Alpha phi alpha fraternity, Inc.

A L P H A R E G U L AT I O N S P R E S E N TAT I O N

ALPHA PHI ALPHA FRATERNITY, INC.

Fraternal Regulations Presentation 2

PREFACE

• Article II Section 2.3 grants the GC as the sole and supreme legislative body with power to enact legislation• Article IX Section 2.1 authorizes the BOD to develop

policies and programs within the limits of constitutional provisions & recommend legislative changes to the GC • Composition of Alpha Fraternal Regulations

Consists of bifurcated Articles, Sections and Subsections from CBL Board committees with input from managementAll sections are approved by either the GC or BOD


Accounting section governs the fiscal matters of the GO

GT is responsible for the safeguards of all moneys, funds and securities

GT required to deposit funds in approved banks within five (5) business days

GT disperses funds only upon written orders signed by the ED and CT

LM: all cash and investments shall have separate records and accounts apart from GO funds

See Alpha Accounting Policies Procedure Manual for comprehensive GO procedures

SECTION I: ACCOUNTING


Bond (sufficient and comprehensive) GT and CT in an amount and form determined by BOD on advice and with approval of the LC to ensure fraternity against loss based on conduct

ED authorizes orders for all budgetary expenditures approved by GP or BOD

ED deposits funds within five (5) business days of receipt

ED delivers (at least once a year) books and records to authorized person(s) to audit said books and records

Continued



Deposit all funds in the name of A Phi A in approved financial institutions selected by the BOD

Approved financial institutions must be government insured: Federal Deposit Insurance Corp (FDIC); Securities Investors Protection Corp (SIPC)

Invest GO funds in authorized investments, per investment guidelines adopted and amended by the BOD, except upon approval of the BOD

GT, CT, ED and staff of the CO must be covered by a blanket surety bond approved by the BOD

Amount varies based on financial responsibility

No less than $100,000

Cost covered by GO

General Officers bonds are deposited with the GP and kept in a safety deposit box paid by the GO

Fiscal year: January 1 – December 31

Continued


U N D E R D E V E L O P M E N T

SECTION II: ADMINISTRATIVE


Relationships between Alpha chapters and affiliated entities must be explained via a MOU which clearly states how the Alpha chapter and affiliated entity interacts

Rights of Intellectual Property: National Programs facilitated and implemented via A Phi A’s Education Foundation

Alpha chapters and foundations must operate in a manner consistent with the workings of the Education Foundation.

Alpha chapters, non-profit entities creating personal or chapter commercial marketing ventures must have CO approval or be in possible violation of federal and state laws

A Phi A symbols are protected by federal trademark laws; Unauthorized use will violate numerous state and federal laws. Federal laws allow A Phi A to recover costs, attorney’s fees for lawsuits enforcing its rights and to seek actual or statutory damages

Governance of foundations established by Alpha chapters and/or members of Alpha chapters

SECTION III:AFFILIATE ENTITIES


Chapters with 501c3 affiliated entities must provide the ED

Articles of Incorporation

Bylaws

Registered Agent Documentation

Annual 990’s

Annual Budgets

Annual Audits

Copy of Fund Solicitation Documents

Listings of organization’s members and officers

MOU between Alpha chapter and affiliate

Established 501c3 charitable organizations affiliated with an Alpha chapter and/or member of same, must file their Annual Report to the appropriate Office of Secretary of State and the ED

Chapters and foundations seeking revenue generating ventures must submit a proposal to ED to ensure venture is in compliance with established policies

Governance of foundations established by Alpha chapters and/or members of Alpha chapters

Continued

SECTION III:AFFILIATE ENTITIES


ASALAH – Association for the Study of Life and History of African Americans

BBBS – Big Brothers Big Sisters of America

LCCR – Leadership Council of Civil Rights

MoD – March of Dimes

NIC – North American Inter-Fraternity Council

NPHC – National Pan-Hellenic Council

NCBCP – National Coalition of Black Civic Participation

NAACP – National Association for the Advancement of Colored People

NUL – National Urban League

Organizations A Phi A has relationships with and formal MOU’s outlining the terms of agreement

SECTION IV:AFFILIATE

ORGANIZATIONS


Required officers included in Alpha chapters’ CBL

President

Vice President

Secretary

Treasurer

Associate Editor to “The Sphinx”

Chaplain

Historian

Director of Educational Activities

Chapter Dean of Membership

Alpha chapters may elect or appoint additional officers

This section was originally in the CBL and was moved here when the GC created the Alpha Regulations.

