All versions of the constitution are available.
This is the second version of the constitution, in use from May 30, 1998, until the new version, ratified on June 7, 2003.
December 2, 1988
Amended: May 30, 1998
The name of the corporation shall be Alpha Sigma Phi Fraternity of New Jersey Institute of Technology, Inc.
The purposes for which this corporation is formed are to foster education, to maintain charity, to promote patriotism, to encourage culture, to encourage high scholarship, to assist in the building of character, to promote college loyalties, to perpetuate friendships, to cement social ties within its membership, to foster the maintenance of college homes for its undergraduate chapter members, to govern the Alpha Rho Chapter of Alpha Sigma Phi Fraternity and to uphold our fraternal high standards of anti-hazing. For these purposes the corporation shall have the power to acquire in its corporate name all property necessary to accomplish the aforementioned objectives and shall have all the powers of a corporation not for pecuniary profit as set forth in the New Jersey state statutes.
The Board of Directors, upon final approval of the general membership, shall adopt a seal consistent with respect to our heritage. This seal will be used on all corporate correspondence and documents worthy of its edifice.
A. All duly initiated members of the Alpha Rho Chapter of Alpha Sigma Phi Fraternity shall be members of this corporation. There shall be no discrimination such that race, creed, or color will affect a candidate's possibility for membership.
B. Membership shall be non-transferable, and all rights of members shall terminate upon the death of the member or upon termination of his membership in Alpha Sigma Phi Fraternity for any reason what-so-ever.
A. There shall be nine Trustees who shall compose the Board of Directors. The trustees shall be elected by the members in the manner, and shall hold office for such terms, as may be provided by this constitution.
B. The Board of Directors is assisted in its administration of its duties by the following departments.
1. Department of Law
The department of Law shall make a continuous study of the Constitution and By-Laws of the Corporation while making recommendations to the Board concerning desirable changes, amendments and revisions. It shall review and approve all contracts and other legally binding agreements entered into by the Corporation, as well as reviewing all decisions of the Board of Directors and general membership for compliance with Federal, State, and Local statutes and conformance to the Corporate Constitution and By-Laws. It shall oversee efforts to collect any money due the corporation including but not limited to delinquent dues of it members.
2. Department of Finance
The department of Finance shall make a continuous supervision of all financial dealings of the Corporation. It shall collect and manage all Corporate funds, review all departmental and committee budgets, prepare a Corporate budget, and review all other matters of finance relative to the Corporation which may be referred to it by the Board of Directors.
3. Department of Undergraduate Development and Housing
The Department of Undergraduate Development and Housing shall assist the membership in discovering the ideals of brotherhood and true friendship during college, while providing and maintaining a chapter house for the Alpha Rho Chapter of Alpha Sigma Phi Fraternity. It shall organize its membership in such a manner as to further scholarship, community and campus service, to provide the means for greater academic achievement, and to produce a more productive individual in society, as well as to become a productive chapter of Alpha Sigma Phi Fraternity.
4. Department of Alumni
The Department of Alumni shall assist the membership in continuing and rediscovering the ideals of brotherhood and true friendship after college. It shall organize and supervise all alumni functions and shall promote good spirits among alumni members while reinforcing the purposes of Alpha Sigma Phi Fraternity in its Alumni Association members.
A. Number of Directors - The number of directors which shall constitute the entire Board of Directors shall be nine (9).
B. Election and Term - The initial Board of Directors shall be by the incorporator. The trustees shall be divided into three groups (classes) of three directors each, the terms of office of one group of trustees expiring at each annual meeting of members.
The terms of office of the Alpha group shall expire at the annual meeting of members to be held in 1989; the terms of office of the Beta group shall expire at the annual meeting of members to be held in 1990; the terms of office of the Gamma group shall expire at the annual meeting of members to be held in 1991. Thereafter, each director who is elected at an annual meeting of members shall hold office until the third annual meeting of members since holding office and until his successor has been elected and qualified. Each director who is elected in the interim to fill a vacancy shall hold office until the expiration of the term of office of the director he replaces.
C. Filling Vacancies, Resignation and Removal - Any director may tender his resignation at any time. Any director or the entire Board of Directors may be removed, with or without cause by vote of the members. In the interim between annual meetings of members or special meetings of members called for the election of directors or for the removal of one or more directors and for the filling of any vacancy in that connection, newly created directorships and any vacancies in the Board of Directors, including unfilled vacancies resulting from the resignation or removal of directors for cause or without cause, may be filled by the vote of a majority of the remaining directors then in office, although less than a quorum, or by the sole remaining director.
D. Powers- The business of the Corporation shall be managed by the Board of Directors, subject to the provisions of the Certificate of Incorporation. In addition to the powers and authorities by these By-Laws expressly conferred upon it, the Board may exercise all such powers of the Corporation and do all such lawful acts and things as are not by statute or by the Certificate of Incorporation or by these By-Laws directed or required to be exercised or done exclusively by the members.
A. The officers of the corporation shall be President, Corporate Vice-President, Financial Vice-President, Recording Secretary and Corresponding Secretary.
B. Officers and Terms
a. Officers shall be for a term of one (1) year.
b. At the annual Meeting of Members all vacancies on the Board of Directors shall be filled Prior to the election of officers.
c. After all vacancies in the Board of Directors have been filled the President shall be elected from the entire field of nine (9) directors, except that any presidential candidate must have served at least two prior years on the Board.
d After the President is elected the Corporate Vice-president shall be elected from the remaining field of eight (8) directors, except that any Corporate Vice-presidential candidate must have served at least one prior year on the Board.
e. The remaining 3 officers and 4 other Board of Director positions shall be appointed from the field of seven (7) by the President at the next Board of Directors meeting, to be held within thirty (30) days of the Meeting of Members.
C. The President shall preside at all meetings of the members and at all meetings of the Board of Directors, and shall perform all duties generally pertaining to the office of President of a corporation, as well as those required by the Board of Directors.
D. The Corporate Vice President shall make a continuous supervision of the four advisory committees of the Board of Directors, as outlined in Article I, Section 5, to ensure the completion of their duties, shall report directly to the President, shall perform the duties of the President during his absence or disability, and shall perform all duties generally pertaining to the office of Vice-President of a corporation as well as those required by the Board of Directors.
E. The Financial Vice President shall supervise the finances of the corporation, shall carry out the duties of the Department of Finance as outlined in Article IV, Section 6.A., shall furnish the Board of Directors with statements of the financial condition of the corporation at such times as they may require, shall prepare for consideration of the members at each annual meeting a financial statement showing the condition of the corporation and shall perform all duties generally pertaining to the office of Financial Vice President of a corporation, as well as those required by the Board of Directors.
F. The Recording Secretary shall keep a record of all proceedings of the members and Board of Directors, shall keep a record of the membership, shall have charge of the corporate seal and shall affix the same to documents as he may be authorized and directed by the Board of Directors, shall serve on the Department of Finance as Directed in Article IV Sections 4, 5 and 6B, and shall perform all duties generally pertaining to the office of Recording Secretary of a corporation, as well as those required by the Board of Directors.
G. The Corresponding Secretary shall communicate from the Board to all alumni and undergraduates, shall correspond with the National Headquarters of the Fraternity, shall maintain the Constitution and By-Laws, and Member Directory, shall provide annual membership certificates to members of the Alumni Association, shall serve on the Department of Alumni as Directed in Article VI, Section 5, and shall perform all duties generally pertaining to the office of Corresponding Secretary of a corporation, as well as those required by the Board of Directors. In addition the Corresponding Secretary shall act as Sergeant at Arms at all meetings of the Board of Directors and Meetings of the Members.
A. The officers of the Corporation have the authority to create any committee consisting of any corporate member(s) they deem necessary to provide for the effective administration of their duties.
B. There shall be three Standing Committees constituted at each annual meeting of members to serve until adjournment of the next annual meeting of members, namely: Annual Convention, Black and White, and Public Relations. The Board of Directors may name additional members to any Standing Committee whenever, in its judgment, circumstances require. The President may name additional members to serve until the next meeting of the Board of Directors and may fill any vacancies that occur. Standing Committees may add additional members for specific temporary duty as circumstances require.
1. Annual Convention - The Annual Convention committee shall coordinate all activities pertaining to the annual convention including but not limited to the meeting of members, nominations, as outlined in Article I, Section 11K, and elections, as outlined in Article I, Section 11 I. The committee should consist of at least three (3) members and the chairman shall be the Corporate Corresponding Secretary.
2. Black and White - The Black and White Committee shall coordinate the annual traditional Black and White. The committee should consist of at least two members and the chairman who shall be appointed at the annual meeting of members.
3. Public Relations - The Public Relations Committee shall promote the positive efforts and actions of the Alpha Rho Chapter and Alpha Sigma Phi Fraternity to the university and surrounding community by means of newsprint, television, or any other means of communication deemed effective. The committee shall consist of two (2) Members and the chairman who shall be appointed by the Board of Directors and report monthly to the Corresponding Secretary.
