Bylaws

ALPHA PHI CHAPTER, EPSILON SIGMA PHI

Article I

PURPOSE

The purpose of this association shall be to preserve the traditions and uphold the prestige of the Cooperative Extension Service; to improve and maintain the ideals, morals, and professional standards of Extension workers; and to develop an effective working relationship and a spirit of fraternal fellowship among employees of the Cooperative Extension Service.

Alpha Phi Chapter shall operate as a unit of Epsilon Sigma Phi, the national honorary Extension fraternity, and shall actively cooperate with the national chapter in every way found to be mutually beneficial.

Article II

MEMBERSHIP

Section 1. QUALIFICATIONS

A person who has performed satisfactory service as an Extension worker in the employment of Clemson University, South Carolina State University or another land-grant college and/or the Cooperative Extension System shall be eligible for membership in the Alpha Phi Chapter.

Satisfactory service will be determined by a committee composed of the Past President, as the Membership, Recruitment and Retention Chairperson, At-Large Directors, and the 1890 Director in considering candidates for membership. The following shall be determined and certified to:

  • The candidate has exhibited a cooperative and helpful attitude toward Extension.
  • The candidate shall have demonstrated competent responsibility and educational techniques essential to conducting an effective Extension program.
  • There is no minimum number of years of employment with the Cooperative Extension Service required before an individual can be extended a membership invitation by the selection committee. As soon as the committee determines an individual has achieved the skills and characteristics listed in (a) and (b) above membership invitations can be given. The findings of the chapter membership committee shall be reported to the membership for final action.

Section 2. KINDS OF MEMBERSHIP

  • An ACTIVE member shall be presently employed by Clemson University, South Carolina State University and/or the Federal Extension Service of the United States Department of Agriculture and shall meet the foregoing qualifications.
  • A LIFE member shall be a retired member of Epsilon Sigma Phi who paid life membership dues.
  • An ASSOCIATE LIFE member shall be a retired Extension professional who was not an active member in Epsilon Sigma Phi during employment but who now desires membership in the state chapter.

Section 3. INITIATORY CEREMONY

Candidates who have been approved by the selection Committee shall be presented for approval and induction into full membership during the annual meeting of the chapter. The initiatory ceremony recommended by Epsilon Sigma Phi shall be used.

Section 4. CREED AND IDENTIFICATION

Each member of this chapter shall be furnished a copy of the Extension Worker’s Creed and an appropriate identification card.

Section 5. DUES

  • The initiation fee of all new members shall be determined by the Board of Directors II accordance with national and chapter requirements.
  • The annual dues of all members (active, life, and associate life) shall be set by the Board of Directors.

Section 6. TERMINATION OF MEMBERSHIP

Any member of the Alpha Phi Chapter shall be automatically dropped from membership if found delinquent in paying membership dues. A past member may be reinstated by paying the current year’s dues.

Article III

BUSINESS

Section 1. PLACE OF BUSINESS –

The principal place of business of the Alpha Phi Chapter of Epsilon Sigma Phi shall be at Clemson University, Clemson, South Carolina.

Section 2. FISCAL YEAR

The fiscal year of this organization shall begin the first day after the annual meeting which is typically held the second Thursday of October.

Section 3.  MEETINGS

a) State Board Meetings. When practical, the State Board shall meet quarterly.

b) Annual Meetings. The annual meeting of the Alpha Phi Chapter shall be held at Clemson University or at any other place in South Carolina determined by the Board of Directors before the meeting is called. The exact date, time, and place shall be determined by the Board of the Directors of the chapter and each member must be notified at least 30 days before the meeting date.

c) Special Meetings. The President or a majority of the Board of Directors may call a special meeting of the members. Any and all business may be transacted at such a meeting. Each member must be notified at least 10 days before the date of the special meeting.

Section 4. QUORUM

Those present at a regularly called meeting shall constitute a quorum for the transaction of business.

Section 5. RULES OF ORDER

Meeting procedures shall correspond with those contained in Robert’s Rules of Order unless other standing rules have been adopted by the membership.

Article IV

BOARD OF DIRECTORS, OFFICERS AND COMMITTEES

Section 1. BOARD OF DIRECTORS

The business and affairs of the Chapter, between membership meetings, shall be conducted by a Board of Directors. The Board shall be composed of the officers, directors and the standing committee chairs. The Board of Directors thus will consist of a total of nineteen (19) members. All Board members are voting members with voting rights.

