04/01/03

Amended 10/18/03

Section 1. The purpose of this Alumni Chapter of Pi Kappa Phi Fraternity shall be to promulgate and exemplify the ideals and goals of the Pi Kappa Phi Fraternity set forth in its Ritual, Constitution, and Supreme Laws.

Section 2. These laws have been enacted by a majority vote of the Gamma Gamma Alumni members in good standing with the Gamma Gamma Alumni Chapter and the National Fraternity. They shall in no way conflict with the Constitution or the Supreme Laws of Pi Kappa Phi Fraternity.

Section 3. The enforcement of these Bylaws and its amendments is the direct responsibility of each Gamma Gamma Alumnus. Failure to comply with, the execution of these laws will result in appropriate disciplinary or legal actions by the Executive Council.

Section 4. Failure to read this body of laws does not give reason or excuse for failure to comply with it.

Interpretation

Section 1. The Constitution and By-laws of this Alumni Chapter of Pi Kappa Phi Fraternity will be read before the graduating seniors of the Undergraduate Chapter toward the end of each school year. An Alumni Executive Council Member (or a member of the Alumni Chapter designated by the Alumni President) shall read the Bylaws and Constitution to the graduating seniors. In addition, he shall instruct each new alumnus in the meaning and interpretation of the Constitution and Bylaws and each new Alumnus shall receive a copy for his own possession.

Section 2. A copy of these By-laws will be made available to each Active Alumni via electronic means.

Section 3. Bylaws are contained shall be interpreted by the Executive Council of this Alumni Chapter in any case of dispute. In the absence of the Executive Council, the Gamma Gamma Alumni President shall have the right of interpretation.

Membership

Section 1. An Alumnus Member of this Chapter shall be any brother initiated into the Pi Kappa Phi Fraternity. The member must no longer be participating in Undergraduate Studies at Troy State University or any other College or University. The member must also be in good standing with the Gamma Gamma Undergraduate Chapter and the National Fraternity. Active Members will also include Alumni Initiates and non-Gamma Gamma initiates of Pi Kappa Phi Fraternity that affiliated with the Gamma Gamma Undergraduate Chapter.

Section 2. An Active Member shall be anyone that meets the above requirements and is actively maintaining contact with the Alumni Chapter via E-mail, phone and/or address mailings.

Section 3. A Participating Member shall be any Alumni Member under Section 1, that either participates financially to the Alumni Chapter on an annual* basis or by performing critical duties to the Alumni Chapter (example: Executive Council, Housing Corporation). Critical Duties may be designated by the Executive Council. A Participating Member is considered an Active Member, however an Active Member is only a participating member by choice.

* Annual year is defined as the day of the Annual Alumni Meeting during Homecoming weekend until the day prior to the Annual Alumni Meeting at Homecoming of the following year

Section 4. There shall be no status of Inactive Members in this Alumni Chapter, according to the Bylaws of the Pi Kappa Phi Fraternity.

Section 5. A Graduate Brother of this fraternity, who is attending a graduate school of this University and has been approved by the Undergraduate Chapter to maintain Undergraduate Status of the Chapter, will not be considered a member of the Alumni Chapter. This is critical to maintain the separation of the Undergraduate Chapter and the Alumni Chapter and prevent undo influence.

Section 6. Suspension of membership is removal of an Alumni Member from all Alumni Chapter and Undergraduate Activities. Anyone suspended from the Alumni Chapter shall be denied the use of all Fraternity facilities and will be excluded from all Fraternity (Alumni and Undergraduate) social activities. Anyone suspended from the Undergraduate Chapter will have to be voted on by the Executive Council to be allowed Active Member Status with the Alumni Chapter. Any monies owed to the Undergraduate Chapter will be paid in full prior to acceptance into the Alumni Chapter.

Officers

Section 1. The elected officers of this Alumni Chapter, ranking in order, shall be the President, Vice President –Alumni Communications/Affairs, Vice President – Special Projects, Treasurer and Secretary.

Section 2. The President, with the approval of the Executive Council, shall have the power to appoint other officers as deemed necessary.

Section 3. All Officers resigning from office must submit a resignation in writing to the President. If the resigning officer is the President, he shall submit a resignation in writing to the remaining Alumni Executive Council Members.

