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Constitution for the ALPHA KAPPA Chapter, Epsilon Sigma Phi
National Honorary Extension Fraternity
(Kentucky)
Article I – Name
The name of this organization shall be the Alpha Kappa Chapter, Epsilon Sigma Phi, the National Honorary Extension Fraternity.
The purpose of this organization is to uphold Extension ideals and standards, maintain respect for the traditions, and uphold the morale of the Cooperative Extension Service.
The membership of this organization shall consist of properly approved persons who have performed satisfactory service as extension workers in the employment of the Land Grant Colleges or the United States Department of Agriculture, and have met the requirements set forth in Article III of the bylaws.
Section I. Officers of the organization shall consist of president, president-elect, secretary, and treasurer, who shall be elected from the membership as prescribed in Article I of the bylaws at the annual meeting and each shall serve until their successor is elected and installed or they are unable or ineligible to serve.
Section II. The president shall preside at all meetings of the fraternity and shall perform all the duties usually incumbent upon a president.
Section III. The president-elect shall preside at meetings in the absence of the president. The president-elect serves as chair of the selection committee for the Distinguished Service Award, the Friends of Extension Awards, and Special Awards. The president shall submit to National each year, credentials for the designated individuals, and shall arrange to have certificates suitably framed for presentation at annual meeting. The president will assist candidates for international, national or regional awards to present their credentials in a professional manner. The president-elect shall assume the duties of the president upon established evidence that the president is unable or ineligible to serve. In case the president and the president-elect are both unable or ineligible to perform the functions of the president, the duties shall fall upon the secretary until the Executive Committee or the chapter acts to fill the vacancies.
Section IV. The secretary shall keep the minutes and records of official business of the fraternity, correspond with National on behalf of the chapter; maintain a supply of award and recognition certificates, Extension workers Creed and chapter constitution; work with Officers and chair in preparing a yearly handbook for distribution at annual meeting; work with officers and chair in issuing and mailing newsletters twice per year – or as needed.
Maintain the files for the chapter, storage of materials, resources, etc; corresponds with officers and chairs regarding duties and deadline dates. Handles correspondence for the chapter.
Section V. The treasurer shall receive all dues, initiation fees and other income; maintain checking and savings account; investing surplus money for fraternity’s benefit; serve as contact person with College of Agriculture for scholarship fund withdrawals and deposits; maintain up-to-date regular and life membership lists; make membership lists available to officers; provide address labels to secretary; submit dues to National with Farm XTB40150 for initiates and membership changes; notify delinquent members of unpaid dues. Pay all bills, keep an accurate account of all receipts and expenditures with supplementary vouchers, and make an annual report of the finances to the fraternity at the annual meeting. The financial records of the treasurer shall be subject to annual audit by a committee appointed from the membership. The audit shall be made as soon after January 1 of each year as possible but no less than fifteen (15) days prior to the annual meeting and shall cover the past calendar year (January 1 through December 31).
The officers of the fraternity, plus the immediate past president, shall constitute an Executive Committee. The Executive Committee shall act as the continuing business organization of the fraternity between annual meetings. It may take such actions as the committee deems necessary for the welfare of the fraternity, provided such action is consistent with this constitution and bylaws, and subject to the approval of the fraternity at its next regular meeting. If no action is taken by the fraternity within sixteen (16) months, an action of the Executive Committee shall stand approved.
Article VI – Executive Board
The Executive Board shall consist of chapter chairs, chairs-elect, contacts, and the executive committee and shall meet as called by the president.
The annual meeting shall be held at a date and location set by the Executive Committee.
Special meetings of the fraternity may be held upon the call of the president or upon written request of twenty percent of the members.
This constitution may be amended at any regular annual meeting of the fraternity by approval of two-thirds of the members present, provided notice is given, with the proposed amendments in writing, to the membership at least fifteen (15) days prior to the meeting. Suggestions for amendments to the constitution should be submitted to the Executive Committee in writing at least 30 days prior to the annual meeting.
Revised 3/18/05