Officers of the Chapter will be President, Vice President, Treasurer, Secretary, Past President and Directors of the Chapter will be two at-large directors,1890 Extension, and Life Members.

Standing Committee Chairs for the Chapter will be from the following committees:

Scholarship, Grants and Recognition, Global Relations, Membership Recruitment and Retention, Public Issues, and Resource Development and Management.

Section 2. ELECTION OF OFFICERS AND DIRECTORS and Terms of Office

Election of officers will be held annually by the membership during the annual business meeting of the Chapter.

Assuming yearly approval by majority vote of membership attending the annual meeting, a line of succession shall be established with the President becoming Past-President, and Vice President becoming President.

 

The Treasurer, one At-large Director and the 1890 Extension Director will be elected in even years to serve a term of two years.

The Vice President, Secretary Life Member Director, and one At-large Directors will be elected in odd numbered years to serve a term of two years.

Officers and Directors will be elected by attending membership during the annual meeting. Standing Committee Chairs will be appointed by the President.

Section 3. NOMINATIONS AND ELECTIONS

The President shall appoint a Nominating Committee at least sixty (60) days prior to each annual meeting to prepare a list of nominees for each position that is elected. This committee shall be composed of  the Past President as the Membership, Recruitment and Retention Chairperson; At-Large Directors, and the 1890 Director.

This list of nominees shall be presented to the attending membership during the annual meeting for its approval. Nominations from the floor shall be called for following approval of the committee’s list.

In the event of nominations from the floor, election shall be individual vote count for each candidate from the membership, otherwise the membership may vote by motion and voice vote for the officer slated presented by the Nomination Committee.

Section 4. VACANCIES –

Whenever a vacancy occurs among the officers or directors, other than from the expiration of a term, the vacancy shall be filled in the following manner:

  1. President, Vice President

The next in line for succession would advance to the vacant office, except in vacancy of the Vice President which would be appointed for the remainder of term by the Board of Directors at which time the appointed individual may be nominated and voted on for office of President- Elect by the membership at the next annual meeting.

  1. Secretary, Treasurer, and Director vacancies shall be appointed by Board of Directors for the reminder of the term.

Section 5. DUTIES OF OFFICERS

  • President– shall preside over all meetings of the Alpha Phi Chapter and meeting of the Board of Directors. Shall serve in a capacity as advisor to the organization two years following the term as The President shall be responsible for sharing professional development opportunities with the membership and install new officers at the annual meeting. If unable to serve as advisor, a member of the Board shall be appointed by the President with approval of the Board.
  • The President shall also:  1) Appoint all committees and serve as ex-officio member of all standing committees, 2) Attend the National Council meeting as a voting delegate or arrange for another representative to attend as a voting delegate, 3) Arrange for meeting facilities and the agenda for all Board meetings, 4) Make an annual written and/or verbal report of Alpha Phi Chapter at the State and National meetings, and 5) Sign with the secretary all certificates and documents of Alpha Phi Chapter.
  • Vice President – In the absence of the President, shall preside over all meetings and will coordinate planning and preparation for annual meetings. The Vice President shall also:  1) Serve as liaison between Alpha Phi Chapter and the National Council, and 2) Serve as Chairman of the Professional Development committee.
  • The Secretary shall send out notices of all meetings, keep the minutes and other records of meetings, and send the required reports to the National Epsilon Sigma Phi. The Secretary shall also:  1) Order and sign as secretary, with the President, all certificates and documents of the Chapter, and 2) Establish and maintain a permanent file of pertinent historical data on Alpha Phi Chapter (including a record of all awards, recognitions, and deceased members).
  • The Treasurer shall prepare a budget, collect initiation and membership dues and send them annually to National Epsilon Sigma Phi. Carry out financial transactions approved by the board and/or President of the association. The Treasurer shall serve as chairman of the Resource Development and Management Committee.
  • The Past President shall serve as shall serve in an advisory capacity to the president and the board, chair the Bylaws and Policy Committee, serve as editor of the newsletter, Chair of the Membership Recruitment and Retention Committee, and keep and preserve the historical information pertaining to the Chapter.
  • The Directors shall act as liaison contact between the Board of Directors and the general membership and shall serve on the Membership Recruitment and Retention to recruit, orientate, and retain members.

