A
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The Constitution of the
Alpha Kappa Sigma Service Sorority
2007-2008
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Preamble
Article I: Name
The name of this club shall be known as the Alpha Kappa Sigma Service Sorority. This name shall be taken from the first letters of the Greek words Arete (human excellence), Koinonia (fellowship), and Synergia (service), hereafter referred to in this document as the AKΣ service sorority derived from the first letters of each Greek word.
Article II: Purpose
The purpose of the AKΣ Sorority is to:
A. Assemble college women in the spirit of service consisting of service to the student body, to members of the community, and to fellow Alpha Kappa Sigma Sorority members.
Article III: Mission Statement
The women comprising the Alpha Kappa Sigma Sorority will persevere to affirm and promote service and community at the College of Saint Benedict.
Article IV: Membership
The Alpha Kappa Sigma Service Sorority shall consist of a President, a Vice President, Publicity Chair, Secretary, Treasurer, Philanthropy Chair, Koinonia Co-Chairs, Synergia Co-Chairs (Service chair name change), Rush Co-Chairs, Arete Co-Chairs, an Advisor, active, and honorary members.
A. Active membership in the AKΣ sorority shall be granted to women duty enrolled at the College of Saint Benedict
B. Honorary members may be chosen by the executive board, with at least a 51% majority vote. To be eligible for becoming an Honorary Member, the woman shall have been a member in good standing. These members shall have no voting privileges and are not required to attend weekly meetings
Article V: Meetings
All Alpha Kappa Sigma Service Sorority meetings and committee meetings are open to CSB students, faculty, administration, monastic community, and honorary members of the AKΣ Service Sorority.
Article VI: Executive Boards and Committees
The additional committees of the Alpha Kappa Sigma Service Sorority include, but are not limited to, the Executive Board, the Arete Committee, the Synergia Committee, and Koinonia Committee… whose duties, structure, and guidelines shall be specified in the by-laws. Executive Board decisions may be overturned by a three-fifths (3/5) vote by the AKΣ service sorority.
Article VII: Amendments
The Alpha Kappa Sigma Service Sorority may be amended by a three-fourths (3/4) vote by the active members of the AKΣ Service Sorority. The by-laws may be amended by a three-fourth (3/4) vote by the active members of the AKΣ Service Sorority. The standing rules may be amended by a majority vote by the active members of the AKΣ Service Sorority.
By-laws
Article I: Members of the Alpha Kappa Sigma Service Sorority
The Alpha Kappa Sigma Service Sorority members shall attend all regularly scheduled AKΣ Sorority meetings and appropriate committee meetings. AKΣ Sorority members shall preserve a permanent record of activities, issues, and accomplishments to be kept for future members.
Section I: President
The President shall:
A. Be available to serve a full term (one school year)
B. Preside over all chapter meetings
C. Call and preside at all non-committee meetings
D. Preside and chair all Executive Board meetings
E. Enforce a due observation of the constitution and by-laws
F. Put to vote all committees not otherwise provided for by the constitution
G. Oversee all Executive Council members duties
H. Promote the welfare of the AKΣ Sorority on campus
I. Perform such duties as the club may require of her
J. Assist and work with all committees in promoting AKΣ Sorority activities
K. Have privileges of exercising or delegating all other powers assigned or stated in this constitution
L. Keep alumni and members abroad informed with the current events of the AKΣ
Sorority
N. Work to keep club within good Joint Club Board standings
O. Be responsible to J-Board
P. Attend all Student Activity meetings and conferences
Section 2: Vice President
The Vice President shall:
A. Be available to serve a full term
B. Serve as Parliamentarian
C. Chair all AKΣ Sorority meetings in the absence or at the request of the President
D. Preside over such activities as recommended to her by AKΣ Sorority
E. Preside over the Rush Committee in conjunction with the Rush Co-Chairs
F. Be responsible to J-Board
G. Oversees the Publicity Chair responsibilities
H. Attend all Student Activity meetings and conferences in the absence or at the request of the President
Section 3: Publicity Co-Chairs
The Publicity Co-Chairs shall:
A. Distribute press releases to the campus media when deemed necessary by the President or Vice President
B. Update the AKΣ Sorority homepage in conjunction with the Secretary
C. Be the end all resource to the AKΣ Sorority, facilities, posting policies, printing and advertising AKΣ Sorority sponsored events through e-mail and other forms of mass media
