Article I – Name
The name of this organization shall be the Alpha Zeta Gamma Chapter of Alpha Phi Omega.
Article II – Purpose
This Chapter shall be conducted as a Service Fraternity under the policies, principles, and provisions set forth in the following documents: National Articles of Incorporation of Alpha Phi Omega, Alpha Phi Omega National Bylaws, Fraternity Operations and Policy Manual, The Standard Policy of Risk Management, National Pledging Standards, Alpha Phi Omega Membership Policies, Standard Chapter Articles of Association, and the rules, regulations, and policies of The College of New Jersey and all applicable jurisdictions in which Alpha Zeta Gamma resides. The purpose of this fraternity shall be to assemble college students in a National Service Fraternity in the fellowship of principles derived from the Scout Oath and Law of the Boy Scouts of America—to develop Leadership, to promote Friendship, and to provide Service to humanity while furthering the freedom that is our national, educational, and intellectual heritage.
Article III – Membership
Section 1 – Open Membership
The Alpha Zeta Gamma Chapter shall be open to all students of The College of New Jersey, upon approval from the Chapter and after fulfilling the membership requirements prescribed by The College of New Jersey, Alpha Phi Omega National Service Fraternity, and the Alpha Zeta Gamma Chapter.
Except as otherwise provided in this section, student organizations are open and limited to all The College of New Jersey students who meet the criteria of these organizations. No student who meets the other criteria of an organization may be denied membership on the basis of a protected class: age, race, creed, color, national origin, nationality, ancestry, marital status, civil union status, domestic partner status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, or disability. Exceptions include: Religious qualifications may be required by organizations whose aims are primarily sectarian; Sororities or Fraternities that have been traditionally single sex organizations may limit membership to a single sex or gender expression; Club Sports teams recognized and advised through the College recreation program may limit membership to a single sex or gender expression provided there is a co-existing team of the same or substantially similar sport for the opposite sex or gender expression.
Section 2 – Types and Conditions of Membership
(1) Pledge Membership
Pledge membership shall be conferred upon enrolled students of The College of New Jersey who are selected by Alpha Zeta Gamma to participate in a period of preparation and training in the ideals and purpose of Alpha Phi Omega. The completion of these requirements by a pledge shall not guarantee active membership in the fraternity. This chapter shall determine the content and duration of the pledge period in accordance with the Articles of Incorporation, the National Bylaws, and the operating policies of the National Fraternity. During the pledge period, pledges shall be instructed in the three cardinal principles of the Fraternity: Leadership, Friendship, and Service. Pledges shall also be instructed in the various service projects of the chapter, the history of the chapter and the National Fraternity, Parliamentary Procedure, and the current operating procedures of this chapter as written in this constitution. The content and length of the period will be determined by chapter in accordance with the Articles of Incorporation and National Bylaws or operating policies of the National Fraternity during which pledge members will successfully complete all pledging requirements. The Pledge ceremony shall be in accordance with the official ritual of the National Fraternity.
(2) Active Membership
Active membership shall be conferred upon students duly enrolled at The College of New Jersey who are in the fellowship of the principles of Alpha Phi Omega who to the satisfaction of this chapter are so oriented, and who have successfully completed the period of pledgeship. Active membership shall be conferred upon members that have met the membership requirements of the chapter and have been approved by a two-thirds vote of the Executive Committee. Members shall review the list of approved pledges, and any objections shall be addressed at the following general chapter meeting. Active Members are required to attend 1/2 of the body meetings. Initiation into active membership shall be in accordance with the ritual of the National Fraternity. The requirements for active membership shall be 10 hours of service, 5 hours of fellowship, 1 hour of leadership, and 1 hour of fundraising. For members who cannot complete the active requirements due to a differing ability, they shall complete 5 hours of service, 5 hours of fellowship, 1 hour of leadership, and 1 hour of fundraising. They are also required to attend three meetings as well as mandatory events, unless they have contacted the recording secretary or event chair. Active membership shall carry all rights and responsibilities in this chapter, which include voting, being on a committee, having littles, and holding office; except for graduate students, who may not hold office or take littles. Active membership shall be maintained so long as the member remains in good standing in this chapter, has met all financial obligations to the chapter, and continues enrollment at the College.
