Wisconsin Beta Bylaws

1. To procure and maintain housing which, in the judgment of the AVC, after consultation with the undergraduate chapter, is adequate for their needs, and is a source of pride to everyone.
2. To exercise prudence and sound business practices to ensure the solvency, safety, utility, security and comfort of said housing.
3. To provide guidance to the undergraduate chapter concerning house issues, chapter management and risk management.
4. To promote involvement of other alumni in the operation of the AVC and to communicate with alumni so that they can become aware of ways they can support the chapter, and continue their fraternity experience.
5. To promote the Balanced Man ideals and to serve as an example of that which we all seek, excellence in all aspects of life.

I. Members of the Association. A member of the Association is defined as:

1. Any person who has been initiated into and is in good standing with the Wisconsin Beta Chapter (the “Chapter”) of Sigma Phi Epsilon Fraternity, a not-for-profit fraternity chartered in accordance with the Bylaws and Administrative Policies and Procedures of Sigma Phi Epsilon Fraternity, a Virginia not-for-profit corporation (the “National Fraternity’), and under the regulations of the University of Wisconsin, and which person is not an undergraduate at the University of Wisconsin, or at any other college or university, and requests to be a member of the association; or
2. Any person who is a member of the National Fraternity as defined in Article V of the Constitution of the National Fraternity and who requests and is admitted to membership in the Association by 75% vote of the trustees present at any regular meeting of the Board of Trustees of the Association (the “Board of Trustees”); or
3. Any person who requests and by 75% vote of the trustees present at any regular meeting of the Board of Trustees is elected to honorary membership in the Association.
4. Any such person shall continue to be a member of the Association as long as (s)he adheres to all the principles upon which the Association is based and to the Constitution and Bylaws of the Association and National Fraternity.

II. Communication of the Association.

1. For purposes of Association communications, electronic delivery shall be considered written notice.

III. Meetings of the Association.

1. A regular meeting of the members of the Association shall be held at least once every calendar year, at a time and place to be specified by the Board of Trustees.
   1. Such meeting shall be designated the "Annual Meeting.”
   2. Special meetings of the members shall be held if called by the President of the Association (the “President”) or by a majority of the Board of Trustees present at any regular meeting thereof.

2. All meetings of the members shall be held at the principal meeting location of the aforesaid Chapter or at such other place within the City of Madison, WI, as may be specified by the Board of Trustees.
3. Written notice of each meeting of the members, stating the purpose for which the meeting is called and the time and place of such meeting, shall be sent as provided in Section II not less than twenty-one (21) nor more than ninety (90) days before the date of such meeting to each member at his address as it shall appear on the books of the Association.
4. Business transacted at any special meeting shall be confined to the purpose stated in the notice of such meeting.
5. The presence in person of ten (10) members is required for and shall be necessary to constitute a quorum and be sufficient for the transaction of business at any meeting of the members.
   1. If a quorum shall not be present at any meeting of the members, the members present may adjourn the meeting from time to time, without notice other than announcement at the meeting, until a quorum shall be present.

6. Each meeting of the members shall be conducted in accordance with the rules contained in the then current edition of Robert's Rules of Order, except to the extent that such rules are inconsistent with the Articles of Incorporation or these Bylaws.
7. Each member will receive one vote. Absentee ballots are allowed and must be received by the President prior to the annual meeting. No proxy votes will be permitted.

IV. Board of Trustees.

1. The affairs and business, including without limitation all property and moneys of any kind, of the Association shall be controlled and managed by a Board of Trustees. The Board of Trustees may exercise all such powers of the Association and do all such lawful acts and things as are not by statute or by the Articles of Incorporation or by these Bylaws required to be exercised or done by the members of the Association.
2. The Board of Trustees shall consist of not less than five (5) nor more than fifteen (15) trustees, each of whom shall be a member of the Association. Trustees shall be elected once each year by vote of a majority of the members present at the Annual Meeting in such year, as follows:
   1. Prior to the Annual Meeting each year, the Board of Trustees shall prepare a list of nominees for election to the Board of Trustees, the number of such nominees and the number of trustees to be elected at such Annual Meeting to be in the discretion of the Board of Trustees;
   2. Such list of nominees shall be mailed to each member with the written notice of such Annual Meeting provided for in Article II hereof;
   3. Upon petition of any five (5) members the name of any other member or members shall be added to such list, provided that such petition shall have been presented to the Board of Trustees prior to the call to order of such Annual Meeting;
   4. Only such members as shall have been nominated as herein provided shall be eligible for election to the Board of Trustees.
   5. Election of Trustees
      
      1. Each member shall have one vote per open trustee spot.
      2. Each member may only vote once for a single candidate.

