UTAH ALPHA CHAPTER BYLAWS
ARTICLE I NAME AND OBJECTIVES
Section 1 This chapter shall be known as the Utah Alpha Chapter of the Sigma Phi Epsilon Fraternity.
Section 2 The objectives of this organization are:
a. To impress upon its members the true significance of fraternal relationships and to create and perpetuate friendship among all persons.
b. To develop and strengthen the character of its members, promote the principles of Virtue, Diligence, and Brotherly Love, and preserve the ideals and principles upon which the Fraternity was founded.
c. To instill those principles which are the responsibilities of an individual as a member of society. Thus ensuring accountable, productive members of society.
Section 3 This chapter shall be governed at all times by the provisions of the constitution and Bylaws of the Grand Chapter of the Sigma Phi Epsilon Fraternity.
ARTICLE II MEMBERSHIP
Section 1 Membership in this chapter shall be subject to the provisions of the Grand Chapter Bylaws, Article I, Sections 1 to 7 inclusive.
Section 2 A member of any other chapter of Sigma Phi Epsilon attending this University shall be permitted to affiliate with this chapter in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, No. 30.
Section 3 This chapter shall have the authority to initiate a candidate for honorary membership in accordance with the Grand Chapter Constitution, Article I, Section 2(c).
Section 4 Any member of this chapter who ceases to be a student in this institution shall be regarded as an alumnus member in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, as stated in Article I, Section 2(b).
Section 5 Any member initiated by this chapter and enrolled in this institution, or a member who has been properly affiliated and is enrolled in this institution, shall be considered a student member and included in the determination of the chapter's annual deposits to the Housing Loan Fund and Chapter Investment Fund in accordance with Grand Chapter Bylaws and Administrative Policies and Procedures, Section C, Nos. 8 and 12.
Section 6 Inactive membership shall not be permitted by this chapter in accordance with Article I, Section 7, of the Grand Chapter Bylaws and Administrative Policies and Procedures.
Section 7 Balloting on candidates for initiation shall be subject to the provisions of the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, Nos. 25 to 29 inclusive.
Section 8 All candidates for membership shall have the opportunity to speak before the general assembly. Nevertheless, the decision of admittance shall be decided by a majority vote from the recruitment committee.
Section 9 All membership development activities performed by this chapter shall be of a constructive nature in accordance with Article I, Section 4, of the Grand Chapter Bylaws and Administrative Policies and Procedures.
Section 10 A member who is not suspended or liable for any other reason in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, Nos. 35 through 47, shall be specifically considered a member in good standing.
Section 11 All members shall be required to maintain a 3.0 semester and cumulative grade point average.
ARTICLE III EXECUTIVE COMMITTEE
Section 1 The executive committee shall consist of the president, vice president of finance, vice president of programming, vice president of recruitment, vice president of development and Chaplain.
Section 2 The executive committee shall meet the day before each chapter meeting or when called by the president.
Section 3 The president shall serve as chairman of the executive committee and shall report to this chapter any action recommended or taken by said committee at each chapter meeting.
Section 4 It shall be the duty of this committee to plan the year's activities; establish the general overall policy and goals subject to this chapter's approval, and which are consistent with the Grand Chapter Bylaws and Administrative Policies and Procedures.
Section 5 The executive committee shall serve to review fines, hear all grievances, and render final decision on all matters not falling under the jurisdiction of the Standards Committee; its action shall be binding unless overruled by a two-thirds vote of the entire membership.
Section 6 This committee shall be responsible for the formulation and enforcement of chapter house/facility rules. Only by a two-thirds vote of all student members in good standing may any of the said house rules formulated by this committee be changed without the approval of said committee.
Section 7 The order of business for the executive committee shall be as follows:
a. Roll call
b. Reading of previous executive committee minutes
c. Committee reports
d. Financial report
e. Notices and communications
f. Old business
g. New business
h. Standards Board Presentation on current problems and their resolution.
Section 8 The vice president of programming shall keep accurate bound minutes of the executive committee meetings. He may, if membership permits, appoint a secretary to perform this duty.