A. Notices - Whenever any notice is required by these By-Laws to be given, personal notice is not meant unless expressly so stated, and any notice so required shall be deemed to be sufficient if given by depositing the same in a post office box in a sealed postpaid wrapper, addressed to the person entitled thereto at his last known post office address, and such notice shall be deemed to have been given on the day of such mailing. Whenever any notice whatsoever is required to be given under the provisions of any law, or under the provisions of the Certificate of Incorporation or these By-Laws a waiver thereof in writing, signed by the person or persons entitled to said notice, whether before or after the time stated therein, shall be deemed equivalent thereto.
B. Amendments - Except as otherwise provided herein, these By-Laws may be altered, amended or repealed and By-Laws may be made at any annual meeting of members or at any special meeting thereof if notice of the proposed alteration, amendment or repeal of By-Law or By-Laws to be made be contained in the notice of such special meeting, by the majority of the members of the Corporation entitled to vote thereat.
1. An alteration, amendment, or repeal of By-Law or By-Laws may be proposed by any member of the corporation at any Board of Directors meeting provided that the member notify the President, in writing, prior to the meeting and have the proposed amendment placed on the meeting agenda.
2. The proposed amendment shall be presented to the Board of Directors by its sponsor after which it shall be tabled for review by the Law Department, within sixty (60) days.
3. Provided that the Law Department determines that the proposal is not in conflict with any provisions of the this Constitution or By-Laws, the Articles of Incorporation, or any Federal State or Local statutes the Department of Law shall notify the President to place the amendment on the agenda for the next subsequent annual meeting of members or special meeting at least thirty (30) days prior to that meeting.
4. The Board of Directors can, by majority of the directors present at a meeting of the Board, enact an amendment and operate under its provisions until the next subsequent meeting of members at which time it must be voted on by the members.
C. Charter Revocation - If, for any reason, the charter of the Alpha Rho Chapter of Alpha Sigma Phi Fraternity is revoked by the National Headquarters, all undergraduate chapter personal and real property shall automatically revert to ownership by the National Headquarters of Alpha Sigma Phi Fraternity. This provision is consistent with the Constitution and By-Laws of Alpha Sigma Phi Fraternity, as written in Article III, Section 7.
A. Non-Profit Corporation - The Corporation will be a Non-Profit as defined by the State of New Jersey, and the Corporation will be subject to all legal benefits and restrictions granted such an organization.
B. Fiscal Year - The fiscal year of the Corporation shall end on the last day of June in each year and shall begin on the next succeeding day, or shall be from such other period as the Board of Directors may from time to time designate with the consent of the Department of Finance, where applicable.
C. Budgeting - A written budget for the following year is to be presented to the Finance Department by each Director for his department and by the Recording Secretary for the Board of Directors by the first Finance Board meeting in the month of April. The Finance Board will then make up a total budget for the Corporation and present it for approval at the first Board of Directors meeting in May. The budget will then be presented to the members for approval at the Meeting of Members n June.
D. Alpha Rho Chapter- Budgeting and revenues for the every day running of the Chapter, with the exception of property expenses and rent, will be controlled by the Chapter and the Executive Board.
E. Revenues - Revenues shall be derived from membership, donations and fund-raising activities.
A. Place of Meeting - All meetings of the members shall be held at the principal offices of the Corporation in the State of New Jersey or at such other place, within or without the State of New Jersey as is fixed in the notice of the meeting.
B. Annual Meeting - An annual meeting of the members of the Corporation for the election of directors and the transaction of such other business as may properly come before the meeting shall be held on the first Saturday of June in each year if not a legal holiday, and if a legal holiday, then on the next secular day following, at seven o'clock P.M., Eastern Standard Time, or at such other time as is fixed in the notice of the meeting. If for any reason any annual meeting shall not be held at the time herein specified, the same may be held at any time thereafter upon notice, as herein provided, or the business thereof may be transacted at any special meeting called for the purpose.
C. Special Meetings - A Special Meeting of the members maybe called at any time by the President or by one member for any purpose. Such meetings shall be held upon three days notice if given orally, (either by telephone or in person,) or by telegraph, or by seven days notice if given by depositing the notice in the United States mail, postage prepaid. Such notice shall specify the time and place of the meeting.
D. Notice of Meetings - Notice of the time and place of the annual and of each special meeting of the members shall be given to each of the members entitled to vote at such meeting by mailing the same in a postage prepaid wrapper addressed to each such member at his address as it appears on the books of the Corporation, or by delivering the same personally to any such member in lieu of such mailing, at least ten (10) and not more than fifty (50) days prior to each meeting. Meetings may be held without notice if all of the members entitled to vote thereat are present in person or by proxy, or if notice thereof is waved by all such members not present in person or by proxy, before or after the meeting. Notice by mail shall be deemed to be given when deposited, with postage prepaid, in the United States mail. If a meeting is adjourned to another time, not more than (30) days hence, or to another place, and if an announcement of the adjourned time or place is made at the meeting, it shall not be necessary to give notice of the adjourned meeting unless the Board of Directors, after adjournment, fix a new record date for the adjourned meeting. Notice of the annual and each special meeting shall also state the purpose for which it has been called. Neither the business to be transacted at nor the purpose of the annual or any special meeting of the members need be specified in any written waiver of notice.
E. Proxy Representation - Every member may authorize another member or members to act for him by proxy in all matters in which a member is entitled to participate, whether by waiving notice of any meeting, voting or participating at a meeting, or expressing consent or dissent without a meeting. Every proxy must be signed by the member. No proxy shall be voted or acted upon after eleven months from its date unless such proxy provided for a longer period. Every proxy shall be revocable at the pleasure of the member executing it, except as otherwise provided in the New Jersey Business Corporation Act.
F. Voting at Members Meeting - Each member of the Corporation in good standing is entitled to one vote. In the election of Officers and Directors, a plurality of the votes cast shall elect, any other action shall be authorized by a majority of the votes cast except when the New Jersey Business Corporation Act prescribes a different percentage of votes or a different exercise of voting power. The election of Directors shall be held by secret ballot.
G. Quorum and Adjournment - The presence, in person or by proxy, of a majority of the total number of members who have paid Corporation or Alumni Association dues shall be requisite and shall constitute a quorum at any meeting of members. When a quorum is at once present to organize a meeting, it shall not be broken by the subsequent withdrawal of any member. If at any meeting of members there shall be less than a quorum so present, the members present in person or by proxy and entitled to vote thereat, may adjourn the meeting from time to time until a quorum shall be present, but no business shall be transacted at any such meeting except such as might have been lawfully transacted had the meeting not been adjourned.
H. List of Members - The Recording Secretary of the Corporation shall prepare, make and certify, at least ten (10) days before every meeting of members, a complete list of the members, as of the record date fixed for such meeting, arranged in alphabetical order, and showing the address and corporate membership standing of each member. Such list shall be open to the examination of any member for any purpose germane to the meeting, during ordinary business hours, for a period of at least ten (10) days prior to the meeting, either at a place within the city or other municipality or community where the meeting is to be held. The List shall also be produced and kept at the time and place of the meeting during the whole time thereof, and may be inspected by any member who is present. If the right to vote at any meeting is challenged, the inspectors of elections, if any, or the person presiding thereat, shall require such list of members to be produced as evidence of the right of the persons challenged to vote at such meeting, an all persons who appear from such list to be members entitled to vote thereat may vote at such meeting.
I. Inspectors of Election - The Annual Convention Committee shall act as inspectors of election at the meeting or any adjournment thereof. In case any person on the Annual Convention Committee fails to appear or act, the vacancy may be filled by appointment made by the Board of Directors in advance of the meeting or at the meeting by the person presiding thereat. A member of the Annual Convention Committee who is on the ballot for election may not serve as an inspector of election. Any such member will shall be replaced by appointment of the Board of Directors prior to the meeting or at the meeting by the person presiding thereat. Each inspector, if any, before entering upon the discharge of his duties, shall take and sign an oath faithfully to execute the duties of inspector at such meeting with strict impartiality and according to the best of his ability. The inspectors, if any, shall determine the existence of a quorum, the validity and effect of proxies, and shall receive votes, ballots or consents, hear and determine all challenges and questions arising in connection with the right to vote, count and tabulate all votes, ballots or consents, determine the result, and do such acts as are proper to conduct the election or vote with fairness to all members. On request of the person presiding at the meeting or any member entitled to vote thereat, the inspector or inspectors, if any, shall make a report in writing of any challenge, question or matter determined by him or them and execute a certificate of any fact found by him or them. Any report or certificate made by the inspector or inspectors shall be prima facie evidence of the facts stated and of the vote as certified by them.
J. Action of Members Without Meetings - Any action which may be taken at any annual or special meeting of the members may be taken without a meeting on written consent, setting forth the action so taken signed by the members of all outstanding votes entitled to vote thereon. Written consent thus given by the members of all outstanding votes entitled to vote shall have the effect as a unanimous vote of the members.
