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South Dakota Epsilon Sigma Alpha |
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SOUTH DAKOTA STATE
COUNCIL OF EPSILON SIGMA ALPHA ARTICLE I - NAME The name of this non-profit organization shall be the South Dakota State Council of Epsilon Sigma Alpha, International and may be referred to as South Dakota State Council of ESA, International. ARTICLE II - OBJECT Section 1. To promote philanthropic and service endeavors. Section 2. To promote educational and leadership development among the members. Section 3. To encourage friendship and fellowship through member and chapter association. Section 4. To promote the interest and assist in the growth of Epsilon Sigma Alpha throughout the world. Section 5. To do generally any and all things as may be necessary in fulfilling the purpose of ESA International. ARTICLE III - MEMBERSHIP AND DUES Section 1. All duly organized chapters of Epsilon Sigma Alpha, International in the State of South Dakota are eligible for membership in the State Council and become members upon payment of dues as assessed on a per member basis. Section 2. A. The fiscal year of this organization shall begin June 1 and end May 31 of the following year. B. Annual dues for established chapters of $20.00 per member and collegiate chapters of $5.00 per member shall be due and payable to the State Treasurer no later than December 1. (amend. 5/2003) C. Dues for newly organized chapters shall be $1.00 per member due and payable within 60 days of chartering. Dues of members pledged after the chartering date shall be $1.00 per member due and payable to the State Treasurer no later than April 1. These dues shall cover the period from chartering to the end of the State Fiscal Year (June 1 - May 31). D. These funds shall be disbursed only upon the direction of the State Executive Board. Section 3. Only chapters in good standing (International and State dues paid by the specified due dates shall be eligible to: A. Vote. B. Nominate a candidate for state office. C. Propose amendments. D. Enter contests of or submit materials for awards given in conjunction with the State Convention. Section 4. Honorary membership in ESA may be conferred by the membership, upon a person: A. Who has proved worthy of this honor by major association with assistance to the South Dakota State Council of ESA. B. In recognition of interest in the aims and purpose of Epsilon Sigma Alpha. C. In recognition of an achievement from which members of Epsilon Sigma Alpha can profit educationally and culturally. And may be conferred by the State or Chapter at the discretion of ESA Headquarters. ARTICLE IV - MEETINGS Section 1. State Convention and Fall Council/Leadership seminar shall be held annually on a rotational basis. A. State Convention shall be held the first weekend in May unless changed by a two-thirds vote of the members present and voting. B. Fall Council/Leadership seminar shall be held in September or October. (amend. 5/2005) Section 2. Regular meetings of the State Executive Board shall be held: A. Summer-Fall meeting shall be held following International Convention but prior to Fall Council. B. Winter-Spring meeting shall be held in the two-month period preceding State Convention. Section 3. Special meeting of the State Executive Board may be called by the President or upon written request of one-fourth of the members to the State Executive Board. No business other than that stated in the call may be transacted. Section 4. Regular meetings of the State Council General Board shall be held: A. Following International Convention. B. Fall council/Leadership seminar shall be in September or October. (amend. 5/2005) C. Within 24 hours preceding State Convention Section 5. Special meetings of the State Council General Board may be held at the call of the President. ARTICLE V - OFFICERS Section 1. The elected officers shall be President, President-Elect, Vice-President, Treasurer, Recording Secretary and Parliamentarian. Section 2. The State Council Executive Board shall consist of: elected officers, Corresponding Secretary, Junior Past President, Senior Past President and past International Council Presidents. A. A quorum of the State Council Executive Board shall consist of a majority of the members. B. The Executive Board shall have the power to transact the business of the State Council between meetings. Section 3. The State Council General Board shall consist of: State Council Executive Board, appointed officers, elected and current appointed International Council officers from the state, chapter Presidents, and a Pheasant Quills member, who is designated by the Quills. (amend. 5/2003) ARTICLE VI - QUALIFICATION OF OFFICERS Section 1. A candidate for an elective office must: A. Have held at least two chapter elective offices. B. Have been an active member of the South Dakota State Council of ESA for at least three years immediately preceding the nomination. C. Indicate, in writing, her willingness to accept the office, if elected. D. Be a member of a chapter in good standing with the State and International Council. E. Have the sponsorship of her own chapter. Section 2. An appointed State Council officer, Corresponding Secretary and/or Committee Chair must have held at least one chapter elective office. She must have been an active member of the South Dakota State Council of ESA for at least two years. Section 3. The President-Elect shall automatically succeed to office of President. She must have served two years as an elective and/or appointed officer on the State Council Board. Section 4. The Vice-President must have served at least one year as an elective and/or appointive officer on the State Council General Board. Section 5. The Corresponding Secretary is selected by the President-Elect. (amend. 