ARTICLE I - NAME
The name of this organization shall be The State of Alabama of Phi Beta Sigma Fraternity.
ARTICLE II - OBJECTIVES
Section 1. To promote growth and understanding among Sigma men in the State of Alabama.
To correlate programs and chapter activities.
To stimulate chapters in the State of Alabama to promote and sponsor educational programs, social action programs, bigger and better business programs, and other programs designated by National, Southern Region and State of Alabama bodies.
To enhance the image of Sigma and to provide scholastic assistance to brothers.
Section 2. To establish and reactivate chapters and inactive brothers in the State of Alabama.
ARTICLE III - MEMBERSHIP AND STRUCTURE
Section 1. The active members of this organization shall be financially active Sigma brothers of Alumni chapters, Collegiate chapters, and members-at-large in the State of Alabama.
Section 2. The State of Alabama shall be composed of all acreage within the boundaries of the State of Alabama.
Section 3. Any member of the State of Alabama can be referred for suspension by the State Director to the Regional Director for “conduct unbecoming a Sigma man”. If in session, the Regional Board or the regional conference can suspend. Suspending officers or boards can also reinstate.
ARTICLE IV - ZETA PHI BETA SORORITY, INC.
This organization shall be consistent with the National and Regional Body in fostering a close relationship with said Sorority and to promote a spirit of cooperation at all levels and times.
ARTICLE V - OFFICERS AND EXECUTIVE BOARD
Section 1. The elected officers shall be: State Director, First and Second (Vice) State Directors, Director of Social Action, Secretary, Treasurer, Director of Bigger and Better Business, Director of Publicity, and Director of Collegiate Affairs. The Second Vice State Director shall be a Collegiate at the time of election.
Section 2. “The officers shall be elected for a one (2) year term. The State Director shall be limited to two (2) consecutive one-year terms. Upon election by two-thirds (2/3) of the voting delegates, however, the State Director may serve a third consecutive year in office. All candidates must be active members of the State of Alabama for one year. They must be fully financial (local, state, regional, and National) to be eligible for election to office.”
Section 3. The Executive Board shall consist of the elected officers for the current year and the Immediate Past State Director.
Section 4. The duties of these officers shall be those usually performed by such officers, respectively.
Section 5. A vacancy in the office of the State Director shall be filled by the First Vice Director. Other vacancies shall be filled by appointment by the State Director, with the approval of the Executive board, for the un-expired term.
Section 6. The newly elected officers shall assume their official duties immediately upon installation.
Section 7. The Immediate Past State Director shall remain on the Executive Board.
Section 8. The State Director can remove any state officer at any time other than during state meetings or state board meetings. During these meetings, the state board or delegates in attendance at the conference shall remove him with a 2/3 vote in the affirmative for removal.
Section 9. A member-at-large cannot become an officer in the State of Alabama.
ARTICLE VI - COMMITTEES
Section 1.The committees of this organization shall be appointed by the State Director. These committees may be membership, legislative program of work, law and revision, budget, credentials, auditing, history and archives, Collegiate Affairs, awards, State Improvement, Conference Evaluation, Outstanding Sigma of the State of Alabama, and time and place.
Section 2. The nomination committee shall be elected by the body assembled.
ARTICLE VII - MEETINGS
Section 1. The annual meeting shall be held, where possible, in a city near a campus where there is an Collegiate chapter. This shall be done by invitation from an Alumni chapter on a rotational basis within the state.
Section 2. Special meetings may be called by the State Director, or by a majority of the Executive Board, if necessary.
Section 3. A quorum for the annual state meeting shall be a majority of the membership registered at the time the meeting is called.
Section 4. A quorum for an executive board meeting shall be a simple majority.
ARTICLE VIII - DUES
Dues shall be assessed by the State of Alabama during a conference session. Simple majority of voting delegates shall prevail. See By-Laws for current dues and assessments.
ARTICLE IX - EXPENSES
Section 1.The Executive Board shall authorize expenditures to be made from the State Treasury for the operation of the State.
Section 2. The State Director shall prepare a budget for the current year. Total budget shall not exceed 75% of the previous years income.
Section 3. All expenditures shall be to accomplish a fraternity purpose within the established budget. Expenses should be reasonable, logical, necessary and proper.
ARTICLE X - ELECTIONS
Section 1. All candidates for office shall submit a letter to all chapters of the State of Alabama at least 60 days prior to the scheduled state conference of that year to be considered as an official candidate for office by the nomination committee.
Section 2. The nomination committee shall present a slate of candidates (who have consented to serve) at the annual state meeting. Each candidate for State Office must be in good financial standing with National, Southern Region, State of Alabama and his local chapter for the previous and current year.
Section 3. Nomination of registered, financial brothers for offices may be made from the floor at the state meeting by financially, registered brothers at the meeting.
Section 4. The financial card (receipt) and state registration receipt of all candidates must be certified by the nominations committee.
Section 5.Newly elected officers will be installed at the end of the regional meeting.
