(Approved October 20, 2010)
Believing that where there is law, there is liberty, we the members of The Woodlands Sigma Chi Alumni Chapter located in The Woodlands, TX do hereby establish and solemnly promise to obey these Bylaws to supplement and support the Ritual, Constitution, Statutes and Executive Committee Regulations of the Sigma Chi Fraternity for the government of our chapter.
ARTICLE I. NAME and PURPOSE
Section 1. Name
The name of this organization shall be The Woodlands Sigma Chi Alumni Chapter.
Section 2. Chapter Purpose
A. To cultivate and maintain high ideals of friendship, justice and learning.
B. To maintain and promote true friendship amongst the alumni brothers of Sigma Chi.
C. To further the interests of Sigma Chi in the community and the individual lives of alumni brothers.
D. To assist undergraduate Sigma Chi chapters and brothers.
ARTICLE II. MEMBERSHIP
Section 1. Fiscal Year
The fiscal year of this chapter shall commence on March 1st.
Section 2. Membership
A member of the Sigma Chi Fraternity who is in good standing, regardless whether an alumnus who has graduated from an undergraduate school or an undergraduate who will be graduating from a undergraduate school, shall be considered a chapter member upon payment of annual dues and by abiding by all other chapter requirements.
Section 3. Dues
A. The amount of annual dues per member of The Woodlands Sigma Chi Alumni Chapter shall be determined by a fifty-one percent (51%) majority vote of all members of the Executive Committee, without a vote of chapter members.
B. Annual dues shall cover the fiscal year period and shall not be prorated for memberships that may start after the fiscal year begins.
C. To encourage joint participation in other metropolitan Houston Sigma Chi alumni chapters and/or associations, a fifty-one percent (51%) majority vote of all members of the Executive Committee, without a vote of chapter members, may authorize discounted annual dues for membership in multiple alumni chapters and/or associations.
D. Should any chapter member fail to pay his dues, he shall be dropped as a member of this organization.
ARTICLE III. MEETINGS, VOTES and ELECTIONS
Section 1. Meetings
A. A “regular” meeting or “special” meeting shall be any activity at which official business can be conducted provided that the subject of official business and voting, if required, is communicated to chapter members no less than fourteen (14) days prior to the meeting date.
B. A quorum of five (5) chapter members shall be present in order to conduct business at a “regular” meeting or “special” meeting.
C. The chapter members attending a “regular” meeting or “special” meeting plus minutes of the meeting shall be recorded if official business is conducted.
D. A “regular” meeting will occur six (6) times per fiscal year at a time and place to be determined by the Executive Committee.
E. A “special” meeting may be called at any time by the (1) President, (2) Executive Committee, or (3) Secretary upon the written request of any five (5) chapter members in good standing.
Section 2. Votes
A. All chapter members who have paid their dues and are considered in good standing shall have a vote except as hereinafter provided.
B. Any chapter member whose dues payments are not current will automatically lose his right to vote.
C. If a chapter member in good standing is present at a regular meeting or special meeting, the member shall have a vote at that meeting.
D. If a chapter member in good standing is unable to attend a regular meeting or special meeting which requires a vote, the member shall have a vote at that meeting by emailing an absentee vote prior to the meeting on a schedule to be determined by the Executive Committee.
E. A vote shall be by acclamation during a regular meeting or special meeting if there are no email ballots to be counted. However, any member may demand a ballot in writing.
F. A fifty-one percent (51%) majority vote of chapter members shall decide all questions unless otherwise provided by these bylaws.
G. The President shall only vote to break a tie.
H. Any decision of a standing or special committee may be overruled by a majority vote of the chapter members.
Section 3. Elections
A. Elections shall be held annually at the last meeting prior to the end of the fiscal year.
B. In the case of more than one nominee for any office, the ballot shall be in writing.
ARTICLE IV. OFFICERS
Section 1. Elected Chapter Officers
B. Vice President – Membership & Recruitment
C. Vice President – Social Events
D. Vice President – Undergraduate Relations
G. Chapter Editor
Section 2. President
A. The President shall develop the chapter’s strategic plan and oversee all chapter operations and programs.
B. The President shall serve as chairman of the Executive Committee and the Past Presidents Committee.
Section 3. Vice President – Membership & Recruitment
A. The Vice President shall maintain membership and recruit new members.
B. The Vice President shall serve as chairman of the Membership & Recruitment Committee.
C. The Vice President shall perform the duties of the President in his absence.
Section 4. Vice President – Social Events
A. The Vice President shall plan and execute social events hosted by the chapter that promote responsible brotherhood and friendship.
B. The Vice President shall serve as chairman of the Social Events Committee.
Section 5. Vice President – Undergraduate Relations
A. The Vice President shall plan and execute programs to assist undergraduate chapters in the East Texas Province of Sigma Chi Fraternity.
B. The Vice President shall serve as chairman of the Undergraduate Relations Committee.
Section 6. Secretary
A. The Secretary shall communicate notices and record minutes for all regular meetings and special meetings as directed by the President or Executive Committee.
B. The Secretary shall provide an annual membership accounting to the International Fraternity Headquarters and issue other correspondence as necessary.
Section 7. Treasurer
A. The Treasurer shall prepare an annual budget in collaboration with applicable officers, collect membership dues plus other income, and allocate chapter funds.
