MEMORANDUM TO: Cc: FROM: DATE - Amazon Web … · MEMORANDUM TO: Alumnae ... attention that the...

MEMORANDUM

TO: Alumnae Associations, Chapters, Past National Presidents, Grand Council

Cc: National Constitution and Bylaws Chairman, Board of Trustees

FROM: Jennifer Kreiman, National Executive Secretary

DATE: February 2016

SUBJECT: Proposed Amendments and Additions to Theta Phi Alpha’s National Constitution and Bylaws and Ritual

Pursuant to Article IX, Section 1 (b), of the National Constitution and Bylaws, attached are the proposed amendments and additions to the National Constitution and Bylaws and the Fraternity Ritual. Please review them with your Chapter or Alumnae Association. Space for taking notes and recording your chapter’s/association’s vote is provided for each proposal. Proposed Amendments to the National Constitution and Bylaws

Article I, Name – two proposals Article IV, Section 2(b), Alumna. Article V, Section 1. The Grand Council. Bylaw II, Section 1(f), Duties. Bylaw II, Section 2, Powers. Bylaw III, Section 1, National President Bylaw III, Section 3, National Executive Secretary Bylaw III, Section 4, National Treasurer Bylaw V and Bylaw XIII, Grand Council Badge

Proposed Amendment to the Fraternity Ritual

Amend the Guard of Honor Ceremony Any questions can be directed to National Office at [email protected] or at (440) 899-9282.

mailto:[email protected]

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Proposal – AMENDMENT to National Constitution and Bylaws and Ritual: Article I I move to correct the National Constitution and Bylaws and Ritual to reflect the name of the fraternity as described in the Constitution, Article I, NAME. Rationale: It has come to my attention that the name as described in Article I, THETA PHI ALPHA is not used consistently throughout the National Constitution and Bylaws and Ritual. This motion is intended to correct the usage of the name identified in Article I to provide consistency in all usages. An example of inconsistency: SECTION 2. CHARTER.

(a)The form of the charter for a Chapter shall be the following:

THETA PHI ALPHA (Coat of Arms)

CHARTER OF CHAPTERS Authority is hereby given to confer this charter on the following persons who are to be known as Charter

Members (names of collegiate and alumnae initiates)

and their successors for the establishment and maintenance of a Collegiate Chapter of Theta Phi Alpha in the to be known as .

The Chapter thus organized is invested with all the privileges and obligations set forth in the National

Constitution and Bylaws of Theta Phi Alpha and the individual members of this Chapter are guaranteed all the rights, privileges and immunities of Theta Phi Alpha so long as they shall conform to the rules and regulations of its National Constitution and Bylaws.

In Testimony Whereof the Great Seal of Theta Phi Alpha Fraternity and the authorized signatures of the National President and National Executive Secretary are affixed on this the day of the month of in the year and the year of Theta Phi Alpha.

National President

National Executive Secretary

Submitted by: Laura Foley, Chi February 10, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as

a chapter’s or association’s vote.

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My Chapter’s/Alumnae Association’s vote is: � Yes � No � Abstain Notes

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Proposal – AMENDMENT to National Constitution and Bylaws: Article I I move to amend Article I of the Theta Phi Alpha Constitution and Bylaws as follows: CURRENT “Article I NAME The name of this fraternity is THETA PHI ALPHA.” PROPOSED “Article I NAME The name of this organization is THETA PHI ALPHA FRATERNITY (“THETA PHI ALPHA”).” Rationale: This proposed amendment would make both “Theta Phi Alpha Fraternity” and “Theta Phi Alpha” correct terminology in accordance with our Constitution and Bylaws. In many business circumstances, a company's legal name may be different than its commonly used name and that may be different than its registered trademarks. One such example would be the Coca-Cola Co., which is often referred to as "Coca-Cola" or "Coke", which also is true of the carbonated beverage produced by the company, and for which it has a registered trademark. All of these names are correct and are often used interchangeably. The same is certainly true of the names and trademarks of the Ford Motor Co. ("Ford"), State Farm Mutual Automobile Insurance Company (“State Farm”) and hundreds of other examples. We believe the clarification that both Theta Phi Alpha and Theta Phi Alpha Fraternity are correct will minimize confusion as well as save substantial costs and time associated with changing existing documents, filings, contracts, etc., to be consistent. We further suggest and strongly urge the Grand Council to adopt and distribute a usage policy and/or style guide that directs proper usage of the Fraternity’s name in formal writing. Various documents throughout the years refer to both "Theta Phi Alpha" and "Theta Phi Alpha Fraternity." These documents include certain legal documents including tax filings with the IRS (Department of the Treasury) and various business-related documents such as registration with the Secretary of State and other state entities. Internal documents include public relations materials, manuals and instructional guides, such as the Recruitment Guide issued in 2013 and the Communication Style Guide. Approximately 1/3 of Theta Phi Alpha Rituals reference “Theta Phi Alpha Fraternity.” Any and all documents that include the “Ever Loyal, Ever Lasting” logo also contain “Theta Phi Alpha fraternity.” The Centennial History of Theta Phi Alpha

