There are two levels of membership within the association: Alpha Membership and a Omicron Membership
1. Qualifications—Alpha Membership requires a brother to be in good standing as an alumnus of the Alpha Omicron chapter of Alpha Sigma Phi Fraternity and must pay annual dues. Parameters—Being an Alpha member will enable the brother to attend the Biannual Business Meetings, homecoming events, all
alumni events, and each Alpha member is allowed a vote during the Biannual Business Meetings. Has the opportunity to be nominated / elected as an officer of the alumni Association.
2. Qualifications—Omicron Membership requires a brother to be in good standing as an alumnus of the Alpha Omicron chapter of Alpha Sigma Phi Fraternity. Parameters—Being an Omicron member will enable the brother to attend the Biannual Business Meetings, homecoming events, miscellaneous alumni events, and may offer arguments during the Biannual Business Meetings but may not vote after deliberation and cannot be nominated / elected to any office with in the alumni association. Officers
Election of Officers:
Election of officers will require a majority vote by all Alpha members present on the date of the Fall Business Meeting. If no candidate receives a majority of votes, a second vote will be held between the two candidates who received the most votes during the first round. A member interested in becoming an officer must be an Alpha Member of the Alumni Association. Nominations must be submitted to the Secretary within 48 hours of the Fall Business Meeting. The Secretary will send out a list of nominations to all Alumni Association members 24 hours before the Fall Business Meeting. Term of Office:
The term of office for each officer will be one year which shall begin at the conclusion of the Fall Business Meeting. President:
A Preside over all Alumni Association meetings
Correspond when necessary with Headquarters and other recognized organizations
B Appoint a new officer in the event that a current officer cannot fulfill their duties
c Co-signor of Alumni Association Checks
2. Vice President:
A Preside over meetings in the absence of the President
B Schedule meetings and events with members of the Alumni Association
C Coordinates promotion and publicity of Alumni Association events
3. Treasurer:
A Maintain accurate record of all Alumni Association transactions
B Collect dues and donations from Alumni Association members
C Co sign Alumni Association checks with President
4. Secretary:
A Maintain an accurate record of all Alumni Association meetings and Email of all minutes from meetings to the Alumni Association’s Alpha & Omicron members
B Maintain membership directory
c Perform an annual census, to be performed prior to the Fall Business
Meeting, of all members of the Alumni Association
5. Liaison / Grand Chapter Advisor to the Undergraduate Chapter: A Represent the Alumni Association at any meetings of the undergraduate chapter
B Maintain communication between alumni and undergraduates
C Become involved with any issues concerning the Undergraduate chapter
D Concern himself with all major functions of the Undergraduate chapter such as budget, new members / brothers and events
E Relay issues and functions of the Undergraduate chapter to all members of the Alumni Association
F Provide communicational link between Alumni Association and Undergraduate chapter in all other matters not outlined above
G Provide and maintain a confidential reporting scheme for undergraduates brothers
6. Decade Member at Large over 40 years Alumnus of Alpha Omicron Chapter
R Represent the Alumni Association at any Exec Meeting
B Become involved with any issues concerning the Exec Board
7. Decade Member at Large under 40 years Alumnus of Alpha Omicron Chapter
R Represent the Alumni Association at any Exec Meeting
B Become involved with any issues concerning the Exec Board
Finances
Dues:
a.The Alumni Association’s 2nd Bi annual spring business meeting shall vote on recommendation of the Executive board (not to be increased more than 10% per year) and will establish yearly dues to be announced after the Spring Business Meeting. b.The dues shall be put into a specific fund designated solely for operating costs of the alumni association. These dues shall be paid by all Alpha members. Dues for Omicron members shall be set at 50 percent of Alpha Membership dues. c.Membership begins on July 1 each year and extends through June 30 of the following year. Dues can be paid at any time during the membership period. d.Under various circumstances, upon approval of all present alpha members, portions of this fund may be used for other purposes not related to donations for the undergraduate chapter. a) Emergency exception related to dues provision d: If at some point the Alpha Omicron Chapter or Alumni Association needs emergency funds from the membership/operating cost fund and that the term emergency has been declared by the executive board by a unanimous vote by all 7 executive board members. Funds may not be disbursed until a letter or email has been sent to all Alpha members notifying the voting members of the stated emergency. Donations:
A.the Alumni Association will accept donations made to the Undergraduate Chapter of the fraternity:
B. These donations must only be accepted by the treasurer or Authorized Signor(s) on the Alpha Omicron Alumni Account and will be maintained as a separate fund from the general operating funds of the Alumni Association. This money is not to be disbursed unless voted upon by all present Alpha members at a Biannual Business Meeting. C. The undergraduate chapter must submit a detailed request for funding to the executive board prior to their last meeting before the next available Biannual Business Meeting. This request for funding shall be split into two sections:
Operating and Discretionary:
a. The executive board shall then review the request for funding and make any changes they deem appropriate. b. The Operating and Discretionary sections for funding will then be voted on individually at the next available Biannual Business Meeting or by a Stated “Special Emergency meeting”
c. Each section must be approved by a vote of 2/3 of all present Alpha members for its specific funds to be disbursed to the Undergraduate chapter. Undergraduate Advisory Guidance:
1. “Advisory Guidance”
A. shall refer to official acts of the alumni association, which must be agreed upon by the Alpha Members as being applicable and appropriate. The designated times for offering such guidance are the biannual meetings, although further action may be considered as needed. As an organization, the only recourse consequent to the decision that the Undergraduate organization or any member therein is not in good standing with the Alumni Association is to restrict discretionary funding on a time-limited basis. Guidance offered at an individual level, by alumni of all levels of standing, is viewed as discrete from the organization. Article VII: Biannual Meetings
1. There shall be two business meetings per year:
A. The first meeting, referred to as the Fall Business Meeting, shall be held on the Saturday of Homecoming weekend. The second meeting, referred to as the Spring Business Meeting, shall be held on the Saturday of (Spring alumni event) weekend. Meetings will be held according to parliamentary procedure and shall include but are not limited to:
a. finance report from the Alumni Association’s current treasurer
b. an official report on the Undergraduate chapter as read by the
Undergraduate President (HSP). c. an official report on the Alumni Association as read by the Alumni Association President. d. a vote on any proposed Constitution changes, a vote on any requests from the Undergraduate chapter for donations. Article VIII: Amendments
1.Amendments to this constitution must be submitted in writing to the Secretary at or before the annual business meeting of the Alumni Association.
2.Amendments will be proposed, discussed, and voted on at the annual business meeting. In order to adopt an amendment, a 2/3 vote by all present Alpha members is required.