Required Alpha Chapter Officers

SECTION V: CHAPTER

ORGANIZATION


Annual Election of Chapter Officers

College – April’s first regular meeting. Successful candidates take office no later than first meeting of the following semester or quarter

Alumni – May’s first regular meeting. Successful candidates take office no later than first meeting in September

Term: One (1) year or until their successor is elected and qualified

Names and addresses of elected officers must be submitted within ten (10) days after election via AlphaNet

ED forwards names and addresses to RVP, other officers and committee chairmen as requested


Annual Elections

SECTION V: CHAPTER

ORGANIZATION


ED provides Charter

Seal

Ritual

Fraternity Manual(s)

A Phi A’s CBL

Other official documents

Alpha chapter has right to use GO’s symbols, shield and other emblems; restricted to the provisions of the CBL and other rules and regulations adopted by the GC or BOD

Chapter officers are responsible and obliged to maintain custody and control over GO property and must relinquish same to the GO when requested by RVP, ED, or committee having authority based on CBL


Establishment of Alpha Chapters

SECTION V: CHAPTER

ORGANIZATION


Steps for RVP to begin de-chartering action with a chapter that has been inactive for three (3) consecutive years

Notification of intent to de-charter circulated by the ED to all Alpha chapters in the affected region

Brothers have six (6) months to re-activate the chapter, prior to which no de-chartering action will be final

Alpha Chapter’s name and key may not be re-assigned until after final de-chartering of Alpha chapter


Inactive Alpha Chapter

SECTION V: CHAPTER

ORGANIZATION


ED shall notify Alpha chapters of committee appointments

Recommend to the GC suitable rules and procedures for conducting elections to General Offices

Supervise the elections of all General Offices based on the GC’s approved rules and procedures not inconsistent with the CBL


Committee on Elections

SECTION VI: COMMITTEES


Educational Activities

BOD, on recommendation of GP, may engage on a contractual basis other such necessary employees to assist the ED in conducting work in the CO

Housing Committee Director of Housing Activities

Plan and direct operations of housing activities and programs

Liaison between A Phi A and Alpha Phi Alpha Building Foundation, Inc.

Communicate with local and regional bodies of A Phi A and Building Foundation


Committees on Educational Activities

and Housing



Make recommendations to the GC with respect to all proposed amendments to the CBL

May on its own motion recommend corrections of text which do not alter the substance of an existing Article or Section of a proposed amendment


Committees on Constitution



Study expenditures of the several departments of the GO

Recommend budgets to the BOD and the GC

Recommend to the BOD and GC investment programs that will yield reasonable income

Recommend to BOD and GC suitable depositories

Maintain a continuous audit of budgeted financial operations

Determine quarterly allocations within approved budget maximums

Three (3) committee members shall be appointed to serve as the Finance Sub-committee

Quadrennial Financial Analysis: engage Accounting Firm to conduct an overall financial analysis. Purpose: streamline operations, recommend a fee structure for GO’s continuous operation All recommendations must be approved by the GC


Committees on Budget and Finance



Recommend for GC approval criteria for establishment of Alpha chapters

Investigate and report academic standings (College Chapter) of institution’s enrolling students who submitted petition for Alpha chapter establishment to the ED

Conduct a comprehensive assessment of the potential of the petitioners viability to organize and maintain an Alumni chapters

Submit findings, with recommendations to the ED, for approval by GC or BOD as appropriate

Advise appropriate RVP when investigating academic institutions

Recommend (optional) an Alpha chapter’s suspension or deactivation to the respective RVP or, when appropriate, the GC when it determines an Alpha chapter violates the CBL or other rules regulating

Chapter Suspension – responsible for receiving and preserving all GO property in custody of the chapter and depositing same to CO; Upon restoration or reactivation, committee shall return such property to the chapter


Committee on Membership,

Standards and Extension



Historical Commission

GP’s appoints brothers with long standing membership

Historian serves a Chair

Assists the Historian in maintaining and documenting significant events in the continuity of GO through the years and in preservation of historical tradition

Report activities to GC and make recommendations for reprinting of new editions of the A Phi A’s published history

Committee on Publications

Develop the editorial policies and supervise the publication of “The Sphinx”

Recommend revisions to existing publications and develop new publications with due regard to the GO’s welfare

Coordinate editorial publications with the CO


Historical Commission and Committees on

Publications, Racial Justice



Committee on Personnel

Develop a personnel code Provide job descriptions

Review duties and responsibilities of staffEvaluate and report qualifications of applicants for professional positions to BOD

