Washington,DC Chapter Constitution & By-Laws

8/12/2019 Washington,DC Chapter Constitution & By-Laws

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NC A&T Alumni AssociationWashington, DC Chapter

North Carolina A&T State University

Alumni Association

Washington DC Chapter

Constitution and By-Laws

As revised June 2004

C&BL revision June 20041


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North Carolina Agricultural and Technical State University Alumni Association, Inc.Washington, DC Chapter - Constitution and By-Laws

Table of Contents

Preamble.5

ARTICLE I - OFFICIAL TITLE....5

ARTICLE II - MEMBERSHIP....5Section I - Active Members.5Section II - Associate Members5

ARTICLE III - OBJECTIVES. ...5

ARTICLE IV- OFFICERS AND TERM OF OFFICERS...................6

ARTICLE V - DUTIES OF OFFICERS.....6Section I - President.....6Section II - First Vice President...7Section III - Second Vice-President.....................7Section IV - Recording Secretary.7Section V - Treasurer. . .7Section VI - Corresponding Secretary.....8Section VII - Financial Secretary8Section VIII - Chaplain.......8Section IX - Reporter..8

Section X - Sergeant-At-Arms....8Section XI Parliamentarian...9

ARTICLE VI - ELECTION. ..9Section I Nominating Committee.9Section II - Campaign..9Section III Voting.9Section IV - Election Committee.9Section V - Committees Structure....9Section VI - Ballots and Proxies..10Section VII - Methods and Use of Absentee Balloting...10

Section VIII - Time of Ba1loting10Section IX Vacancy10Section X Family Members as Officers..10Section XII Family Members as Candidates..11Section XII Multiple Positions...11

ARTICLE VII - THE EXECUTIVE BOARD AND EXECUTIVE COUNCIL11Section I - Members 11



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Section II - Planning and Development.11Section III - Policy Making...11Section IV - Emergency Powers11

ARTICLE VIII - THE BOARD OF DIRECTORS...11Section I Authority.11Section II Officers..11Section III - Policy Making...12Section IV Power...12Section V Term of Office...12Section VII Responsibility...12Section VIII Funding...13Section IX Reporting Requirements.13

ARTICLE IX - REMOVAL AND SUSPENSION OF MEMBERSHIP OR OFFICERS.13

ARTICLE X - STANDING and SPECIAL COMMITTEES...13Section I - Standing Committees..13Section II - Special Committees15

ARTICLE XI - AMENDMENTS..15

BY-LAWS

ARTICLE I - REGULAR MEETINGS 16

ARTICLE II - ORDER OF BUSINESS..16

ARTICLE III - EXECUTIVE BOARD MEETINGS.16

ARTICLE IV - QUORUM..16Section I - Regular Meetings16Section II - Executive Board Meetings...16

ARTICLE V - DUES. ..17Section I Amount...17Section II Power to Assess Members 17

ARTICLE VI - VOTING.17

ARTICLE VII - CONDOLENCES...17

ARTICLE VIII - AUTHORITY...18

ARTICLE IX - AMENDMENTS.....18



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CONSTITUTIONof the

North Carolina A&T State University Alumni Association, Inc -Washington, DC Chapter

Preamble

We, former members of the North Carolina Agricultural and Technical State University,hereafter referred to as the University, of Greensboro, North Carolina, being united upon acommon intent, embodying inspiration, scholarship, and school spirit, founded upon openmanifestation, do hereby ordain and establish this Constitution for the organization known as theN.C. A&T State University Alumni Association Inc - Washington, DC Chapter, hereafterreferred to as the Washington, DC Chapter.

ARTICLE I - OFFICIAL TITLE

This organization shall be known as the N.C. A&T State University Alumni Association, Inc -Washington, DC Chapter.

ARTICLE II - MEMBERSHIP

Section I - Active Members

Any graduate, former student or former faculty member of the University, may become an activemember of the Washington, DC Chapter by paying the yearly membership dues, and complying

with the Constitution and By-Laws of the Washington, DC Chapter.

Section II - Associate Members

Any person who does not qualify as an active member may become an associate member bypaying the yearly membership dues, and complying with the Constitution and By-Laws of theWashington, DC Chapter with the privilege of participating in discussions of the Washington,DC Chapter. Associate members shall not have a vote nor hold any office, elected or appointed.