D. Keep a written and pictorial record of the club.
E. Plan and produce an AKΣ Sorority directory
Section 4: Secretary
The Secretary shall:
A. Record, process and distribute minutes from AKΣ Sorority meetings within 24 hours of the meeting
B. Distribute correspondence documents including agendas, notices, and sign-up sheets at the AKΣ Sorority meetings
C. Be the point of contact for those who are unable to attend a meeting.
D. Keep a detailed record of AKΣ Sorority meeting absences and event attendance
E. Maintain a file of all AKΣ Sorority minutes, letters, notices, and other correspondence documents
F. Maintain a file of all AKΣ Sorority committee meetings provided by the committee
G. Relay necessary information to the Publicity Chair to inform and reach the larger CSB/SJU community
H. Keep a written and updated record of alumni and current members
I. Keep an accurate account of points for all sorority members and e-mail an update to all members the 1st Tuesday of every month
Section 5: Treasurer
The Treasurer shall:
A. Be available to serve a full term
B. Supervise and record all revenue and expenditures of the AKΣ Sorority
C. Be aware of the current working balance, maintain a perpetual record and announce this balance at the last meeting of each month
D. Act on all proposals or amendments to the AKΣ Sorority budget
E. Prepare and update annual budgets
F. Be a member of the Fundraising Committee
G. Collect dues
H. Meet with the Club Auditor designated by St. Benedict’s Senate to the AKΣ Sorority at least once a month, starting in the beginning of the school year to establish a working relationship and continue to meet with the Club Auditor at least once a month
Section 6: Philanthropy Chair and Spirit Co-Chairs
The Philanthropy and Spirit Co-Chairs shall:
A. Preside over the Fundraising Committee and the Clothing Committee
B. Coordinate and oversee no less than one fundraiser per semester
C. Keep a record of all fundraising ideas, papers, and contacts
Section 7: Koinonia Co-Chairs
The Koinonia Co-Chairs shall:
A. Preside over the Social Committee
B. Coordinate and oversee monthly fellowship events for all AKΣ Sorority members
C. Coordinate the annual AKΣ Sorority formal
D. Coordinate, oversee, and attend no less than one fellowship event a month, totaling to 9 per year
E. Provide the Secretary with a summary of persons in attendance at these fellowship events.
Section 8: Synergia Co-Chairs
The Synergia Co-Chairs shall:
A. Preside over the Service Committee
B. Coordinate and oversee all service events for the AKΣ Sorority members or CSB/SJU members to participate in
C. Provide the Secretary with a summary of persons in attendance at these Service Events
Section 9: Rush Co-Chairs
The Rush Co-Chairs shall:
A. Preside over the Rush Committee in conjunction with the Vice President.
B. Coordinate, oversee and take full responsibility of the initiation of new members in accordance to all Joint Club Board Policies
Section 10: Arete Co-Chairs
A. Preside over the Arete Committee
B. Coordinate and oversee the annual Spring Dayz Week/events, a big event in the fall (ex: Haunted Watab), and the supplying of AKΣ clothing and apparel
Article II: Advisor
The Alpha Kappa Sigma Service Sorority will have one advisor. Both the President and Vice President are to meet with this advisor as often as necessary. The Executive Board shall meet with this advisor semi-annually.
Section 1: Advisor
The Advisor shall:
A. Be a representative of the College of Saint Benedict Faculty/Staff/Administration
B. Attend AKΣ Sorority meetings as often as necessary
C. Meet as often as necessary with the President and Vice President
Article III: Executive Council and Committees
Executive Board and Committees of the Alpha Kappa Sigma Sorority may be created or dissolved by a majority vote of the AKΣ Sorority. Standing Executive Boards and Committees outlined in the following sections may only be dissolved by a unanimous vote of the Alpha Kappa Sigma Sorority. Sorority members must be in a minimum of one committee to be considered an active member, however, may additionally assist committees based on their interests and abilities.