Recommend to BOD schedule of salaries and emoluments for the CO staffPublish to Alpha chapters staff vacancies, specifically professional levels, via “The Sphinx”

Committee on Racial Justice

Liaison between GO and community, church and interfaith groups in combating discrimination

Secure justice for Blacks and other deprived people

Campaign on behalf of domestic and international concerns relating to government group repression, political injustice, famine, and other forms of human misery


Committees on Personnel; Racial Justice



Composition: All five (5) ARVPs

Five (5) College Brothers (1 per region) appointed by GP from recommendations by RVP and/or ARVP

Chairman (must have been initiated in a college chapter) appointed by GP

Serve two (2) years ; ARVP’s serving as long as they are members of the BOD

Official voice of the College Brothers in addressing concerns, issues, and recommendations to the BOD and GC

Supervise and serve as advisory board on all College Brothers’ activities and events during the GC

Recommend to GP various College Brothers’ appointments to committees

Act and serve as representatives to all adhoc committees on intake of members


Commission on College Brothers’ Affairs



SECTION VII: COMMUNICATIONSU N D E R D E V E L O P M E N T


Alpha chapters shall adopt CBL’s which shall not conflict with the GO’s CBL

Alpha chapters submits adopted CBL’s and any amendments to the ED for approval by the GP or designee

GP or designee must ratify all Alpha chapters’ CBL or amendments prior to their being in force


CHAPTER VIII: CONSTITUTION


SECTION IX: CORPORATE HEADQUARTERS

S E E J O I N T R E P O R T F R O M T H E C H A I R M A N O F T H E B U I L D I N G F O U N D A T I O N A N D T H E FA C I L I T Y M A I N T E N A N C E C O M M I T T E E


GC, by majority vote, may declare a chapter inactive for

Less than seven (7) members

Refusal to pay grand tax

Refusal to pay chapter tax

Refusal to pay chapter insurance fees

Failure to attend any two (2) successive GC

Violation of CBL or Ritual

Inactive Chapters may apply for reinstatement by submitting a written petition to the ED who shall refer said petition immediately GC or BOD as appropriate


SECTION X: DISCIPLINE


RVP handles local Alpha chapter controversies and misunderstanding

Chapters have the right to appeal RVP’s decision to the GC or BOD

No Alpha chapter is authorized to conduct intake activities without first paying the current year’s chapter tax and insurance fees and is in good standing with the GO

RVP has authority to suspend a member or chapter. The suspended member or chapter has the right to appeal to the GC or BOD as appropriate


Continued



Procedure for removal of any officer of the GO

Via recall election

Immediately upon petition by two-third vote (2/3) of members casting votes in the election of officers

GC or BOD may censure a member for

Conduct inconsistent with the traditions and usages of the GO

Commission of any act which tends to reflect unfavorably upon GO

Such penalties may be in addition to expulsion if the GC so decides


Continued



Chapter Initiated Expulsion to the GC

Written notice of the intended action, including specific charges provided to the member at least thirty days (30) prior to the opening say of the GC

Copies of notice sent at the same time to the ED and appropriate RVP

ED informs member in question by registered letter, return receipt

Member in question has the right to appear in his defense before the Grievances and Discipline Committee of the GC

In the event of his inability to appear, the member may select or request the GP to appoint a member in good standing to represent him

Reinstatement ED, upon receipt of application for reinstatement, notifies the expelled member’s chapter and the charging chapter

Approval by a two-thirds majority vote of the GC the expelled brother can be reinstated


Continued



Alpha chapters have power to discipline its members and impose the penalty of censure, fine, or suspension

Alpha chapter may report a non-chapter member to his chapter for conduct unbecoming a member of A Phi A provided the charges are in writing and signed by the reporting member

Copies of such charges shall be sent to the ED and the appropriate RVP


Continued



Title to each A Phi A “Badge” is vested in the GO

ED shall demand the return of an expelled member’s “badge” invoking due process of the law

ED will reimburse expelled member on return of the “Badge”


“Badge”



GP GC narrows nominees down to two candidates to the entire body when there are more than two nominees

RVP and ARVP

Election by secret ballot and majority vote at the site of the convention

Candidates receiving largest number of votes are declared elected; except with one (1) nominee – ED, by motion passed, casts a single ballot for said officer(s)

Names of elected general officers shall be forwarded to ED with thirty (30) days of end of Regional Convention


SECTION XI: ELECTION


Installation of Officers

All officers shall be installed at the GC (except noted below) and shall hold office until their successors are elected, or appointed and qualified