(3) Associate Membership
Associate membership has all the rights and privileges of active membership, except those of voting, holding office and receiving littles. This member shall pay chapter dues (defined as half the total dues active members pay; regular dues minus national expenses), attend at least one meeting a month, perform 10 hours of service, 5 fellowship hours, 1 fundraising hour, 1 leadership hour, and fulfill all other associate requirements as listed in the service policies and member policies. Associate brothers in Alpha Phi Omega at The College of New Jersey shall have the right to vote for any amendments to the chapter bylaws that pertain to their status, which will be up to the discretion of the Sergeant at Arms. Associate brothers’ votes shall count for equal value as an active brother’s vote. Associate brothers shall not be allowed to vote in any other changes or alteration made to the bylaws, elections or other aspects of the fraternity. An alternative member who declares “associate” status must complete . service hours, 5 hours of fellowship, 1 hour of fundraising, and 1 hour of leadership in order to satisfy their status requirement.
(4) Alumni Membership
All members who have held active, associate, advisory, honorary, or inactive membership in Alpha Zeta Gamma and who have not been suspended or expelled by the Chapter or the National Fraternity, shall be recognized as alumni members upon either leaving The College of New Jersey as a result of graduation or termination of student status or of advisor status. Should any member matriculate from The College of New Jersey Undergraduate School and be enrolled in The College of New Jersey Graduate School, then that member may choose to be an active member with all duties, responsibilities, and privileges therein, except the right to hold office and take littles unless approval is given by the Membership Vice-President. Although the right to vote may not be taken away except by circumstances specified elsewhere in the Chapter Bylaws, the chapter still reserves the right to determine the degree of participation of those members as a whole within the chapter.
Upon leaving the chapter without having been suspended or expelled by the chapter, the National Fraternity or school, all members who have held active, advisory, or honorary membership in the chapter shall be recognized as alumni members. Advisory members shall be recognized as alumni members when they become members of the Society of Life Members or upon leaving the chapter.
(5) Transfer Membership
Transfer members shall be in good standing with the national fraternity and will be on standby status until the chapter from which they have transferred has been contacted about their status with that chapter. It shall be the duty of the Membership Vice-President to check with the former chapter. Transfer members may obtain membership by nomination and second by an active member, a presentation to the Chapter, and a 2/3 thirds majority vote of the active members by secret ballot or by achieving the requirements for active status. The aforementioned procedure will be followed for both undergraduate and graduate members who are enrolled in either The College of New Jersey Undergraduate School or The College of New Jersey Graduate School. Each transfer student’s status shall be individually voted upon and approved by a two-thirds vote of the active members present and voting at a general chapter meeting where quorum prevails.
(6) Advisory Membership
Advisory membership shall be conferred by the approval by a vote of at least two-thirds of this chapter’s active membership present and not abstaining at a regularly called meeting where quorum prevails. Advisory members serve on the Advisory Committee of the Chapter. Advisors shall serve until they no longer wish to do so or until a vote of no confidence has occurred with at least a 2/3 majority. Advisors shall inform the Executive Committee of their interest in continuing advisory membership for the following year at the end of each spring semester.
The categories of Advisory Membership shall include the Faculty/Staff, Scouting, and the Community Liaison. The chapter shall have at least the minimum number and types of advisors specified by the National Bylaws.
Advisory membership may be conferred upon persons approved by the chapter, who shall have all the rights and privileges of active membership except for those of voting, holding office, and acquiring littles in the chapter. Such membership may not be conferred upon undergraduate students or recent graduates of the chapter. An alumnus of the chapter may only become an advisor of the chapter five years after graduation, or after all members that alumnus was active with have graduated, unless the chapter decides otherwise.
(7) Honorary Membership
Honorary membership may be conferred by Alpha Zeta Gamma upon persons who have contributed significantly to the ideals and purposes of the Alpha Phi Omega. Honorary membership shall not be bestowed upon undergraduate students. Selection of honorary members shall require approval by a three-fourths vote of the Chapter’s active members when quorum is present.
This chapter may confer honorary membership in accordance to National Bylaws. Persons so honored shall have all rights and privileges of active membership, except those of voting, holding office, and acquiring littles. Such membership may not be conferred upon undergraduate students.