references Theta Phi Alpha Fraternity as well as Theta Phi Alpha. A review of Theta Phi Alpha chapter documents, including bylaws, documents on file with universities, local NPC groups, etc., has not been done to examine chapter usage of the Fraternity’s name; it is likely that many such documents also use "Fraternity" in the organization's name.

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Theta Phi Alpha’s Constitution and Bylaws refer to “Theta Phi Alpha Fraternity” in several instances, including, but not limited to, the sections entitled “DESCRIPTION OF DOCUMENTS” and “CERTIFICATE OF MEMBERSHIP.” A list of occurrences of the term “Theta Phi Alpha Fraternity” is included as an Exhibit. Certificates of Membership use “Theta Phi Alpha Fraternity” while both Chapter and Alumnae Association Charters use both “Theta Phi Alpha” and “Theta Phi Alpha Fraternity”. The certificates presented to recipients of the Guard of Honor also use the term “Theta Phi Alpha Fraternity.” Of interesting note is that the other NPC groups seem to use both their Greek letter name along with the word “Fraternity” (15 groups) or “Sorority” (11 groups). Some have longer official names such as “Delta Phi Epsilon International Sorority” and “Alpha Phi International Fraternity, Incorporated” but are also referred to as Delta Phi Epsilon and Alpha Phi, respectively. Some groups have the word “Sorority” or “Fraternity” in their logo or on the front page of their website, but the information on their websites indicates that they also use the terms somewhat interchangeably, as does Theta Phi Alpha. HISTORY The original Articles of Incorporation, handwritten by Founder Amelia McSweeney, state: “The name of this organization is Theta Phi Alpha (ΘΦΑ) sorority.” We are unsure of when Theta Phi Alpha transitioned from a sorority to a fraternity, but references to “the Fraternity “ appear as early as the first issue of The Compass, in 1921 (The Centennial History of Theta Phi Alpha, page 19). THE FOLLOWING ALUMNAE HAVE EXPRESSED SUPPORT OF THIS MOTION: Mary Kathryn Balthaser, Beta Epsilon, Conference Director, President, Greater Louisville Alumnae Club Dr. Mari Ann Callais, Alpha Beta, Past National President, Guard of Honor No. 72 Mary Louise Conrad Swartz, Sigma, Past National President, Guard of Honor No. 48 Allison Davis Bolin, Beta Epsilon, National Vice President–Programming Dominique Demonsabert Schmidt, Beta Epsilon, Conference Director Rebecca Dixon McLaren, Alpha Mu, Guard of Honor No. 65 Leslie Ervin Trahant, Alpha Beta, Guard of Honor No. 66 Katherine A. Evans, Alpha Nu, Past National President, Guard of Honor No. 63 Sarah Ann Friedman, Beta Nu, President, South Florida Alumnae Association Linda Geca Barath, Alpha Xi, Guard of Honor No. 62 Stephanie Galendez, Alpha Beta, Guard of Honor No. 78 Amanda Horvat, Alpha Epsilon, National Vice President–Collegians Karen Jenkins Rubican, Alpha Sigma, Guard of Honor No. 71, Member, Board of Trustees Christine Kay O'Brien, Kappa, Past President, Northern New Jersey Alumnae Association Dr. Jennifer Lando, Alpha Epsilon, Member, Program Research Development Committee Barbara Luse Gjerstad, Alpha Nu, National Website Coordinator Patricia Manelski Giallanza, Upsilon, Past National President, Guard of Honor No. 56 Kristin Mauer Rodriguez, Beta Alpha, President, New York City Alumnae Association Karen Mills, Alpha Nu Ashley Morton, Gamma Rho, President, Southwestern Connecticut Alumnae Association Rosemary T. O’Boyle, Alpha Psi, Past National President LeeAnn Prisk, Beta Epsilon, President, Northshore Louisiana Area Alumnae Association