Off year GC Installation of ARVP shall be performed at the Regional Convention

Qualified and eligible voting delegates vote by ballots prepared for the purpose according to the rules and procedures of the Committee on Elections

GP appoints two (2) tellers; one (1) tallyman for counting ballots; and GC Chaplain serves as the observer during the counting of ballots


Continued

SECTION XI: ELECTION


Minutes of all BOD meetings, including action taken, shall be mailed to all chapters within thirty (30) days

BOD designates the official jeweler; jeweler is instructed to make no insignia of A Phi A except upon a written order from the ED

Official jeweler shall make no other insignia of the fraternity


SELECTION XII: EXECUTIVE

BOD


Active member of A Phi A

Selected based on proven professional qualifications requisite to the duties and responsibilities

Minutes of GC are to be printed and sent to chapters within sixty (60) days after the conclusion of GC

Permit access to the books, papers and records of office only to members or persons, with written authorization by the GP, or as appropriate, the designated member or members of the BOD

Prepare convention report based on status of accounts on first day of the month preceding the GC ED certifies original report and sends to GP

Prepare other reports as needed


SECTION XIII: EXECUTIVE DIRECTOR


Maintain records of all members and individual accounts

Date of initiation

Chapter of initiation

Payments

Timely meeting notification of GC or Special GC

Each Alpha Chapter

Each financial member at the time of notice

“The Sphinx” may serve as notification

Ensure that all “badges” are registered and serially numbered before they are delivered


Continued

SECTION XIII: EXECUTIVE DIRECTOR


Education Foundation:

Plan, organize and direct educational activities and scholarship programs of GO

Coordinate activities with Alpha chapters in implementing related programs

Authorized to communicate with source funding for educational programs – public or private – in the name of GO or foundation

Authorized to expend money received for purposes and programs of the foundation – in accordance with CBL and constitution of foundation

Building Foundation:

Assists college, professional and former students and graduates in the operations, acquisition and ownership of housing as an aid in advancement of their education, research, civic and cultural development

Authorized to provide housing to low and moderate income families, seniors, and disabled in accordance with US and state, with the right to own, sell, convey, mortgage, or lease properties

Authorized to perform all acts, as required to fulfill the CBL of GO and constitution of the Foundation


SECTION XIV: FOUNDATIONS


Prepare and publish a convention manual for use and guidance of chapters serving as host to a GC

GC shall hold at least one (1) public session; speaker selected by GP in consultation with BOD

GC shall include a formal banquet; purpose is to foster and develop fraternity spirit and fellowship

GP instructs ED to give each chapter and all financial brothers the meeting call which includes time and place ninety (90) days prior to first day of GC


SECTION XV: GENERAL

CONVENTIONS


BOD gives a general report of its activities at the first session of the GC and following the August Board meeting of a non-GC year

Each Alpha chapter submits by June 1 of convention year, their delegates’ name and pass card number CO will provide official forms

GC Awards and Achievements presented at the banquet

College Chapter Achievement

Alumni Chapter Achievement

Outstanding College Chapter Member

Outstanding Alumni Chapter Member


Continued

SECTION XV: GENERAL

CONVENTIONS


Historian shall publish, per GP or the BOD, a new edition of “The History of Alpha Phi Alpha: A Development in College Life”

All materials, documents and other matters collected, assembled or in custody, shall be held or remain the property of CO


Continued

SECTION XVI: HISTORY

BOOK


Contractually employed by the BOD for a fixed period; contract approved by the GP or BOD

Hold no other employment during his contract

Contractual terms include annual salary and emoluments commensurate with qualifications and duties and responsibilities of the office

BOD annually recommends suitable salary adjustments and emoluments for the GO the budget

BOD requires before employment, a surety bond, to ensure fraternity against loss for any cause, payable to GO Bond amount is determined by BOD with advice from the LCGP and BOD gives guidance, supervision and direction in the conduct of his office as may be required

BOD may terminate the contract of ED or any CO staff for reasonable cause per the contract and personnel policies


Executive Director

SECTION XVII:HUMAN

RESOURCES


BOD may contractually hire other employees as determined by the ED - on the recommendation of the GP and approved by the BOD

One employed Assistant ED on the CO’s staff shall be designated “Editor-in-Chief of “The Sphinx”.

