Election Procedures
The nominating committee shall consist of the Past President as the Membership, Recruitment and Retention Chairperson; At-Large Directors, and the 1890 Director.
The nominating committee will present a slate of officers to the association at the Annual Meeting. A line of succession is as follows: Vice President becomes President and the President becomes the Past President. The definition of even and odd year terms is the fiscal year in which the election is held. (i.e., 2010-2011 fiscal years is an odd year). Officers presented are listed below:
President – serves two year term after two year term as Vice President
Past President – two-year term after serving as President and Vice President
Vice President – in odd numbered for a two year term – then becomes President for a two year term
Secretary – in odd numbered years for two-year term
Treasurer – in even numbered years for two-year term
Nominations will be accepted from the floor at the Annual Meeting. If nominations are received from the floor, the election will be held by individual ballot. Otherwise, a voice vote may be used. Current members present at the Annual Meeting will be eligible to vote.
Directors are elected for a two-year term by attending members during the Annual Meeting.
The directors and year of election are listed below:
1890 – even numbered years
At Large Director 1 – odd numbered year
At Large Director 2 – even numbered year
Life Members – odd numbered years
Installation of Officers
The Past President traditionally installs new officers. Request new officers to stand and face the installing officer. Suggested comments follow:
All people are unique individuals who, in order to become leaders, must first learn to become personally efficient and able to manage themselves. They accept themselves for what they are, then concentrate on unfolding their personalities into the leaders they want to become.
They develop faith in themselves, in their abilities and goals, and in diligent work.
They develop respect for themselves, for others, for work, for their capabilities, and for their ability to move out of the shadows in order to strive forward, making small possibilities into great achievements.
They develop courage to meet failure without defeat, to forge ahead when the going gets tough, to stand up for what they believe is right, and to admit mistakes.
They take action by establishing goals, mapping out programs for reaching the goals, putting first things first by setting priorities, and do not become slaves to a system, but create systems and make them work. They keep pressing ahead until the task is done and the goals are reached.
Each of you has indicated that you are willing and ready to serve as a leader of Alpha Phi Chapter of Epsilon Sigma Phi. You are hereby challenged to support and follow the Chapter Policies and the Bylaws of this fraternity. If you accept this charge, say “I will.”
I now declare you duly installed as the officers of Alpha Phi Chapter, Epsilon Sigma Phi. Congratulations!
Dues and Payment Cycle
Dues and initiation fees are set by the Board in accordance with National and Chapter requirements. Presently dues are $45 for active members; $30 goes to national and $10 remains in the state treasury. Life member’s dues are 210 $200 goes to national and $10 remains in the state.
If a member pays before or at the Annual Meeting in October, they will receive an “Early Bird” discount of $5.00. Anyone paying after the Annual Meeting will pay the full $45.00.
A New Active Member will pay annual dues for the first year of $35.00. For new members, a $10 initiation fee is charged; $5 goes to national and $5 remains in the state.
Dues are collected at the Annual Meeting and are for the new year which begins the day after the Annual Meeting. After the Annual Meeting, a dues notice is sent to all members who did not pay dues at the Annual Meeting.
The National Office requests that dues be submitted by December 1 of each year. Final dues submission to National is March 15 of each year. (The Alpha Phi calendar year cycle is the day after the Annual Meeting of one year through the day of the Annual Meeting held the following year.)
An inactive member can become active by the payment of the current year’s dues. No reinstatement fee is charged.
Member Recruitment and Selection
See Vice President’s duties, Section B.
Installation of New Members
The Vice President is responsible for arrangements for new member installation.
Traditionally the Advisor conducts the ceremony.
A display of ESP symbols is appropriate. Have a packet of ESP materials in an ESP folder for each new member. Suggested contents are: New Member Certificate, ESP brochures, recent issues of Chapter and National newsletters, and the Extension Worker’s Creed.
Have new members come forward as they are introduced. A suggested installation follows:
Past President: Building human capital means increasing the ability of people to reach their full potential through involvement in families, organizations, communities, and the workplace.
Investments in human capital provide people with skills, ability, and understanding to function effectively in a complex and changing society. Our role in Epsilon Sigma Phi is to build human capital within an organization in the work place.
The Alpha Phi Chapter will provide you with an opportunity to build interpersonal relations, increase your sense of self-worth, and build creative independence within the organization.
Today, we welcome you as Extension professionals who are qualified to become members of the Alpha Phi Chapter of Epsilon Sigma Phi.
The purpose of our organization is to improve the image of Cooperative Extension, as well as to provide an opportunity to work together as an interdisciplinary team to promote the organization through state and national committees. These committees are concerned with awards and scholarships, public issues, membership, professional development, global relations resource development and management, and life members. They will provide you an opportunity for service within the organization at both the chapter and national levels.
The Greek letters of our honor society symbolize that you are a veteran in the Extension Service. Epsilon stands for Extension, Sigma stands for Service, and Phi stands for veteran. As a member, you will no longer be the “new kid on the block.”
I asked the President of Alpha Phi Chapter to present each candidate with a copy of the Extension Worker’s Creed. Display this Creed in your office to remind you of the goals we live by as Extension professionals.
New members, will you please repeat after me, in unison, this membership pledge:
“I (say your name), hereby subscribe to and accept the Extension Worker’s Creed / as an expression of my idealism as an Extension professional. / I will endeavor at all times / to conform to it through words and action / and to promote its spirit among those with whom I am associated. / I pledge my loyalty / to the members of this fraternity of Extension professionals / and I will promote the work and goals / in which we are commonly engaged. / All this I pledge on my honor.
President: We congratulate you on your professionalism, your desire to build human capital within the ranks and to reach our full potential through your work and our association with each other.
Belonging to the Alpha Phi Chapter will help you make a statement about the values of our work and appreciation of co-workers who, by their accomplishments and supportive spirit, renew our energies and faith in the total Extension team.
Let us close this ceremony now by welcoming our new members with applause, followed by expressions of personal welcome as the opportunity presents itself.
Reimbursement for Regional and National Workshops
Regional workshop travel as authorized by the national board will be reimbursed by national for travel expenses only (up to a total of $300 per chapter) for the chapter’s official representative (s) to the workshop.
National ESP gives Administrative Leadership and Life Member Registration Reductions to attend the National ESP Meeting. See National handbook Section E for details.
Working with Life Members/Retirees
See Section D-Life Members Committee.
Newsletter
There should be two newsletters completed each year, one in the Spring (March, April or early May) and the second should be sent at least 40 days prior to the Annual Meeting date. The second newsletter mailing is most important as it is in accordance with the By-laws. The Past President serves as the newsletter editor.
Deadlines for submitting newsletter articles should be set at the first Board meeting of the year.
Contact National Executive Director for mailing labels of current membership. Also contact the Vice President and/or Treasurer to check for new members that may not yet be included on the national mailing list.
Also contact the Vice President to see if there are potential members or others who should receive complimentary copies of the newsletter. Complimentary copies should also be sent to the National Executive Director, the National President, and the Southern Region Director.
Collect articles and send reminders of deadline to all Board members.
Edit each article and organize newsletter (i.e., which article should go first, second, third, etc.). Get someone who is skilled to do the layout of the newsletter. This is critical; layout and design is everything because it gives the first impression.
Be sure to use the current clip art for the ESP insignia. This can be found in the National Handbook.
Distribute newsletter to members electronically. Base number of copies on current membership, life membership, complimentary copy needs (including national officers), plus three file copies.
Buy stamps for newsletters that must be mailed.