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Katherine Prokupek Gaver, Alpha Pi, Past National President, Guard of Honor No. 68, Member, Board of Trustees Patricia Rankin Marmaduke, Sigma, Guard of Honor No. 59 Ainsley Robson, Alpha Tau, Alumnae Engagement Committee Jean Santore, Alpha Gamma Lacey Schumaker Peltier, Beta Epsilon, Conference Director Jennifer Smith Hunter, Alpha Mu, President, Northern Kentucky Alumnae Association, Chapter Advisor, Alpha Eta Cathy Sniegocki Billoni, Beta Nu, Member, Board of Trustees Susan Stark Paddock, Kappa, Past National President, Guard of Honor No. 51 Dr. Megan Lisbeth Strang, F-AAA, Alpha Xi, Past President, Columbus Alumnae Panhellenic Association Kathleen Sullivan, Alpha Gamma, Guard of Honor No. 73, President, Chicago Area Alumnae Association Marie Sumara, Alpha Iota, Guard of Honor No. 60, President, Southern California Alumnae Association Erika Thomas Lefkowitz, Beta Nu, President, Colorado Alumnae Club, National Assistant Treasurer Laura Watts, Alpha Nu Kristin Windeshausen Henkenius, Alpha Pi, Guard of Honor No. 67, Chairman, Board of Trustees Angela Zabala Palmer, Beta Epsilon, President, New Orleans Area Alumnae Association Alicia Zabala Palmisano, Beta Epsilon, Member, Board of Trustees EXHIBIT Both Theta Phi Alpha and Theta Phi Alpha Fraternity are used in the Theta Phi Alpha Constitution and Bylaws, which are the governing documents of our organization. Instances of “Theta Phi Alpha Fraternity” in the most recent version (August 2014 Printing) of the Theta Phi Alpha Constitution and Bylaws include but are not limited to: - Article VIII, Section 1(d) Upon disposal and liquidation of properties and payment of debts, all remaining monetary assets of Theta Phi Alpha Fraternity shall be conveyed to and vested in the Theta Phi Alpha Foundation for use in accordance with its Constitution and Bylaws.) - Bylaw III, SECTION 4(d) Supervise the preparation and submission of National Theta Phi Alpha Fraternity tax returns. - BYLAW XIV DESCRIPTION OF DOCUMENTS SECTION 1. PETITION. The form of the petition for the establishment of a Chapter shall be the following: To Theta Phi Alpha Fraternity: We, the undersigned, hereby declare that we are of good moral character. We are students at ____________________ (University or College) in the State of __________. We hereby declare that we are not seeking admission into any other fraternity and we severally bind ourselves, on our honor, that we will not make application to any other fraternal organization until official answer to this petition be received; and that if this petition be granted, we will fulfill all requirements of the fraternity; further, we will pay the expenses necessary to the establishment of a Chapter. Should this petition be granted, we hereby covenant and agree that we will, as individuals and as a Chapter, obey the laws of Theta Phi Alpha Fraternity. - BYLAW XIV DESCRIPTION OF DOCUMENTS SECTION 1. SECTION 2. CHARTER. (a) The form of the charter for a Chapter shall be the following: THETA PHI ALPHA (Coat of Arms)