Section 1: Executive Council
The Executive Council shall:
A. Be chaired by the President and consist of the Vice President, etc. using a consensus decision making model
B. Meet monthly to discuss the status of the club and the developments of the meetings
C. Engage in discussion and preliminary explorations of club issues
D. Enforce the Constitution and Standing Rules of the Alpha Kappa Sigma Service Sorority
E. Send at least the President or Vice President and another Executive Council member to attend meetings and conferences required by Student Activities
Section 2: Rush Committee
The Rush Committee shall:
A. Be chaired by the Vice President and Rush chair/co-chairs
B. Consist of the Executive Board during fall semester and all willing members second semester
Section 3: Koinonia Committee
The Koinonia Committee shall:
A. Be chaired by the Koinonia Co-Chairs and consists of any and all interested members
B. Help organize and plan all social events for the sorority
Section 4: Synergia Committee
The Synergia Committee shall:
A. Be chaired by the Synergia Co-Chairs and consists of any and all interested members
B. Help organize and plan all service events for the sorority
Section 5: Arete Committee
The Arete Committee shall:
A. Be chaired by the Arete Co-chairs and consists of any and all interested members
B. Organize, coordinate, and run the week of Spring Dayz
C. Organize, coordinate, and run one big event in the fall (ex: Haunted Watab)
D. Be in charge of designing and ordering AKΣ clothing and apparel
Article IV: Alpha Kappa Sigma Sorority Elections for Executive Council
The Alpha Kappa Sigma Sorority Executive Council shall be elected by a majority vote of the AKΣ Sorority active members. The elections shall be held at the second to last sorority meeting. The new Executive Council shall take office the last day of classes spring semester and their term will last until the same time the following year.
Section 1: The Elected Executive Council
The elected member of the Executive Council shall include the President, Vice President, Secretary, Publicity Co-Chairs, Treasurer, Philanthropy Chair, Synergia Co-Chairs, Koinomia Co-Chairs, Arete Co-Chairs, Rush Co-Chairs and Spirit Chair.
Section 2: Election Guidelines
A. Elections of the Executive Council shall take place during a regular meeting and brought to the floor by the President
B. To be considered for nomination, a member must be active and in good standing with the club
Section 3: Election Procedures
A. The acting President, if in senior standing and not able to be nominated again or re-election, shall conduct the election process
B. If the acting President is able to be nominated again than an active member with senior status at the College of Saint Benedict will preside over the election
C. Voting shall be held in rank order
D. To run for a position on the AKΣ sorority Executive Council, a member may be nominated by another active member or self nominated.
E. Nominations shall consist of presenting the name of the nominee
F. Following the nomination of a member, their must be a second by another active member. If there is no second, the member will not be on the ballot for the position
G. If there is a second on the floor, the nominee shall then state why they are qualified for the position.
H. If self-nominated, the member shall simply state why they are qualified for the position and does not require a second by another Sorority member to run for the desired position.
I. After all nominations have been given, the nominees shall leave the room and a debate shall take place better the active members to determine the best nominee
J. Voting will be done by the blind raising of hands
K. A 51% majority is required for a nominee to win
L. If there is a tie between members then there will be a re-vote also needed a 51% majority vote
M. The President is eligible to vote during elections however can abstain but must break a voting tie if she chooses to abstain
Section 4: Transition Procedures
A. AKΣ Sorority members leaving office shall train and transition newly elected AKΣ Sorority members individually, prior to 2 weeks before the end of the closing dates of classes. For these newly elected members who are studying abroad, the transition can take place via e-mail and during the summer.
B. AKΣ Sorority members leaving office shall keep in contact with their newly elected counterparts for the remainder of the semester following the elections.
C. AKΣ Sorority members leaving office shall return all AKΣ Sorority property and files prior to the final 2 weeks before the end of the closing date of classes.
Section 5: Meetings
A. Alpha Kappa Sigma Sorority meetings will happen every Tuesday of the academic year at 9:30 p.m.
B. Meetings are open to the public, except when a closed session is called by the President or when voted or passed by 2/3 majority requested by another member.