K. Nominations - Nominations for directors and for President and Vice-President are due 45 days before the annual Meeting of Members and are to be made in writing to the Annual Convention Committee . The Annual Convention Committee shall notify all nominated parties and each party shall provide the Annual Convention Committee a written list of qualifications for a directorship and Presidential and Vice Presidential nominees shall provide a written statement of goals. The Annual Convention Committee shall narrow the nomination list for directors to six. The Annual Convention Committee shall provide all qualifications and goals of nominees to the members with notification of the meeting.
The name of the governing body of the corporation shall be the board of directors. Hereafter referred to as the Board.
The Board of Directors shall be responsible for the supervision and guidance of the undergraduate chapter; shall have direction, supervision and control over the chapter house and all other property of the Corporation; shall have power and authority to acquire, hold, protect and convey properties for and in the name of the Corporation; shall have power and authority whenever the general interests of the Corporation require, to borrow moneys and issue promissory notes and Bonds of the Corporation, for the repayment thereof with interest at such rates as they shall determine; shall have power and authority to mortgage all or any part of the properties of the Corporation as security for its debts or other lawful obligations; and generally shall have and may exercise all corporate powers within the limits prescribed be New Jersey Statutes relating to corporations not for pecuniary profit.
The Board shall adopt as its seal the corporate seal, and its official letterhead shall be consistent with the Board's purpose and authority.
The membership requirements of the Board of Directors are as follows:
A. Must be a member of the corporation.
B. Must be a member of the Alumni Association.
C. Must have been eligible at the Alumni level for at least one year.
D. Membership is awarded upon election by the general membership as prescribed in Article I Section 6 & 11. The term for each director shall be as described in Article I Section 6.
A. There shall be nine Trustees who shall compose the Board of Directors. The Trustees shall be elected by the members in the manner, and shall hold office for such terms, as may be provided by the Corporate Constitution and By-Laws.
B. The Trustees who sit on the Board fill the following positions which are listed in order of succession.
The officers of the Board of Directors shall be as described in Article I Section 7.
A. IN GENERAL - The Board of Directors may, by resolution or resolutions passed by the affirmative vote of a majority of the entire Board, designate an Executive Committee and such other committees as the Board may from time to time determine, each to consist of three or more directors, and each of which, to the extent provided in the resolution or in the certificate of incorporation, or in the Constitution and By-Laws, shall have all the powers of the Board, except that no such Committee shall have power to fill vacancies in the Board, or to change the membership of or to fill vacancies in any Committee, or to make amend, repeal or adopt By-Laws of the Corporation, or to submit to the members any action that needs member approval under these By-Laws or the New Jersey Business Corporation Law, or to amend or repeal any resolution of the Board which by its terms shall not be amendable or repealable. Each committee shall serve at the pleasure of the Board. The Board may designate one or more directors as alternate members of any committee, who may replace any absent or disqualified member at any meeting of the committee.
B. EXECUTIVE COMMITTEE - Except as otherwise limited by the Board of Directors or by these By-Laws, the Executive Committee, if so designated by the Board of Directors shall have and may exercise, when the Board is not in session, all the powers of the Board of Directors in the management of the business and affairs of the Corporation, and shall have power to authorize the seal of the Corporation to be affixed to all papers which may require it. The Board shall have the power at any time to change the membership of the Executive Committee, to fill vacancies in it, or to dissolve it. The Executive Committee may make rules for the conduct of its business and may appoint such assistance as it shall from time to time deem necessary. A majority of the members of the Executive Committee, if more than a single member, shall constitute a quorum.
A. All decisions necessary for the day to day operation of the Corporation or any part thereof shall be approved by the appropriate department pending a full review by the Board of Directors or, if the Board will not be in session within the time restraints of the decision, by the Executive Committee.
Financial Procedures of the Board of Directors shall be as described in Article I Section 10 and in Article IV Section 9.
A. REGULAR AND SPECIAL MEETINGS - The Board of Directors shall hold a regular meeting during the second week of each month. The Board of Directors may hold its meetings, whether regular or special, either within or without the State of New Jersey. The newly elected Board shall meet within 30 days after the annual meeting of members, for the purpose of organization, as described in Article I Section 7 Part B5, or otherwise, at such time and place as shall be fixed by the president and proper notice shall be given. Regular meetings of the Board may be held with or without notice at such time and place as may be determined by resolution of the Board. Whenever the time or place of regular meeting of the Board shall have been determined by resolution of the Board, no regular meetings shall be held pursuant to any resolution of the Board altering or modifying its previous resolution relating to the time or place of the holding of regular meetings, without first giving at least three days written notice to each director, either personally or by telegram, or at least five days written notice to each director by mail, of the substance and effect of such new resolution relating to the time and place at which regular meetings of the Board may thereafter be held without notice. Special meetings of the Board shall be held whenever called by the President, Corporate Vice-President, Financial Vice-President, the Recording Secretary, the Corresponding Secretary or any director in writing. Notice of each special meeting of the Board shall be delivered personally to each director or sent by telegraph to his residence or usual place of business at least three days before the meeting, or mailed to his residence or usual place of business at least five days before the meeting. Meetings of the Board, whether regular or special, may be held at any time and place, and for any purpose, without notice, when all the directors are present or when all directors not present shall, in writing, waive notice of and consent to the holding of such meeting, which waiver and consent may be given after the holding of such meeting. All or any of the directors may waive notice of any meeting and the presence of a director at any meeting of the Board shall be deemed a waiver of notice thereof by him. A notice, or waiver of notice, need not specify the purpose of any regular or special meeting of the Board.
B. QUORUM AND ACTION - A majority of the entire Board of Directors shall constitute a quorum and except that when a vacancy or vacancies prevent such a majority, a majority of the directors in office shall constitute a quorum, provided that such majority shall constitute at least one-third of the entire Board. A majority of the directors present, whether or not they constitute a quorum, may adjourn a meeting to another time and place, except as herein otherwise provided and except as otherwise provided by the New Jersey Business Corporation Law; the vote of the majority of the directors present at a meeting at which a quorum is present shall be the act of the Board.
C. TELEPHONIC MEETINGS - Any member or members of the Board of Directors, or of any committee designated by the Board, may participate in a meeting of the Board, or any such committee, as the case may be, by means of conference telephonic or similar communications equipment allowing all persons participating in the meeting to hear each other at the same time, and participation in a meeting by such means shall constitute presence in person at such meeting.
D. ACTION WITHOUT A MEETING - Any action required or permitted to be taken at any meeting of the Board of Directors, or of any committee thereof may be taken without a meeting if all members of the Board or committee, as the case may be, consent thereto in writing, and the writing or writings are filed with the minutes of the proceedings of the Board or committee.
The name of the body overseeing all legal action of the Corporation shall be the Department of Law.
The Department of Law shall make a continuous study of the Constitution and By-Laws of the corporation and make recommendations to the Board of Directors concerning desirable changes, amendments and revisions; shall review and approve all contracts and other legally binding agreements entered into by the corporation; shall review all decisions of the Board of Directors and general membership for compliance with Federal, State, and Local Statutes as well as conformance to the Corporate Constitution and By-Laws; shall review any disputes involving the Corporation or any part thereof, to recommend to the Board of Directors the appropriate action to be taken, and to initiate any and all legal actions; shall act as official intermediary between the Corporation and legal counsel retained by the Corporation for any and all matters; shall oversee efforts to collect any money owed the Corporation, including but not limited to delinquent dues of its members; and generally shall be responsible for such other matters concerning the legal services relative to the Corporation which may be referred to it by the Board of Directors.
The Department of Law shall adopt as its seal the corporate seal, and its official letterhead shall be consistent with the Department of Law's purpose and authority.
With the exception of the Director of Law, members of the Department of Law are members of the Corporation and of the Alumni Association whom have been appointed by the Director of Law. Duration of membership shall coincide with the Director of Law's term of office except that membership shall end upon termination of membership in the Corporation or the Alumni Association. The Director of Law has the right to prematurely terminate the membership of any appointed member in his department.
The governing body of the Department of Law shall be the Law Board. It is comprised of the Director of Law, who shall act as Chairman, and at least two members appointed by said chairman.
A. The Director of Law shall be chairman of the Law Board and shall supervise and control all of the business and affairs of the Law Board. He shall preside at all regular and special meetings of the Law Board. He shall perform all duties incidental to the office of the Law Director, and such other duties as may be prescribed by the Law Board or the Board of Directors.
B. The Recording Secretary of the Law Board shall be appointed by the Director of Law from one of the members of the Law Board. In the absence of the Recording Secretary of the Law Board a temporary recording secretary shall be selected by the presiding officer of the Law Board at the time. The Recording Secretary of the Law Board shall have the powers and the responsibilities of a Recording Secretary in the Corporation, although limited by the bounds of the Department.
A. The Law Board has the Authority to create any committee to provide for the effective administration of its duties.
B. The Director of Law, with the advice of the Law Board, is authorized and empowered to appoint members of Standing and Special Committees whose terms of office will be concurrent with the term of the Director of Law, unless otherwise provided herein. The Director of Law shall be an ex-officio member of all Department of Law committees.