Section 4. Any officer may be removed from office according to the procedure embodied in the Constitution and the Supreme Laws of the Pi Kappa Phi Fraternity. An Officer suspended from the Alumni Chapter is automatically removed from his position. An officer may be removed from his position in the following manner:

1. A petition stating a grievance (s) signed by fourth fifths of the Participating Members, presented to the Alumni President. If the petition is filed on the Alumni President, the petition will be presented to the remaining Alumni Executive Council.
2. The Executive Council may vote to expel a member of the Executive Council. The vote must be 100%. An Expulsion Letter must be signed by each of the remaining Executive Council members and will be presented to the Executive Council Member being expelled.
3. A member voted on, and approved by, the Executive Council may fill the vacant position, on a temporary basis. In the event the position is the President, the Vice President Alumni Communications/Affairs and the Vice President Special Projects will be voted on by the remaining Executive Council Members to determine which of the two Vice Presidents will replace the President.

Officer Elections

Section 1. Voting of officers shall be by open vote, every even year, during the annual Alumni Meeting during the Troy State University Homecoming weekend. (Approved 02)

Section 2. Voting members will include all Participating Members in good standing that are present during the Alumni Meeting. (Approved 03)

Section 3. Nominating and balloting shall commence with the office of the President and proceed from there.

Section 4. Nominated members need to be present during the voting process. In the event that the member is unable to attend the meeting, a written document must be presented to the President showing a desire to fulfill a position (letter or E-mail will suffice) for the individual to run for the position.

Section 5. There shall be the right of succession in terms.

Section 6. To qualify for the office, the Alumnus must meet the requirements of an Alumni Member as defined in Law III, Section 1.

Section 7. No Alumnus may hold more than one office unless there are no other Active Members volunteering for the position.

Section 8. Vote Counting will be performed by the President and verified by a Non-Executive Council Member.

Section 9. The term for the new officers will begin 1 Feb of the following year and end on the next even year Homecoming. This period from the Annual Alumni Meeting until Feb 1^st will ensure a proper transition of Executive Council duties and maintain continuity within the Executive Council Positions. During this period, at least one transition meeting should be held for the new officers benefit.

Section 10. In the event of a removal of an officer in accordance with Law IV, Section 4., the position will be voted on during the next annual Alumni Meeting.

Duties of the Elected Officers

Section 1. The President will be the Official Head of the Alumni Chapter. He shall preside at all meetings of the Alumni Chapter and its Executive Council. In addition, he shall be a member ex-officio of all committees. He shall supervise the work of the Alumni Chapter’s officers and perform other duties as may be prescribed in the Supreme Laws of the Pi Kappa Phi Fraternity. These Bylaws, shall be assigned to him by the Alumni Chapter or by the Executive Council, or provided in written or verbal directions from the National Office of Pi Kappa Phi. The President will be a member of the Housing Corporation. The President’s signature (second signature) will be required on all checks written by the treasurer.

Section 2. The Vice President - Alumni Communications/Affairs shall perform the duties of the President (if voted in accordance with Law 4, section 4) in the absence of that officer. His duties shall further include being responsible for the Alumni Chapter Web Page, Alumni Letters and is primarily responsible to ensure all Alumni are kept informed of the status of the Alumni Chapter. He shall also perform all duties as provided from the National Office of Pi Kappa Phi.

Section 3. The Vice President – Special Projects shall perform the duties of the President (if voted in accordance with Law 4, section 4) in the absence of that officer. His duties shall further include being responsible for any special projects involving the Alumni Chapter. These duties may include and are not limited to the Alumni Beach Party, David Guillot Golf Fund Raising Tournament, Graduating Senior Annual Dinner, Homecoming planning and E-bay Fundraising. He shall perform all duties as provided in written or verbal directions from the National Office of Pi Kappa Phi.

Section 4. The Treasurer shall aid in the preparation of and follow the Alumni Chapter Budget. He shall preside in the absence of the President and both Vice Presidents. In addition he shall prepare an annual report to the Alumni Chapter at the Annual Alumni Meeting and he shall keep an accurate record of receipts and expenditures. He shall pay out funds only as authorized by the Alumni Chapter. He shall maintain the dual signature Alumni Chapter checkbook, the signors being the Treasurer and President, and perform the required duties with the Chapter Alumni Account. The Treasurer will be a member of the Housing Corporation. He shall perform all duties as provided in written or verbal directions from the National Office of Pi Kappa Phi. The Treasurer will provide an annual financial report at the Homecoming meeting. The Treasurer will also present a budget for the coming year at the Homecoming meeting. This budget should be approved by a simple majority vote.