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CHARTER OF CHAPTERS Authority is hereby given to confer this charter on the following persons who are to be known as Charter Members (names of collegiate and alumnae initiates) and their successors for the establishment and maintenance of a Collegiate Chapter of Theta Phi Alpha in the ____________________ to be known as _______________. The Chapter thus organized is invested with all the privileges and obligations set forth in the National Constitution and Bylaws of Theta Phi Alpha and the individual members of this Chapter are guaranteed all the rights, privileges and immunities of Theta Phi Alpha so long as they shall conform to the rules and regulations of its National Constitution and Bylaws. In Testimony Whereof the Great Seal of Theta Phi Alpha Fraternity and the authorized signatures of the National President and National Executive Secretary are affixed on this the __________ day of the month of __________ in the year__________ and the __________ year of Theta Phi Alpha. - BYLAW XIV DESCRIPTION OF DOCUMENTS SECTION 1. SECTION 2. CHARTER. (b) The form of the charter for an Association shall be the following: THETA PHI ALPHA (Coat of Arms) CHARTER OF ASSOCIATION Authority is hereby given to confer this charter on the following persons who are to be known as Charter Members (names of alumnae) and their successors for the establishment and maintenance of an Association of Theta Phi Alpha to be known as _______________. The Association thus organized is invested with all the privileges and obligations set forth in the National Constitution and Bylaws of Theta Phi Alpha and the individual members of this Association are guaranteed all the rights, privileges and immunities of Theta Phi Alpha so long as they shall conform to the rules and regulations of its National Constitution and Bylaws. In Testimony Whereof the Great Seal of Theta Phi Alpha Fraternity and the authorized signatures of the National President and National Executive Secretary are affixed on this the __________ day of the month of __________ in the year__________ and the __________ year of Theta Phi Alpha. ______________________ National President ______________________ National Executive Secretary - SECTION 3. CERTIFICATE OF MEMBERSHIP (a) The form for the certificate of membership for a woman initiated by a Chapter shall be the following: (Coat of Arms) THETA PHI ALPHA FRATERNITY This is to certify that____________________ was regularly initiated a member by __________ Chapter on __________ 20___ and is entitled to all the rights and privileges of the fraternity. ________________________ National President ________________________ Chapter President (b) The form for the certificate of membership for a woman initiated by an Association shall be the following: (Coat of Arms) THETA PHI ALPHA FRATERNITY This is to certify that____________________ was regularly initiated a member by __________ Association on __________ 20___ and is entitled to all the rights and privileges of the fraternity. ________________________ National President ________________________ Association President Submitted by: Leslie Ervin Trahant

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February 14, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – AMENDMENT to the National Constitution and Bylaws: Article IV, Section 2(b)(2) I move to amend Article IV, Section 2(b)(2), as follows. CURRENT (2) Initiated members in financial good standing who: (i) marry, (ii) have children, (iii) have attended college for more than 4 academic years, or (iv) for their remaining academic studies will be student teaching, interning or studying abroad, may elect to become alumnae members. PROPOSED (2) Initiated members in financial good standing who: (i) marry, (ii) have children, (iii) have attended college for more than 4 academic years, or (iv) for their remaining academic studies will be away from the college campus, may elect to become alumnae members. Rationale: Advances in educational technology have led to many of our members continuing their learning in non-traditional methods – studying abroad, co-operative learning, and distance learning are examples. When selecting with these opportunities, our collegiate members are often faced with attendance and/or financial obligations they cannot meet. This amendment allows our members to retain their membership yet is non-specific enough to account for new, unforeseen opportunities. Submitted by: Jennifer Kreiman, National Executive Secretary February 11, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – AMENDMENT to National Constitution and Bylaws: Article V I move to amend Article V, Section 1, National Officers – The Grand Council, by inserting the following new section (f): (f) Removal From Office. Any member of the Grand Council can be removed from office at any point during her term via the following procedure: (1) Submission to the Board of Trustees of a motion for the officer's removal signed by 100 national dues-paying members of the fraternity. (2) Within 10 days, the Chairman of the Board of Trustees shall notify the Grand Council of its receipt and ask its members during the next 30 days to attempt to resolve the issue that is the basis of the motion. 3) If the issue is resolved, the Grand Council shall notify the Chairman of the Board of Trustees who shall, in turn, notify the petitioners of the resolution. 4) If the issue cannot be resolved, the Grand Council shall notify the Chairman of the Board of Trustees who shall, in turn, announce to all Chapters, Associations and Grand Council members that a vote on the motion for removal shall be taken, with a date fixed for the submission and counting of the ballots no more than 60 days thereafter. No vote received after the date so fixed shall be counted. (5) For passage, the motion for removal must receive a three-fourths affirmative vote of the Chapters, Associations and Grand Council members. The officer who is the subject of the vote shall terminate her time in office immediately upon the announcement of the affirmative results of the vote, and shall forward all her files to National Office. (6) As soon as possible thereafter, the vacancy shall be filled per Article V, Section 1 (d). Rationale: 1. The adoption of this provision is not directed at any individual Grand Council officer, past,

present or future. However, it is common that constitutions and/or bylaws documents contain a provision for the removal of officers during their term in office and the Constitution and Bylaws of Theta Phi Alpha Fraternity is deficient because it contains no such provision.

2. As with many such documents, it is the membership which votes to select its officers and

which votes to remove those officers during their term in office, if such an action becomes necessary.

