet monthly or as designated by the Basileus.
(4) The Executive Committee shall have the power to act autonomously between meetings for the Chapter in urgent situations when the need arises and bring the decision and/or action taken by the Committee to the next Chapter meeting for ratification. The Committee shall also refer all proposed actions to the membership for a final decision.
b.The Finance Committee shall:
(1) Draw up and supervise the operation of the annual budget of the Chapter,
(2) keep up-to-date and supervise savings accounts, certificates, and other financial documents which are held in the name of the Chapter.
c.The Nominating Committeeshall have the responsibility for the nomination of Chapter officers according to those procedures outlined in the Chapter Bylaws and Alpha Kappa Alpha Documents.
d.The Membership Committeeshall coordinate membership in accordance with the Membership Intake Process manual. It shall monitor membership status and trends, and shall recommend strategies for the recruitment, retention, reactivation of sorors. It shall conduct a written survey of inactive sorors. The membership committee shall also be responsible for ensuring the active participation as of sorors who wish to sponsor a candidate for membership into the sorority. (See Article III Section 2a)
e.The Program Committeeshall promote and interpret the program of the sorority, elicit the participation of the membership, and advise the membership on program implementation and interpretation.
f.The Bylaws Committeeshall propose needed changes in the bylaws and present proposed amendments to the Chapter.
g.The Graduate Advisors Committeeshall be responsible for obtaining active sorors who are interested in becoming Graduate Advisors. It shall study problems, which are related to undergraduate concerns, and shall give suggestions to the Graduate Advisors related to the problems and/or program. Each member of the committee shall complete the Graduate Advisor's Training Institute.
h.The Standards Committeeshall survey Chapter operations, evaluate implementations of Chapter goals and objectives, conduct annual workshops for officers, committees, and members of the chapter, and submit typewritten copies of Chapter evaluations to the Basileus for the annual report.
i.The Connection Committeeshall:
(1) Direct the Alpha Kappa Alpha Connection efforts at the local level,
(2) identify the power structures at the local level,
(3) identify local sorors (active and inactive) in key positions and report same to the State, Regional and International Coordinators,
(4) Recommend the appointment of sorors to key positions,
(5) Establish contact and working relationships with congressmen, city government, county government, school boards, commissioners, and other committees,
(6) Identify local issues, and
(7) Mobilize the Chapter membership to influence decisions.
Section 3Special Committeessuch as Social, Auditing, Archives, Sisterly Concern, Publicity, Founders' Day, Awards, Scholarship, Exhibit, Fundraising, and other special committees may be established when deemed necessary by the Basileus.
ARTICLE VIII- PROPERTIES
Section 1 All records and items purchased with Chapter funds or donated to the Chapter shall become the property of Beta Chi Omega Chapter.
Section 2 Records and properties of retiring officers shall be passed to their successors within thirty (30) days after termination of their office.
Section 3 Records and properties of officers who are unable to complete their term of office shall be passed to their successors within twenty (20) days.
ARTICLE IX - PARLIAMENTARY AUTHORITY
Section 1Beta Chi Omega Chapter shall be governed by the Alpha Kappa Alpha Constitution and Bylaws, the Manual of Standard Procedure, Chapter Bylaws, Standing Rules, Committee Guidelines, and the current edition of Robert's Rules of Order Newly Revised. The Bylaws of Beta Chi Omega Chapter shall not conflict with the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Incorporated®.
ARTICLE X - AMENDMENT OF BYLAWS
Section 1.Provisions of these Bylaws, not governed by the Constitution and Bylaws of the Alpha Kappa Alpha Sorority, Incorporated may be amended at any regular meeting of the Chapter by 25 votes of the membership present, provided notice of the proposed amendment(s) has been given at a previous regular meeting or in writing, ten (10) days prior to the meeting at which it is to be voted.
Section 2Amendments to these Bylaws shall take effect once they are approved by the Regional Director.
ARTICLE XI - SUSPENSION OF RULES