Section 5. The Secretary shall keep an accurate record of all meetings of the Chapter and the Executive Council. The Secretary shall maintain an accurate address listing for all Alumni and provide an updated address listing to the National Office, on the 1^st of Jan, Apr, Jul and Oct of each year. The Secretary shall file and preserve the Alumni Chapter’s records. The Secretary will maintain a liaison status between the Undergraduates and the Alumni Chapter. All pertinent information shall be forwarded to the Executive Council at the earliest opportunity. He shall perform all duties as provided in written or verbal directions from the National Office of Pi Kappa Phi.

Duties of Appointed Offices

Section 1. David Guillot Scholarship Fund Coordinator. This representative will be in charge of all events and assist in the drive to build a scholarship fund for David Guillot’s son Max. All monies will be sent to the Treasurer to deposit in a separate account for when Max Guillot turns of age.

Executive Council

Section 1. The Executive Council shall act as the administrative body of the Alumni Chapter. It shall be empowered to translate all routine business of the Chapter.

Section 2. The Executive Council shall meet at least once a year, 1 hour prior to the annual Alumni meeting.

Section 3. The Executive Council shall consist of the President, Vice Presidents’–Alumni Communications/Affairs and Special Projects, Treasurer and Secretary.

Section 4. The duties of the Executive Council shall be:

1. to formulate and discuss plans to enhance to ideals and endeavors of the Alumni Chapter
2. act in their best judgement in matters arising which require immediate attention
3. to assist the Undergraduate Chapter when requested
4. responsible for the disciplinary actions taking place in the Alumni Chapter
5. to facilitate meaningful communication and interaction between members of

Committees

Section 1. The President may create any such committees of temporary or permanent nature, as he shall see fit and appoint chairman and members with the Executive Council approval.

Section 2. The Chairman of each committee shall be prepared to report on the activities of his committee at Annual Alumni Meeting, special Executive Meetings, or via electronic means when called upon by the Executive Council

Section 3. The Chairman is charged to see that his committee does non incur expenditures not authorized by or in excess of the amount budgeted to the committee.

Section 4. The Treasurer is authorized to refuse to pay any expenditure incurred by the committee chairman or one of its members without proper authority or in excess of the amount budgeted to the committee.

Section 5. Committee Chairman shall be appointed within two weeks after election of officers and shall serve until their predecessors are named after the next regular election.

Section 6. The President with the approval of the Executive Council may remove committee Chairman.

Section 7. The David Guillot Scholarship Fund Chairperson is responsible for ensuring that at least one fundraiser is executed per year until time that Max Guillot has completed Undergraduate School.

Section 8. The Gamma Gamma Alumni Chapter E-Bay Chairperson is responsible for maintaining the Alumni Chapter E-bay donation drive. He will coordinate with the treasurer to ensure all profits will go to into the Alumni Chapter Fund. He will report to the Vice President Special Projects.

Section 9. The Gamma Gamma Alumni Annual Chapter Beach Odyssey Chairperson will plan, coordinate, and execute the annual event. He will report directly to the VP Special Projects of the status and to the VP Communications to ensure that all pertinent information is sent to the Alumni in a timely manner.

Section 10. Each appointed officer shall prepare and/or maintain an operations manual, which will be inclusive to the functions of his office.

Voting

Section 1. A simple majority of Participating Alumni quorum may transact all business regarding voting, except in the cases of an amendment to the By-Laws, where a three-fourths vote of the Participating Alumni present at the Annual Alumni Meeting is required. (Approved 03)

Section 2. Voting privileges shall be given to those Participating members in good standing with the Alumni Chapter. Only Participating Members will have the right to vote by proxy. The proxy must be written and placed in the hands of the President before the meeting convenes. This applies to any matter brought before the Alumni Chapter. (Approved HC 03)

Quorum

Section 1. A quorum at any meeting shall be majority of those Participating members present at the time of voting including any proxy votes by participating members. (Approved 03)

Meetings

Sections 1. The Annual Alumni Chapter Meeting will be held during the Troy State University Homecoming weekend.

Section 2. The Executive Council will conduct an Annual Executive Council Meeting (one hour prior to the Annual Alumni Meeting), and may conduct any additional meetings via meeting place, Electronically or via phone lines when it is determined that there is a need.