ARTICLE III - OBJECTIVES

The objectives of this organization shall be:A. To encourage and promote such activities that will best serve the interests and furtherthe ideals of the University.

B. To encourage persons possessing specialized talents to attend the University.C. To encourage graduates, former students and former faculty members in this area to

further their education.D. To promote scholarship.



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E. To encourage former members of the University to support the local, regional andnational organizations financially.

F. To encourage former members of the University to assist each other in occupationaladvancement transfers, promotion, new career etc.

G. To encourage and promote greater interest, participation and cooperation of theformer members of the University in the community in which they reside.H. To promote goodwill among the former, present, and future members of the

University.

ARTICLE IV - OFFICERS AND TERM OF OFFICE

The officers of the Washington, DC Chapter shall be active members in good financial standingeach year no later than the October meeting. The term of office for the Presidents and theFinancial Secretary shall be no more than two consecutive two years terms. The elected officersshall be as follows:

A. PresidentB. First Vice PresidentC. Second Vice PresidentD. Recording SecretaryE. TreasurerF. Corresponding SecretaryG. Financial SecretaryH. ChaplainI. ReporterJ. Sergeant-At-Arms

K. ParliamentarianL. Alumni House Board of Directors

ARTICLE V - DUTIES OF OFFICERS

The duties of the various officers shall be those which usually pertain to the respective officialpositions, as defined in the following sections.

Section I - President

It shall be the duty of the President: To preside at all meetings of the Washington, DC Chapter;to enforce a due observance of the Constitution, By-Laws and Robert's Rules of Order; to decideall questions of order; to offer for consideration all motions regularly made; to apportion dutiesin a timely manner; to call all special meetings; to appoint a nominating committee; to appoint allcommittees not otherwise provided for; to be knowledgeable of the content of the officialcorrespondences pertaining to the Washington, DC Chapter's activities; and to perform suchother duties as this office may require; and to serve as Chairperson of the Executive Board. ThePresident shall also be a member of the Annual Fund committee.



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Section II - First Vice President

It shall be the duty of the First Vice President: To perform, in the absence of the President, theduties of that office specified in Section I and to assist the President in organized programs and

selected projects. In case of resignation or death of the President, the First Vice-President shallautomatically become President for the unexpired term.

Section III - Second Vice President

It shall be the duty of the Second Vice President: To perform in the absence of the President andthe First Vice President, the duties of that office specified in Section I; and to assist the Presidentin organized programs and selected projects. In the case of resignation or death of the First VicePresident, the Second Vice-President shall automatically become First Vice-President for theunexpired term. If the office of the Second Vice-President becomes vacant, the unexpired termshall be filled by an active member selected by the Executive Board.

Section IV - Recording Secretary

It shall be the duty of the Recording Secretary: To keep a book, provided for that purpose, arecord of all of the proceedings of the Washington, DC Chapter, except those necessary for theFinancial Secretary and Treasurer's Offices which will become a matter of record. An officialcopy of all records will be maintained on file at the Alumni House in a designated area. TheRecording Secretary is either a member of the Elections Committee or appoints a designee.

Section V - Treasurer

It shall be the duty of the Treasurer: To receive from the Financial Secretary all monies paid tothe Washington, DC Chapter and verify amount received; to accept approved vouchers forpayment of authorized expenses; to disburse payments with approved voucher; to reconcile bankaccounts; to coordinate reconciliation with the Financial Secretary; and to make a quarterly,written report, of the financial status of the Washington, DC Chapter beginning with theSeptember meeting. The Treasurer shall be a member of the Budget Committee.

Withdrawals from the Treasury shall be signed by the Treasurer and cosigned by the President orin the absence of the President, the First Vice-President.

No checks shall be signed and issued without the payee's name, amount, voucher's number, whenapplicable, and/or reason for payment as prescribed on the voucher. The voucher number and/orreason for payment must be indicated in the Note Section of the check. No check shall bewritten to cash.

This office shall carry a twenty thousand dollar bond.



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Section VI - Corresponding Secretary

It shall be the duty of the Corresponding Secretary: To keep a roll of active and inactivemembers; to inform members, after confirming with the president, of regular scheduled

meetings; to send out correspondences relating to the Washington, DC Chapter's activities, andto perform other related duties as directed by the President. In the absence of the RecordingSecretary, the Corresponding Secretary performs the duties of the Recording Secretary.