(8) Inactive Membership
A member who leaves this chapter but remains a member of the academic institution and who has not been suspended by the chapter or the Fraternity shall be an inactive member. An inactive member has no rights or responsibilities in this chapter except for those provided within the Chapter Bylaws.
(9) Suspended Membership
Suspended members are still lettered members, but they do not have the right to vote, hold office, or take littles. They also are not required to attend meetings, log service, fellowship, or fundraising hours, or pay dues.
A member who has been suspended by this chapter and/or the Board of Directors shall be considered to have suspended membership. A member with this classification has no rights within this chapter other than those provided for in the Chapter Bylaws.
Section 3 – Declaration of Membership
Membership status for the semester shall be declared upon the payment of dues. An active member may change status to associate member or inactive at any time. An associate member may change status to active at the beginning of the semester. An inactive member may change status to active or associate at the beginning of the semester.
A member may submit a request to change status to associate or inactive for a defined period of time, upon the conclusion of which the member shall automatically regain their prior status.
Section 4 – Hazing
There shall be no hazing or informal initiation in connection with the functions of this chapter. Any mistreatment of pledges, members or other persons at any time shall be considered a violation of the purposes of this chapter and of the National Fraternity. The College of New Jersey’s hazing policy shall be strictly enforced by Alpha Phi Omega.
Any hazing brought to the attention of the Pledge Educator or any other officer shall be treated as an act requiring Disciplinary Action. In this case, no motion during a regularly scheduled chapter meeting against the alleged perpetrator is required. At its next regular meeting, the Executive Committee shall discuss the case and make its recommendation, in which case, the procedure for Disciplinary Action shall proceed normally.
Article IV – Officers
Section 1 – Officers and Duties
(1) President
The President shall supervise the chapter and its officers and see that its constitutional duties and obligations, national and local, are fulfilled. They shall preside at all regular meetings of the chapter and create agendas for these meetings. They shall preside at all meetings of the Executive Committee, and be an ex-officio member of all committees. By the first general meeting of the academic year, They shall inform, in writing, all the officers, advisors, and committee chairmen of their respective duties. They shall supervise the chairmen and see that the committee members are supervised and actively participating. The President shall be responsible for organizing and running all organization meetings. The President shall also be responsible for all actions of the organization and serve as the official representative of the organization. They shall perform such other duties as their office may impart.
(2) Vice President of Service
The Vice President of Service shall perform all presidential duties in the absence of the President and shall be responsible for maintaining records of the brotherhood’s service hours, as well as updating a permanent record of service hours. They shall be chair of the Service Committee, coordinate all weekly service projects, and appoint all project chairs. The Service Vice President shall assist the President and coordinate the efforts of the organization’s committees. They will organize at least one Scouting program per semester, and national chapter service activities, and document the activities with the national chapter of Alpha Phi Omega. National chapter service activities include National Service Week and Spring Youth Service Day. Related to service projects, the Vice President of Service shall head any committees as determined each semester. They shall carry out such other assignments as the President may prescribe.
(3) Vice President of Membership
The Vice President of Membership shall perform all presidential duties in the absence of the President and Vice President of Service. Based on active requirements, They shall determine the active status of the members of Alpha Zeta Gamma, and submit a final list to the President, Sergeant-at-Arms, and Treasurer by the third meeting of each semester. The Vice President of Membership shall keep a permanent record of all membership applications beginning with the founding chapter members and including all subsequent members. The Vice President of Membership shall distribute a listing of all present chapter members and advisors containing names, email addresses, and telephone numbers as well as majors and years of graduation each semester. They shall work with publicity to plan and publicize Rush events. They shall ensure that the members are notified of any mandatory events and ceremonies. They shall carry out such other duties as the President may prescribe.
(4) Vice President of Fellowship
The Vice President of Fellowship shall perform all presidential duties in the absence of the President, Service Vice President, and Vice President of Membership. They shall be chair of the Fellowship Committee. They shall plan, publicize and coordinate all fellowship events. They shall be responsible for maintaining records of the brotherhood’s fellowship hours. They shall carry out such other duties as the President may prescribe.
(5) Vice President of Fundraising
The Fundraising Chair shall coordinate and oversee activities for the raising of funds for the chapter. They shall be responsible for maintaining records of the brotherhood’s fundraising hours. They shall collect receipts or other proof that a member raised money for the chapter. The raised funds will be handed into the Treasurer at the chapter meeting immediately following collection of funds. They may assemble a committee to aid in the fulfillment of these purposes. They shall perform such other assignments as the President may prescribe.