C. The Law Board has the authority to remove any member from any Law Board created Committee.
D. All committee decisions must be submitted to the Law Board for approval and then in turn submitted to the Board of Directors for review.
E. There shall be one Standing Committee constituted at each annual meeting of members to serve until adjournment of the next annual meeting of members, namely: Recovery. The Law Board may name additional members to any Standing Committee whenever, in its judgment, circumstances require. The Law Director may name additional members to serve until the next meeting of the Law Board and may fill any vacancies that occur. Standing Committees may add additional members for specific temporary duty as circumstances require. The Standing Committees shall be as follows:
1. Recovery Committee - The Recovery Committee shall oversee efforts to collect any money due the corporation including but not limited to delinquent dues of its members.
Financial Procedures of the Department of Law shall be as described in Article I Section 10 and in Article IV Section 9.
A. REGULAR AND SPECIAL MEETINGS - The Law Board may hold its meetings, whether regular or special, either within or without the State of New Jersey. Regular meetings of the Law Board may be held with or without notice at such time and place as may be determined by resolution of the Law Board. Whenever the time or place of regular meeting of the Law Board shall have been determined by resolution of the Law Board, no regular meetings shall be held pursuant to any resolution of the Law Board altering or modifying its previous resolution relating to the time or place of the holding of regular meetings, without first giving at least three days written notice to each Law Board member, either personally or by telegram, or at least five days written notice to each director by mail, of the substance and effect of such new resolution relating to the time and place at which regular meetings of the Law Board may thereafter be held without notice. Special meetings of the Law Board shall be held whenever called by the Director of Law or any Law Board member in writing. Notice of each special meeting of the Law Board shall be delivered personally to each Law Board member or sent by telegraph to his residence or usual place of business at least three days before the meeting, or mailed to his residence or usual place of business at least five days before the meeting. Meetings of the Law Board, whether regular or special, may be held at any time and place, and for any purpose, without notice, when all the Law Board members are present or when all Law Board members not present shall, in writing, waive notice of and consent to the holding of such meeting, which waiver and consent may be given after the holding of such meeting. All or any of the Law Board member may waive notice of any meeting and the presence of a Law Board member at any meeting of the Law Board shall be deemed a waiver of notice thereof by him. A notice, or waiver of notice, need not specify the purpose of any regular or special meeting of the Law Board.
B. QUORUM AND ACTION - A majority of the entire Law Board shall constitute a quorum. A majority of the Law Board members present, whether or not they constitute a quorum, may adjourn a meeting to another time and place, except as herein otherwise provided and except as otherwise provided by the New Jersey Business Corporation Law; the vote of the majority of the Law Board members present at a meeting at which a quorum is present shall be the act of the Law Board.
C. TELEPHONIC MEETINGS - Any member or members of the Law Board, or of any committee designated by the Law Board, may participate in a meeting of the Law Board, or any such committee, as the case may be, by means of conference telephonic or similar communications equipment allowing all persons participating in the meeting to hear each other at the same time, and participation in a meeting by such means shall constitute presence in person at such meeting.
D. ACTION WITHOUT A MEETING - Any action required or permitted to be taken at any meeting of the Law Board, or of any committee thereof may be taken without a meeting if all members of the Law Board or committee, as the case may be, consent thereto in writing, and the writing or writings are filed with the minutes of the proceedings of the Law Board or committee.
The name of the body overseeing the finances of the Corporation shall be the Department of Finance.
The Department of Finance shall continuously supervise the financial situation of the Corporation in order to more efficiently utilize its funds; shall be responsible for advising the Financial Vice-President and the Board regarding the collection, management, and expenditure of all Corporate Funds; shall review all department and committee budgets including the Alpha Rho Chapter group budget; shall annually prepare the Corporate budget; shall review the Alpha Rho Chapter group books of accounts at the start and end of each academic semester; and generally shall be responsible for such other matters of finance relative to the Corporation which may be referred to it by the Board of Directors.
The Department of Finance shall adopt as its seal the Corporate Seal, and its official letterhead shall be consistent with the Department of Finance's purpose and authority.
With the exception of the Financial Vice-President and the Corporate Recording Secretary, member of the Department of Finance are members of the Corporation and of the Alumni Association who have been appointed by the Financial Vice-President. Duration of membership shall coincide with the Financial Vice-President's term of office (or) except that membership shall end upon termination of membership in the Corporation or the Alumni Association. The Financial Vice-President has the right to prematurely terminate the membership of any appointed member in his department.
The governing body of the Department of Finance shall be the Finance Board. It is comprised of the Financial Vice-President, who shall act as Chairman, the Corporate Recording Secretary and at least one member appointed by said chairman.
A. The Financial Vice-president shall be the chairman of the Finance Board and shall supervise and control all of the business and affairs of the Finance Board. He shall have charge and custody of, and be responsible for, all funds and securities of the Corporation, except as otherwise provided, and deposit all monies in the name of the Corporation in such banks, trust companies, or other depositories as shall be selected by the Finance Board.
B. The Corporate Recording Secretary shall perform the duties of the Financial Vice-President in his absence or in the event of his inability or refusal to act, and when so acting, shall have all the powers of, and be subject to, all the restrictions upon the Financial Vice-President.
C. The Recording Secretary of the Finance Board shall be appointed by the Financial Vice-president from one of the members of the Finance Board. In the absence of the Recording Secretary of the Finance Board a temporary recording secretary shall be selected by the presiding officer of the Finance Board at the time. The Recording Secretary of the Finance Board shall have the powers and the responsibilities of a Recording Secretary in the Corporation, although limited by the bounds of the Department.
A. The Finance Board has the authority to create any committee to provide for the effective administration of its duties.
B. The Financial Vice-President, with the advice of the Finance Board, is authorized and empowered to appoint members of Standing and Special Committees whose terms of office will be concurrent with the term of the Financial Vice-President, unless otherwise provided herein. The Financial Vice-President shall be an ex-officio member of all Department of Finance Committees.
C. The Finance Board has the authority to remove any member from any Finance Board created Committee.
D. All committee decisions must be submitted to the Finance Board for approval and then in turn submitted to the Board of Directors for review.
E. There shall be three Standing Committees constituted at each Annual Meeting of Members to serve until adjournment of the next Annual Meeting of Members, namely: Corporate Budget, Undergraduate Finance, and Fundraising. The Finance Board may name additional members to any Standing Committee whenever, in its judgment, circumstances require. The Financial Vice-President may name additional members to serve until the next meeting of the Finance Board and may fill any vacancies that occur. Standing Committees may add additional members for specific temporary duty as circumstances require. The Standing Committees shall be as follows:
1. Corporate Budget Committee - The Corporate Budget Committee shall review all department and committee budgets; shall annually prepare the corporate budget; and shall periodically advise the Finance Board.
2 Undergraduate Finance Committee - The Undergraduate Finance Committee shall review all Alpha Rho Chapter Group budgets and shall review all Alpha Rho Chapter Group books of accounts within 14 days of the start and end of each academic semester.
3 Fundraising Committee - The Fundraising Committee shall organize and carry forth fundraising projects to benefit the corporation financially.
A. Department Files
1. Filing - The Financial Vice-President is responsible for maintaining an accurate and complete filing system of all matters relating to the department.
2. Review - Any individual of the Department of Finance, the Board of Directors, or any authorized representative of the federal, state, or local government may review any and all parts of the finance papers at any time. Any voting member of the corporation or of the National Headquarters Staff may review the records of the Finance Department by serving written notice to the Finance Board.
3. Authorization of Review - The Board of Directors, if it deems necessary, may vote to allow access to the Department of Finance files to persons not mentioned in (2) above. If approved, notification must be presented to the Director of the Department of Finance by the Board of Directors in written form. Upon filing in the Department of Finance Files the duly authorized individual shall have access to the Department of Finance files while in the presence of a member of the Department of Finance.
B. Taxation Status
1. Tax Exemption - The Department of Finance shall maintain the corporations tax exempt status, as provided for in Section 501 (c)(10) of the United States Internal Revenue Code of 1954.
2. Donations - Donations to the Corporation will be tax deductible on the donor's federal income tax return, as provided for in Section 501 (c)(10) of the United States Internal Revenue Code of 1954.
C. Audit
1. The Department of Finance may, at its discretion, have the Corporate books audited when it deems necessary, to maintain accuracy and to protect the Corporate interests.
2. The auditors shall have no vested interest in the Corporation, nor may they be related in any way to members of the Corporation.
A. The Department of Finance shall control the collection, management and expenditure of all Corporate funds with the exception of the Alpha Rho Chapter Group.
B. All transactions and deposits shall be in the name of the Corporation. All general funds shall be under the control of the Finance Department and be disbursed on checks and warrants as provided and directed by it. It shall select the depositories for the custody of its funds. It shall provide, at the expense of the Corporation, surety bonds for the proper protection of all general and specific funds entrusted to it, or of any officer, employee, or agent.