Section 9 The chairman of the executive committee will develop a chapter meeting agenda from the discussion of the executive committee meeting and post the agenda for all members to become familiar with prior to the chapter meeting.
ARTICLE IV THE CABINETS
Section 1 The cabinets shall consist of each vice president and all standing and special committee chairmen of the chapter under each vice president's jurisdiction.
Section 2 The cabinets shall meet weekly prior to the executive committee meeting and/or when called by the vice presidents.
Section 3 The vice presidents shall serve as chairmen of the cabinet and shall report to the executive committee any action recommended or taken by said cabinets.
Section 4 It shall be the duty of the cabinets to coordinate all chapter activities, to allow all chapter leaders to analyze the chapter programs and select those best designed to achieve the desired results consistent with the principles of the Fraternity.
Section 5 The cabinets shall serve as a selective chapter sounding board for the introduction of new policies and programs and serve as a communications network from the executive committee to the general membership and back.
ARTICLE V OFFICERS
Section 1 Each of the officers of an undergraduate chapter shall have such powers and perform such duties as prescribed in the Bylaws and Administrative Policies and Procedures or the Ritual of the Fraternity, in the bylaws of the undergraduate chapter, or as may be directed by the Grand Chapter.
Section 2 To be eligible to hold an elected position in Sigma Phi Epsilon, a member must be in good standing and must maintain a cumulative grade point average of 3.2. To be eligible for the position of president a minimum of a cumulative 3.4 grade point average is prerequisite.
Section 3 At the expiration of his term of office, each officer shall deliver all chapter books, papers, monies or other articles to his successor. Each officer shall render all information to enable his successor to assume full charge of the duties of his office.
Section 4 The officers of an undergraduate chapter in the order of succession, and their duties, shall be as follows:
President:
1. The president shall preside at all meetings of his chapter, all extra sessions, appoint committees, decide in case of tie votes, impose all fines, fill vacancies arising from temporary absence of officers, and sign all papers requiring authentication.
2. He shall have authority to suspend from a chapter meeting any member for conduct unworthy of a member of Sigma Phi Epsilon.
3. The president shall be chairman of a president's cabinet separate from the executive committee. The secretary, press relations chairman, and IFC representative are members of this cabinet.
4. The secretary shall maintain the membership records of the chapter in a form prescribed by the National Board of Directors, and he shall keep record of the history of the chapter. He shall call the roll and keep the minutes of each meeting. He shall have charge of the seal, books, papers, and records of the chapter, except those in the charge of other officers. He shall conduct all correspondence and bring all legislation before the chapter.
5. He shall keep individual records of the brothers. These records will be kept private and shall only be read by the President and Chaplain. Revealing any information contained in the records that is not common knowledge, including and not limited to past offenses, private consultation, mentoring received under the guidance of the executive council, etc, will require immediate expulsion form position, exclusion from reentering a leadership position for one year form the date the offense occurred and cause an investigatory board to collect facts and present them for review by the Standards Board for possible expulsion from the chapter.
6. All private records shall be purged upon graduation of any brother.
Vice President of Finance
1. The vice president of finance shall be chairman of the finance cabinet, which may include the budget chairman, kitchen director, and house chairman.
2. The finance cabinet shall collect all dues and other charges due from the members to the undergraduate chapter, and the vice president of finance shall make disbursements subject to the order of the chapter president or the alumni board.
3. The finance cabinet (budget chairman) shall prepare, with the assistance of the alumni board and the chapter president, an annual budget of the undergraduate chapter, and after it is approved by the alumni board, he shall transmit a copy to the undergraduate chapter, the district governor, and Headquarters.
4. The finance cabinet shall prepare and submit the monthly financial reports required by Section E, Paragraph 20, of the Bylaws and Administrative Policies and Procedures.
5. The vice president of finance shall be responsible for the prompt collection and transmittal to Headquarters of all monies due the Fraternity pursuant to Section C of the Bylaws and Administrative Policies and Procedures.