Section VII - Financial Secretary

It shall be the duty of the Financial Secretary: To receive all monies payable to the Washington,DC Chapter; to keep an account of all funds received; to maintain financial records of moniesreceived (including sources, amount, date received, and date transferred to the Treasurer);receive and approve vouchers. Receives and reviews bank statements. Transfers vouchers andbank statements to the Treasurer for final action to be kept on file for audit. To prepare monthly

written financial reports; and to perform financial reconciliation with the Treasurer; to turn overto the Treasurer all monies so received within forty-eight hours for final deposit. The recordsshall be available at all times for periodic inspection by the Auditing Committee and the booksshall be audited at least once a year and prior to election of officers. The Financial Secretaryshall also be a member of the budget committee. The Financial Secretary is either a member ofthe Elections Committee or appoints a designee.

This office shall carry a twenty thousand dollar bond.

Section VIII - Chaplain

It shall be the duty of the Chaplain to offer prayer at the opening of each meeting and alldevotional services of the Chapter.

Section IX - Reporter

It shall be the duty of the Reporter: To make periodic reports through local and out-of-townnews media of all activities of interest to the Washington, DC Chapter: including all universitypublications; and, in general, to concern themselves with giving the general public a betterunderstanding of the purposes and policies of the Washington, DC Chapter. The Reporter willserve as Chairperson of the Public Relations Committee.

Section X - Sergeant-At-Arms

It shall be the duty of the Sergeant-At-Arms: To preserve order at all meetings and activities ofthe Washington, DC Chapter: and to assume the responsibilities of host or hostess at all meetingsof the Washington, DC Chapter where guests are present. This would include recordinginformation, such as name, address, and class year, on all guest and forwarding this informationto the Recording Secretary and the Membership Committee Chairperson.



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Section XI - Parliamentarian

The duties of the Parliamentarian are to know and share information about parliamentary law,based on the current version of "Robert's Rules of Order," and assist members in proper meeting

procedure and etiquette so that we can accomplish the business of the chapter. TheParliamentarian should assure that every member will be heard and that the majority will prevail.The Parliamentarian shall also be the chair of the Constitution and By-laws Committee.

ARTICLE VI - ELECTION

Section I Nominating Committee

Each year, the President shall appoint a Nominating Committee at the January meeting, fourmonths prior to the election of officers, with instructions to submit candidates names at theMarch meeting, two months prior to the May election.

Section II - Campaign

The candidates may campaign for the designated office after approval of all official candidatesby the body at the March meeting. All candidates must run independently and not as a votingslate.

Section III - Voting

The election of officers shall be held at the regular monthly meeting in May of each year and theresults announced as the last order of business of that meeting. The elections shall be by ballot

and shall be determined by a majority of votes cast; and the newly-elected officers will takeoffice effective July 1. The outgoing officers will assist the newly elected officers during thevacation period to provide for a smooth transition of administrations.

Section IV - Election Committee

The Election Committee Chairperson and members shall be appointed by the President and shallhave full authority to supervise all phases of the election of officers of the Chapter.

Section V Committees Structure

The Committee shall be composed of the appointed Chairperson, Chapter's Recording andFinancial Secretaries or their designee(s) and one member from the following: Constitution andBy-Laws Committee, Chairperson of the Membership Committee and one person selected byeach candidate may serve as monitors of the balloting process. The Chapter Recording andFinancial Secretaries designee shall serve only on the night of the election.



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Section VI - Ballots and Proxies

All Ballots will be prepared, opened and tallied by the Election Committee members only.Monitors may only observe the proceedings. In the event of a tie, the tie must be resolved

through a special election within 45 days of the election date. All active members will benotified by mail of the time, date, and place of the special election. All established rules willpertain to the special election.

Absentee Balloting shall be made a part of the election.

Proxies shall be made a part of the election. The use of proxies must comply with Roberts Ruleof Order. A proxy is a power of attorney in writing given by one person to another to vote in thatpersons absence. The proxy also designates who holds the power of attorney.