C. If any officer, employee, agent, or other persons handling or having custody of the funds of the Corporation shall be unable to furnish such bonds as are provided in the last preceding section he shall at once forfeit his office, employment, agency or other connection with the Corporation as such.
D. The Finance Department shall direct the collection of all funds due the Corporation unless otherwise provided in these by-laws. It shall determine the manner of payment of such funds subject to the limitations herein, and shall have the power to suggest to the Board of Directors suspension of individuals who are delinquent in their obligations to the Corporation.
E. The Finance Department shall direct the allocation of all funds received to the appropriate Fund for which they are collected, and keep separate accounting of each said Fund.
F. Permanent, Trust Endowment, or other Special Funds may be established for such purposes, and on such terms and conditions, consistent with the law or the By-Laws of the Corporation, as may be authorized by the Board of Directors, or by a majority vote of the members of the Corporation.
G. A residence fee, predetermined by the Finance Department and approved by a simple majority of the Board of Directors, shall be paid to the Corporation by the Alpha Rho Chapter Group. The fee shall be collected on a monthly basis on the day of the month predetermined by the Department of Finance and approved by a simple majority of the Executive Board and of the Board of Directors.
H. Each undergraduate shall pay a fee towards ongoing operations of the corporation, predetermined by the Finance Board and approved by a simple majority of the members of the Corporation at the Annual Meeting of Members, which shall be due and payable within forty (40) days of the beginning of the semester. Payment to be made to the Alpha Rho Chapter group Treasurer who shall be responsible for payment of the fee for the entire chapter to the Director of Finance. Failure of payment will result in automatic financial bad standing as defined in the Constitution of the Alpha Rho Chapter of Alpha Sigma Phi Fraternity.
I. The Alpha Rho Chapter Group shall be required to use a system of accounting approved by the Department of Finance, and to submit reports of the conditions of their books of accounts to the Department of Finance within 14 days of the beginning and end of each academic semester.
J. The Alpha Rho Chapter Group Treasurer shall be bonded as prescribed by the Board of Directors.
K. Alumni shall be invited to make contributions to the Corporation, within the first thirty (30) days of the corporate fiscal year as defined in Article I, Section 10B, and shall receive Alumni Association privileges based on a level system as defined in Article VI, Section 4E. The cost of each level shall be predetermined by the Department of Finance and approved by a simple majority of the member of the Corporation at the Annual Meeting of the Members.
A. REGULAR AND SPECIAL MEETINGS - The Finance Board may hold its meetings, whether regular or special, either within or without the State of New Jersey. Regular meetings of the Finance Board may be held with or without notice at such time and place as may be determined by resolution of the Finance Board. Whenever the time or place of regular meeting of the Finance Board shall have been determined by resolution of the Finance Board, no regular meetings shall be held pursuant to any resolution of the Finance Board altering or modifying its previous resolution relating to the time or place of the holding of regular meetings, without first giving at least three days written notice to each Finance Board member, either personally or by telegram, or at least five days written notice to each director by mail, of the substance and effect of such new resolution relating to the time and place at which regular meetings of the Finance Board may thereafter be held without notice. Special meetings of the Finance Board shall be held whenever called by the Financial Vice-president or any Finance Board member in writing. Notice of each special meeting of the Finance Board shall be delivered personally to each Finance Board member or sent by telegraph to his residence or usual place of business at least three days before the meeting, or mailed to his residence or usual place of business at least five days before the meeting. Meetings of the Finance Board, whether regular or special, may be held at any time and place, and for any purpose, without notice, when all the Finance Board members are present or when all Finance Board members not present shall, in writing, waive notice of and consent to the holding of such meeting, which waiver and consent may be given after the holding of such meeting. All or any of the Finance Board member may waive notice of any meeting and the presence of a Finance Board member at any meeting of the Finance Board shall be deemed a waiver of notice thereof by him. A notice, or waiver of notice, need not specify the purpose of any regular or special meeting of the Finance Board.
B. QUORUM AND ACTION - A majority of the entire Finance Board shall constitute a quorum. A majority of the Finance Board members present, whether or not they constitute a quorum, may adjourn a meeting to another time and place, except as herein otherwise provided and except as otherwise provided by the New Jersey Business Corporation Law; the vote of the majority of the Finance Board members present at a meeting at which a quorum is present shall be the act of the Finance Board.
C. TELEPHONIC MEETINGS - Any member or members of the Finance Board, or of any committee designated by the Finance Board, may participate in a meeting of the Finance Board, or any such committee, as the case may be, by means of conference telephonic or similar communications equipment allowing all persons participating in the meeting to hear each other at the same time, and participation in a meeting by such means shall constitute presence in person at such meeting.
D. ACTION WITHOUT A MEETING - Any action required or permitted to be taken at any meeting of the Finance Board, or of any committee thereof may be taken without a meeting if all members of the Finance Board or committee, as the case may be, consent thereto in writing, and the writing or writings are filed with the minutes of the proceedings of the Finance Board or committee.
The name of the body promoting undergraduate brotherhood and maintaining a chapter house shall be the Department of Undergraduate Development and Housing.
The Department of Undergraduate Development and Housing shall act as liaison between the Board of Directors and the Alpha Rho Chapter group; shall have direction, supervision and control over the Alpha Rho chapter house and shall assist the Alpha Rho Chapter in organizing its membership in such a manner as to further scholarship, community and campus service, to provide the means for greater academic achievement, as well as to become a productive chapter of Alpha Sigma Phi Fraternity.
The Department of Undergraduate Development and Housing shall adopt as its seal the Corporate seal, and its official letterhead shall be consistent with the Department of Undergraduate Development and Housings' purpose and authority.
A. Membership requirements of the Department of Undergraduate Development and Housing are as follows:
1. Members of the Executive Board are members of the Department of Undergraduate Development and Housing.
2. With the exception of the Executive Board members, non-undergraduate members of the Department of Undergraduate Development and Housing are members of the Corporation and of the Alumni Association whom have been appointed by the Director of Undergraduate Development and Housing. Duration of membership shall coincide with the Director's term of office (or) except that membership shall end upon termination of membership in the Corporation or the Alumni Association. The Director has the right to prematurely terminate the membership of any appointed member in his Department with the exception of the Board of Directors appointees.
3. Undergraduate members of the Department of Undergraduate Development and Housing are members of the Corporation and of the Alpha Rho Chapter. Membership for undergraduate members shall terminate upon graduation from an accredited four year institution; or if no longer a full-time student and not active at the undergraduate level; or upon termination of membership in the Corporation.
The governing body of the Department of Undergraduate Development and Housing shall be the Executive Board. It is comprised of the Director of Undergraduate Development and Housing, the Corporate Vice-President, the Corporate Manager of Housing, the Alpha Rho Chapter President (HSP), and the Alpha Rho Chapter Vice-President (HJP).
A. The Director of Undergraduate Development and Housing shall be the chairman of the Executive Board and shall supervise and control all of the business and affairs of the Executive Board. He shall preside at all regular and special meetings of the Executive Board. He shall perform all duties incidental to the office of the Director of Undergraduate Development and Housing, and such other duties as may be prescribed by the Executive Board or the Board of Directors.
B. The Corporate Vice-President shall perform the duties of the Director of Undergraduate Development and Housing in his absence or in the event of his inability or refusal to act, and when so acting, shall have all the powers of, and be subject to, all the restrictions upon the Director of Undergraduate Development and Housing.
C. The Recording Secretary of the Executive Board shall be appointed by the Director of Undergraduate Development and Housing from one of the members of the Executive Board. In the absence of the Recording Secretary of the Executive Board a temporary recording secretary shall be selected by the presiding officer of the Executive Board at the time. The Recording Secretary of the Executive Board shall have the powers and the responsibilities of a Recording Secretary in the Corporation, although limited by the bounds of the Department.
A. The Executive Board has the authority to create any committee necessary to provide for the effective administration of its duties.
B. The Director of Undergraduate Development and Housing, with the advise of the Executive Board, is authorized and empowered to appoint members of Standing and Special Committees whose terms of office will be concurrent with the term of the Director of Undergraduate Development and Housing, unless otherwise provided herein. The Director of Undergraduate Development and Housing shall be an ex-officio member of all Department of Undergraduate Development and Housing Committees.
C. The Executive Board has the authority to remove any member from any Executive Board created committee with the exception of the Corporate Manager of Housing.
D. All committee decisions must be submitted to the Executive Board for approval and then in turn submitted to the Board of Directors for review.