   6. In the event a quorum cannot be obtained for the Annual Meeting or adjourned Annual Meeting in any year, the Board of Trustees shall from the above-mentioned list of nominees elect trustees to replace trustees whose terms shall expire in such year.

3. Each trustee elected as provided in paragraph (b) hereof shall serve for a term of three (3) years, or for such other term as may be specified at the time he is elected, and thereafter until his successor shall be elected and shall qualify or until his resignation, death or removal.
   1. Any trustee may be removed, with cause, at any time by a vote of majority of the members of the Association present at any meeting thereof.
   2. If any trustee resigns, dies or is removed prior to the expiration of his term, a successor may be elected by a majority of the trustees present at any regular meeting of the Board of Trustees, such successor to serve until the next Annual Meeting, and at such Annual Meeting there shall be elected a trustee to serve for the unexpired portion of such term.
   3. All trustees must successfully become “Certified Volunteers” by the National Fraternity within ninety (90) days of election.

4. The president, vice president of finance, and AVC rep of the Chapter shall be ex-officio, non-voting members of the Board of Trustees and as such may discuss for a reasonable length of time any question at any meeting of the Board.
5. Meetings
1. Meetings of the Board of Trustees shall be conducted in accordance with the rules contained in the then current edition of Robert's Rules of Order, except to the extent that such rules are inconsistent with the Articles of Incorporation or these Bylaws.
2. Each trustee will have one vote. No proxy voting will be permitted.
3. A regular meeting of the Board of Trustees shall be held immediately after the adjournment of each Annual Meeting.
   
   1. Such regular meeting shall be held at the place of such Annual Meeting unless the Board shall theretofore have designated another place.

4. Other regular meetings of the Board of Trustees shall be held at times and places to be fixed by resolution of the Board of Trustees from time to time.
   
   1. Notice of regular meetings need not be given.
   2. The Board of Trustees shall hold a minimum of one monthly regular meeting.

5. Special meetings of the Board of Trustees may be held at any time upon the call of the President or of a majority of the trustees present at any meeting of the Board of Trustees.
   
   1. Written notice of each special meeting, stating the purpose for which the meeting is called and the time and place of such meeting, shall be mailed not less than five (5) nor more than thirty (30) days before the date of such meeting to each trustee at his address as it shall appear on the books of the Association.

6. The presence in person of forty-five percent (45%) of trustees is required for and shall be necessary to constitute a quorum and be sufficient for the transaction of business at any meeting of the Board of Trustees.
   1. If a quorum shall not be present at any meeting of the Board of Trustees, the trustees present there may adjourn the meeting from time to time, without notice other than announcement at the meeting, until a quorum shall be present.
   2. Any act of a majority of the trustees present at any meeting of the Board of Trustees at which there is a quorum shall be the act of the Board of Trustees, except as may be otherwise specifically provided by statute or by the Certificate of Incorporation or by these Bylaws

7. The president, the vice president of alumni relations, the vice president of financial operations, and the vice president of housing of the Association duly elected pursuant to Article V hereof shall constitute the executive committee of the Board of Trustees and shall at all times between meetings of the Board exercise all ordinary duties of their office on the Board.

V. Officers. 

1. The officers of the Association shall be a president, the vice president of alumni relations, the vice president of financial operations, and the vice president of housing, and such other officers as shall be designated from time to time by the Board of Trustees.
2. Officers shall be elected once each year by vote of a majority of the Board of Trustees held after the Annual Meeting in such year.
3. No person shall be an officer who is not a trustee.
4. Each officer shall be elected to serve for a term of one (1) year and thereafter until his successor shall be elected and shall qualify or until his resignation, death or removal.
5. Any officer may be removed with cause, at any time by vote of a majority of the trustees present at any regular meeting of the Board of Trustees, successor to serve for the remaining portion of such term.
6. One person may hold the offices of and perform the duties of any two of the aforesaid officers, except those as president and vice president of housing. Each officer shall perform such duties as are designated by the Board of Trustees, and to the extent not inconsistent therewith, such duties as are performed customarily by a person holding such an office.
7. Duties:
   1. President

1. 1. 1. Preside at all meetings.
      2. Ensure duties and plans are implemented successfully.
      3. Set schedule for alumni and volunteer corporation meetings.
      4. Conduct alumni and volunteer corporation meetings.
      5. Implement and maintain a risk management program.
      6. Communicate with Chapter, college/university, and National Fraternity.
      7. Consult the officer guide as provided by the National Fraternity.
      8. Conduct the election of the trustees and new officers.
      9. Other duties as prescribed, from time to time, by the Board of Trustees.
      10. Sign on behalf of the Association for all official documents, including but not limited to tax filings, bank notes, contracts and other business dealings of the Association.

