Alpha Gamma Pi Alumni Association Officer Duties

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From the Alpha Gamma Pi Alumni By Laws with Proposed Amendments (Amd. 9 through 17) for Spring 2017 to be voted upon at the 5th Annual Meeting, April 22, 2017.

Article III

Officers and Duties

The elected officers of the association shall be: President, Vice President (Amd. 3) /President-elect, Secretary, Treasurer, Parliamentarian/Chapter Liaison, and Historian. The addition of officers will be determined by the advisor.

Section 1 The duties of the President shall be to preside over all alumni association meetings; to serve as chairman of the Executive Board; to enforce the (Amd. 9) bylaws By-Laws; to call special meetings; to act as spokesperson for the alumni association; (Amd. 14) must reside within District V of the Texas Region; and to ensure that proper procedures are followed with regard to Phi Theta Kappa policy (Amd. 9).

(Amd. 15) A. If the president is unable to fulfill her or his duties because of short to long term injury or illness, then the Executive Committee votes to appoint an acting president.

Section 2 The duties of the Vice President (Amd. 3) /President-elect shall be to serve as the Acting President in the absence of the President; serve as a member of the Executive Committee; assist in the planning of meetings; (Amd. 14) must reside within District V of the Texas Region; and be an ex-officio member of all committees.

Section 3 The duties of the Secretary shall be to keep the records of all meetings; maintain a roster of members; handle all appropriate correspondence; to provide members notification of all meetings; to report alumni association activities to Phi Theta Kappa; (Amd. 14) must reside within District V of the Texas Region; and serve as a member of the Executive Committee.

Section 4 The duties of the Treasurer shall be to collect fees; to maintain accurate accounting records; make association expenditures; render regular reports to the membership as requested; (Amd. 14) must reside within District V of the Texas Region; and serve as a member of the Executive Committee. The treasurer is responsible for notifying the Secretary and the members of the current dues.

Section 5 The duties of the Parliamentarian/Chapter Liaison shall be to aid the President in ensuring that proper procedures are followed with regard to Phi Theta Kappa policy; to act as spokesperson for the alumni association to Alpha Gamma Pi Chapter in coordinating all projects; (Amd. 14) must reside within District V of the Texas Region; and to ensure that order is established and maintained at all meetings (Amd. 11); and serve as a member of the Executive Committee. The Parliamentarian/Chapter Liaison will be responsible for the maintenance of the association bylaws, including yearly review, putting to membership vote, and submission to International Headquarters for approval.

Section 6 The duties of the Historian shall be to keep a chronological list of all activities that the Alpha Gamma Pi Alumni Associations holds and participates; take pictures at all activities; to promote publicity for the alumni association; (Amd. 14) must reside within District V of the Texas Region; and serve as a member of the Executive Committee.

(Amd. 4) Section 7 One Graphic Designer may be added by the Executive Committee and shall represent Alpha Gamma Pi Alumni Association; attend inductions, chartering, alumni activities, and other events; (Amd. 14) must reside within District V of the Texas Region; must reside within the region; aid Vice President in planning events and activities that encourage unity and aid to the Association and its members by creating branded imagery for the alumni association, to keep a unified look, and serve as a member of the Executive Committee.

(Amd. 4) Section 7 Section 8 Two Members at Large may be added by the Executive Committee and shall represent Alpha Gamma Pi Alumni Association; attend inductions, chartering, alumni activities, and other events; (Amd. 8) must reside within the region; (Amd. 14) must reside within District V of the Texas Region; aid the Vice President in planning events and activities that encourage unity and aid to the Association and its members.

(Amd. 16) Section 9 Provisional Officers are potential officers that must be added by the Executive Committee for at least one (1) semester prior to elections and shall represent the Alpha Gamma Pi Alumni Association; must reside within District V of the Texas Region; attends all Executive Committee meetings; will have the ability to participate in the decision making process, but will not have voting rights within the committee; must participate in proctoring at least one (1) workshop in the chapter, district, or region; and participate with the alumni in at least one (1) orientation or induction ceremony; which qualifies the Provisional Officer to run for election.

Article IV

Executive Committee

The Executive Board shall consist of all elected officers and may have two members elected at-large. The advisor shall serve as (Amd. 9) an ex-officio, non-voting member.

Section 1 The duties of the Executive Board shall be to handle all questions not specifically dealt with in this document; to make recommendations to the membership; to appoint all committees; and to submit an Alumni Annual Report to Phi Theta Kappa Headquarters by the stated deadline.

Section 2 The Executive Board shall meet at the call of the President or Advisor, at least once per year. All meetings shall be open to any member who wishes to attend. (Amd. 2) In the event that a meeting of the Executive Board is necessary, but meeting in person is not possible or expedient, then the Executive Board shall have the ability to meet and vote virtually or by electronic mail.

Section 3 All decisions concerning finances and (Amd. 9) bylaws by-laws shall be advisory. Any vote on recommendations, which to go into effect, must be approved by a simple majority of those present (Amd. 9), and voting during any official meeting of the association.

Section 4 (Amd. 13) A majority of members of the Executive Committee shall constitute an Executive quorum. In cases of evenly divided votes, the Advisor will serve as the deciding vote. The Advisor will otherwise serve as a non-voting member on the Executive Committee. Four (4) members of the Executive Board shall constitute an Executive quorum. Committee chairs and Advisor will serve as non-voting members on the Executive Board.