5/2003) Section 6. The Treasurer must have knowledge of simple bookkeeping. (amend. 5/2003) ARTICLE VII - DUTIES OF OFFICERS Section 1. Detailed duties are outlined in the Procedural Manual. (amend. 5/2003) Section 2. The President shall have general supervision of the business and activities of the South Dakota State Council. A. Name all appointed officers, the standing committees and such special committees as she may deem necessary. Exceptions are: The Nominating Committee Chair, the ESA Foundation Counselor (in even years), the Circle of Life Senior Coordinator, and those positions filled by chapters in accordance with the rotational plan. B. Serve as ex-officio member of all committees, except the nominating committee. C. Prepare the State Yearbook prior to the mid-summer board meeting and distribute in accordance with the procedural manual. D. Furnish copies of all pertinent correspondence concerning business of the Council to the President-Elect for her information. Section 3. The President-Elect shall: A. Assume the duties of the President in her absence or in the event of a vacancy in the office. B. Assume the Presidency at the expiration of the term of the incumbent. C. Serve as the Membership Director. D. It shall be the responsibility of the President-elect to coordinate the Winter Spring Workshop ( amend. 5/2003) Section 4. The Vice-President shall: A. Assume the duties of President-Elect in the event of a vacancy in the office. B. Serve as the Nominating Committee Chair. C. Serve as the Long-range Committee Chair. Section 5. The Treasurer shall: A. Be the Chief Fiscal Officer of the Council. B. Serve as the Budget Committee Chair. Section 6. The Recording Secretary shall keep accurate records of the Council meetings. Section 7. The Corresponding Secretary shall assist the President. Section 8. The Parliamentarian shall: A. Advise the President on matters of procedure. B. Serve as the By-Laws Committee Chair. Section 9. The Junior Past President shall: A. Be responsible for Fall Forum Workshop (amend. 5/2003) B. Serve as Disaster Fund Chair. Section 10. The Senior Past President shall be responsible for workshop at State Convention (amend. 5/2003). Section 11. Each officer shall render a written report of her activities to the Corresponding Secretary, the Recording Secretary and the President-Elect. Section 12. Each retiring officer shall give to her successor all records and materials pertaining to her office within 15 days following the expiration of her term except the Treasurer whose deadlines are outlined in the procedural manual. ARTICLE VIII - APPOINTED OFFICERS AND STANDING COMMITTEES Section 1. The following officers shall be appointed by the President: Circle of Life Coordinators, Easter Seals Coordinators, ESA Foundation Counselors, Philanthropic Director & Youth Award. (amend. 5/2003) A. The term of office for each duty shall be one year. B. The senior coordinator shall be appointed from the previous year (Circle of Life, Easter Seals, & ESA Foundation) (amend. 5/2003) Section 2. There shall be the following officers appointed by chapter according to the rotational plan with the term of office for each duty being one year: Association of the Arts, Awards Chair, Chaplain, Chapter Recognition, Convention Chair, Echoes Editor, Educational Director, Fall Council Chairs, Historian, a member of the Pheasant State Quills, State Project, and other offices as deemed necessary. (amend.5/2003) Section 3. Detailed duties are outlined in the procedural manual. (amend. 5/2003) Section 4. Each retiring appointed officer and committee chair shall give to her successor all records and materials pertaining to her office within 15 days following expiration of her term. Section 5. There shall be the following standing committees: Nominating, Budget, Long-Range, Audit, By-Law and Review. ARTICLE IX - ELECTIONS Section 1. Officers shall be elected by ballot vote of the delegates at the State Convention or by voice in the case of one candidate per office. The officers assume their offices at the State Convention. The officers assume their offices at the close of the annual meeting at which they are elected and shall continue in office until the close of the next annual meeting. (amend. 5/2003) Section 2. Nominations, which were not presented to the Vice-President in time for publication along with any other nominations desired, may be made from the floor at State Convention. Candidates so nominated conform to the provisions of Article VI. Section 3. Balloting shall take place as set forth in the Convention Rules as outlined in the Procedural Handbook. Elections shall be determined by a plurality vote of the delegates voting. In the event of a tie for the largest number of votes, there shall be a re-ballot for that office between the two candidates receiving tie votes. In the event of a continued tie after three additional votes, the office shall be determined by casting lots. (amend. 5/2005) Section 4. The President shall appoint a chief teller and three assistant tellers, one from each section of the State. A. A statement of the election returns shall be given to the President immediately following the final count and shall then be given to the Recording Secretary to seal in the envelope with the ballots. B. The election results shall be announced by the President at a closed meeting of the nominees. C. Report of the votes cast shall be given only if requested and voted on by two-thirds of the membership voting; however, the ballots shall be filed in a sealed envelope with the State Recording Secretary for one year. ARTICLE X - VACANCIES Section 1.