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3. The removal of a member of the Grand Council from office during her term is not an inconsequential action; therefore, the number of persons signing the motion and the percentage of votes needed for passage must be significant.

4. It would not be proper to submit a petition for removal directly to the Grand Council since

it is a member of this body that the membership is petitioning to remove; and, since it is already the function of the Board of Trustees to advise the Grand Council, it is appropriate to have them receive the motion and oversee the removal process.

Submitted by: Patricia Marmaduke January 28, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – AMENDMENT to National Constitution & Bylaws: Bylaw Ii, section 1(f) and Bylaw III, Section 1(h) I move to amend Bylaw II Section 1.(f), and to strike out Bylaw III Section 1.(h) as follows: CURRENT Bylaw II Section 1. DUTIES.

(f) Approve the appointment of officers, Conference Directors, and National Chairmen made by the National President. Bylaw III Section 1. NATIONAL PRESIDENT.

(h) Appoint, with the approval of the Grand Council, the National Panhellenic Conference Delegate and Alternate(s), the Conference Directors, the National Chairmen, and such assistants to national officers and chairmen as necessary. PROPOSED Bylaw II Section 1. DUTIES.

(f) Appoint National Officers and National Chairmen, and such assistants to national officers and chairmen, as necessary.

Rationale: The appointment process is a collaboration based on recommendations of many or all Grand Council members as opposed to an appointment by the President with the approval of the Grand Council. The change proposed for (f) and (h) are made to reflect that the Grand Council members take an active role in staffing the volunteer positions that are aligned to them in duties and responsibilities. Submitted by: Patricia J. Seashore, National Chairman Constitution & Bylaws February 15, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – ADDITION to National Constitution and Bylaws: Bylaw II, Section 2 I move to amend Bylaw II Section 2. POWERS, to insert these items directly after (h), relettering the subsequent items: PROPOSED

(i) Employ staff as needed to maintain the operations of the organization.

(j) Direct the work of National Office, which shall be under the management of the National Executive Secretary. Rationale: The Grand Council has always been responsible for hiring employees, those who are part of National Office staff as well as the Leadership Consultants. Inserting statement (i) as a duty brings the work practice into alignment with the other duties as the documented therein, solidifying staffing as a duty of the Grand Council. While the National Executive Secretary is largely responsible for the placement of National Office staff members and for managing the employees, the individual staff members take direction from all the members of the Grand Council. Inserting statement (j) in this section to that effect and removing a similar statement from the duties of the National Executive Secretary aligns the duties documented in the National Constitution and Bylaws with the actual operating practices. A complementary change is proposed in a separate motion for Bylaw III Section 3 to address the change for the National Executive Secretary. Submitted by: Patricia J. Seashore, National Chairman Constitution & Bylaws February 15, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – AMENDMENT to National Constitution and Bylaws: Bylaw III, Section 1(e) I move to amend Bylaw III Section 1. NATIONAL PRESIDENT (e) as follows: CURRENT

(e) Audit all bills, sign all orders drawn on the National Treasury before payment is made, and countersign all checks. PROPOSED

(e) Authorize payment by an appropriate means of all the expenses for the fraternity. Rationale: The change proposed for (e) acknowledges that the National President relies upon the National Treasurer and the bookkeeper to audit all bills, and incorporates language aligned with similar language proposed for the National Treasurer to incorporate a process for all forms of payment while maintaining the approval process requiring more than one signature or approval. Submitted by: Patricia J. Seashore, National Chairman Constitution & Bylaws February 15, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – AMENDMENT to National Constitution and Bylaws: Bylaw III, Section 3 I move to amend Bylaw III Section 3. NATIONAL EXECUTIVE SECRETARY as follows: CURRENT SECTION 3. NATIONAL EXECUTIVE SECRETARY. The National Executive Secretary shall execute the duties of her office in accordance with national policy. She shall:

(a) Supervise and be responsible for the operations of National Office.

(b) Be custodian of all official files and records.

(c) Keep a true and correct account of all proceedings of the meetings of the Grand Council and of conventions; distribute copies of the same to all Chapters and Associations, to each member of the Grand Council, to other officers, and to members of the fraternity designated by the Grand Council.

(d) Keep the following rolls of the fraternity:

(1) Collegiate, alumnae, and new member membership, placing upon these rolls no names save those officially reported on the forms prescribed.

(2) Each year's officers of all Chapters and Associations.

(3) Membership of the Grand Council, which information she shall send annually to the Chapters and Associations and other national officers.

