Upsilon Chapter of Epsilon Sigma Phi

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Constitution and By-Laws

Bylaws of Upsilon Chapter Epsilon Sigma Phi - National Extension Fraternity, Inc.

Amended March 29, 2007

Updated January 2013

Updated September 26, 2018

 

Article I. Name:

The name of this organization shall be the Upsilon Chapter Epsilon Sigma Phi, National Extension Fraternity.

 

Article II. Purpose:

The purpose of this fraternity is to maintain the standards and ideals, uphold morale, prestige and respect of NDSU Extension; to develop a working relationship and spirit of fraternal fellowship among the present and former employees of NDSU Extension and promote professionalism within Extension.

 

Article III. Membership:

Membership shall be divided into two types: (1) Active, (2) Life.

 

Section I: Active members are actively employed with or retired from Extension, pay annual state and national dues, and have voting rights. The term of membership is from February 1 through January 31 of the following year.

 

Section II: Life members are retired from Extension and paid one-time life membership dues as prescribed in the National ESP By-laws and Upsilon Chapter Procedures document. Life members have all the privileges and voting rights of Active members.

 

Section III: Prospective candidates shall be notified in writing by the Membership Recruitment and Retention Committee of eligibility for membership in the state chapter. Prospective candidates who desire to become a member of the fraternity shall furnish an autobiography to be read by the Annalist at the initiation ceremony.

 

Article IV. Officers:

 

Section I: The officers of this organization shall consist of a President, President-elect, Secretary-Treasurer and Annalist.  The elected officers are President-elect, Secretary-Treasurer and Annalist. The President shall serve a two-year term. The President-elect shall be elected on for a two-year term and move to the position of President.  The Secretary-Treasurer and Annalist shall be elected and automatically re-elected annually to serve until they decline to accept being re-elected and shall serve until their successors are elected and qualified. The term of all officers starts at the beginning of the month following the annual meeting.

 

Section II: The President shall preside at all meetings of the fraternity and shall perform the duties usually incumbent upon an executive officer. The President will represent the chapter at the National ESP annual meeting. In absence of the President, the President-elect shall act as chairperson. If the President cannot perform their duties, the President-elect will assume the duties of President until the next election.

 

Section III: The Secretary-Treasurer shall keep the minutes and records of official business of the fraternity. The Secretary-Treasurer shall have charge of membership roll call, all initiation fees, dues and assessments, pay all bills, keep an accurate account of all receipts and expenditures, and make an annual report to the fraternity of the same. The Secretary-Treasurer also makes sure the national dues are paid and all National ESP member records are correct. The financial records shall be subject to annual audit by the Audit Committee comprised of at least three members appointed by the President before the annual meeting and such committee shall render a report at the annual meeting.

 

Section IV: The Annalist shall collect information on new members and shall be responsible for the initiation of new members.

 

Section V: The Executive Committee consists of the President, President-elect, Secretary-Treasurer and Annalist. Between meetings of the fraternity, the Executive Committee shall constitute a governing body to act on business between meetings in a manner consistent with the By-Laws and subject to the approval of the fraternity at its next meeting.

 

Section VI: In the event of a vacancy, the President upon consultation with the rest of the Executive Committee will appoint a replacement officer to serve until the next annual meeting.

 

Article V. Meetings:

The annual meeting shall be at the time of the annual Extension Conference. Special meetings held in person or electronically may be called by the President or upon written request of twenty percent of the active members.

 

Article VI. Initiation Fee and Dues:

The initiation fee and annual dues for this fraternity shall be set by the state chapter in conformity with requirements of the national chapter and needs of the state chapter.

 

Article VII. Quorum:

A majority of the active members of the organization shall constitute a quorum for the transaction of business.

 

Article VIII. Logo:

The official logo shall be the same as adopted by the national convention of the National Epsilon Sigma Phi. 

 

Article IX. Amendments:

Amendments to the By-Laws may be made at any regular meeting of the fraternity by a two-thirds majority of the Active and Life members present. With 30 day advance notice, amendments may be approved with a majority vote of Active and Life members present at a regular meeting or special meeting called for this purpose. Amendments are in effect immediately upon adoption.

 

Article X. Committees:

Committees will meet via electronic means as needed throughout the year and during the annual Extension conference. Each committee shall elect a chair with the term of office starting at the beginning of the month following the annual meeting.

 

Section I: Audit, Resource Development and Management

Shall audit the financial records before the annual meeting and confer with the Secretary-Treasurer as needed. Shall identify and lead other financial resource development opportunities.