(6) Treasurer
The Treasurer shall handle all financial transactions and records of the organization. They shall be responsible for all money of the chapter and keep an accurate record thereof. They shall make all payments of the chapter accounts, upon proper authorization provided documentation can be obtained for each payment (i.e. receipts). They shall diligently collect all dues, fees and assessments. They shall pay the sectional, regional, and national dues as required. They shall keep an accurate written record of the payments made by each individual member of the chapter, and give a written receipt upon request for all such actions. They shall make reports on the state of the chapter treasury at the chapter meetings and to the Executive Committee. They shall submit a budget subject to the approval of the chapter by a simple majority vote of the active membership at a meeting where quorum prevails. They shall keep an accurate inventory (property record) and account for the location of such items. The Treasurer shall carry out any other such duties as the President may prescribe.
(7) Pledge Educator
The Pledge Educator shall coordinate and run the pledge program. They shall propose the pledge requirements and the content of the pledge program to the brotherhood by the first meeting of the semester for approval by a simple majority by the second meeting of the semester. They shall also work with the Vice President of Membership to contact potential pledges during and after Rush week. They shall enter the newly inducted pledge class into the national database. They shall choose a pledge class namesake and guide the pledge class as they become active members. They shall carry out other such duties as the President may prescribe.
(8) Sergeant-at-Arms
The Sergeant-At-Arms shall guard the portal and act as parliamentarian when called upon by the members, should interpretation of the Chapter Bylaws or rules of parliamentary procedure be necessary to resolve a dispute. They shall assist the President in the maintenance of order at all chapter meetings. They shall assist the President on all matters in respect to the Chapter Bylaws and to traditions of the chapter. They shall ensure the presence of an up-to-date copy of the Chapter Bylaws at all chapter meetings. They shall assemble the ballots, have charge of the counting, and keep time during elections. They shall be responsible for taking care of all ceremony materials, banners, and other chapter properties, as well as ordering supplies from the national office. They shall serve as the head of a committee to review this document annually. They shall carry out such other assignments as the President may prescribe.
(9) Recording Secretary
The Recording Secretary shall record all actions of the organization, keep an accurate typewritten record of all chapter meetings saved on a computer and uploaded to the website, Executive Committee meetings, and all other chapter proceedings, as well as to the brotherhood for approval. They shall assist the Executive Committee in prescribed duties as specified by such officers, i.e. room reservations, duplications. They shall carry out such other duties as the President may prescribe.
(10) Historian
The Historian shall maintain a scrapbook containing photographs, newspaper clippings and other memorabilia pertaining to the activities of the chapter during the term of their office. They shall also include in the scrapbook a written account of the highlights of the chapter activities during their term of office. They shall maintain archives and see that all necessary materials are stored there. They shall carry out other assignments as the President may prescribe. The historian shall attempt to obtain photographs from all events.
(11) Inter-Chapter Relations (ICR)
Inter-Chapter Relations shall coordinate and oversee activities in obtaining information of other chapters of Alpha Phi Omega. They shall promote or create inter-chapter events and inform the chapter of Section, Region, and National Alpha Phi Omega events. They may assemble a committee to aid in the fulfillment of these purposes. they shall perform such other assignments as the President may prescribe.
(12) Webmaster
The Webmaster shall maintain the chapter website, including, but not limited to the following duties: maintain an accurate calendar of chapter events, update officer lists at least once per semester, input pledge information into the chapter’s website’s database, update membership status on the chapter website, serve as administrator for the chapter website, update the online versions of the Chapter Bylaws as appropriate, maintain working links to the national, regional, and sectional websites, and maintain the chapter computer account. They shall perform such other assignments as the President may prescribe.
(13) Publicity Chair
The Publicity Chair shall coordinate and oversee the publicity for the chapter and its activities on and off campus as necessary. They will create and distribute table tents, flyers, and any other necessary propaganda. They may assemble a committee to aid in the fulfillment of these purposes. They shall perform such other assignments as the President may prescribe.