Section VII - Methods and Use of Absentee Balloting

Members wishing to exercise their voting privilege by means of the absentee Ballot must requestsaid Ballot in writing, from the Chairperson of the Elections Committee by the last Friday inMarch.

One month prior to the Election, the Election Committee will forward by mail, a Ballot andreturn envelope addressed to the Washington, DC Chapter's mailing address with BALLOTprinted in bold print on the front, to the requesting members. Ballots must be received at theAlumni House prior to the May meeting. The Election Committee Chairperson must announcethe procedures for Absentee and Proxies ballot(s) after the approval of the official candidates atthe. March meeting.

Section VIII - Time of Balloting

The Ballot Box will open at 6 p.m. and close at 8:30 p.m. at the May meeting.

Section IX - Vacancy

In the event of a vacancy occurring in any office, the Executive Board shall have the authority toappoint a member of the Washington, DC Chapter to fill the vacancy for the remainder of theunexpired term, except the office of the President and First Vice-President.

Section X Family Members as Officers

The officers of the Association shall be restricted to two persons from the same family except theTreasurer and Financial Secretary or Treasurer and President shall not be from the same family.



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Section XI Family Members as Candidates

Candidates for elected offices of the Washington, DC Chapter shall be restricted to two personsfrom an immediate family.

Section XII Multiple Positions

No member shall serve concurrently in more than one of the elected positions as listed underArticle IV.

ARTICLE VII - THE EXECUTIVE BOARD and EXECUTIVE COUNCIL

Section I - Members

The Executive Board shall consist of the elected officers and the immediate past President. The

Executive Council shall consist of (a) all elected officers, including the Board of Directors, (b)the chairpersons of the standing committees, and (c) the immediate past President.

Section II - Planning and Development

The Executive Board shall have the responsibility for providing leadership and guidance inestablishing desired goals and activities for the betterment of the Washington, DC Chapter.

Section III - Policy Making

The Executive Board shall have the responsibility for formulating all policies with respect to

acquiring property, and governing the Washington, DC Chapter.

Section IV - Emergency Powers

The Executive Board shall have the authority to act on any emergency that may occur betweenscheduled meetings and/or during the summer recess, but may not spend in excess of threehundred dollars ($300.00) for any one emergency.

The total spending for all emergencies shall not exceed five hundred dollars ($500.00) before aspecial meeting of the Washington, DC Chapter is called.

ARTICLE VIII THE BOARD OF DIRECTORS

Section I - Authority

The Board of Directors is hereby perpetuated (established in 1969) under the auspices of theWashington, DC Chapter to oversee and direct the operation of all real property of theWashington, DC Chapter. The Board of Directors shall have the responsibility for establishingthe policy and conducting the business of, and relating to, the operation of the Alumni house



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including the maintenance thereof, scheduling of social functions, and the collection andpayment of all moneys relating to the operation of the Alumni house.

Section II - Members

The Board of Director shall consist of eleven (11) members, nine (9) members of whom shall beelected, and two (2) members of whom shall be appointed by the President.

Section III Officers of the Board

The Board of Director shall elect a Chairperson, Vice Chairperson, Secretary, FinancialSecretary, and Treasurer from among the members thereof.

Section IV - Power

The Board of Director shall make Rules and Regulations for the management and regulation ofits affairs. This information must be approved by the Washington, DC Chapter.

Section V Term of Office

The members of the Board of Directors shall serve terms as follows:(a) The elected members shall serve terms of three years each, with three (3) members being

elected each year(b) The two (2) appointed members shall serve terms consecutive with the term of the

President, at the pleasure of the President.

Section VI - Vacancy

Vacancies on the Board of Directors due to death, resignation, transfer out of the area, orotherwise shall be filled as follows:

(a) Elected member vacancies will be filled by a special election of a candidate if a vacancyoccurs during the first two years of a term and last for the remainder of such term,otherwise by appointment by the President if the vacancy occurs during the last year ofthe term.

(b) Appointed member vacancies shall be filled by appointment by the president for theremaining period.

Section VII - Responsibility

The Board of Directors, having the responsibility enumerated in this Constitution, shall haveabsolute autonomy for operation of the Alumni House subject only to recommendations made bythe Washington, DC Chapter and budgetary restrictions imposed by the Washington, DCChapter.