 

Section II: Global Relations

Promote the Extension professional by nominating individuals for the International Service State Award, promoting cultural awareness activities, and training and communicating opportunities for the international service to members as provided by the national global relations committee. Coordinate with the national Global Relations committee to include chapter members in the International Database on the ESP website.

 

Section III: History and Retirees

Shall work on updating and maintaining a continuing history of the Upsilon Chapter of Epsilon Sigma Phi and the NDSU Extension.  Memorabilia shall be gathered and placed in suitable long-term storage. A report shall be prepared, presented at the annual meeting.

 

Section IV: Membership Recruitment and Retention

Shall identify and solicit eligible new members. Shall identify members not attending meetings or who are in arrears in dues to encourage active participation and dues payment. Shall encourage retirees to become paid-up lifetime members.

 

Section V: Nominating

Shall assemble a slate of candidates, contact and acquaint them with the duties of their respective office, determine their willingness to serve, and receive their acceptance as a candidate. The slate of candidates shall be presented at the annual meeting.

 

Section VI. Professional Development, Scholarships, and Grants

Shall identify or develop professional development opportunities and promote the functions.

Shall review and publicize member’s benefits and scholarships and encourage applications. Shall evaluate applications and make recommendations for awarding scholarships and grants. Shall seek and identify additional funding sources for scholarships.

 

Section VII: Public Issues and Publicity

Shall identify public issues affecting ESP members and Extension and shall coordinate appropriate education and advocacy activities. Shall periodically communicate chapter activities to members, Extension retirees, and other appropriate groups or individuals.

 

Section VIII: Recognition

Shall publicize opportunities, solicit and select honorees for recognitions from the Upsilon Chapter and National Epsilon Sigma Phi.

 

Policy Procedures for Upsilon Chapter Epsilon Sigma Phi

 

Purpose of this document: To provide procedural direction for the By-Laws and other work of the organization. Amendments or other changes to this document may be made with a majority vote of membership at a regularly called meeting, or with changes made by National ESP, which directly affects guidelines, listed here (e.g. the amount of national ESP dues). 

 

Reference to Article III. Membership

 

Section I: Membership dues are $40.00 for national dues and $20.00 for state dues for total annual dues of $60.00.

 

Section II: Life members pay a one-time $150.00 dues, Upsilon Chapter pays an additional $50.00 for a total of $200.00 to National ESP for the life member’s dues. This equals an amount of five times the annual dues as outlined in the National ESP handbook.

 

Section III: New members pay $45.00 for the first year of membership. This amount is paid to National ESP to cover national dues of $40.00 and an Initiation fee of $5.00. New members do not pay state dues the first year of membership.

 

In addition, new members are asked to submit an autobiography following this or a similar format:

(1) Name in full.

(2) Name of husband or wife. (Optional)

(3) Names of children. (Optional)

(4) Education, (a) schools, colleges or universities attended. (b) Degrees obtained, honorary degrees.

(5) Occupation or business engaged in other than Extension work.

(6) Authorship, titles of books, bulletins, circulars, magazine articles or important public addresses with dates of issue. (Optional)

(7) Extension career: State in chronological order all positions held, title, place, dates, and beginning and end of service.

(8) Brief statement of personal and professional goals.

 

Retired Extension persons, who are not Active or Life members are invited to attend the annual meeting and meal as the conference dictates. In keeping with the purpose of this fraternity, especially the spirit of fraternal fellowship among the present and former employees of NDSU Extension, they are invited for fellowship and participation in the History and Retirees Committee.

 

Reference to Article V. Meetings:

For matters of procedure, parliamentary authority will be the latest edition of Robert’s Rules of Order.

 

Reference to Article X. Section VII: Professional Development, Scholarships and Grants

Scholarships and grants shall include: Bearfield-Bale Scholarship and Arlyn Staroba Scholarships.

 

Reference to Article X. Section VIII: Recognition

Recognition may include: Meritorious Support Service Award, Early Career Service Award, Mid-Career Service Award, Administrative Leadership Award, Distinguished Service Award, Visionary Leadership Award, International Service Award, Continued Service Award, and Friends of Extension.

Selections and recommendations for awards shall be forwarded to National ESP per instructions from National ESP. Honorees and recipients of scholarships, grants and other recognition will be contacted and invited to a function where the honor is presented. The committee chair may present awards and recognition at the function designated for this purpose. The committee is encouraged to maintain quality in professional development recognition through budget or donor sponsorship.

 

 

 

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