E. There shall be two Standing Committees constituted at each Annual Meeting of Members to serve until adjournment of the next Annual Meeting of Members, namely: Housing and Undergraduate Development. The Executive Board may name additional members to any Standing Committee whenever, in its judgment, circumstances require. The Director of Undergraduate Development and Housing may name additional members to serve until the next meeting of the Executive Board and may fill any vacancies that occur. Standing Committees may add additional members for specific temporary duty as circumstances require. The Standing Committees shall be as follows:
1. Housing - The Housing Committee shall consist of the Corporate Manager of Housing, the Undergraduate House Committee Chairman, and one non-undergraduate member to act as the Corporate Manager of Housing in his absence. It shall be the duty of this committee to advise, aid and assist the Executive Board in the formulation and execution of plans for the financing, construction, maintenance, furnishing, renovation, and leasing of the chapter house.
2. Undergraduate Development - The Undergraduate Development committee shall consist of one Alumni Association member appointed by the Director of Undergraduate Development and Housing to serve as chairman, one non-undergraduate member and the undergraduate Rush, Scholarship and Pledge Education Chairmen. This committee is responsible for creating and managing programs to promote Undergraduate education about Alpha Sigma Phi Fraternity. The programs include, but are not limited to Brotherhood Development, Rush, Pledge Education, Officer Responsibilities and Duties, and Risk Management.
Financial procedures of the Department of Undergraduate Development and Housing shall be as described in Article I Section 10 and in Article IV Section 9.
A. REGULAR AND SPECIAL MEETINGS - The Executive Board shall meet during the fourth week of every month. The Executive Board may hold its meetings, whether regular or special, either within or without the State of New Jersey. Regular meetings of the Executive Board may be held with or without notice at such time and place as may be determined by resolution of the Executive Board. Whenever the time or place of regular meeting of the Executive Board shall have been determined by resolution of the Executive Board, no regular meetings shall be held pursuant to any resolution of the Executive Board altering or modifying its previous resolution relating to the time or place of the holding of regular meetings, without first giving at least three days written notice to each Executive Board member, either personally or by telegram, or at least five days written notice to each director by mail, of the substance and effect of such new resolution relating to the time and place at which regular meetings of the Executive Board may thereafter be held without notice. Special meetings of the Executive Board shall be held whenever called by the Director of Undergraduate Development and Housing or any Executive Board member in writing. Notice of each special meeting of the Executive Board shall be delivered personally to each Executive Board member or sent by telegraph to his residence or usual place of business at least three days before the meeting, or mailed to his residence or usual place of business at least five days before the meeting. Meetings of the Executive Board, whether regular or special, may be held at any time and place, and for any purpose, without notice, when all the Executive Board members are present or when all Executive Board members not present shall, in writing, waive notice of and consent to the holding of such meeting, which waiver and consent may be given after the holding of such meeting. All or any of the Executive Board member may waive notice of any meeting and the presence of a Executive Board member at any meeting of the Executive Board shall be deemed a waiver of notice thereof by him. A notice, or waiver of notice, need not specify the purpose of any regular or special meeting of the Executive Board.
B. QUORUM AND ACTION - A majority of the entire Executive Board shall constitute a quorum. A majority of the Executive Board members present, whether or not they constitute a quorum, may adjourn a meeting to another time and place, except as herein otherwise provided and except as otherwise provided by the New Jersey Business Corporation Law; the vote of the majority of the Executive Board members present at a meeting at which a quorum is present shall be the act of the Executive Board.
C. TELEPHONIC MEETINGS - Any member or members of the Executive Board, or of any committee designated by the Executive Board, may participate in a meeting of the Executive Board, or any such committee, as the case may be, by means of conference telephonic or similar communications equipment allowing all persons participating in the meeting to hear each other at the same time, and participation in a meeting by such means shall constitute presence in person at such meeting.
D. ACTION WITHOUT A MEETING - Any action required or permitted to be taken at any meeting of the Executive Board, or of any committee thereof may be taken without a meeting if all members of the Executive Board or committee, as the case may be, consent thereto in writing, and the writing or writings are filed with the minutes of the proceedings of the Executive Board or committee.
A. The Alpha Rho Chapter of Alpha Sigma Phi Fraternity is part of the Corporation, and as such, has full use of the Corporate resources to allow it to carry out its tasks.
B. The Constitution of the Alpha Rho Chapter of Alpha Sigma Phi shall be considered appended to Article V Section 11 of this constitution.
C. The Alpha Rho Chapter shall be governed be the By-Laws and Standing Rules of The Constitution of the Alpha Rho Chapter of Alpha Sigma Phi unless otherwise provided herein.
We, the students and alumni of the New Jersey Institute of Technology, and the Alpha Rho Chapter of Alpha Sigma Phi Fraternity (formerly the Alpha Chapter of Alpha Kappa Pi Fraternity), in order to provide for effective management and legislation in the operation of the Chapter, do hereby adopt and approve this Constitution of the Alpha Rho Chapter of Alpha Sigma Phi Fraternity.
This organization shall be known as the Alpha Rho Chapter of Alpha Sigma Phi Fraternity.
The purpose of this chapter shall be to organize its membership in such a manner as to further scholarship, community and campus service, to provide the means for greater academic achievement, and to become a more productive Chapter of Alpha Sigma Phi Fraternity.
Members shall be duly initiated students at New Jersey Institute of Technology.
There shall be no discrimination such that race, creed, or color will affect a candidate's possibility for membership.
Membership shall be granted by virtue of acceptance of invitation extended by vote of members.
In order to remain in good standing, a member must be up to date in his financial obligations to the chapter.
Any member missing two (2) meetings within one semester without a reasonable excuse, as decided by the Prudential Committee, shall be placed into bad standing and be refused participation in all activities until such time as he has been removed from bad standing by the Prudential Committee.
There shall be one scheduled Executive Board meeting per month. This shall be held on a previously specified day during the fourth week of each month. All members of the Executive Board shall attend all meetings, unless they have otherwise notified the Recording Secretary of the Executive Board.
A. Stated meetings of the Chapter shall be every week during the academic year with the exception of conflicting holidays. Location of the meetings shall be at the discretion of the President.
B. The procedures for general meetings shall be governed by those stated in the current edition of "Robert's Rules of Order".
C. A quorum, consisting of a majority of the membership, must be presented in order to act upon any legislation.
A. Committee Chairmen are required to organize their committees and hold meetings at least twice a month, during the academic year, at the convenience of the Chairman.
B. Committee Chairman are to advise the President of the time, place and date of all meetings in order to allow him to attend.
C. At the discretion of the Committee Chairman, committee meetings can be closed to committee members only.
A. The President may call a special meeting at any time, for the purpose of advising the membership on an event, problems, or developments in which he thinks the former may be interested.
B. The membership may call a meeting at any time as long as a majority of the members agree to a time, place and need. This request must be in writing and presented to the Recording Secretary at least 3 days in advance.
The powers and duties of all officers will be those outlined in the current edition of the Officer Manual from National Headquarters. Any changes will be put into the Standing Rules.
The elected officers of this Chapter shall be the President, Vice-President, Treasurer, Recording Secretary, Corresponding Secretary, and two At-Large Members of the Prudential Committee, all others shall be appointed by the President.
Each officer of the Chapter shall maintain at least a 2.0 cumulative grade point average.
Elections shall be held by secret ballot.
Elections shall be held at the end of the fall semester. The term of office shall be for the period of one year, beginning at the first meeting of the spring semester.
The officers of the Alpha Rho Chapter can be removed from office for violation of university regulations or negligence of office. If an office is found to be in violation of university regulations, or in negligence of office, he shall stand for recall through election by a 2/3 majority of the Chapter's membership. He shall continue to perform duties of his elected office unless a decision against him is determined by the election.
In the event that an office becomes vacant, it shall be filled by an appointment of the President, subject to approval by the general membership. An exception to this rule is when the office of President becomes vacant, at which time a new date of election shall be set by the Prudential Committee.
A. Nominations are to be held in the first week of November. At the meeting following the nominations week the nominees are to either accept or reject their nominations.
B. At the following meeting, the nominees are to give speeches stating their ideas and intentions. They may, at their discretion, field questions from the brotherhood.
C. The brotherhood will have one week to discuss the nominees. At the last meeting in November the brotherhood will vote.
D. This process will take place before finals begin.
The permanent standing committees of the Chapter shall be as follows:
The duties of all committees shall be those that are outlined in the current edition of the Officer Manual from National Headquarters.
A. During the second week of November and April, each committee must submit a written budget for the following semester to the Finance Committee.
B. The Finance Committee will then make up a total budget for the Chapter and send it to the Prudential Committee for approval.
C. The budget will the be presented to the Chapter for its approval at the first meeting in December and May.
D. After the budget is approved by the Chapter, it will go to the Executive Board for approval.
The revenues of the Chapter shall be derived from the members' dues and the Chapters' fund-raising activities.
All revenues shall be controlled by the Undergraduate Treasurer and the Corporate Finance Board, with recommendations by the Finance and Prudential Committees.
Indebtedness will be handled as follows:
A. Brothers in extenuating financial circumstances, as decided by the Prudential Committee, shall sign a special promissory note outlined by the Financial Committee which offers a one semester extension to his payment schedule.
B. Brothers in extenuating financial circumstances, as decided by the Prudential Committee, who refuse to sign a promissory note of indebtedness will be placed on Financial Bad Standing immediately until such time as his financial obligations have been met.