C. Members should allow at least an hour for AKΣ Sorority meetings.
D. In the event of tardiness, members should inform the Executive Council as to their reasons for being tardy.
E. All meetings are mandatory.
F. If members leave early from any meeting or arrive late this will be taken into consideration when compiling absences. The following considerations and/or actions will be discussed by the Executive Council: 1) decide if absences are legitimate, 2) give a formal warning, 3) ask for resignation or move to remove the member from office
G. Executive Council meetings and regular meetings will use Robert’s Rules of Parliamentary Procedure as a reference
H. A quorum, two-thirds (2/3), of the Alpha Kappa Sigma Service Sorority must be present to conduct any election or voting.
I. Special mandatory meetings of the Alpha Kappa Sigma Service Sorority shall be called at the discretion of the President, the Executive Council, or at the request of any three active members. Events can also be deemed mandatory two weeks prior to an event by the President, Executive Council, or any three (3) members
Section 6: Points
A. There will be a requirement of 200 points per semester.
B. Extra points may be earned by attending extra service or initiation events, by attending all of the scheduled group meetings, and/or by attending social events.
C. Members are expected to meet the required points for each semester. If a sister does not meet the points for any given semester, a meeting with the executive board will be set up and the sister risks the chance of being put on probation. If the member does not meet the points required again in any given semester they will be asked to resign from the sorority.
D. Meetings: 10 points each
Required to attend all meetings but two within the semester
E. 10 points each
Requirement of 4 events per semester
***minimum of 40 points required
F. Dues: 10 points within the first month
5 points within the semester
***minimum of 5 points required
G. Initiation: 10 points each (for first semester only)
Requirement of 3 events + big sister/ ‘lil sister events
***minimum of 40 points required
H. Committee Meetings: 5 points each
***maximum of 15 points
I. Social Events: 5 points each
Article V: Removal from Office
A. As elected member of the Alpha Kappa Sigma Service Sorority, and executive board member is called to act in a responsible, honorable, and respectful fashion during the course of her leadership. Failure to comply with the following things may lead to the discussion of removal from office:
1. Incompetence, negligence, and unsatisfactory reporting
2. Failure to comply with any of the official duties as listed in the constitution and by-laws of the Alpha Kappa Sigma Service Sorority
3. Use of an Executive Board members position for personal gain
4. Unexcused absences
B. All grievances will first be brought to the attention of the Executive Board and than to the entire sorority for review. The process of discussing the possibility of removal from the AKΣ Executive Council may be initiated by:
1. Any member of the AKΣ Sorority
2. The advisory to the AKΣ Sorority
C. Any Alpha Kappa Sigma Service Sorority Executive Board member may be removed from office by a four-fifths (4/5) vote by the AKΣ Sorority
D. Executive Council members who have been removed from office:
1. Must return all Sorority property and files immediately upon removal
2. Have the opportunity to appeal the decision of the Alpha Kappa Sigma Service Sorority concerning the finial decision
3. May remain an active member of the sorority as long as the individual follows guidelines proposed by the AKΣ Executive Council and voted upon and passed with a 51% majority by the entire sorority
Article VI: Vacancies
In the event of a vacancy occurring in the position of the president in the middle of a term, the Vice President shall assume the position of the President with the approval by a three-fourths (3/4) vote of the Alpha Kappa Sigma Service Sorority. A special election will be held for the position.
Article VII: Discrimination
The Alpha Kappa Sigma Service Sorority admits students without regard to their race, religion, color, sex, age, sexual orientation, or national or ethnic origin to all the rights, privileges, programs, and other activities, generally accorded or made available to members of the organization.
Article VIII: Hazing
The Alpha Kappa Sigma Service Sorority considers hazing to be a degrading and destructive activity which is inconsistent with the standards of this student organization. The Alpha Kappa Sigma Service Sorority recognizes the dignity or every person and opposes all forms of hazing.
Article VIIII: Review of the Constitution
A. This constitution shall be reviewed and revised on a yearly basis by the executive board.
B. Any recommended revisions to the constitution must pass a two-thirds vote of the members present in order to become part of the constitution.
Amendment 1:
Alpha Kappa Sigma insignia shall be worn the first Tuesday of every month.
Amendment 2:
If an AKΣ Sorority member is unable to attend the service or social event that she had previously signed up for then she will be deducted 10 points (service event) or 5 points (social event) for missing the event. If, however she finds a replacement before the event has occurred, the points will not be deducted.