procedure: general: Reduce storage time for secretarial notes to four years.

bylaws.org

@@ -152,6 +152,18 @@ H. All officers appointed by the Executive Council shall be responsible to the
    Representatives.
 I. Each officer shall keep an accurate record of all funds allotted to his
    office, as well as detailed records of all actions performed by his office.
+   These records shall be made available to the Treasurer weekly or upon
+   request, and kept on file for four years.
+J. Each officer may appoint and oversee as many assistants as he deems necessary
+   to aid him in his duties. The assistants will serve at the pleasure of the
+   officer.
+K. Each officer may choose to form a committee to deliberate on issues related
+   to his office. The committee shall be chaired by the officer, and any
+   assistants of the officer must be members of the committee. Additional
+   members may be appointed by the officer. Such a committee, once formed, acts
+   as a standing committee with the authority of the officer until dismissed by
+   the officer, or by motion in committee. Reports of such a committee are
+   reports of the officer.
 ** Duties of Officers
 *** President
 1. He shall be the Chief Executive Officer of the Chapter and will have general
@@ -179,6 +191,8 @@ I. Each officer shall keep an accurate record of all funds allotted to his
 3. He may, with the Executive Council’s approval, create and appoint any
    position or ad-hoc committee he deems essential to the betterment of the
    Chapter.
+4. He shall be responsible for coordinating the annual submission of Chapter
+   Excellence.
 *** Ritual Officer
 1. He shall have complete authority over the ritual.
 2. He shall hold rehearsals of rituals for initiation.
@@ -198,8 +212,8 @@ I. Each officer shall keep an accurate record of all funds allotted to his
 2. He shall be present at and take minutes for every Chapter Council and
    Executive Council meeting.
 3. He shall bring an up-to-date copy of the Chapter Bylaws, the Alpha Chi Rho
-   National Constitution, and Robert’s Rules of Order to all Executive Council
+   National Constitution, and Robert’s Rules of Order to all Chapter Council and
-   meetings.
+   Executive Council meetings.
 4. He shall maintain an up-to-date and accessible record of the home and school
    addresses and telephone numbers of every Postulant and undergraduate Brother.
 5. He shall maintain a calendar of events relevant to the Chapter and make it
@@ -211,6 +225,8 @@ I. Each officer shall keep an accurate record of all funds allotted to his
 8. He is responsible for the general House and Executive Council mailing lists,
    and shall keep graduate members informed of their status on such mailing
    lists.
+9. He shall be responsible for maintaining and overseeing any servers in use by
+   the Chapter.
 *** Treasurer
 1. He shall report directly to the President and shall oversee the Comptroller.
 2. He shall be the chief financial officer of the Chapter and shall be
@@ -222,65 +238,65 @@ I. Each officer shall keep an accurate record of all funds allotted to his
    financial business institutions.
 4. He shall make up an annual budget to be approved by the Brotherhood as well
    as by the Board of Directors, and adjust present budgets as necessary with
-   the approval of the Executive Council. He shall present this budget one week
+   the approval of the Executive Council. He shall present this budget by the
-   after housing contracts have been signed. This budget must be on the table
+   beginning of D term. This budget must be on the table for one week prior to
-   for one week prior to its final vote.
+   its final vote.
 5. He shall make a report stating the current balances of all budgets as well as
-   the Chapter collection status twice a week and make this available to any
+   the Chapter collection status once a week and make this available to any
    Brother upon their request.
 6. When applicable he shall appoint and oversee the Summer Treasurer. The Summer
    Treasurer must be approved by the Executive Council.
 7. All outgoing checks on behalf of the undergraduate Chapter of the Delta Sigma
    Phi Building Association of Alpha Chi Rho require the signature of the
-   Treasurer or the signature of the Treasurer of the Building Association.
+   Comptroller, the Treasurer, the Treasurer of the Building Association, or the
+   President of the Building Association.
 8. He shall submit to each Brother an invoice for Room, Board, and Dues for each
    semester at least 6 weeks prior to the start of the semester. Furthermore, he
    shall present to each Brother a statement of their own outstanding debt to
    the Chapter by the fifth week of each term and two weeks prior to elections.
 9. He shall obtain from the Steward, House Manager, Comptroller, Social Officer,
    and Committee Chairmen an itemized list of expenditures.