Section 6. COMMITTEES

The Board of Directors of the chapter shall arrange for the necessary committees to carry out Alpha Phi activities, and the President shall appoint the individual members of such committees, when appropriate. Standing committees of the chapter shall be the following: Scholarship, Grants and Recognition Global Relations, Membership Recruitment and Retention, Public Issues, and Resource Development and Management.

(a.) Scholarship, Grants and Recognition. This committee shall recommend an appropriate awards program directed toward strengthening Epsilon Sigma Phi. It will distribute, collect, and review all applications for special awards. It will select and recommend to the Board worthy recipients. Recognition will be given by Alpha Phi Chapter at the Annual State Meeting.

(b.) GLOBAL RELATIONS. This committee shall maintain current list of chapter members working in foreign countries, with location, address, etc. Provide this information to the National Global Relations Committee. Invite “foreign Extension individuals” who are studying or working in the state to speak at chapter functions and to consider becoming associate or honorary members.

(c.) MEMBERSHIP RETENTION AND RECRUITMENT. This committee shall review the eligibility of candidates for membership and make recommendations to the Board for presentation to and consideration by the Chapter.

(d.) PROFESSIONAL DEVELOPMENT. This committee shall plan a continuing program of activities for Alpha Phi Chapter in keeping with the purpose set forth in Article II. The committee shall make arrangements for the State Meeting, plan the State Meeting program, and notify the membership 30 days prior to the meeting.

(e.) PUBLIC ISSUES. This committee shall study Federal and State legislative matters that affect Extension Systems and are of interest to Epsilon Sigma Phi, keep the membership informed of these matters. The committee may also study changes and proposed changes in State and Federal retirement programs and make recommendations to the National ESP Board for proposed actions.

(f.) RESOURCE DEVELOPMENT AND MANAGEMENT. The Treasurer shall serve as chair of this committee. This committee shall prepare a budget to be presented at the first Board Meeting, shall identify other sources of income and shall conduct an annual audit of previous year’s financial records and attests to the accuracy and completeness of the treasurer’s report at the end of the chapter’s fiscal year.

(g.) NOMINATING COMMITTEE. This committee shall conduct the annual Election of Officers as outlined in Article IV.

(h.) BYLAWS AND POLICIES. Suggests revisions in State ESP Bylaws and Policies and Procedures to keep up with changing trends.

(i.) OTHER COMMITTEES. The President shall appoint individual members of committees, when appropriate.

Article V

NONPROFIT ORGANIZATION

The Alpha Phi chapter of Epsilon Sigma Phi shall be nonprofit in nature. Funds obtained by the chapter may be used to carry out the purpose of Article I of these bylaws, as conclusively determined by the membership and Board of Directors.

The organization may be dissolved only by a two-thirds vote of the active members in good standing. If upon dissolution of Alpha Phi chapter, the (residual) assets shall accrue to the Clemson University 4-H Foundation for aiding the education of youth or to one or more organizations which are themselves exempt from federal income tax as an organization described in Section 501 (C) (3) of the Internal Revenue Code or to federal, state, or local government for exclusively public purposes.

Article VI
AMENDMENTS

These bylaws may be amended in whole or in part at any time at any annual or special meeting of the members of the Alpha Phi Chapter, provided such action has been duly announced in the notice of the meeting at least thirty (30) days before the meeting and a complete text of the proposed amendments has been given in the notice of the meeting and further provided that at least two-thirds majority of the members present and voting approve the amendments.

 

We, the undersigned, being the members of the Board of Directors of the Alpha Phi Chapter of Epsilon Sigma Phi, do hereby assent to the foregoing (revised) bylaws and do adopt same as the bylaws of the said association; and in, witness whereof, we have hereunto subscribed our names their fourth day of December, 1981.

Nancy H. Williams, John W. Riser, Clyde E. Woodall, Judith S. Kline, Andrew Kirby

Revised December 1987; October 1993; October 1995, October 2000, October 2001; October 2003, October 14, 2010; November 2023.

Editorial corrections were made and reprinted September 1996 as part of the new handbook.