Vacancy for the office of President shall be filled automatically by the
President-Elect. Section 3. Other vacancies on the State Council Executive Board may be filled for the unexpired term by appointment of the President with the approval of the Executive Board. ARTICLE XI - FINANCE Section 1. Mileage for the State President or her official designated representative will be paid for one official visitation to each chapter at a rate equivalent to that of the current IC By-laws. (amend. 5/2003) Section 3. A. The convention chapter shall prepare a financial statement and written convention report within 30 days following the convention and submit them to the Echoes Editor for publication in the fall issue. Copies shall be sent to the newly elected President and placed in the Convention Chair's file. Additional copies shall be made available upon request. B. The State shall pay for lodging and registration of the International Council Representative and the State Council President, trophies and award certificates as approved, and any additional expenses authorized by the Executive Board. C. Up to $100.00 of the State Council dues are to be advanced to the State Convention host chapter, if requested. This amount is to be repaid to the State Council in the same fiscal year that it was advanced. (amend. 5/2005) D. Any profit or loss derived from the convention shall be the responsibility of the host chapter. Section 4. Upon the death of an active past or present State President or present Executive Board member, there shall be a fitting expression, as authorized by the State Executive Board, not to exceed $25.00. (amend. 5/2003) Section 5. A gift, not to exceed $10.00, shall be given a new chapter by the State Council. Section 6. The State Treasurer's books shall be closed within two weeks after the bank statement following State Convention and shall be audited no more than 15 days thereafter. ARTICLE XII - FISCAL YEAR The fiscal year of this organization shall begin the first day of June and end on the last day of May of the following year. ARTICLE XIII - REPRESENTATION Section 1. Representation at a State Convention shall consist of qualified delegates. Section 2. Chapters in good standing with the International Council and State Council are entitled to one vote for every ten members or fraction thereof. A. The President of a chapter, who served as Chapter President on the General Board of the presiding State President, by virtue of her office, automatically becomes the delegate of her chapter unless she is unable to attend and then a replacement is chosen by her chapter. If the chapter is entitled to more than one delegate, the remaining delegates are chosen by the chapter. Section 3. Members at large are entitled to one vote for every ten members thereof if they vote as a group and are in good financial standing with the South Dakota State Council, ESA Headquarters, and the International Council, as a group having paid International Council dues as specified in the International Council By-Laws. Section 4. Each delegate is entitled to an alternate. Section 5. Proxy voting is not allowed. ARTICLE XIV - VOTING POWER Section 1. The voting power of this organization shall consist of qualified delegates present at the state meeting on all ballot votes. Section 2. General membership may be allowed to vote on all general items of business. Section 3. A ballot vote may be requested by any member but must be approved by a majority of those present. ARTICLE XV - PUBLICATIONS Section 1. The State Council shall publish an official publication called the ECHOES. ARTICLE XVI - QUORUM A quorum shall consist of one-twentieth of the membership. ARTICLE XVII - AMENDMENTS Unless the State Executive Board declares an emergency, these By-Laws may be amended only at the State Convention in odd numbered years by a two-thirds vote of the delegates present and voting, provided that a copy of such proposed amendments shall have been given to each chapter at least 30 days prior to the opening of the convention. All amendments authorized at a convention shall become effective immediately unless the amendment contains a specific date there for. ARTICLE XVIII - PARLIAMENTARY AUTHORITY The rules contained in Robert's Rules of Order Newly Revised shall govern this Council in all cases to which they are applicable and in which they are not inconsistent with the International Council By-Laws or the By-Laws and Standing Rules of this Council. ARTICLE XIX - DISSOLUTION If dissolution should be necessary, the current General Board at the time of dissolution, shall make the final decision on one or more plans for awarding remaining funds to one or more non-profit associations. All South Dakota members in good standing must receive notice of dissolution.
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