-10. He shall obtain from the Member-at-Large a list of monetary fines to be
+10. He shall receive payments of house bills and other monies due to the
-    added to Brothers’ house bills.
-11. He shall receive payments of house bills and other monies due to the
     Chapter.
-12. He shall follow the progress of all Brothers’ payment plans, and immediately
+11. He shall follow the progress of all Brothers’ payment plans, and immediately
     notify the Executive Council and Treasurer of the Building Association if
     said plans are not being followed.
-13. He shall not make any Petty Cash expenditures nor shall he compensate
+12. He shall not make any Petty Cash expenditures nor shall he compensate
     members of the Fraternity for Petty Cash expenditures except in the absence
     of the Comptroller.
-14. He shall authorize all major expenditures by the Chapter. These decisions
+13. He shall authorize all major expenditures by the Chapter. These decisions
     can be overruled by a two-thirds (2/3) vote of all undergraduate Brothers
     not in Bad Standing.
-15. He shall make all bill payments by check.
+14. He shall make all bill payments by check.
-16. He shall pay all debts incurred by the Chapter within ten business days of
+15. He shall pay all debts incurred by the Chapter within ten business days of
     receiving the bill.
-17. He shall make no loans whatsoever from Chapter funds.
+16. He shall make no loans whatsoever from Chapter funds.
-18. He shall keep all records of all transactions by a double entry system of
+17. He shall keep all records of all transactions by a double entry system of
     bookkeeping.
-19. He shall deposit any funds in excess of Chapter needs for daily requirements
+18. He shall deposit any funds in excess of Chapter needs for daily requirements
     within 10 business days of them entering into his possession.
-20. He shall reconcile the checking accounts and count the monies in the Cash
+19. He shall reconcile the checking accounts and count the monies in the Cash
     Box at least once a month.
-21. He shall be responsible for the payment of anyone employed or contracted by
+20. He shall be responsible for the payment of anyone employed or contracted by
     the Chapter, as well as for the obtaining of worker’s compensation
     insurance, and the filing of income tax, social security reports, etc.,
     whenever required to do so by law.
-22. He shall present a complete financial report to the Brotherhood at the first
+21. He shall present a complete financial report to the Brotherhood at the first
     meeting of each term and at the concluding meeting of each school year.
-23. He shall send his financial report to the Board of Directors at the end of
+22. He shall send his financial report to the Board of Directors at the end of
     each month, and to the national headquarters of Alpha Chi Rho each semester.
-24. He shall notify the Brotherhood of any Brother’s ineligibility to run for
+23. He shall notify the Brotherhood of any Brother’s ineligibility to run for
     office due to Bad Standing (achieved through financial means) once said
     brother has officially expressed intent to run.
-25. He shall be responsible for the completion of annual Brotherhood financial
+24. He shall be responsible for the completion of annual Brotherhood financial
     contracts.
 **** Comptroller
 1. He shall be appointed by and report directly to the Treasurer and shall
    perform all duties assigned to him by the Treasurer.
-2. He shall assume the duties of the Treasurer in the absence of the latter.
+2. He shall assume the duties of the Treasurer in the absence of the Treasurer.
 3. He shall be in charge of Petty Cash which is to be kept in the Cash Box.
-4. He shall keep and submit an itemized account of Petty Cash expenditures.
+4. He shall keep and submit to the Treasurer an itemized account of Petty Cash
+   expenditures.
 5. He shall refund from Petty Cash any purchases authorized by the appropriate
    Officer or Committee Chairman.
 6. He shall authorize all dealings with vendors in which the Chapter is the
@@ -320,8 +336,8 @@ I. Each officer shall keep an accurate record of all funds allotted to his
    buildings, grounds, and the equipment of all Chapter housing. He shall also
    keep all warranty information on equipment, and submit copies of warranty
    information to the Treasurer.
-3. He shall assign weekly House Jobs and regular Work Parties to maintain the
+3. He shall assign twice weekly House Jobs and regular Work Parties to maintain
-   upkeep of Chapter housing and grounds, and be responsible for their
+   the upkeep of Chapter housing and grounds, and be responsible for their
    completion.
 4. He shall report to the Member-at-Large all fines for failure to complete a
    House Job or work project assigned by him.
