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Bylaws for the ALPHA KAPPA Chapter, Epsilon Sigma Phi
National Honorary Extension Fraternity
Section I. Election. At each annual meeting of the fraternity, a president-elect shall be elected from the membership by majority vote of the members present and voting. They shall be elected for one year and each shall serve until their successor is duly elected and installed. The president-elect shall automatically become president at the end of their term as president-elect. The secretary and treasurer shall be elected for tow (2) year terms. The secretary shall be elected in even numbered years and the treasurer shall be elected in the odd numbered years.
Section II. Vacancies. If a vacancy occurs in the office of president, the president-elect shall automatically become president.
Section III. The elected officers shall hold the same offices on the Executive Committee that they hold in the fraternity. Vacancies on the Executive Committee shall be filled the same way since they are the same officers.
Section IV. Nominations for the officers shall be made by a nominating committee of three or more members to be appointed by the president at least one month before the annual meeting. Voting shall be done by either a show of hand or by secret ballot, whichever the president may elect to use.
Section V. Installation of officers shall be suitably performed at the annual meeting at which they are elected by the retiring president or by some members designated by the president.
Section I. Initiation fees and dues. If the National Council changes its dues, the dues for this chapter shall be changed automatically by the same amount. Alpha Kappa Chapter dues shall be set annually by the Alpha Kappa Board. Such changes shall be effective and collected for the year for which the National Council makes it changes effective in order to meet the effective date of the change by the National Council. New initiates shall pay an initiation fee of $5. Retired members may obtain a lifetime membership by paying an amount equal to five times the annual national dues plus the sum of $10.00 at the time application is made for lifetime membership.
Section II. Official year. Annual dues are due and payable in accordance with the date set by the national ESP board for the ensuing year.
Section III. Delinquent members. All members who have not paid their dues within thirty (30) days after the annual meeting shall be notified by letter by the treasurer. After two more months have elapsed, a second notice shall be sent and members shall be reminded of the following: “Those members who are four (4) months or more on arrears with dues and have been notified twice by letter will be deemed to have forfeited their membership unless specifically excused by the Executive Committee.”
The treasurer shall provide the Executive Committee with a list of those four (4) months or more in arrears with dues and who have been duly notified as set forth above. Unless the Executive Committee extends the payment period because of ill health, absence from the state, or inability to pay, and so notifies the secretary within thirty (30) days after its next meeting, the treasurer shall remove their names from the membership list.
Those who have forfeited their membership by nonpayment of dues may be reinstated after the end of that year, upon payment of dues for the current year and upon approval of the Executive Committee.
To determine eligibility for membership, the membership committee shall certify that the candidate has served five (5) years as an Extension worker and is not already a member of Epsilon Sigma Phi.
It shall be the responsibility of the membership committee to notify prospective new members of their selection and determine their willingness to become members. New members shall be suitably initiated at the meeting at which they are inducted into membership. The membership committee shall be responsible for the initiation.
The members present at any meeting of the fraternity or its Executive Committee, which has been properly called, and for which clear and adequate notices were sent to the members involved reasonably well ahead of the meeting, shall constitute a quorum and conduct any business on which action needs to be taken, subject to provision of Article I, Section IV; Article III, and Article X of these bylaws.
The president shall appoint the committees on Nominations, Membership, Initiation and Auditing, as heretofore called for, and any other committees which the president deems appropriate or which the fraternity or its Executive Committee may request. The president may serve as a non-voting member of any committee at his or her discretion. Guidelines giving purposes and responsibilities of the appointed committees shall be developed by the Executive Committee for use by that committee.
Article VI – Emblems and Supplies
All emblems, membership cards, creeds and jewelry of the fraternity shall be obtained from the National Council or be approved by the National Secretary.
Article VII – Order of Business
The regular order of business of any annual meeting of the fraternity shall be as follows:
1. Call to order and remarks by the president
2. Initiation of new members
3. Approval of minutes of the last annual meeting which have been placed in hands of members prior to this time
4. Report of treasurer
5. Report of auditing committee
6. Reports of other committees
7. Unfinished business
8. Other new business
9. Election
10. Installation of officers
11. Adjournment
Section I. The fraternity shall cooperate with the National Council in its award program and submit nominees for most awards for which this chapter is eligible. Exceptions are listed in Sections II and III of theses bylaws.
Section II. Suitable recognition shall be provided members of Alpha Kappa Chapter in good standing as follows:
(a) Suitable awards may be presented each year for meritorious service to members of the fraternity who have not already received such awards. One award possible for each 150 members. The committee shall obtain written nominations, supported by justification in writing, from the membership at least sixty (60) days before the annual meeting. The outstanding nominees shall be selected by the committee on recognition and awards and receive approval of the Executive Committee.
(b) Members who have attained twenty-five (25) years service with Extension shall be given suitable recognition as agreed upon by the committee on recognition and awards and the Executive Committee.
(c) Members who have retired during the year shall be given suitable recognition as agreed upon by the committee on recognition and awards and the Executive Committee.
(d) “In Memorial” statements shall be prepared for any member(s) of the chapter who dies during the year. These statements shall be prepared by the Committee on Fellowship unless otherwise directed by the president. The statements shall be recognized at the annual meeting and a copy shall be sent to the nearest of kin.
Section III. Suitable recognition and awards can be made to non-chapter members who:
(a) Are effective Extension workers but not qualifying for membership because their tenure is less than 5 years.
(b) Are outstanding in giving desirable leadership and support to the Cooperative Extension Service in fulfilling its mission and attaining its purpose.
Article IX
Roberts Rules of Order shall be the guide for the parliamentary procedures at all meetings.
Article X – Amendments
These bylaws may be amended at any regular annual meeting of the fraternity by two-thirds majority of the members present and voting, provided notice is given, with the proposed amendment in writing, to the membership at least fifteen (15) days prior to the meeting.
Members’ suggestions for amendment to the bylaws should be submitted to the Executive Committee in writing at least 30 days prior to the annual meeting.
Revised 3/18/05