   1. Vice President of Alumni Relations
   1.  
      
      1. Ensure proper documentation of meetings.
      2. Recruit alumni and volunteer corporation membership.
      3. Fill in for President as necessary.
      4. Ensure communication with alumni through regular newsletter.
      5. Set schedule with Events Chair for alumni events.
      6. Coordinate activities of Newsletter Editor and Events Chair to organize the chapter Alumni Association activities.
      7. Consult the officer guide as provided by the National Fraternity.
      8. Other duties as prescribed, from time to time, by the Board of Trustees.

   1. Vice President of Financial Operations
   1.  
      
      1. Ensure Alumni and Volunteer Corporation and chapter financial stability while planning for future needs.
      2. Conduct a yearly audit of the Alumni and Volunteer Corporation finances and chapter finances.
      3. Ensure proper paperwork is filed with Headquarters, IRS, and State of Wisconsin for both chapter and Alumni & Volunteer Corporation.
      4. Supervise budgets of capital improvements, special projects and special events.
      5. Coordinate activities of Fund-Raising chair to organize annual alumni giving.
      6. Consult the officer guide as provided by the National Fraternity.
      7. Other duties as prescribed, from time to time, by the Board of Trustees.
      8. Sign on behalf of the Association for all official documents, including but not limited to tax filings, bank notes, contracts and other business dealings of the Association.
      9. Obtain applicable Director’s and Officer’s Liability Coverage for the Board of Trustees.

   1. Vice President of Housing
   1.  
      
      1. Ensure that the chapter facility and property is properly maintained.
      2. Be a liaison between any property management company and the Association.
      3. See that the property is adequately insured.
      4. Ensure that the property’s life-safety is maintained.
      5. Plan for future projects and housing opportunities.
      6. Have property 100% occupied each semester with the use of yearly leases.
      7. Be sure the alumni and volunteer corporation is charging market rates or higher to live in the chapter house.
      8. Consult the officer guide as provided by the National Fraternity.
      9. Ensure that any insurance claims related to housing are prosecuted.
      10. Ensure, as needed, that construction and/or remodeling of the Chapter house is properly planned, designed, and built to meet current and future needs of the Chapter, in conjunction with the President, Vice President of Alumni Relations, Vice President of Financial Operations, Fund-Raising Chair, and a New Housing Committee composed of members chosen by the Vice President of Housing.
      11. Other duties, as prescribed from time to time, by the Board of Trustees.

VI. Standing Chairs.

1. The standing chairs of the Board of Trustees shall be Events Chair, Newsletter Editor, Balanced Man Steward, Secretary, Fund-Raising Chair, and any other chair position as determined by the Board of Trustees based on current needs.
2. Standing Chairs shall be appointed by the Vice President of Alumni Relations and affirmed by 75% vote of the trustees present at a regular meeting of the Board of Trustees.
3. No person shall be a standing chair who is not a member of the Association but they need not be a trustee.
4. Duties of Standing Chairs
   1. Events Chair
      
      1. Schedule and direct at least two alumni events per year.
      2. Develop a calendar for all alumni events.

   1. Newsletter Editor
      
      1. Assist the VP of Alumni Relations with Alumni Newsletter.
      2. Ensure newsletter is distributed 3 times a year.
      3. Maintain and update alumni and volunteer corporation’s website.
   1. Balanced Man Steward
      
      1. Ensure Alumni mentors are communicating with their respective offices.
      2. Ensure Resident Scholar(s) hold office hours and promote educational success.
      3. Ensure that new members are fully participatory, with all rights and responsibilities.
      4. Ensure that the Ritual specific to the “Journey of Brotherhood” is used by the Chapter.
      5. Ensure that all members’ expectations are being enforced and standards upheld.
   1. Secretary
      
      1. Take minutes at all Board of Trustee and Association meetings.
      2. Provide minutes for the Board’s approval at every meeting.
   1. Fund-Raising Chair
      
      1. Organize annual alumni giving.

5. Each standing chair shall be appointed to serve until the next annual meeting and thereafter until his successor shall be appointed and shall qualify or until his resignation, death or removal.
6. Any standing chair may be removed with cause, at any time by vote of a majority of the trustees present at any regular meeting of the Board of Trustees.