Section 3. In case of a dispute, Robert’s Rules of order shall govern all procedures in elections and meetings.

Finances

Section 1. Throughout each annual year* donations will be encouraged and accepted. The Executive Council will strive to meet all the goals set forth at the Annual Alumni Meeting, however, due to fluctuations in the amount of donations each year some flexibility will be required. All additional funds collected throughout the year will be put into the House Savings Account. The House Savings Account will not be used for any future non-house debts unless voted on, and approved, by a majority of the Participating Alumni of the previous and current year. When it is determined that a financial shortage will exist, the Executive Council will prioritize the required events/programs and maintain the costs of the Alumni Chapter to a value less than the amount of donations received for that annual year.

* Annual year is defined as the day of the Annual Alumni Meeting during Homecoming weekend until the day prior to the Annual Alumni Meeting at Homecoming of the following year.

Section 2. There are no annual dues to be an Active Member of the Alumni Association. However, to become a Participating Member of the Gamma Gamma Alumni Chapter, an annual donation of at least $25 (or as set forth in Law III, Section 3) is required.

Section 3. Donations by individual members will be tracked throughout their lifetime. If their total donation exceeds $5,000, the individual will become a "Lifetime Participating Member"

Section 4. All checks written by the Treasurer shall be approved, and signed, by the President.

FUNDS

Section 1. A separate Savings Account will be established for the use in purchasing a new Chapter Undergraduate House. If the said house is purchased, the savings account will be used for future house emergency expenses. Other expenses will require a majority vote by the current Participating Members of the current and previous years.

Section 2. The Alumni Chapter Checking Account will be used strictly for maintaining the financial obligations of the Alumni Chapter (i.e., Web Page, Mailings, audiovisual Equipment Rental etc). All additional Funds (excluding the minimum amount required to maintain the account) will be transferred over to the House Savings Account the Monday after Homecoming. All monies collected at Homecoming will be for the following years budget.

Section 3. All individual donation amounts will be kept confidential. All Participating Members will be posted on the Web Page and a record kept for future reference.

Section 4. The Executive Council have been voted and approved by the Alumni. By accepting that responsibility, the Executive Council is vested with the authority to make all decisions to insure the best interest of the Gamma Gamma Alumni Chapter. A spending cap of $2,500 per item is established to ensure the security of the Alumni Funds. The Executive Council does not have the authority to exceed this amount without a majority vote by the Participating Members of the Gamma Gamma Alumni Chapter. An example would be a $2,500 limit on catering during Homecoming. This limit will be enable the Executive Council to make quick and decisive decisions on the execution of available funds while ensuring that future funds are available when needed.

Awards

Section 1. The Alumni Chapter shall award a plaque to the Alumni President upon completion of his term in office, unless it is determined by his involuntary removal. No member is to receive more than one such award.

Section 2. An Outstanding Alumnus Plaque will be given at the Annual Alumni Meeting to the alumnus that donated the most during the previous year.

Section 3. The Executive Council has the authority to present any plaques or gifts to individuals that represent the ideals of Gamma Gamma and the Pi Kappa Phi Fraternity.

Customs and Traditions

Section 1. It is custom to maintain a working relationship with the Pi Kappa Phi National and the Gamma Gamma Undergraduate Chapter. It is NOT a custom to force our opinions and policies onto the undergraduate Chapter. It IS our custom to provide any advice or service to the Undergraduate Chapter when asked by a member of the Undergraduate Executive Chapter. It must be remembered that the Alumni Chapter is a separate entity from the Undergraduate Chapter. The Alumni Chapter is NOT recognized by the Troy State University System and we do not garnish the protections that the Undergraduates do. The National Office recognizes the Alumni Chapter. With this recognition comes some protections. The Alumni Chapter must allow the Chapter Advisor to perform his duties unrestricted.

Section 2. It is a tradition of the Alumni Chapter to assist a fellow Alumnus or an Undergraduate in a time of need.

Section 3. It is a tradition that the Annual Alumni Meeting be held at each Troy State University Homecoming weekend with the day and time to be determined by the Executive Council.

Section 4. It is custom that we open the Annual Alumni Meeting to graduating seniors and the Executive Council of the Undergraduate Chapter.

Section 5. It is custom that the Alumni Chapter sponsor a graduating Senior Dinner to welcome the future graduates in the Alumni fold and fulfill our National Alumni Chapter Requirement.