“Editor-in-Chief” Responsible for content of “The Sphinx”

Ensures no ritualistic matters or breaches of GO or chapter ethics are included in “The Sphinx”

Supervised by the Publications Committee and coordinated with CO staff of the Office of the ED

Appointment of Technical Personnel

May appoint a General Officer on a paid contractual basis if neededGP approves, on BOD recommendation, and within budgetary provisions


Additional Office Assistance; Technical

Personnel

SECTION XVII:HUMAN

RESOURCES


SECTION XVIII: INTERNAL AUDITS E E I N T E R N A L A U D I T S TA N D A R D O P E R AT I N G P R O C E D U R E S


No withdrawals from principal of any kind or purpose except

Three-fourths (3/4) affirmative vote of the GC or

To satisfy a judgment, decree, or order of a court of competent jurisdiction for payment of GO’s legal claimsNot invoked or operative without written advice from LC and approved by BOD


SECTION XIX:LIFE

MEMBERSHIP


Transfer of Membership

Member or Alpha chapter Secretary submits transfer request via AlphaNet

College members can’t transfer from a college to an Alumni chapter while a currently enrolled student leading to their first baccalaureate degree

Admittance to Fraternity and Chapter Meetings

Member seeking admittance to a chapter he is not affiliated with must present his pass card or life membership plate and meet such ritualistic test as prescribed by GO

A member will be denied admittance to all GC closed sessions unless he is in good standing with the GO and his chapter is registered at the GC. Exemption from chapter obligation shall be provided in the CBL

Delegates must exhibit satisfactory credentials from his chapter


SECTION XX: MEMBERS AND MEMBERSHIP


Members in good standing with GO and chapter are entitled to receive “The Sphinx” and upon request and payment of a fee to the ED a copy of the minutes of the preceding GC

Each Alpha chapter must establish and maintain a permanent address (fraternity house) or Post Office Box in the location of jurisdiction


SECTION XX: MEMBERS AND MEMBERSHIP


SECTION XXI: PROTOCOL S E E P R O T O C O L A N D E T I Q U E T T E M A N U A L A P P R O V E D B Y T H E D E L E G A T E S

O F T H E 2 0 1 0 G E N E R A L C O N V E N T I O N


SECTION XXII: PUBLIC RELATIONSS E E B O D A P P R O V E D M E D I A A N D C R I S I S M A N A G E M E N T O P E R A T I N G

P R O C E D U R E S


RVP gives written notice of time and place to each chapter within the region at least sixty (60) days in advance


Regional Convention Call

SECTION XXIII: REGIONAL

CONVENTIONS


Regional jurisdiction of chapters based on geographical areas determined by the GC

District Organization

Submits to RVP a recommended, prioritized list of no more than three (3) candidates for DD; RVP shall appoint one to head the district

Like procedure is afforded to ARVP to select an ADD and confirmed by the RVP

RVP appoints regional staff

EDSecretaryFinancial SecretaryTreasurerEditor of “The Sphinx”ChaplainNewsletter EditorPublicity ChairmanLCEducation Chair


SECTION XXIV: REGIONAL

ORGANIZATION


Investigates and corrects all forms of delinquency, financial or moral which may arise within their Alpha chapters

Recommends (optional) members from their regions to assist LC, Director of Educational Activities or the Editor of “The Sphinx”


SECTION XXV: RVP


Board committee on strategic plan works jointly with the Organizational Effectiveness Committee to establish ongoing Strategic Plan

Reviews plan on a scheduled basis to measure outcomes and

Makes suggestions for continuous improvement and goal attainment

SECTION XXVI: STRATEGIC

PLAN


GLOSSARY OF TERMS

Alpha Phi Alpha Fraternity, Inc ( A Phi A)

Constitution and Bylaws (CBL)

General Convention (GC)

General Organization (GO)

Alpha Chapter – College and Alumni chapters

Board of Directors (BOD)

General President (GP)

Regional Vice President (RVP)

Assistant Regional Vice President (ARVP)

General Treasurer (GT)

Comptroller (CT)

Executive Director (ED)

General Counsel (LC)

District Director (DD)

Assistant District Director (ADD)

Life Membership Reserve Fund (LM)

Corporate Office (CO)

Memorandum of Understanding (MOU)

ACKNOWLEDGEMENT

The Contents of this Presentation is based on materials developed by the National Membership Development

Taskforce

Presentation Compiled by John M. Williams

There shall be NO DEVIATIONS or ADJUSTMENTS!!

Refer questions or comments to [email protected]


Alpha phi alpha fraternity, Inc.

Documents

housing section

finance section

constitution section

annual elections section

cbl board committees

legislative changes

managementall sections

supreme legislative

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