Fines will be defined as a Standing Rule and be subject to Standing Rule procedures.
The Executive Board shall be made up of the Director of Undergraduate Development and Housing, the Corporate Vice-President, the Corporate Manager of Housing, the Alpha Rho Chapter President (HSP), and the Alpha Rho Chapter Vice-President (HJP).
The powers of the Executive Board are:
A. Approve budgets
B. Approve fees
C. Act as liaison between the Alumni and Undergraduates
D. Judge all appeals to Standing Rules
This constitution of the Alpha Rho Chapter of Alpha Sigma Phi Fraternity may be amended in part or in full by a 3/4 vote of active members. The amendment shall be submitted in writing, read before the Chapter membership at a Chapter meeting, and tabled for one week. At the following, the amendment shall be discussed and acted upon. Upon approval by the Undergraduate Chapter an amendment must be submitted to the Executive Board within thirty (30) days for Board of Directors review in accordance with Article I Section 9B. After approval at the Annual Corporate Meeting of Members, the amendment shall be executed.
The Standing Rules of this Constitution shall be instituted in the same way as Amendments, except the vote shall be 2/3, and the Standing Rules cannot over rule parts of this Constitution.
a) Standing rules can be appealed to the Executive Board.
No amendment to this Constitution and no Standing Rule is retroactive.
Purpose: These rules are to be used as a guideline concerning everyday problems and occurrences that are not specifically covered in the constitution.
1. A graduating senior who has put in 2 years (4 semesters) of service to the Fraternity shall be exempt from all work duties excluding rituals and chapter meetings.
A. A pledge period is considered one semester of service.
B. A graduating senior is defined as a brother who is graduating in one or two semesters.
2. Room assignments are handled with the following priorities:
i) Brothers already living in the house.
ii) Raffle by academic year.
3. There is a one-half hour time limit on the house phone.
4. Fines are to be enforced by the committee issuing them.
5. All disbursements of money are to be made in the form of a check or to be deducted from fees.
6. There is no rule six.
7. All committee reports are to be submitted in writing, legibly and accurately to both the HJP and HS.
8. There will be a formal meeting officially opening and closing each semester. Attendance is mandatory.
9. All residents that live in the house must maintain a 2.0 GPA to be allowed to move in the next semester.
10. All residents must complete 15 credits in two (2) successive semesters. Summer can be applied to either fall or spring.
11. All officers must maintain a 2.2 cumulative GPA. (This conflicts with Art. VI, Section 2)
12. All brothers must submit transcripts and schedules to the Scholarship Director by the second week of the semester.
13. Room reimbursement will occur after senior year or when the brother leaves the house, whichever comes first.
14. The House Manager must have a copy of all locks in the house except that on the Ritual Closet.
15. Bad Standing:
1) Brother is not allowed into the house (live-ins are not excluded), except for chapter meetings.
2) The brother's right to vote at a meeting is revoked.
3) The brother is banned from all social and brotherhood events associated with Alpha Sigma Phi Fraternity, except for chapter meetings.
4) A brother in bad standing is still required to attend chapter meetings.
There are two types of bad standing:
i) Financial Bad Standing (FBS): One goes into FBS by not paying his dues and fees by the established date or by not keeping a payment contract agreed upon by the HE. To get off FBS the contract must be fulfilled. Failure to comply with the above will result in legal action as deemed necessary by the Corporate Board of Directors.
ii) General Bad Standing (GBS): There are three reasons that one can get put on GBS.
a) Disrespect to a brother, the house, or to personal property. This is up to the discretion of the Prudential Committee.
b) Failing to do duties or assigned jobs.
c) Failure to attend meetings. Each brother is allowed up to three unexcused absences. Two consecutive meetings cannot be missed.
A written complaint must be submitted by a brother, a committee chairman, or officer to the Prudential Committee stating the charges. The Prudential Committee shall present their recommendation to the membership. A chapter vote will follow a discussion of the recommendations and the alternatives. In the event the brother placed in GBS is not present he must be notified in both written and oral form immediately. GBS will take effect 24 hours after verbal notification. Appeals to chapter decisions shall be submitted in writing to the Executive Board. GBS will remain in effect pending an Executive Board decision.
a) For disrespect: Adhere to ruling of the chapter.
b) For failing to do a job: First offense, job must be completed: Second offense, an appearance before the Prudential Committee who will render a decision.
c) For bad attendance to meetings: A brother is removed from GBS upon attendance of his next meeting. Another unexcused absence will result in GBS for the remainder of the semester.
d) Attend 50% of the following regular events during the two week period after being placed on GBS: Chapter meetings, Rituals, Formal Meetings, Work Days, Rush events, Committee meetings, Service events.
17. A pledge may occupy a room in the house under the following conditions:
a) Vacancy
b) Upon being blackballed, he must move out immediately.
c) Upon being initiated, he has the rights of a brother who has lived in the house for a semester.
18. A brother renting a room must sign a Room Contract.
19. A brother holding over a room must sign a Room Holdover Contract.
20. A brother may reserve a room he has occupied in the house (hereafter designated Holding-over a room) under the following circumstances:
a) He has occupied his room for one full semester.
b) He is up to date in his financial obligations to the Fraternity.
c) He is in good standing with the Fraternity and the school.
21. Commuter sleeping over the house more than (3) nights in a standard week (including weekends, excluding parties), will pay a fee of $10.00 for that week.
22. Attendance point system of the Alpha Rho Chapter of Alpha Sigma Phi Fraternity:
Part A: Points will be awarded to each brother according to attendance of specified chapter functions.
Part B: The HSP will oversee and update the attendance records of each brother to be posted weekly. The HSP will compile the records in conjunction with the HJP, HS, and the respective committee chairmen.
Part C: The points are as follows:
| Event | Points | Responsible for records |
| Formal Meetings | 10 | HS |
| Rituals | 10 | HM |
| Chapter meetings | 5 | HS |
| Work days | 7 | HJP - House Chairman |
| Rush Events | 5 | HJP - Rush Chairman |
| Committee Meetings | 4 | HJP - Committee Chairman |
| Service Events | 4 | HJP - Service Chairman |
| Sporting Events | 4 | HJP - Captain of the team |
Part D: Brother attaining 65% of the total possible points for that semester, determined by the Prudential Committee and approved by the chapter will receive an equal share of the total attendance award.
Part E: Brothers will receive 4 points for each bowling day attended during IFC league play. However, bowling will not be included when tabulating the total for sporting events for that semester. This is considered extra credit for bowlers and because only nine men are allowed on the bowling roster.
Part F: all brothers will start with zero points at the beginning of the semester.
Part G: The point system will run from semester to semester, September to December and January to May.
23. All remaining funds, at the end of the semester, to be divided up in the following manner by the HE.
Part A:
50% shall be turned over to the Corporate Financial Vice-President to be allocated with approval of the Board of Directors (will go to the sinking fund).
50% will go to the total attendance award to be divided equally by eligible brothers as stated in Standing Rule 22.
Part B: Remaining funds are defined as such:
1. Budget excess at the end of the semester after all accounts have been closed.
2. Specified Fundraising projects.
3. Any other unallocated moneys collected during the semester.
Part C: Maintaining the books for remaining funds will be the responsibility of the HE. He will keep track of its amount. Though it is in the same account as the Undergraduate funds, it is considered separate and will be treated as such.
24. The collection of dues will be made in the following manner:
Part A: Definition of dues
All treasury accounts will be referred to in two books known as the Operations Account and the House Account. The Operations Account will consist of national and brother dues as determined by the Executive Board. The house account will consist of money accumulated through rent and parlor fees (and other monthly expenses).
Part B: Collection of Dues
1. The Operations Account money will be collected by the second chapter meeting of the semester. Promissory notes will only be given in the most extreme cases as decided by the Prudential Committee. Failure to pay the amount billed by the second meeting of the semester will result in FBS along with a fine and/or service project as decided by the Prudential Committee.
2. Rent and parlor fees are to be collected monthly. There will be no promissory notes for these expenses, as defined under the House Account. Failure to pay the amount billed on time or failure to keep a schedule of payment as defined by the Treasurer will result in FBS along with a fine and/or service project as decided by the Prudential Committee.
25. If an undergraduate brother performs needed house repairs, as determined by the House Committee, he will receive 4 to 7 points toward his total attendance points. The value of the points will be determined by the House Committee based on the significance of the project. All points awarded are subject to approval by the Prudential Committee. These points will not be included in the posted tabulated points for that semester (they will be included in that persons total points).
26. Policy regarding tardiness at General Chapter Meetings
A. If a brother who has not previously submitted an acceptable excuse and who has not arrived at the meeting between 15 an thirty minutes after the commencement of the roll call shall be considered late.
B. If a brother who has not previously submitted an acceptable excuse and who has not arrived at the meeting by 30 minutes after the commencement of roll call shall be considered absent.
