Bylaws & Policies

The North Central West Virginia Alumni Association of Alpha Phi Omega

Originally drafted on October 6, 2011

Ratified on December 9, 2011 with/without revisions
Last amended


ARTICLE I. NAME
The name of this organization shall be the
North Central West Virginia Alumni Association of Alpha Phi Omega.

 

ARTICLE II. PURPOSE

To assemble an association composed of alumni of the Alpha Phi Omega National Service Fraternity residing in the general geographic location of North Central West Virginia and outlying areas.  This shall be accomplished through such activities as the association may deem desirable.

ARTICLE III. MEMBERSHIP
Membership in the association shall be open to all former active, advisory or honorary members of Alpha Phi Omega National Service Fraternity without regard to chapter affiliation.

 

ARTICLE IV. CONFERENCES (National, Regional, Sectional)
It is recommended that at least one member of the association, who is not affiliated with the structure of the Fraternity (as staff or elected official) be in attendance at National Conventions, as well as conferences within the section and region where the association is located. This is not to usurp or attempt to supersede any National Bylaws associated with alumni voting delegates at National Conventions.

ARTICLE V. FINANCE
The due date shall be one month prior to the alumni association reaffirmation deadline as set by the National Fraternity. Dues are $10 and any change to the cost of the dues must be discussed and approved by the Executive Board with two-thirds majority.  Any exceptions to this shall be handled by the treasurer.

ARTICLE VI. RELATIONSHIP TO CHAPTERS
As an alumni association, this organization shall be an independent entity recognized by Alpha Phi Omega National Service Fraternity and shall not be formally linked to any particular active chapter of the Fraternity. At the discretion of the members of the association and the approval of the local active chapters, the association may enter into joint activities with such chapters (such as a service project). Individual members of the association having ties to individual chapters shall be encouraged to, and not restricted from, continuing such ties.

ARTICLE VII. ADHERENCE TO NATIONAL BYLAWS AND GUIDELINES
This association shall observe all applicable articles and sections set forth in the National Bylaws of Alpha Phi Omega National Service Fraternity, with particular emphasis on Article XII – Alumni.

ARTICLE VIII. OFFICERS
The Executive Board shall consist of a president, vice president, secretary, and treasurer. Annual elections for all officers shall occur no later than one month before the alumni association reaffirmation deadline, with installation of officers to occur at the business meeting following the affirmation deadline. The lag time is to be used to encourage sufficient transfer of offices from one person to another. To be eligible to run for an Executive Board position the brother must be a dues paying member of the association and residing in the general geographic location of North Central West Virginia.

Section 1. Duties of President
The president shall be responsible for presiding over each business meeting, being the authoritative representative of the association (signing documents, contracts, letters, as well as serving as primary spokesperson for the organization in public relations). In addition, the president shall serve as the association’s regional alumni council representative,


Section 2. Duties of Vice President
The vice president shall be responsible for assuming all duties of the president, in the president’s absence or removal, and performing other such duties as assigned by the president. Additionally, the vice president shall ascertain that the meeting is conducted in accordance with parliamentary procedure, arranging the locations of meetings as approved by the Executive Board, and install new officers following elections.

Section 3. Duties of Secretary

The secretary shall be responsible for keeping an accurate written record of the proceedings of each business meeting; corresponding with alumni, chapters, the National Office, and other such persons or entities as needed, keep association property, and act as a historian for the organization.  Finally, the secretary shall be responsible for production of any publications, including but not limited to a quarterly newsletter, on a schedule to be determined by the Executive Board.

 

Section 4. Duties of Treasurer
The treasurer shall be responsible for collecting dues and donations, dispensing funds from the treasury as needed, keeping an accurate financial record of treasury balances and transactions, submitting form 990N to the IRS annually, keeping an archive of all financial contracts and agreements, and ensure all important documents are distributed to the necessary parties. Additionally the treasurer will report on the association’s financial status at the Executive Board meetings.

ARTICLE IX. SECONDARY OFFICERS
The association will install the following officers as it deems necessary, on a yearly basis:
Service Chair
Fellowship Chair
Webmaster

 

Any secondary officer may be removed from office if deemed necessary by an affirmative vote of the majority of the voting brothers at a meeting where quorum is present. Any officers will be created and appointed by the President as deemed necessary and will be approved by a majority of the active Brothers present at an association meeting where quorum prevails.

Section 1. Service Chair
The service chair shall be responsible for planning and coordinating a service program for the association.

Section 2. Fellowship Chair
The fellowship chair shall be responsible for planning and coordinating a fellowship program for the association.

Section 3. Webmaster
The webmaster will maintain the association's Web Site and social networking accounts and keep them up-to-date with the current events.

ARTICLE X. MEETINGS
Section 1. Occurrence
The association shall hold quarterly business meetings, at minimum, four times a year. The times and locations for the business meetings shall be set by the Executive Board and announced to the alumni association at least two weeks prior to the meeting. Any changes to the meeting times and location should be announced to the alumni association with ample notice.  The times for the meetings shall be set by the vice president and any changes to this schedule shall be determined by the Executive Board.


Section 3. Location
Meeting locations shall be determined by the Vice President/Executive Board.

Section 4. Quorum
Quorum shall be defined as one-quarter of the association's members that have paid dues. For the purposes of elections or bylaws amendments, absentee ballots shall be allowed and must be submitted to the Executive Board at least forty-eight hours prior to the meeting.

ARTICLE XI. AMENDMENTS
An amendment must be presented to the entire association at least two weeks prior to meeting at which voting will occur. An affirmative vote equivalent to three-fourths of the votes cast at a meeting where quorum is present shall be necessary for the adoption of any amendment to these bylaws. Any amendments to the bylaws shall become effective upon the adjournment of the meeting during which said amendments were passed.