(4) Confidential list of persons who have been suspended (with a concise statement of the action in each case).

(e) Transmit through the Chapter presidents an official certificate of membership for each initiate.

(f) For amendments to this Constitution and Bylaws between conventions, conduct a vote by mail as defined in Article IX, Section 2.

(g) Between conventions, conduct a vote by mail on nominations of honorary members using the following procedure:

(1) Within ten days of approval by the Grand Council, transmit the proposal to all Chapters and chartered Associations, fixing a date to be determined by the Grand Council, but not to exceed ninety days thereafter, for the canvass and count of the vote.

(2) On the date so fixed, determine the result by counting all votes received from Chapters and those Associations eligible to vote as prescribed in Bylaw X, Section 3(b), and recognizing no vote received after the fixed date.

(3) Announce the result of the vote promptly to the Grand Council and to all Chapters, Associations, and other appropriate persons.

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(h) Keep an accurate account of the history and census records of the fraternity and maintain the National Archives.

(i) Distribute at the beginning of each school year the collegiate and alumnae Calendar of Due Dates.

(j) Monitor current Chapter conditions.

(k) Have the power to make minor decisions relative to carrying out the policies established by conventions, the Grand Council, and the National President.

(l) Write or send all communications to Chapters and Associations requested by national officers, but not letters to individuals, which shall be written by the officers concerned.

(m) Authorize appropriate use of the Great Seal of the Fraternity.

(n) Keep an up-to-date copy of the National Constitution and Bylaws and distribute copies of all changes, with directions for insertion of same, to the national officers and chairmen, Chapters, Associations, and Past National Presidents. She shall keep an up-to-date copy of the Grand Council Policy Manual.

(o) Transmit official certificates of appointment to convention to the delegates selected by the Chapters and Associations.

(p) Order in the name of the fraternity all insignia, charters, and official ritual equipment.

(q) Notify Chapters, Associations, national officers, and the Board of Trustees four weeks in advance of Grand Council meetings and request that all matters for consideration be forwarded to her within ten days after receipt of such notice.

(r) Keep an accurate record of all monies received by the fraternity.

(s) Prepare vouchers for all disbursements of fraternity monies.

PROPOSED SECTION 3. NATIONAL EXECUTIVE SECRETARY. The National Executive Secretary shall execute the duties of her office in accordance with national policy. She shall:

(a) Keep a true and correct account of all proceedings of the meetings of the Grand Council and of conventions; ensure timely distribution of the same.

(b) Direct that the rolls of the fraternity be kept for:

(1) Collegiate, alumnae, and new member membership, placing upon these rolls no names save those officially reported on the forms prescribed.

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(2) Confidential list of persons who have been suspended (with a concise statement of the action in each case).

(c) For amendments to this Constitution and Bylaws between conventions, conduct a vote by mail as defined in Article IX, Section 2.

(d) Between conventions, conduct a vote by mail on nominations of honorary members using the following procedure:

(1) Within ten days of approval by the Grand Council, transmit the proposal to all Chapters and chartered Associations, fixing a date to be determined by the Grand Council, but not to exceed ninety days thereafter, for the canvass and count of the vote.

(2) On the date so fixed, determine the result by counting all votes received from Chapters and those Associations eligible to vote as prescribed in Bylaw X, Section 3(b), and recognizing no vote received after the fixed date.

(3) Announce the result of the vote promptly to the Grand Council and to all Chapters, Associations, and other appropriate persons.

(e) Certify the authenticity, direct the distribution, and keep an up-to-date copy of the National Constitution and Bylaws.

(f) Transmit official certificates of appointment to convention to the delegates selected by the Chapters and Associations.

(g) Notify Chapters, Associations, national officers, and the Board of Trustees at least four weeks in advance of Grand Council meetings and request that all matters for consideration be forwarded to her by the date so fixed.

Rationale: (Note: Lettering refers to the original text.) When this section of the National Constitution and Bylaws was written, the National Executive Secretary was essentially an unpaid employee. She handled the day-to-day administrative and clerical tasks of the fraternity such as processing the incoming mail, making copies, preparing the mailings, recording checks received, writing checks, keeping the financial records, etc. When the National Office was established, many of these tasks were literally transferred from NES to the National Office. With the expansion of the National Office staff and the creation of the Executive Director position, the NES has delegated more of her tasks (allowed under Bylaw II Grand Council, Section 3) and is even less directly responsible for completing and/or supervising these tasks. Therefore, it is recommended that the content of this section be updated to more accurately reflect the actual duties of the NES.