(14) Alumni Chair
The Alumni Chair shall coordinate with graduates/alumni from the chapter. They will keep the alumni updated on chapter events, including general body and pledge meetings. The Alumni Chair shall create senior gifts and buy and distribute honor cords to graduates. They shall also be in charge of running all events related to the homecoming team in the fall semester. They may assemble a committee to aid in the fulfillment of these purposes. They shall perform such other assignments as the President may prescribe.
(15) Advisory Committee Chair
The Advisory Chair shall coordinate and oversee activities for keeping the advisors informed of the activities of the chapter. They may assemble a committee to aid in the fulfillment of these purposes. They shall maintain communications with the Section, Region, and National Levels of the Fraternity with regards to information that is pertinent to the chapter’s good standing and active participation in Fraternity activities. They shall perform such other assignments as the President may prescribe.
(16) Sunshine chair
The Sunshine Chair shall coordinate and oversee activities for keeping morale high in the chapter. This includes birthday cards, good luck posters, bringing candy to meetings, creating a newsletter, etc. they may assemble a committee to aid in the fulfillment of these purposes. They shall perform such other assignments as the President may prescribe.
(17) Diversity, Equity, and Inclusion (DEI) Chair
The Diversity, Equity, and Inclusion Chair shall serve as a communicator between CCS (Career and Community Studies) members of our organization (brother or pledge) and the E-Board. They shall be in contact with CCS members regarding requirements such as but not limited to, mandatory events (Induction, Brother interviews etc.), attainment of necessary hours and tending to any concerns or question prospective CCS students and current brothers may have. They shall also maintain close communication with mentors with CCS pledges and conduct mandatory meetings if adjustments to pledge requirements are deemed necessary. They shall not be required to attend weekly E-Board meetings but are expected to be aware of all executive proceedings and decisions the E-Board makes. They shall perform such other assignments as the President may prescribe.
Section 2 – Nominations
Nominations shall be held during the chapter meeting prior to elections. Nominees for office shall be members of the Chapter who expect to retain active membership throughout the duration of office except for the Advisory Chair. Pledges may be nominated for single semester positions given that they expect to be active by the time of elections. Members may be nominated for full-year positions only if they served as active or associate for a full semester. Nominations may only be made by active members. All nominations shall be seconded by an active member. A nominee may decline their nomination.
Members shall not be eligible to hold any of the full-year positions, Webmaster, or Alumni Chair during their final semester at The College of New Jersey.
Section 3 – Elections
Elections shall be held during the General Body Chapter meeting immediately following Initiation unless the brotherhood votes for another mode of elections. The Sergeant-At-Arms shall preside over the elections. Elections shall occur in the order listed in Article IV, Section 1. Officers shall be elected by a majority vote. Elections shall be conducted using exhaustive voting. Elections shall occur by anonymous Zoom poll voting. In the event the Chapter chooses to vote by ballot, the Chapter may also choose to use Instant-Runoff Voting, instead of exhaustive voting.
An inactive member who is designated as such for no other reason than embarking upon a semester abroad may run for a position on the Executive Committee to be occupied the following semester he or she returns.
Under the circumstances that an officer position is not filled, the other officers shall cover that position’s duties until the position is filled. Nominations may be reopened at subsequent meetings until the position is filled. If a nomination is made, then the election(s) will occur at the following meeting.
The officers that shall be elected every fall semester, for full year positions, are the following, President, VP of Service, VP of Membership, VP of Fundraising, VP of Fellowship, Pledge Educator, Treasurer, Sergeant-at-Arms and Advisory Chair. The officers that shall be elected every semester for single semester positions, are the following, Recording Secretary, Historian, Inter-Chapter Relations, Webmaster, Publicity Chair, Alumni Chair, and Sunshine Chair.
Section 4 – Resignation
Any officer of Alpha Zeta Gamma may resign by submitting a letter to the President. The resignation of an officer shall become effective no earlier than two meetings after the submission of notice to the President unless an earlier date is approved by the President. Nominations may occur during the meeting after the resignation is received by the president. If a member is nominated, then the election(s) will be conducted during the subsequent meeting.
Should the President resign, the Vice President of Service shall act as the interim President. Should the President’s resignation occur greater than 4 weeks prior to the upcoming elections, nominations for President shall occur beginning at the meeting following the resignation.