B. The Treasurer shall establish and maintain the chapter’s bank account and publish financial reports for the Executive Committee and government agencies as required.
Section 8. Chapter Editor
A. The Chapter Editor shall publish the chapter newsletter and submit information to The Magazine of Sigma Chi on a regular schedule as determined by the Executive Committee.
B. The Chapter Editor shall collaborate with the Webmaster to publish alumni chapter communications using the chapter’s website and other mediums as needed.
Section 9. Webmaster
A. The Webmaster shall design and maintain an efficient and effective chapter website, employ strong personal security and payment-processing controls, and reply to website-user inquiries.
B. The Webmaster shall coordinate with other chapter officers and/or committees to publish alumni chapter communications using the chapter’s website and other mediums as needed.
Section 10. Appointed Officers
The President shall appoint additional officers deemed necessary to expand alumni participation without a vote of chapter members.
Section 11. Term of Office
A. The term of office for an elected officer shall be one year beginning at the start of the fiscal year following his election.
B. The term limit for an elected officer shall be two consecutive 1-year terms of office.
C. The term of office for an appointed officer shall be no longer than the term of office of the President who made his appointment.
Section 12. Impeachment
A. Any chapter officer may be impeached for non-performance, non-exemplary conduct, or conduct unbecoming of a Sigma Chi.
B. A fifty-one percent (51%) majority vote of chapter members shall impeach any officer, provided charges have been openly preferred against the officer by a member of the chapter one (1) week prior to the meeting at which the impeachment vote is to be taken and a quorum is met in the chapter meeting as prescribed by these bylaws.
C. Upon an officer's impeachment, his office shall be declared vacant.
Section 13. Vacancies
A. All vacancies in any office in the chapter that occur from any cause other than the expiration of the term of office shall be filled by a fifty-one percent (51%) majority vote of all remaining members of the Executive Committee.
B. The officer elected to fill a vacancy shall hold office for the unexpired term of the officer whom he succeeds.
ARTICLE V. COMMITTEES
Section 1. Standing Committees
A. Executive Committee
B. Past Presidents Committee
C. Membership & Recruitment Committee
D. Social Events Committee
E. Undergraduate Relations Committee
Section 2. Executive Committee
A. The Executive Committee shall be composed of the President, Vice President – Membership & Recruitment, Vice President – Social Events, Vice President – Undergraduate Relations, Secretary, Treasurer, Chapter Editor, and Webmaster. The President shall be the committee chairman.
B. The Executive Committee shall meet at least every two (2) months to plan, approve and fulfill a well-rounded alumni chapter program. The Executive Committee shall approve the chapter’s strategic plan and shall ensure all officers and committees have approved goals and annual budgets for their terms of office.
C. A fifty-one percent (51%) majority vote of members “present” at an Executive Committee meeting shall decide questions unless these bylaws otherwise require a fifty-one percent (51%) majority vote of “all” Executive Committee members.
Section 3. Past Presidents Committee
A. The President shall be the chairman of the Past Presidents Committee which shall consist of all interested past presidents.
B. This committee shall be a sounding board for and mentor of the chapter’s development, shall help facilitate leadership training, and shall recommend changes in procedures to the Executive Committee relative to the chapter’s strategic plan.
Section 4. Membership & Recruitment Committee
A. The Vice President – Membership & Recruitment shall be the chairman of the Membership & Recruitment Committee and shall appoint additional members as deemed necessary.
B. This committee shall secure the names, postal addresses, email addresses and phone numbers of Sigma Chi alumni living in The Woodlands, TX and surrounding metropolitan areas and shall encourage membership and active participation in the chapter.
C. The committee shall maintain the names, postal addresses, email addresses, phone numbers and other vital information of chapter members as deemed necessary and as directed by the International Fraternity Headquarters.
D. This committee shall budget, announce and execute all membership and recruitment activities.
Section 5. Social Events Committee
A. The Vice President – Social Events shall be chairman of the Social Events Committee and shall appoint additional members as deemed necessary.
B. This committee shall plan social events hosted by the chapter that are interesting to its members and their families and which promote responsible brotherhood and friendship.
C. This committee shall budget, announce and execute all social events.
Section 6. Undergraduate Relations Committee
A. The Vice President – Undergraduate Relations shall be the chairman of the Undergraduate Relations Committee and shall appoint additional members as deemed necessary.
B. This committee shall maintain effective relations with undergraduate Sigma Chi Chapters in the East Texas Province of Sigma Chi Fraternity by planning programs to assist with recruitment, initiation, personal and professional development, and graduating senior recognition.
C. This committee shall budget, announce and execute all undergraduate assistance events.
Section 7. Special Committees
The President or Executive Committee shall appoint special committees deemed necessary to expand alumni participation without a vote of chapter members.
ARTICLE VI. AMENDMENTS
Section 1. Amendments
A. These bylaws may be amended by a proposal from a chapter member(s) submitted in writing to the Executive Committee.
B. The Executive Committee shall present the proposal for approval by chapter members at the next regular chapter meeting.
C. A fifty-one percent (51%) majority vote, counted from ballots cast by chapter members at the meeting which the amendment vote is taken plus ballots received by email prior to the meeting from chapter members who are absent from the meeting, shall decide all amendments unless otherwise provided by these bylaws.
D. The amendment shall be effective immediately if approved unless otherwise stated in the amendment.