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The majority of the changes being proposed in this section are being made to reflect the creation of the National Office which was established in 1991 and to acknowledge the significant shift in duties from the National Executive Secretary to the National Office. For example, (b) custodian of files and records, a portion of (d) keeping the rolls, (e) membership certificates, (i) distribution of the Calendar of Due Dates, and (p) ordering supplies and equipment have all long since been delegated to staff at National Office. The reference to the use of the Great Seal of the Fraternity in (m) was removed because it is stated in Bylaw V Section 1 and is superfluous to be restated. A few other changes are being proposed to align the descriptive details of the duties of the National Executive Secretary as defined in the National Constitution and Bylaws with the other members of the Grand Council. For example, the responsibilities in (l) for written communication, or in (n) for the Grand Council Policy Manual will be moved to procedures and job descriptions. Submitted by: Patricia J. Seashore, National Chairman Constitution & Bylaws February 15, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – AMENDMENT to National Constitution and Bylaws: Bylaw III, Section 4 I move to amend Bylaw III Section 4. NATIONAL TREASURER as follows: CURRENT SECTION 4. NATIONAL TREASURER. The National Treasurer shall execute the duties of her office in accordance with national policy. She shall:

(a) Manage all funds of the fraternity in the institutions designated by the Grand Council.

(b) Supervise the payment by check of all the expenses of the fraternity, said checks to be signed by any two of the following: National President, National Vice President-Collegians or National Treasurer.

(c) Make investment decisions, subject to approval of the Grand Council, based upon her careful financial research.

(d) Supervise the preparation and submission of National Theta Phi Alpha Fraternity tax returns.

(e) Supervise Chapter finances in coordination with the National Vice President-Collegians as to general policy.

(f) Send a periodic financial statement of all funds in her charge to each member of the Grand Council.

(g) Submit an annual budget for approval by the Grand Council prior to the beginning of each fiscal year.

(h) Review expense reports and monthly bank reconciliations.

(i) Submit fraternity financial records periodically for compilation and review by the independent accounting firm designated by the Grand Council.

(j) Appoint, with the approval of the Grand Council, the members of the National Growth and Development Fund Committee and be ex officio chairman of that committee.

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PROPOSED SECTION 4. NATIONAL TREASURER. The National Treasurer shall execute the duties of her office in accordance with national policy. She shall:

(a) Supervise the preparation and maintenance of the fraternity financial records and financial statements.

(b) Manage all funds and investments of the fraternity, subject to the approval of the Grand Council.

(c) Supervise the payment by an appropriate means of all the expenses for the fraternity, said payments to be authorized by any two of the following: National President, National Vice President-Collegians or National Treasurer.

(d) Supervise the preparation and submission of all Theta Phi Alpha tax returns.

(e) Send a periodic financial statement to the Grand Council, no less than quarterly.

(f) Compile an annual budget with input from each member of the Grand Council for approval by the Grand Council prior to the beginning of each fiscal year.

(g) Appoint, with the approval of the Grand Council, the members of the National Growth and Development Fund Committee and be ex officio chairman of that committee. Rationale: (Note: Lettering refers to the original text.) The changes being proposed for (a) and (c) are being done to simplify and consolidate this duty since the duties are intertwined and interrelated. The change proposed for (b) is being made to allow all forms of payment (EFT, paper check, wire transfers, electronic check processing, etc.) which are executed by a singular person, but still stipulating an approval process whereby two members of the Grand Council will authorize the expenditure prior to initiating the actual transaction. The responsibility for completing item (h) has been delegated from the National Treasurer to National Office and therefore is not required to be captured in the duties of the National Treasurer. A few other changes are being proposed to align the descriptive details of the duties of the National Treasurer as defined in the National Constitution and Bylaws with the other members of the Grand Council. For example, (e) the responsibility to supervise chapter finances or (i) to submit fraternity financial records for review, will moved to procedures and job descriptions.

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Submitted by: Patricia J. Seashore, National Chairman Constitution & Bylaws February 15, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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Proposal – AMENDMENT to National Constitution and Bylaws, Bylaw V and Bylaw XIII I move to amend Bylaw V and Bylaw XIII of the Constitution and Bylaws as follows. Revise Bylaw V:

• In the opening paragraph, change "...and the Grand Council Badge." to ", ...the Grand Council Badge, and the Past National President’s Badge."