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Section VIII - Funding

The Board of Directors shall be appropriated adequate funds from the Treasury of theWashington, DC Chapter quarterly to pay current expenses and shall further have a contingency

fund of five hundred dollars ($500.00) for unforeseen emergencies.

Section IX Reporting Requirements

The Board of Directors shall submit to the Washington, DC Chapter at least quarterly a writtenreport detailing the activities and financial status with respect to the operation of the AlumniHouse.

ARTICLE IX - REMOVAL AND SUSPENSION OF MEMBERSHIP OR OFFICERS

Any officer or member may be suspended or removed from office or membership, at any time,

by a two-thirds vote of those present at a regular monthly meeting; for any reason deemedprejudicial to the Washington, DC Chapter Subject to the following provisions: that the officer ormember in question is first presented with charges, and is given a reasonable opportunity todefend one's self against such charges; and that all members are notified of such pendingremoval of suspension action one meeting in advance of the proposed vote.

Notice of the removal of any officer will be forwarded to the National Chapter and the NortheastRegion, N.C. A&T State University Alumni Associations.

ARTICLE X - STANDING and SPECIAL COMMITTEES

All standing committees shall consist of not less than 3 persons and shall serve for a period of (2)two years, unless otherwise designated.

Section I - Standing Committees

After the election of officers for the chapter, the president shall appoint the following standingcommittees:

A. BudgetThis committee shall make a study of the contemplated actions of the Washington, DCChapter and prepare an estimate of their amount of monies to be received and the amount tobe spent for the various purposes of the Washington, DC Chapter during the year.

The Treasurer and Financial Secretary shall be members of this committee, but neither shallbe its Chairperson.

B. AuditThis committee shall examine the record of financial transactions of the Washington, DCChapter twice a year. It shall also provide for an annual audit in June of the Chapter's



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financial transactions. The audit shall be performed by a committee appointed by thePresident. Such audit shall include the total liabilities and assets of the Chapter's holdings.The Second Vice-President shall be a member of this committee.

C. Constitution and By-LawsThis committee shall be responsible for recommending proposed revisions to theConstitution and By-Laws of the Washington, DC Chapter. Recommendations of proposedchanges are to be presented to the body in writing at open meeting. This committee isresponsible for updating changes, insertions, and deletions into the Constitution and By-Lawsof the Washington, DC Chapter, as provided by any active member of the Washington, DCChapter.

This committee shall formulate and present resolutions to the body that are designed tostrengthen the Washington, DC Chapter and promote clearer understanding of the goals andobjectives of the Washington, DC Chapter.

D. MembershipThis committee shall maintain a continuous drive for a 100 percent active membership ofAggies in the area; and shall endeavor especially to obtain financial support of all Aggies inthe Annual Fund Campaign. The Membership Chairperson is also a member of the ElectionCommittee.

E. Social and RecreationThis committee shall be responsible for implementing and coordinating all social andrecreational programs of the Washington, DC Chapter.

F. BenevolenceThis committee shall be responsible for maintaining such contact with the individualmembers of the Washington, DC Chapter, that attention of the Washington, DC Chapter maybe brought to any instance connected with the welfare of the members (sickness orfinancial need). It shall send a card in the case of an active members sickness and report tothe Washington, DC Chapter with recommendations on financial needs. The committee shallact as a steering committee with respect to community welfare programs in which theWashington, DC Chapter may participate. When illness or death occurs in the immediatefamily (spouse, child, brother, sister, or parents), a card will be sent.

G. ScholarshipThis committee shall be responsible for administering the scholarship programs of theWashington, DC Chapter to include the selection of scholars.

H. Public RelationsThis committee shall be responsible for keeping the news media informed of pertinentWashington, DC Chapter activities, initiate Chapter involvement in community programsand, with the approval of the Executive Board, shall develop and implement ways to assist in



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accomplishing these programs. The Public Relations Committee Chairperson shall be thechapter Reporter.

I. Student Recruitment

This committee shall be responsible for developing recruitment strategies designed to enrollhigh school students and non-traditional students at N.C. A&T State University.

J. Annual FundThis committee in conjunction with the President, shall plan and execute the Annual Fundcampaign to raise funds through individual, corporate and chapter donations.

Section II - SPECIAL COMMITTEES

The President shall identify special committees as appropriate and appoint Chairpersons of saidcommittee.