VII. Employees.

1. The Board of Trustees may appoint (and after such appointment may at any time, with or without cause, remove) such employees and agents as the business of the Association may require, and such employees and agents shall have such duties as the Board of Trustees may from time to time designate.

VIII. Annual Dues.

1. The annual dues of members shall be an amount as the Board of Trustees may from time to time specify and shall be due and payable on or before the date of the annual meeting.

IX. Grand Chapter.

1. Pursuant to Article V, Sections 22 and 23 of the Bylaws of the National Fraternity, any and all assets, funds or other property, whether personal or real, cash or non-cash, which are held by or titled to the Association or any of its affiliates or subsidiaries, are trust funds which shall be held, managed and administered by the Association for the benefit of the local undergraduate Chapter and to promote the ideals and interests of the National Fraternity, all in accordance with the charter, Bylaws and Administrative Policies and Procedures of the National Fraternity.
2. Further, legal title to all land, buildings and furnishings therein acquired and/or occupied for use by the Chapter is to be held in the name of the Association, and such property shall be held in trust for the benefit of the Chapter. This property is considered trust property, and upon the dissolution, forfeiture, withdrawal or suspension of the undergraduate Chapter charter, whether voluntary, by surrender of charter, or involuntary, by forfeiture or withdrawal of charter pursuant to the Bylaws or Administrative Policies and Procedures of the National Fraternity, such property shall be transferred, whether by deeds of conveyance, bills of sale or by transfer of ownership and control of the Association to the National Fraternity or its affiliates, to be held by the National Fraternity or its affiliates in accordance with the Chapter Continuation Fund of the National Fraternity for a period of twenty-one (21) years for the purpose of reactivating the undergraduate Chapter and for the other purposes set forth in the Administrative Policies and Procedures of the National Fraternity.
3. Notwithstanding Section IV above, the Board of Directors of the National Fraternity shall have the power (a) to remove any or all of the members of the Board of Trustees who fail(s) to comply with these Bylaws or with any of the provisions of the National Fraternity's Bylaws or Administrative Policies and Procedures; and (b) to appoint substitute board member(s) in the place of such removed member(s), until the Association can qualify and elect new board member(s) in accordance with these Bylaws.

X. Amendments.

These Bylaws may be amended by vote of two-thirds of the members of the Association present at any Annual Meeting or at any special meeting of the members of the Association; provided, that notice of the proposed amendment shall have been set forth in the notice of the meeting.

Addendum.

“The duties of every Sigma Phi Epsilon are to remember his Oath of Obligation; to follow the teachings of the Ritual; to uphold Virtue, Diligence, and Brotherly Love for the betterment of himself and his brothers that our lives may bring everlasting glory to Sigma Phi Epsilon. Fulfill these duties in your daily life, and you will find your fraternal experience to be rich and rewarding for both you and your brothers”

The role of the alumnus and volunteer should be that of selfless service and often requires personal sacrifice. This role is not one of exploitation and self-gratification to the detriment of the undergraduate Chapter and its membership.

Any inappropriate acts, including, but not limited to, purchase of alcohol by the volunteer for undergraduates; intoxication by the volunteer in front of undergraduates; advances or contact of a sexual nature between the volunteer initiation or consent; financial conflicts of and the undergraduates, regardless of interest; and criminal activity by the volunteer relating to or in front of the undergraduates, are grounds for immediate dismissal. Such self-indulgent acts and attitudes are directly contrary to the cardinal principals of Virtue, Diligence, and Brotherly Love.

The alumnus volunteer is subject to higher expectations and standards than those of the undergraduate membership. The very reason for providing mentoring, leadership, and volunteer involvement is to share talent and experience with the undergraduate brothers for the overall betterment of Sigma Phi Epsilon. Without Virtue in that relationship, it would merely be one of selfishness.

The management of Chapter finances is the Board of Trustees’ primary responsibility. In carrying out this responsibility, the following objectives will guide the financial management and decision-making process:

1. Maintain accurate financial records.
2. Pay bills (debts) promptly.
3. Manage finances by using budgets.
4. Develop monthly and annual financial reports.
5. Pay all applicable taxes.
6. Collect all current and past-due rents and fees.
7. Indemnify the Chapter house and officers from contingencies.
8. Work to maximize the value of the property.
9. Plan for future financial needs.

Though these objectives are broad and comprehensive, good management, knowledge, and attention to detail by alumni and volunteer corporation members will guarantee Chapter financial success.