@@ -336,9 +352,7 @@ I. Each officer shall keep an accurate record of all funds allotted to his
    be approved by a majority vote of the Executive Council.
 8. He shall keep an accurate record of all work done on the Chapter house(s).
    This is to include the names of all outside firms doing work for the Chapter.
-9. He shall appoint and oversee as many assistants as he deems necessary to aid
+9. In the event there is secondary Chapter housing, he shall appoint an
-   him in his duties. The assistants will serve at the pleasure of the House
-   Manager. In the event there is secondary Chapter housing, he shall appoint an
    Assistant House Manager to be responsible for that property.
 10. He shall be responsible for the organization of the Chapter housing process.
 11. He shall begin and complete the process of room selections by the second
@@ -402,15 +416,12 @@ I. Each officer shall keep an accurate record of all funds allotted to his
    properly.
 8. He shall report to the Member-at-Large all fines for failure to complete a
    Wait-On or work project assigned by him.
-9. He shall appoint and oversee as many assistants as he deems necessary to aid
+9. He shall be responsible for the upkeep of all kitchen supplies and
-   him in his duties. They shall serve at the pleasure of the Steward and at the
-   direction of employed kitchen personal.
-10. He shall be responsible for the upkeep of all kitchen supplies and
    equipment, including saving any warranty information, and submitting copies
    of such information to the House Manager and Treasurer.
-11. He shall be responsible for obtaining a list of all Brothers on meal plan
+10. He shall be responsible for obtaining a list of all Brothers on meal plan
     from the Treasurer.
-12. He shall be required to be on meal plan.
+11. He shall be required to be on meal plan.
 *** Social Officer
 1. He shall report directly to the President.
 2. He shall be in charge of all arrangements for social affairs of the Chapter.
@@ -420,14 +431,13 @@ I. Each officer shall keep an accurate record of all funds allotted to his
    at all social functions.
 5. He shall promote social functions and maintain social relationships with the
    school, faculty, other fraternities, and sororities.
-6. He shall be responsible for maintaining the social closets, the bar, and all
+6. He shall be responsible for maintaining social materials, the bar, and all
    DJ equipment, including saving any warranty information, and submitting
-   copies of such information to the house manager and treasurer.
+   copies of such information to the House Manager and Treasurer.
-7. He shall appoint and oversee as many assistants as he deems necessary to aid
+7. He shall review the social policy before each social function.
-   him in his duties. They shall serve at the pleasure of the Social officer.
+8. He shall be required to schedule and supervise cleanup after social
-8. He shall review the social policy before each social function.
-9. He shall be required to schedule and supervise cleanup after social
    functions.
+9. He shall approve all events held in the Party Room.
 *** Member-at-Large
 1. He shall report directly to the President.
 2. He shall receive fines and inform the person(s) concerned of said fines at
@@ -439,6 +449,8 @@ I. Each officer shall keep an accurate record of all funds allotted to his
    Brotherhood, whether or not this agrees with his own personal opinions.
 4. He shall be responsible for maintaining the personal mailboxes and the
    processing of mail.
+5. He shall deliver to the Treasurer a list of monetary fines to be added to
+   Brothers’ house bills.
 *** Risk Management Officer
 1. He shall report directly to the President.
 2. He shall be responsible for seeing that all Chapter property, events, and
@@ -558,6 +570,14 @@ I. Each officer shall keep an accurate record of all funds allotted to his
 1. They shall report directly to the President.
 2. At least one judicial board representative must attend each required judicial
    board hearing.
+*** Membership Development Officer
+1. He shall report directly to the Vice President.
+2. He shall prepare and organize programming to further the development of
+   essential skills in the Brotherhood.
+3. He shall coordinate with the Chapter Correspondent to create networking
+   opportunities for the Undergraduate Brotherhood.
+4. He shall be responsible for preparing and organizing programming to instruct
+   the Newly Initiated Brothers on chapter functions.
 * Executive Council and Standing Committees
 ** Executive Council
 
@@ -728,6 +748,7 @@ D. Nominations for the following elected offices shall be opened the last
    11. Member-at-Large
    12. Risk Management officer
    13. Chapter Correspondent
+   14. Membership Development Officer
 E. The second period of nominations shall consist of the first and second
    regularly scheduled Chapter Councils of B-term, and elections shall take place
    the following week in Chapter Council.