Section 5 – Removal
Officers of Alpha Zeta Gamma may be impeached for nonfeasance, misconduct, or malfeasance in office. Charges shall be submitted in writing to the Executive Committee. The Executive Committee shall investigate the charges. The brotherhood, after due deliberation, may remove the officer from office by a two-thirds vote.
Section 6 – Impeachment
The member in question shall be in violation of the following: School, local, state or federal laws; or be proved of not fulfilling the duties and responsibilities of their respective position. Upon a second violation, the member who has not fulfilled his or her duty shall be brought up to the entire Executive Committee for a vote of impeachment. If the Executive Committee vote passes, it shall be brought up to the brotherhood for a vote at the next general chapter meeting. The member in question will have the opportunity to speak in self-defense. Removal shall require a two-thirds vote of the active membership present and voting provided quorum prevails.
Section 7 – Succession
Beginning at the meeting following elections, the officer-elect shall enter a period of training until CAPS, at which time they will assume their newly elected position. Should the officer-elect not currently be active, they shall assume their position at the first meeting of the following semester.
Each Executive Committee position shall create a transition document that shall be passed down through successive position holders. Each officer shall be responsible for training his or her successor. The new members of the Executive Committee shall meet with the members of the old Executive Committee before the end of the semester.
Section 8 – Special Cases Elections
(1) Executive Board Member resigns during Winter or Summer break. If an Executive Board Member resigns during Winter or Summer break, nominations will be held via email over the break. Nominations will need to be sent to the President and Sergeant-At-Arms with their name, and a brother who is seconding them. If being nominated by someone else, we will reach out to you to make sure you approve the nomination. Elections will take place during the first meeting of the semester.
(2) If a full year position becomes vacant (excluding the presidency), the position is first opened up to brothers who have completed one full active semester. This excludes the recent pledges from being nominated. If there are no nominations of brothers who have completed a full active semester, the nominations will open up to the entire active brotherhood.
Article V – Committees
Section 1 – Executive Committee
The Executive Committee of the chapter shall consist of the President, Vice President of Service, Vice President of Membership, Vice President of Fellowship, Treasurer, Recording Secretary, Pledge Educator, and chair of the Advisory Committee. The President shall serve as chair. Faculty and scouting advisors, as well as appointed chairs may be invited to meetings, but they shall not have voting privileges. All Executive Committee meetings shall be open to the entire chapter unless otherwise closed by the Executive Committee. The Executive Committee shall meet once a week during the academic year. Special meetings of the Executive Committee may be held subject to the call of the President or by the written request of two-thirds of the Executive Committee.
The Executive Committee shall be responsible for completing the Annual Charter Reaffirmation process and submitting any required documents to the National Office by the date prescribed by the National Bylaws. The Executive Committee shall be responsible for carrying out the resolutions, policies and activities voted by the chapter, through the regular channels, as indicated in the duties of the officers and committees of the chapter. The Executive Committee shall be responsible for formulating a yearly program at the beginning of each semester in office, which shall be subject to approval by two-thirds of the active membership at a meeting where quorum prevails. This program shall include a tentative outline of the chapter activities for the next semester, and shall also include an evaluation of previous programs and a detailed plan of chapter activities during their term in office. The Executive Committee shall formulate a budget at the beginning of each semester. The Executive Committee shall analyze any problems of the chapter pertaining to a program of administration and plan for their solution. The Executive Committee shall check on the program and projects of the chapter regularly. The Executive Committee shall maintain and update records on their position of which are to be passed off to the newly elected Executive Committee. All Executive Committee members are expected to attend the general body chapter meetings.
The Executive Committee shall exercise all the powers of the chapter during the intervals between regular chapter meetings. In the event an immediate decision is needed between chapter meetings, the Executive Committee may act with the authority of the full brotherhood since quorum is only relevant in a properly called meeting. A quorum at the Executive Committee meetings shall be two-thirds of the voting members of the Executive Committee. Any decision made by the Executive Committee will be approved by the general body chapter membership at the next general meeting before taking effect regardless of quorum since the meetings are planned and these typical decisions are emergency decisions that cannot wait weeks between chapter meetings for quorum to be approved.
