Constitution
CONSTITUTION
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 Organization.
Article II – Purpose
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.
Article III - Membership
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.
Article IV - Officers
Section I. Officers of the organization shall consist of the president, president-elect, secretary, and treasurer, 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 organization and shall perform all the duties usually incumbent upon a president. The president shall submit to National each year, credentials for the designated individuals, and shall arrange to have certificates suitably framed for presentation at the annual meeting. The president will assist candidates for international, national, or regional awards to present their credentials in a professional manner.
Section III. The president-elect shall preside at meetings in the absence of the president. 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 and 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 organization, 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 an annual report for distribution at or before the annual meeting in hard copy or electronic form.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 the organization’s benefit; serve as the 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 the secretary; submit dues to National with appropriate forms 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 organization at the annual meeting. The financial records of the treasurer shall be subject to an annual audit by a committee appointed from the membership and organized by the chair of the resource development committee. 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).
Article V – Executive Committee
The officers of the organization, plus the immediate past president, shall constitute an Executive Committee The Executive Committee shall act as the continuing business organization of the organization between annual meetings. It may take such actions as the board deems necessary for the welfare of the organization, provided such action is consistent with this constitution and bylaws and subject to the approval of the organization at its next regular meeting. If no action is taken by the organization within sixteen (16) months, an action of the Executive Committee shall stand approved.
Article VI – Board
The Board shall consist of chapter chairs, contacts, and the executive committee and shall meet as called by the president. National committee members or officers serving from the Alpha Kappa Chapter will serve as ex-officio members of the board.
Article VII - Meetings
The annual meeting shall be held at a date and location set by the Board. Special meetings of the organization may be held upon the call of the president or upon written request of twenty percent of the members.
Article VIII - Amendments
This constitution may be amended at any regular annual meeting of the organization 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.
Article IX- Organizational Guidelines and Procedures
The Board may develop and enact Organizational Guidelines and Procedures to help define, direct, and clarify operations of the organization. These may be amended at a Board meeting provided they are placed on the agenda prior to the meeting.