ARTICLE XI - ADMENDMENTS

This constitution may be amended by resolution adopted by a two-thirds vote of active memberspresent with such amendment proposed in writing by an active member at least one regularlyscheduled meeting preceding the time at which the amendment is voted on, and upon submissionto the Constitution and By-Laws Committee for review.

The amendment shall be distributed to the membership via separate mailing from theConstitution and By-Laws Committee. Reasons/rationale for the proposed amendment shall beafforded by the author mailing. The Constitution and By-Laws Committee shall also be afforded

an opinion pro or con the amendment via the mailing.



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BY-LAWS

ARTICLE I - REGULAR MEETINGS

The regular monthly meeting shall be held on the first Friday of each month at the AlumniHouse. The meeting shall begin at 7:00 p.m.

ARTICLE II - ORDER OF BUSINESS

A. Call to OrderB. InvocationC. Reading of minutes of previous meetingD. Reading of minutes of Executive Board meetingE. Reading of Financial reportF. Correspondence

G. Unfinished BusinessH. Standing Committee ReportsI. Special Committee ReportsJ. New BusinessK. Remarks of Good Association (Subject to Dictates of the Chair)L. Singing of the Alma MaterM. Adjournment

ARTICLE III - EXECUTIVE BOARD AND COUNCIL MEETINGS

The Executive Board and Council shall meet at least semi-annually to plan and discuss the

programs of the Washington, DC Chapter and to perform such other duties as authorized by thebody. There will be meetings held solely for the Executive Board.

ARTICLE IV QUORUM

Section I - Regular Meetings

Ten (10) members, other than the President shall constitute a quorum for the transactionof the business of the Washington, DC Chapter; and the action taken by such assemblyshall be binding upon the entire membership.

Section II - Executive Board and Council Meetings

Seven (7) members, including the President, or designee, shall constitute a quorum forthe business of the Executive Board of the Washington, DC Chapter.

Seven (7) members, of which 3 must be elected officers, including the President, ordesignee, shall constitute a quorum for the business of the Executive Council of theWashington, DC Chapter.



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ARTICLE V - DUES

Section I Amount

Each member shall pay annual dues of Fifty dollars ($50.00). Yearly membership cardsshall be issued to each member who has paid his or her annual dues. New graduates shallbe allowed a one-year free membership dues waiver.

Section II Power to Assess Members

The Washington, DC Chapter shall have the power to lay and levy all necessaryassessments upon its members. The said assessments are to be levied by appropriatelegislation.

ARTICLE VI - VOTING

All important issues brought to the floor at a regular or call meeting may be subject to a ballotvote. All elections of officers shall be by ballot or absentee vote. Only financial members shallbe able to vote by show of hand at a regular or call meeting. Member must be financial by theMarch meeting in order to vote in the May election.

When, or if the Washington, DC Chapter votes to endorse or support a member of theWashington, DC Chapter for any National elected office, within the Alumni Association, theWashington, DC Chapter shall render financial support to the amount that may be voted from thetreasury.

The Washington, DC Chapter shall not endorse or support any member of the Chapter to be acandidate for National office unless the said member is actively supporting the programs of thisChapter.

ARTICLE VII - CONDOLENCES

This chapter shall send condolences in the form of a card to members that are sick and shut-in.

This chapter shall send condolences in the form of a card/letter and $50.00 to the family of anactive deceased member in the form of a specified charity donation, flowers or monetarydonation.

An active member is defined as one who is in good financial standing or was a member whosupported the chapter faithfully in years past, but due to current illness or illness, which led todeath, prevented their membership from being made current.



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ARTICLE VIII - AUTHORITY

The rules contained in the current version of Roberts Rules of Order shall govern theWashington, DC Chapter in all cases to which they are applicable and which they are not

inconsistent with the Constitution and By-Laws of the Washington, DC Chapter.

ARTICLE IX - AMENDMENTS

These By-Laws may be amended by simple majority vote at any regular meeting.

Pamela JohnsonPresident

Respectively submitted,

Constitution & By-Laws CommitteeAnthony TJ Jackson, Parliamentarian, ChairpersonAngie BriceTracey FreemanJoey Ruffin

Revised June 2004


Washington,DC Chapter Constitution & By-Laws

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