Section 2 – Service Committee
The Service Committee shall consist of the Vice President of Service, who shall act as chair, and any other interested members. The Service Committee shall analyze the past projects of the chapter, weigh their value, and determine the advisability of their continuance. The Service Committee shall obtain suggestions or investigate the possibility of implementing new projects. The Service Committee shall oversee the operation of the service projects. During each project, the committee will maintain a check on the progress of the project. The Service Committee shall devote at least one meeting a month to critique and analyze the effectiveness and shortcomings of all projects held. The Service Committee shall see that a detailed report of each project is written for future use.
Section 3 – Membership Committee
The Membership Committee shall consist of the Vice President of Membership, who shall act as chair, the Pledge Educator, who will act as assistant chair, and any other interested members. The Membership Committee shall plan and carry out membership campaigns and work toward definite membership goals. The Membership Committee shall aid the Vice President of Membership and the Pledge Educator in training the pledge class in the fundamentals of Alpha Phi Omega and preparing them for active membership in the chapter. The Membership Committee shall be responsible for planning and carrying out membership retention goals. The Membership Committee shall also oversee Brotherhood active status and work towards achieving the greatest number of active members possible.
Section 4 – Fellowship Committee
The Fellowship Committee shall consist of the Vice President of Fellowship, who shall act as chair, and any other interested members. The Fellowship Committee shall aid the Vice President of Fellowship in creating and maintaining a spirit of fellowship among all chapter members as well as overseeing all social activities of the chapter. The Fellowship Committee shall devote at least one meeting each month to analyze the effectiveness and shortcomings of all fellowship activities held in addition to planning upcoming events.
Section 5 – Fundraising Committee
The Fundraising Committee shall consist of the Vice President of Fundraising, who shall act as chair, and two to three other members at the discrepancy of the Vice President of Fundraising. The Fundraising Committee shall aid the Vice President of Fundraising in planning fundraising events and collecting receipts from members to document earned fundraising hours.
Section 6 – Treasurer Committee
The Treasurer Committee shall consist of the Treasurer who shall act as chair, and two to three other members at the discrepancy of the Treasurer. The Treasurer Committee shall aid in collecting pledge dues at the induction and initiation ceremonies as well as aid in collecting membership dues during the five-week period in which membership dues are collected.
Section 7 – Advisory Committee
The Advisory Committee shall consist of four or more advisors including, at minimum, two advisors from the faculty, administration or staff of this educational institution, one advisor representing Scouting or other youth services, and one advisor from the community. One of the advisors shall be elected by the chapter as the chair of the Advisory Committee and shall serve on the Executive Committee.
Chapter advisors shall work with the chapter officers and chapter members to help them to understand and comply with all procedures, policies, and regulations of the National Fraternity, and the educational institution, as well as regulations and laws of the local, county, state, and federal government.
The chair of the Advisory Committee shall maintain communications with the Section, Region and National levels of the Fraternity with regards to information pertinent to the chapter’s good standing and active participation in Fraternity activities.
Section 8 – Temporary Committees
The President may, when deemed necessary, establish a temporary committee to do work that falls outside the scope of the standing committees. The chairperson of the committee shall be appointed by the President, with approval of the Chapter. The formation of a temporary committee shall be the choice of the Executive Committee position in question at a meeting where quorum prevails. The duties and quantity of any temporary committee shall be determined by the Executive Committee position in question.
Section 9 – Committee Hour Compensation
All members participating in a committee shall be eligible to receive an hour(s). The number of hours received shall be at the discretion of the committee chair, but it shall involve attendance, involvement, and other measures deemed important by the chair of the committee. Committee members shall receive hour(s) of their choice within the following: Service and Fellowship. Members shall receive no more than 5 hours cumulative from all committees combined per semester.
Article VI – Meetings
Section 1 – General Chapter Meetings
General Body Chapter Meetings shall be held at least once a month during the fall and spring semester and may only be held while classes are in session, excluding reading days and breaks. General Body Chapter Meetings shall be open for anyone to attend unless closed by a majority vote.
Section 2 – Special Meetings
Special meetings may be held upon the request of the Executive Committee or the petition of ⅔ of the chapter. Special meetings may be held at any point during the year.
Section 3 – Quorum
A quorum to do business during chapter meetings shall consist of two-thirds of the members of the Alpha Zeta Gamma Chapter entitled to vote.
Section 4 – Attendance
Attendance shall be monitored and recorded at each meeting. Brothers shall attend the required number of meetings per semester as defined in the Policies and Procedures manual.