6. Within one month after the conclusion of their terms of office, the vice president of finance and cabinet shall turn over for audit to a qualified person appointed by the alumni board, in accordance with Section E, Paragraph 21, of the Bylaws and Administrative Policies and Procedures, all records pertaining to the financial operations of the undergraduate chapter.
Vice President of Programming
1. The vice president of programming shall be responsible for the chapter's functions, programs, and to keep the chapter calendar.
2. He is chairman of the programs cabinet, which may include the events chairman, the community service chairman, and the intramural director.
3. He is responsible for the minutes of the executive committee, and he shall assume all duties in the absence of or the disability of the president.
4. He is also the ritualistic vice president.
Vice President of Development
1. The vice president of member development shall be chairman of the development cabinet, which may include the scholarship chairman, chapter evaluation chairman, and speaker director.
2. He is responsible to schedule and lead chapter retreats and enrichment programs.
3. He shall act to uphold, develop, and strengthen the character of the members and to preserve the ideals and principles upon which the Fraternity was founded.
Vice President of Recruitment
1. The vice president of recruitment shall be responsible for recruiting new members, both undergraduate and alumni, into the chapter.
2. He is chairman of the recruitment cabinet, which may include the recruitment events chairman, the Balanced Man Scholarship chairman, the newsletter director, homecoming chairman, and alumni events chairman. They shall conduct the chapter's non-member recruitment and alumni programs and conduct correspondence in regard thereto, establishing and maintaining programs to recruit undergraduate members and to maintain proper contact with the alumni.
Chaplain
1. The chapter, via election concurrent with other official elections, will elect the following officers to serve as members of the standards board: the chaplain, the senior marshal, the junior marshal, the guard, and guide.
2. He will be chairman of the standards board.
3. The standards board shall be responsible to plan the use of the Ritual, inspect the Ritual equipment, review proper risk management for upcoming events, and practice the Ritual.
4. The standards board shall also be responsible to enforce the chapter's standards agreement and resolve member disputes.
5. The guard shall perform the duties as prescribed in the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, No. 3(e).
6. The marshals shall properly set up and remove Ritual equipment for formal meetings and/or initiations. It shall be their duty to make sure that all Ritual equipment is available for formal meetings and initiations. They shall arrange for proper storage facilities, cleaning and repair of the Ritual equipment.
Section 5 All officers and the Chaplain shall keep recorded notes of all official meetings. These notes are official and shall not be purged for a period of no less than 4 years. These notes shall only be read by the vice-presidents of their respective areas as well as anyone they deem it necessary to reveal the information to. The President shall have access to all notes as well as the Chaplain.
ELECTION OF OFFICERS
The officers of the undergraduate chapter shall be elected annually by secret ballot not later than the last regular meeting in March; provided, however, they may be elected semiannually if two-thirds (2/3) of the undergraduate brothers of the chapter vote in its favor, and the process is approved by the district governor and supervised by the chapter counselor.
In the event the elective officers fail to return to college, the undergraduate members may assemble and effect a temporary organization and proceed to elect officers who will serve until the next annual election.
Only a member in good standing shall be eligible to hold an office or position of trust in any undergraduate chapter.
The officers of an undergraduate chapter shall be installed at the next regular meeting after their election, according to the manner and form prescribed in the Ritual.
A chapter shall have the power, by a super majority vote of 3/4ths, to declare void the election of an officer who, without satisfactory cause, fails to present himself for installation.
An undergraduate chapter shall have the power, by a vote of two-thirds (2/3) of all its undergraduate members in good standing to declare vacant any office of the chapter. Further, the alumni board may recommend the chapter declare vacant the office of vice president of finance for non-performance of his stated duties and obligation.
ARTICLE VI COMMITTEES
Section 1a The vice presidents shall appoint, or the chapter shall elect by majority vote, the chairmen of the following standing committees: Balanced Man Scholarship, budget, community service, evaluations chairman, alumni events, speaker director, membership recruitment, scholarship, events, special activities, intramurals, and songs.
Section 1b The executive committee shall appoint the members of the standing and special committees upon the recommendation of the committee chairmen.