Section 6. It is custom that the Alumni Chapter have one additional Alumni Event per year, in addition to Homecoming, to meet our National Alumni Chapter Requirements. (Alumni Beach Odyssey is currently fulfilling this requirement).

Section 7. It is custom that the Alumni Chapter has at least two mailings per year to meet our National Alumni Chapter Requirements.

AMENDMENTS

The bylaws may be amended at the Annual Alumni Meeting by a two-thirds (2/3) vote of the Participating members present; provided that the proposed amendment(s) are presented in writing to the Executive Council no later than 1 September. This will allow the Executive Council time to discuss the issue, E-mail the amendment to all the active members, and post the amendment on the web site no later than 1 October. (Approved 03)

PREAMBLE

We, the members of the Gamma Gamma Alumni Chapter of the Pi Kappa Phi Fraternity do hereby pledge ourselves to each other and the Supreme Chapter; binding ourselves by all the rules and regulations enacted by these bodies and other such rules enacted by the Pi Kappa Phi National Fraternity. We commit ourselves the supremacy of the Supreme Chapter and all other Supreme Laws from which we were conceived and now are physically, mentally, a fraternally joined. We wish to remember and follow the fraternal precepts begun by the Founding Brothers in this and all other endeavors.

ARTICLE I

Name

This organization shall be known as the Gamma Gamma Alumni Chapter of the Pi Kappa Phi Fraternity with all duly appointed powers and rights being a chartered Chapter of this fraternity.

ARTICLE II

Object

This fraternity is, and shall be a secret fraternal organization, whose purpose and aim shall be to promote the fellowship and mutual trust among its members, to uphold the traditions and ideals of the Gamma Gamma Chapter of Pi Kappa Phi fraternity, to encourage excellence to inculcate in its members the highest ideals of Christian manhood and good citizenship.

ARTICLE III

Membership

Section 1

This Alumni Chapter shall be composed of all Gamma Gamma Chapter of Pi Kappa Phi Alumni that are in good standing with the National Fraternity, or an alumnus of this university or another college/university who has been duly approved as an alumnus initiate by the National Council of Pi Kappa Phi. An Alumnus of another Pi Kappa Phi Chapter who wishes to affiliate with the Gamma Gamma Chapter may do so when approved by three fourths vote of participating alumni members.

Section 2

All those who are judged by the Brotherhood of this chapter of Pi Kappa Phi and those by those university shall be members by virtue of pledging, the initiation accorded them, and no longer being an active undergraduate student attending Troy State University.

Section 3

An Alumnus Member of this Chapter shall be any brother initiated into the Pi Kappa Phi Fraternity. The member must no longer be participating in Undergraduate Studies at Troy State University or any other College or University. The member must also be in good standing with the Gamma Gamma Undergraduate Chapter and the National Fraternity. Active Members will also include Alumni Initiates and non-Gamma Gamma initiates of Pi Kappa Phi Fraternity that affiliated with the Gamma Gamma Undergraduate Chapter.

Section 4

An Active Member shall be anyone that meets the above requirements and is actively maintaining contact with the Alumni Chapter via E-mail, phone and/or address mailings.

Section 3.

A Participating Member shall be any Alumnus Member under Section 1, that either participates financially to the Alumni Chapter on an annual basis or by performing critical duties to the Alumni Chapter (example: Executive Council, Housing Corporation). Critical Duties may be designated by the Executive Council. A Participating Member is considered an Active Member, however an Active Member is only a participating member by choice.

Insignia

This Chapter shall use as its official insignia, the emblems and symbols which are outlined in the Constitution of the Pi Kappa Phi Fraternity.

Amendments

Section 1

Any statements herein contained shall be considered void if it conflicts with any section of the Constitution or Supreme Laws of the Pi Kappa Phi Fraternity.

Section 2

This Constitution may be amended at any meeting by a two-thirds (2/3) vote of Participating Members, provided that the proposed amendment(s) are presented in writing: (1) to each member present at the meeting at least one week prior to the final vote; (This may be accomplished via the Group E-mail System and on the Gamma Gamma Alumni Chapter Web Page) and (2) to the Executive Council prior to being presented to the Chapter. The annual Gamma Gamma Alumni Chapter Meeting will be held during each Troy State University Homecoming weekend. Any other scheduled Alumni Meeting will be announced to the Alumni Chapter at least one week prior to the meeting being held. (Approved 03)