Section 5 – Chapter Assessment and Planning Session (CAPS)
CAPS is a biannual meeting that occurs every semester. This meeting does not count towards overall general chapter meeting totals. CAPS shall be mandatory for both active and associate members of the Alpha Zeta Gamma chapter.
Article VII – Advisors
Section 1 – Required Advisors
Alpha Zeta Gamma shall have four or more advisors including, at minimum, two advisors from the faculty, administration, or staff of The College of New Jersey, one advisor representing Scouting or other youth services, and one advisor from the community.
Section 2 – Types of Advisors
(1) Staff Advisor
Staff advisors shall be a faculty or staff member at The College of New Jersey.
(2) Scouting Advisor
Scouting advisors shall have a direct affiliation with a scouting or youth organization.
(3) Community Advisors
Community advisors shall be a resident of the local community.
Section 3 -Advisor Duties
(1) Chapter advisors shall work with the chapter officers and chapter members to help them to understand and comply with all procedures, policies, and regulations of the National Fraternity and The College of New Jersey, as well as regulations and laws of Ewing Township, Mercer County, the State of New Jersey and the United States Government.
An advisor shall serve as a member of the Advisory Committee, assist the chapter with acquiring and participating in projects, assist the chapter with recruiting new advisors, and assist the chapter with voting procedures, elections, and ceremonies. Advisors are to work closely with the executive board to provide advice, suggestions, and notes of caution on matters relating to the chapter. Advisors shall attend executive meetings to the extent possible. Advisors shall be sent meeting minutes from both the general body meetings and the executive board meeting, excluding portions that pertain to the advisor receiving the minutes.
Section 4 – Removal of Advisors
The Chapter may at any time vote to remove an advisor by a two-thirds vote. The advisor in question shall have on week notice before the vote takes place. The advisor shall be allowed to address any concerns, issues, or accusations before the vote occurs.
Article VIII – Finances and Property
Section 1 – Bank Account
Alpha Phi Omega shall maintain at least one bank account containing the chapter’s funds. This bank account shall be managed by the treasurer. The treasurer, along with the president and a chapter advisor shall be cosigners on the account. To remove any funds from the bank account, the check shall be approved and signed by both the treasurer and president.
All expenditures shall be proposed to and approved by a simple majority vote of the active members in a meeting where quorum prevails. Proper documentation, such as an itemized receipt or purchase order is needed to facilitate repayment. A proper record of all items purchased using chapter funds shall be maintained by the chapter treasurer.
All receipts handled for the National Fraternity, such as the national pledge fee and the national active initiation fee shall be carefully segregated from the funds of the chapter through adequate accounting procedures so that these funds will not be used by the chapter.
All financial matters shall be done by the Treasurer in accordance with The College of New Jersey policy.
Section 2 – Dues
Dues shall be collected from all members upon the beginning of the semester. For going above and beyond the call of brotherhood, active members may get reduced price for active dues next semester. Every 5 hours of service within Alpha Phi Omega above the required number of active hours shall result in a $5 reduction of the price of that member’s active dues for the following semester, with a maximum of a $20 reduction.
Section 3 – Taxes
The officers of this chapter shall see that all IRS tax forms are submitted when necessary to the Internal Revenue Service in the district in which this chapter is located.
Section 4 – Chapter Disbandment
Upon the dissolution of this chapter, a written report of any money or property on hand shall be filed by its officers with the educational institution and a copy with the National Executive Director of Alpha Phi Omega. Such money or property shall be held by the educational institution, or by the National Office of Alpha Phi Omega, until the reactivation of this chapter, and delivered to the chapter at such time.
Should reactivation not be accomplished within five years of dissolution, such funds shall be disbursed in accordance with the National Bylaws.
Article IX – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Alpha Zeta Gamma Chapter in all cases to which they are applicable and in which they are not inconsistent with this constitution, the Chapter Bylaws, and any special rules of order the Chapter may adopt.
Article X – Amendments
This document may be amended at any regular meeting of the Alpha Zeta Gamma Chapter by a three-fourths vote, provided that the amendment has been submitted in writing at the previous general body chapter meeting. All amendments shall be considered at a regularly scheduled Executive Committee meeting prior to the chapter meeting when the amendments are to be voted upon. Amendments approved by the Chapter shall be submitted to the Governmental Affairs Committee of Student Government for final approval.