@@ -862,8 +883,8 @@ S. All Brothers shall give their full and undivided attention to all proceedings
 A. The following Brothers are required to live in the 8 Boynton St. house the
    academic year following their election or in the case of Comptroller,
    appointment:
-   1. President, Treasurer, House Manager, Steward, and Comptroller. These officers
+   1. President, Treasurer, House Manager, Steward, and Comptroller. These
-     may not petition to be excused from Chapter housing.
+      officers may not petition to be excused from Chapter housing.
    2. Newly Initiated Brothers. If there are more Newly Initiated Brothers than
       available rooms, they must fill all spaces according to ascending scroll
       number, and the remainder will live in alternative housing provided by the
@@ -874,36 +895,42 @@ B. When there is secondary Chapter housing the following Brothers are required
    will not be allowed to petition off of housing:
    1. Vice President
    2. Secretary
-C. The following order shall be used for individual house selection:
+C. The following Brothers are required to live in either the 8 Boynton St. house
+   or any secondary housing the academic year following their election and will
+   not be allowed to petition off of housing:
+   1. Member-at-Large
+D. The following order shall be used for individual house selection:
    1. President, Vice President, Treasurer, Secretary, House Manager, Steward,
      Comptroller.
    2. Newly initiated Brothers by ascending scroll order.
    3. Risk Management Officer, Sergeant-at-Arms, Social Officer, Ritual Officer,
       Chaplain, Member-at-Large, Chapter Correspondent, Postulant Leader.
    4. Remaining Brothers by ascending scroll number.
-D. The following order shall be used for individual room selection:
+E. The following order shall be used for individual room selection:
-   1. President, Vice President, Treasurer, Secretary, House Manager, Steward.
+   1. President, Vice President, Treasurer, Secretary, House Manager, Steward,
+      Ritual Officer, Social Officer, Chaplain, Risk Management Officer,
+      Member-at-Large, Postulant Leader.
    2. Remaining officers by rank of election followed by Comptroller.
    3. Remaining Brothers by ascending scroll number.
-E. In the case that there are more Brothers than beds available in Chapter
+F. In the case that there are more Brothers than beds available in Chapter
    housing, any Brother not signing his housing contract for more than a
    semester or any Brother who has lived in Chapter housing for three years,
    will not be guaranteed housing for the following year.
-F. The minimum academic progress required for a Brother to be eligible to live in
+G. The minimum academic progress required for a Brother to be eligible to live in
    Alpha Chi Rho housing are as follows:
    1. Newly initiated Brothers must pass 6 out of 9 classes in the academic year in
      which they are initiated.
    2. All other Brothers must pass a minimum of 8 out of 12 classes in terms D
       through C, or 10 out of 15 including E term.
    3. Special cases may be approved by the Executive Council.
-G. Any Brother who has an outstanding balance on his house bill at the time of
+H. Any Brother who has an outstanding balance on his house bill at the time of
    room picks forfeits his pick, unless he is currently on and maintaining an
    approved payment plan. Said Brother will only become re-eligible for a spot
    in Chapter housing once his debt has been paid in full, or a payment plan
    has been brought current; however, his room pick will follow all Brothers
    who were eligible and signed housing contracts at the time of room picks,
    regardless of said Brother’s elected office or scroll number.
-H. Any Brother that has backed out of or otherwise not fulfilled a signed
+I. Any Brother that has backed out of or otherwise not fulfilled a signed
    Membership, Housing, or Board contract for any prior year, will not be allowed
    to sign a Membership, Housing, or Board Contract for any future year without
    meeting the following requirements:
@@ -929,7 +956,7 @@ F. A Brother in Bad Standing for reasons not relating to payment of house bills
    or academic probation may be removed from Bad Standing by a majority vote of
    either the Executive Council or Chapter Council.
 ** General
-A. Secretarial notes shall be kept on file for ten years. No one shall be allowed
+A. Secretarial notes shall be kept on file for four years. No one shall be allowed
    to see the minutes of Chapter Council with the exception of Brothers, members
    of the Board of Directors, and those required to do so by law.
 B. An appointed faculty advisor may be removed by a two-thirds (2/3) vote of the