C. If a brother is considered late to a General Chapter Meeting by part (A) of this Standing Rule he shall only receive 60% of the point value for that meeting as determined by Standing Rule 22.
D. Any Discrepancies will be resolved by the Prudential Committee.
27. In order to achieve a more unified brotherhood and better promote Alpha Sigma Phi Fraternity, all brother must attend at least 50% of all chapter functions.
To assure this, there will be a review every two weeks of each brother's status as per the point system outlined in Standing Rule 22. Failure to do so will result in the brother being placed on General Bad Standing.
The name of the body promoting post-college brotherhood shall be the Department of Alumni, known herein as the Alumni Association.
The Alumni Association shall assist the membership in continuing and rediscovering the ideas of brotherhood and true friendship after College; shall organize and supervise all alumni functions excluding the Black and White and the Annual Convention; shall promote good spirits among alumni members; shall keep alumni members aware of alumni events through distribution of quarterly newsletters; and generally shall be responsible in reinforcing the purposes of Alpha Sigma Phi Fraternity in its' Alumni Association members.
The Alumni Association shall adopt as its seal the corporate seal, and its official letterhead shall be consistent with the Alumni Associations' purpose and authority.
A. Membership requirements of the Alumni Association are as follows:
1. Must have graduated from an accredited four year institution, or if no longer a full-time student and not active at the undergraduate level, and if at least four years have passed since the date of initiation into Alpha Sigma Phi Fraternity.
2. Must be a brother of Alpha Sigma Phi Fraternity in good standing at the Undergraduate level.
B. Membership is effective upon receipt of payment in full of membership dues which are set forth by the Department of Finance and the Board of Directors and approved by a simple majority of the Corporation at the Annual Meeting of Members.
C. Each member shall receive a membership certificate, to be provided by the Corporate Corresponding Secretary, the form of which shall be determined by the Board of Directors, and no certificate of membership shall be issued until the membership fee has been paid in full.
D. Certificates of membership shall be non-transferable, and all rights of membership shall terminate upon death of the member or upon termination of his membership in Alpha Sigma Phi Fraternity for any reason.
E. Alumni memberships are offered at different levels, each offering a variety of services and/or prepaid activities. The cost of each level shall be predetermined by the Department of Finance and the Board of Directors and approved by a simple majority of the Corporation at the Annual Meeting of Members. The levels and privileges are as follows:
1. F: No Alumni Association Membership
- Attendance not permitted at Corporate events.
2. D: No Alumni Association Membership
- Pay per Corporation event at no discount.
- Issued first issue of newsletter for each fiscal year only.
3. C: Alumni Association Membership
- Pay Per Corporation event at no discount.
- Issued quarterly newsletter by Alumni Association.
4. B: Alumni Association Membership
- Prepays and discounts alumni events (excld. Black and White and Convention)
- Issued quarterly newsletter by Alumni Association.
5. A: Alumni Association Membership
- Prepays and discounts alumni events (excld. Black and White and Convention)
- Issued quarterly newsletter by Alumni Association.
- Donation to Alpha Rho Chapter House Fund.
6. Alpha Kappa Pi: Alumni Association Membership
- Prepays and discounts alumni events including Black and White (excld. Convention)
- Issued quarterly newsletter by Alumni Association.
- Donation to Alpha Rho Chapter House Fund.
The governing body of the Alumni Association shall be the Alumni Board. It is comprised of the Director of Alumni, who shall act as chairman, the Corporate Corresponding Secretary and the managers of the three standing committees of the Alumni Association.
A. The Alumni Association Director shall be the chairman of the Alumni Board and shall supervise and control all of the business and affairs of the Alumni Board. He shall preside at all regular and special meetings of the Alumni Board. He shall perform all duties incidental to the office of Alumni Director, and such other duties as may be prescribed by the Alumni Board or the Board of Directors.
B. The Corporate Corresponding Secretary shall perform the duties of the Alumni Association Director in his absence or in the event of his inability or refusal to act, and when so acting, shall have all the powers of, and be subject to, all the restrictions upon the Alumni Association Director. He shall provide annual membership certificates to all members of the Alumni Association.
C. The Recording Secretary of the Alumni Board shall be appointed by the Alumni Association Director from one of the members of the Alumni Board. In the absence of the Recording Secretary of the Alumni Board a temporary recording secretary shall be selected by the presiding officer of the Alumni Board at the time. The Recording Secretary of the Alumni Board shall have the powers and the responsibilities of a Recording Secretary in the Corporation, although limited by the bounds of the Department.
A. The Alumni Board has the authority to create any committee necessary to provide for the effective administration of its duties.
B. The Alumni Association Director, with the advise of the Alumni Board, is authorized and empowered to appoint members of Standing and Special Committees whose terms of office will be concurrent with the term of the Alumni Association Director, unless otherwise provided herein. The Alumni Association Director shall be an ex-officio member of all Department of Alumni Committees.
C. The Alumni Board has the authority to remove any member from any Alumni Board created committee.
D. All committee decisions must be submitted to the Alumni Board for approval and then in turn submitted to the Board of Directors for review.
E. Their shall be three Standing Committees constituted at each Annual Meeting of Members to serve until adjournment of the next Annual Meeting of Members, namely: Alumni Activities, Alumni Service, and Publications. The Alumni Board may name additional members to any Standing Committee whenever, in its judgment, circumstances require. The Alumni Association Director may name additional members to serve until the next meeting of the Alumni Board and may fill any vacancies that occur. Standing Committees may add additional members for specific temporary duty as circumstances require. The Standing Committees shall be as follows:
1. Alumni Activities - The Alumni Activities Committee shall organize and supervise all alumni activities and shall promote good spirits among alumni members.
2. Alumni Service - The Alumni Service Committee shall organize and carry forth service projects to benefit the NJIT community and society in general. It will endeavor at all times to promote good will, and render assistance in the community in which it conducts its affairs. All fundraising performed by the committee shall be for charity and shall not benefit the Corporation, Alumni Association, or the Alpha Rho Chapter financially.
3. Publications - The Publications Committee shall perform any and all activities necessary to disseminate information concerning the Corporation and Alpha Sigma Phi in general, both to members of the Corporation, Alpha Sigma Phi, and the general public. The Publications Committee shall publish a quarterly newsletter, known as "The Seven Points", for the benefit of its members and other interested parties.
Financial procedures of the Alumni Association shall be as described in Article I Section 10 and in Article IV Section 9.
A. REGULAR AND SPECIAL MEETINGS - The Alumni Board may hold its meetings, whether regular or special, either within or without the State of New Jersey. Regular meetings of the Alumni Board may be held with or without notice at such time and place as may be determined by resolution of the Alumni Board. Whenever the time or place of regular meeting of the Alumni Board shall have been determined by resolution of the Alumni Board, no regular meetings shall be held pursuant to any resolution of the Alumni Board altering or modifying its previous resolution relating to the time or place of the holding of regular meetings, without first giving at least three days written notice to each Alumni Board member, either personally or by telegram, or at least five days written notice to each director by mail, of the substance and effect of such new resolution relating to the time and place at which regular meetings of the Alumni Board may thereafter be held without notice. Special meetings of the Alumni Board shall be held whenever called by the Alumni Association Director or any Alumni Board member in writing. Notice of each special meeting of the Alumni Board shall be delivered personally to each Alumni Board member or sent by telegraph to his residence or usual place of business at least three days before the meeting, or mailed to his residence or usual place of business at least five days before the meeting. Meetings of the Alumni Board, whether regular or special, may be held at any time and place, and for any purpose, without notice, when all the Alumni Board members are present or when all Alumni Board members not present shall, in writing, waive notice of and consent to the holding of such meeting, which waiver and consent may be given after the holding of such meeting. All or any of the Alumni Board member may waive notice of any meeting and the presence of a Alumni Board member at any meeting of the Alumni Board shall be deemed a waiver of notice thereof by him. A notice, or waiver of notice, need not specify the purpose of any regular or special meeting of the Alumni Board.
B. QUORUM AND ACTION - A majority of the entire Alumni Board shall constitute a quorum. A majority of the Alumni Board members present, whether or not they constitute a quorum, may adjourn a meeting to another time and place, except as herein otherwise provided and except as otherwise provided by the New Jersey Business Corporation Law; the vote of the majority of the Alumni Board members present at a meeting at which a quorum is present shall be the act of the Alumni Board.
C. TELEPHONIC MEETINGS - Any member or members of the Alumni Board, or of any committee designated by the Alumni Board, may participate in a meeting of the Alumni Board, or any such committee, as the case may be, by means of conference telephonic or similar communications equipment allowing all persons participating in the meeting to hear each other at the same time, and participation in a meeting by such means shall constitute presence in person at such meeting.
D. ACTION WITHOUT A MEETING - Any action required or permitted to be taken at any meeting of the Alumni Board, or of any committee thereof may be taken without a meeting if all members of the Alumni Board or committee, as the case may be, consent thereto in writing, and the writing or writings are filed with the minutes of the proceedings of the Alumni Board or committee.