• Insert Section 13: Section 13. THE PAST NATIONAL PRESIDENT’S BADGE. There shall be a Past National President’s Badge to recognize the service a woman has given the fraternity which may only be worn only by a Past National President.

Revise Bylaw XIII:

• Insert Section 13: Section 13. THE PAST NATIONAL PRESIDENT’S BADGE. The Past National President’s Badge shall be the fraternity badge, but with the Θ set with diamonds, mounted on a white gold back piece surrounded with white gold balls and incised with a wreath and bright cutting.

Rationale: Since 1990, each member of the Grand Council, including the National President, has a badge that represents her office that is worn during her time of service and is passed to her successor. It is common for National Panhellenic Conference organizations to present their outgoing National President with a Past National Presidents’ Badge to recognize and thank them for their past work and continued commitment to their organization. The Badge is to be presented to the Past National President as she passes the gavel to her successor. The Past National Presidents’ Badge has been designed to represent the sitting National President’s badge yet is different to distinguish the wearer as a Past National President. The addition of this badge is to honor the Past National President and would also be presented to all living Past National Presidents. Submitted by: Kristin Henkenius, Board of Trustees Chairman February 5, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as


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Proposal – AMENDMENT to Guard of Honor Ceremony I move to revise the Ritual for Guard of Honor Ceremony as follows: 1. In the list of Equipment on page 1,

Change:

-Guard of Honor pin for each new recipient To:

-Guard of Honor pin and White Rose with name card for each new recipient

and Add: -Tray or Vase for flowers (may be placed on small table with candle or on another small table) -3 white roses placed in the Tray or Vase

2. On page 2 of the Ritual for Guard of Honor Ceremony (Version 1),

After the second Reader paragraph:

Reader: “As your name is called, please form the Guard of Honor Court in front of the speaker's

platform. We ask that you honor the solemnity of this ceremony by holding your applause as

sisters come forward.”

Change the instructional note from:

(Speaker reads each past recipient’s name and year of award in chronological order. Those recipients who are present shall walk forward and hold hands in a line. A Board of Trustees member shall present each woman a white rose.)

To:

(Speaker reads each past recipient’s name and year of award in chronological order. Those recipients who are present shall walk forward and hold hands in a line. A Board of Trustees member, or their designee, shall present each woman a white rose.)

and add the following Reader paragraph:

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Reader: “You may now place your roses, a symbol of your individual dedication and loyalty,

with the roses of other Guard of Honor recipients. These roses unite to form a bouquet that

becomes more beautiful each time a rose is added.”

(Guard of Honor wearers place roses on a tray or in a vase forming one bouquet and return to their place in line.)

The ceremony would then continue with the Guard of Honor forming a circle.

3. The same changes will be made on page 4 of the Ritual for Guard of Honor Ceremony (Version 2).

Change the instructional note at the top of the page from:

(Speaker reads each past recipient’s name and year of award in chronological order. Those recipients who are present shall walk forward and hold hands in a line. A Board of Trustees member shall present each woman a white rose.)

To:

(Speaker reads each past recipient’s name and year of award in chronological order. Those recipients who are present shall walk forward and hold hands in a line. A Board of Trustees member, or their designee, shall present each woman a white rose.)

and before the last paragraph on the page:

Reader: “The Guard of Honor Court will now form a circle.”

Add the following:

Reader: “You may now place your roses, a symbol of your individual dedication and loyalty,

with the roses of other Guard of Honor recipients. These roses unite to form a bouquet that

becomes more beautiful each time a rose is added.”

(Guard of Honor wearers place roses on a tray or in a vase forming one bouquet and return to their place in line.)

Rationale:

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During each Convention, The Ritual for Guard of Honor is conducted. As the ceremony is currently written, the Guard of Honor wearers and any new recipients are called forward to form a line. They are each presented with a single white rose. Further into the ceremony, they are asked to hold hands and form a circle, which is difficult when they are all holding roses. This change creates an opportunity to add their roses to a vase placed in front of them, thus emptying their hands to freely form a circle. In addition, the vase will add new symbolism for all of the Guard of Honor wearers who are not present. Submitted by: Angela Palmer, New Orleans Area Alumnae Association Kristin Henkenius, Board of Trustees Chairman January 25, 2016 ************************************************************************************************************* This section is for personal use only and should remain confidential. This section cannot be submitted as



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