Section 1c The chairman of each committee shall make a written report to this chapter at each weekly meeting, and it shall be submitted to the vice presidents at the cabinet meetings before the regularly scheduled executive meeting for its approval. The secretary shall preserve these written reports.
Section 1d The vice presidents may remove any committee chairman or committee member, who, in his opinion, and in the opinion of the president, is not satisfactorily doing the duties for which he has been appointed.
Section 2 The duties of the standing committees shall be as follows:
a. Membership Recruitment Committee -- This committee shall have charge of all selection activities and extend on behalf of this chapter all invitations for such functions and bids for those men duly elected as new members by vote of this chapter; also, this committee shall refer to the Membership Recruitment Guide for additional material and information concerning its duties and responsibilities.
b. Scholarship Committee -- This committee shall be responsible for seeing that quiet hours are maintained at all times; keeping members' scholastic records; preparing charts and graphs for indicating this chapter's recent ratings against the Fraternity and campus average; working closely with the member development coordinator and mentors; and determining which members are eligible for the Clifford B. Scott Memorial Key and the Ulysses Grant Dubach Award, and sending this information, properly authenticated, to the Headquarters in the fall of each year.
c. Events Committee -- This committee shall plan and prepare this chapter's social calendar at the beginning of the school year and revise this calendar during the year when necessary. It shall be the responsibility of this committee to stimulate improvements in the social graces of the individual members and the group as a whole, and to ensure the chapter's compliance with campus, city, state, and Fraternity laws and policies.
d. Special Committee -- This committee shall supervise, advise, and encourage chapter members to participate in campus activities and organizations.
e. Intramurals -- This committee shall have charge of all games, contests and sports; it shall keep records and reports of such events and shall supervise and encourage members to participate in these events.
f. Songs -- The chairman of this committee shall conduct weekly song practices, encourage informal singing around the dinner table and other gatherings, and organize serenades of sororities, women's residence halls, etc. These songs should represent the principles of the Fraternity.
Section 3 The president shall appoint other committees and committee chairmen when he deems it to be for the benefit of this chapter.
Section 4 These committee chairmen shall meet weekly with the vice president as outlined in Article IV (of these bylaws).
ARTICLE VII CHAPTER MEETING
Section 1a The chapter shall hold a regular meeting each week when the university is in session. Upon a two-thirds vote, a chapter may omit a regular meeting, but shall not omit more than two regular meetings in succession.
Section 1b All meetings shall be opened and closed using the form prescribed in the Ritual.
Section 1c This chapter shall have formal meetings, with the use of all official Ritual equipment, on the following occasions, as prescribed by the Fraternity Ritual:
(1) The first regular meeting of each semester/quarter/term.
(2) The first regular meeting of each month.
(3) Initiations.
(4) The first regular meeting following an initiation.
(5) Installation of officers.
(6) Last regular meeting following an initiation.
(7) At the option of the chapter president.
(8) At the request of a representative of the Grand Chapter.
Section 1d A special meeting may be called by the president or by a two-thirds vote of the members of this chapter.
Section 2 The president shall have authority to suspend from the meeting any member for conduct unworthy of Sigma Phi Epsilon or unbecoming to a gentleman.
Section 3 Attendance shall be required of all members; any member who is absent from a chapter meeting shall present his excuse in writing to the executive committee no later than the first meeting of said committee following the absence. Excuses shall be limited to illness, work, or family emergency, and an unexcused absence shall subject the offending member to disciplinary action by the executive committee. Members may be excused for a class only in the event that the class is needed for graduation within one academic year. Non-Local Internships shall also be a valid excuse upon approval of the chapter president.