ARTICLE Xl - VOTING
Section 1. Each chapter shall have one (1) vote for each five (5) financially active members, or fraction thereof, based upon the current year’s financially active list if the current one is not available from the State’s Office.
Section 2. The present and immediate Past State Directors shall have one (1) vote, if he is presently a member of the State of Alabama.
Section 3. Members-at-large have no voting privileges in the State of Alabama.
Section 4. All voting shall be by secret ballot on any office when more than one brother has been placed in nomination for that office.
ARTICLE XII - PARLIAMENTARY AUTHORITY
Robert Rules of Order, Newly Revised Edition, shall be the authority on parliamentary law in general meetings and meetings of the Executive Board when questions or procedures are posed - which questions are not specifically answered and/or addressed by the constitution.
ARTICLE XIII - AMENDMENTS AND REVISIONS
The Constitution may be amended or newly revised by the membership at any annual meeting or special meeting called for this purpose by a two-thirds vote of the members present and voting; providing that such amendments are mailed to the membership (chapters) forty-five (45) days prior to the meeting.
SECTION I - STATE CONFERENCE
1. Delegates to the Conference shall be elected by their respective chapter, shall be entitled to one delegate for every five financial members and one additional for every fraction thereof and provided further that each active chapter shall be entitled to at least one delegate.
2. Each chapter and each delegate must be certified by the Treasurer as having paid all the financial obligations required by these By-Laws.
3. The present and immediate Past State Directors shall be entitled to one vote at the conference.
4. Robert Rules of Order (current edition) shall be the parliamentary authority on all questions of parliamentary procedure arising at the conference, unless such questions are specifically covered in this Constitution and By-Laws.
Section II - OFFICERS
1. The State Director shall be the Chief Executive Officer of the State. He shall preside over all meetings of the State. He shall appoint all committees and non-elected officers; he shall approve all payments from the funds of the state; he shall sign all drafts for disbursement with the Treasurer; all checks for payment of funds from the Treasury; and he shall perform such other duties as his office may require.
2. The First Vice-Director shall assume the duties of the State Director in the event of his absence, resignation, or removal. He shall perform such duties as designated by the State Director.
3. The Second Vice-Director shall be a member of the Committee on Collegiate Affairs, and shall be the representative of that committee at the meetings of the State of Alabama Executive Board. He shall also perform such duties as designated by the State Director.
4. The Treasurer shall be the custodian of all funds of the State. He shall receive all funds and shall give a receipt therefore; he shall deposit all funds in such banks as approved by the State Executive Board; he shall disburse funds by checks only; and upon a draft signed by the Director. He shall make a monthly report to the Director and an annual report to the conference of receipts and disbursements. At the beginning of the State Conference, he shall turn over his books and financial records for auditing to the auditing committee.
5. The Secretary shall be responsible for the recording of all actions during the scheduled meeting; he shall provide copies of those minutes to the Executive Board not later than 45 days after such meeting including a copy to all State Chapters. He shall form any and all related functions associated with the office of Secretary and those designated by the State Director and Executive Board.
6. The Education Director shall supervise and direct the educational programs of the State. He shall cooperate with the Chapters in developing these programs on the state level. He shall submit a written report to the Executive Board prior to its first meeting in year following the Conference, setting forth a proposed educational program for the Fraternity for the current year together with an estimated budget for carrying out each phase of such program. He shall submit an annual report to the Executive Board and to the Conference on the operation of his office.
7. The Bigger and Better Business Director shall formulate, direct and supervise the Bigger and Better Business Program for the Fraternity throughout the year. He shall submit a written report to the Executive Board prior to the first meeting of the Executive Board in the year following the Conference setting forth a proposed program for the current year together with an estimated budget for carrying out each phase of such program. He shall submit a written annual report to the Executive Board and to the Conference on the operation of his office.
8. The Social Action Director shall direct the social action programs of the State. He shall cooperate with the chapters in developing the programs at the State level. He shall submit a written report to the Executive Board prior to its first meeting in the year following the Conference setting forth a proposed program for the current year, together with an estimated budget for carrying out each phase of such program.
9. Collegiate Affairs Director shall, in consultation with the State Officials, investigate areas of expansion and revitalization of collegiate chapters. He shall do whatever is necessary and possible within his constitutional limitations to develop a strong collegiate structure for the Fraternity. He shall submit a proposed estimated budget for carrying out each phase of his programs. He shall acquaint himself with the needs of students throughout the State.
10. Director of Publicity shall be responsible for the dissemination of information regarding the purposes and programs of the Fraternity; he shall encourage the chapters to report their activities to his office, and shall advise them with respect to the establishment of effective publicity programs; he shall submit a proposed estimated budget for carrying out each phase of his programs; he shall give particular attention to publicizing the activities of the Conference, insofar as such activities reflect the concern of the Fraternity with the significant domestic and foreign problems of the times, and he shall do all other things necessary to enhance the visibility and liability of the Fraternity throughout the Region and Country.