Section 4 Members shall be required to be appropriately dressed as gentlemen (no athletic gear) at all meetings of this chapter. Dressed as a gentleman is defined as
1. Pressed shirt, tucked in
2. Tie
3. No shorts of any kind
4. No wrinkly or unclean clothing
Section 5 The order of business shall be as follows:
a. Opening in accord with the form prescribed by the Ritual.
b. Roll call.
c. Reading of the minutes of preceding meeting; approval.
d. Financial report.
e. Committee reports.
f. Reading of communications and notices.
g. Unfinished business.
h. New business.
i. Recommendation(s) for membership and voting on said recommendation(s).
j. Report of sickness.
k. Remarks for the good of the Fraternity.
l. Formal closing of meeting in accord with the Ritual (including singing of the Anthem).
Section 6 Robert's Rules of Order shall be the authority on all parliamentary questions where they do not conflict with these bylaws or the Bylaws and Administrative Policies and Procedures of the Grand Chapter.
ARTICLE VIII ASSESSMENTS, FINES AND FEES
Section 1 The membership fee shall be $ 220 , which shall be sent to Headquarters within 24 hours after joining, along with the membership form, in accordance with Section C, Nos. 2 through 6 and 11, of the Grand Chapter Bylaws and Administrative Policies and Procedures, in addition, the new member's account with the chapter must be paid in full before said new member may be inducted.
Section 2 This chapter shall deposit 20 dollars per member per year to the Chapter Investment Fund and ten dollars per member per year to the Housing Loan Fund in accordance with Section C, No. 12, of the Grand Chapter Bylaws and Administrative Policies and Procedures.
Section 3 All members shall pay equal monthly fees and assessments as provided in the budget prepared by the vice president of finance and alumni board and said charges shall not be changed without the approval of the alumni board.
Section 4 $ per member shall be allocated from the monthly budgeted dues to a building fund maintained by the alumni board.
Section 5 All chapter fees and bills shall become due and payable on the first of the month for which the fees are being charged. They shall be paid by the 15th of the same month and all outstanding accounts thereafter shall be increased 10% or $2 whichever shall be greater, plus $1 for each additional day thereafter. If the bill has not been paid by the end of the month for which it was levied, the member shall be suspended from the chapter upon majority vote of members present and in good standing; and unless said amount if paid within 30 days after suspension (60 days after original due date), he shall be expelled for indebtedness upon majority vote of members present and in good standing. The preceding actions are in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, Nos. 38 through 47, inclusive. Regular fees shall be chargeable for the period that any member is under suspension.
Section 6 Suspension is defined to be the denial, for a definite period, (in this chapter thirty days) of the privileges and benefits of membership, including the wearing or displaying of the Fraternity insignia, the attending of this chapter's functions and meetings, or otherwise identifying oneself as a member of the Fraternity, in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, No. 36.
Section 7 Expulsion is defined to be the permanent denial of all privileges and benefits of membership, including those specifically enumerated in the preceding section, in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, No. 37.
Section 8 Any member under suspension for indebtedness shall, upon payment of his indebtedness, be restored to membership in good standing without a vote of this chapter, in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, No. 42.
Section 9 Any member expelled for indebtedness by this chapter may be reinstated in accordance with the Grand Chapter Bylaws and Administrative Policies and Procedures, Section E, No. 42. The chapter secretary shall notify the Headquarters of a member expelled for indebtedness, giving the amount of the indebtedness and a copy of the letter sent to the member informing him of his expulsion. In cases of expulsion, other than for indebtedness, the chapter secretary shall notify the Headquarters of members expelled along with the minutes of the meeting where the expulsion was acted upon and all resolutions, together with all the papers giving a complete record of the case. (See Section B, inclusive, of the Grand Chapter Bylaws and Administrative Policies and Procedures.)
Section 10 The bookkeeping system employed by this chapter shall be that prescribed by the Grand Chapter and/or other systems with the approval of the National Board of Directors.
Section 11 All fines assessed by the president or vice president shall be recorded by the secretary, and the vice president of finance shall cause these amounts to appear on the bill the first of the following month.
ARTICLE IX AMENDMENTS
Section 1 Amendments to these Bylaws may be proposed at any business meeting of the chapter, but said amendment must be submitted in writing and shall not be acted upon for at least two weeks; no amendments shall become effective until approved by a two-thirds vote of the entire active membership at the meeting at which said amendments are acted upon.