11. The Parliamentarian shall be well versed in knowledge and understanding of Roberts Rules of Order and shall be on hand at designated meetings to mediate any conflict with regular proceedings and the Constitution via usage of Roberts Rules of Order (current edition). He shall also perform other duties assigned by the State Director.
SECTION III - ELECTIONS
1. The nominating committee shall present a slate of candidates (who have consented to serve) at the Annual State Conference. Each candidate for an office must be in good financial standing with National, Regional, State and his local chapter for the previous and current year.
2. Nominations of registered, financial members for offices may be made from the floor at the conferences by a financially registered member at the conference. 3. The financial card (receipt) and registration receipt of all candidates must be certified by the nominations committee. 4. Newly - elected officers will be installed at the end of the Conference.
SECTION IV - VOTING
1. Each chapter shall have one (1) vote for each five (5) financially active members, or fraction thereof, based upon the current year’s financially active membership list or the previous year’s financially active list if the current one is not available from the State’s Office. 2. The present and immediate Past State Directors shall have one (1) individual vote on any matter.
3. All voting shall be by secret ballot on any office when more than one member has been placed in nomination for that office.
SECTION V - FINANCIAL ASSESSMENTS
1. Each Alumni chapter member will be assessed $8.00 and Collegiate $4.00 as state dues.
SECTION VI - STANDING COMMITTEES
1. The standing committees shall be the following:
(a) Budget Committee
The Budget Committee shall be composed of the Director, the Treasurer and two other members appointed by the Director. This committee shall review the proposed budgets of all officers submitted to the Executive Board for approval, make a report to the Executive Board at the meeting at which such budgets are to be acted upon by the Executive Board.
(b) Publicity Committee
The Publicity Committee shall be composed of the Director of Publicity and two other members appointed by the Director. This committee shall be responsible for the dissemination of news regarding the Fraternity during the year and at the Regional Conference.
(c) Committee on Collegiate Affairs
The Committee on Collegiate Affairs shall be composed of the Collegiate Affairs Director and two other members appointed by the Director. This committee shall keep the Fraternity and the Executive Board informed on the status of Collegiate chapters, and shall suggest programs and projects for the development of such chapters. (Note: At least one of the committee members should be a collegiate brother.
SECTION VII - SPECIAL COMMITTEES
1. At each regular meeting of the Conference the State Director shall appoint the following committees.
(a) Nominating Committee
The Nominating Committee shall be composed of seven (7) members. Two of such shall be Collegiate brothers from different chapters of the State. Not more than one of the five (5) remaining members to be appointed shall be appointed from the same chapter. The Nominating Committee shall prepare a slate of candidates for every office required to be filled by election by the Conference after a careful review of the qualifications of all members proposed as candidates for such offices.
(b) Auditing Committee
The Auditing Committee shall be composed of no less than three (3) members. The books and accounts of the Treasurer shall be audited by this committee. The financial accounts of all other officers shall be examined by the Auditing Committee. The financial records of such officers must be submitted to the Auditing Committee on the first day of the Conference together with expense vouchers, bills, receipts, etc., reflecting the receipts and disbursements of his office. The Auditing Committee shall report its findings to the State Conference.
(c) Law and Revision Committee
The Law and Revision Committee shall be composed of not less than three (3) members. It shall review all proposed amendments to the Constitution and By-Laws and report its recommendations to the Conference.
(d) Grievance Committee
The Grievance Committee shall be composed of not less than five (5) members. It shall review all grievances referred to the Conference by either chapters or members for disposition. It shall review all requests for suspension or expulsion of members and for disciplinary action against chapters or members, and report its findings and recommendations to the Conference for disposition.
(e) Credentials Committee
The Credentials Committee shall be composed of not less than three (3) members. It shall review the credentials of every delegate to the Conference and prepare a list of official delegates and chapters for presentation to the Conference not later than the morning of the second day of the Conference.
(f) Resolutions Committee
The Resolutions Committee shall be appointed by the Director at least thirty (30) days before the first session of the Conference. It shall be composed of not less than five members. Resolutions to be considered by the committee shall be submitted to the Secretary prior to the Conference, and the Secretary shall send all such resolutions when received, to the chairman of the committee. Any delegate may submit written resolutions to the Conference regarding any matter pertinent to the policies of the Fraternity on the first day of the Conference, by submitting such resolution to the Secretary. Such resolutions may deal with any matter other than the internal administration of the Fraternity. Such resolutions shall be referred to the Resolutions Committee.
(g) Committee on Omega Chapter
The Committee on Omega Chapter shall report to the Conference the names of all members who have died since the last meeting of the Conference. It shall conduct a memorial service at the Conference for such deceased members.
(h) Other Committees
The Director shall appoint such other committees as he shall deem necessary, and he shall define their duties.
SECTION VIII - AMENDMENTS
These By-Laws may be amended by a two-thirds majority vote of the delegates present and voting at the Conference.
(1) Conference Date _____________
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