Alpha Chi Omega Parents Club By-laws

Omega Chapter

Passed July '02

ARTICLE I

Name

The name of this organization shall be the “Parents’ Club of the Omega Chapter of the Alpha Chi Omega Fraternity”.

ARTICLE II

Purpose

The purpose of this organization will be to:

 A.    Support the goals and ideals of the membership of the Omega Chapter and the 

         National Fraternity of  Alpha Chi Omega

 B.     Support the standards and activities of Washington State University as they relate to the Omega 

         Chapter

ARTICLE III

Membership

Membership shall be limited to:

 A.   Parents of initiated and pledged members in good standing of Alpha Chi Omega, Omega

        Chapter

 B.   House Director(s)

ARTICLE IV

Officers, Election and Term of Office

The officers shall be: President, Vice-President, Secretary and Treasurer and shall be referred to as the Executive Board.

 A.   Elections will be held annually at the Mom’s Weekend meeting for each of the four offices.

 B.   The officers shall assume office immediately after their election.

 C.   The term of office shall be for 1 year, from the spring of Mom’s weekend meeting to the following

        spring Mom’s weekend meeting.

 D.   There will be no limit to the number of terms or elected positions that a member can hold.

 E.    If there is a lack of qualified or willing candidates to assume the office of Vice President,

        this office may be omitted for that term.

ARTICLE V

Duties of Officers

1.  The duties of the President shall be:

  A.   Have general supervisions, direction and control of  the business and affairs of the Parents’ 

        Club under the guidance of the Omega Chapter President, the House Corporation Board 

         and the Chapter Advisor 

  B.    Preside at all regular meetings of the Club and of the Executive Board

  C.    Act as co-signer with the Treasurer for all monetary disbursement of Club funds

  D.    Have such other powers and perform such other duties as may from time to time be 

          prescribed by the Executive Board or these By-Laws

2.  The duties of the Vice-President shall be: 

  A.    In the absence or disability of the President will perform all duties of the President and, when

          so acting, shall have all the powers of and be subject to all the restrictions upon the President

  B.    Have such other powers and perform such other duties as may from time to time be prescribed

          by the Executive Board or these By-Laws

3.   The duties of the Secretary shall be:

 A.   Keep a book of minutes of all meeting of the Club and the Executive Board. The minutes shall 

         state the time and place of holding of all meetings; the names of those present at Executive 

         Board meetings;  and an account of the proceedings thereof

 B.     Keep a roster of members including: Members’ names, member status (whether they are 

          active and have paid dues) daughter’s names, addresses, telephone and e-mail and distribute 

          this roster as directed by the Executive Board

 C.     Responsible for all general correspondence

 D.     Keep the original copy of the By-Laws of the Club, as amended or otherwise altered to

          date, certified by him or her

 E.     Publish and mail a newsletter twice yearly in the Fall and Spring at least three weeks prior

          to the respective Dad’s and Mom’s weekend

 F.     Have such other powers and perform such other duties as may from time to time be

         prescribed by the Executive Board or these By-Laws

4.   The duties of Treasurer shall be:
 A.   Chief financial officer of the Club and shall keep and maintain adequate and correct books
         and records of accounts of the properties and business transactions of the Club.
 B.    Receive all dues and monies coming into the Club
 C.    Notify the Secretary of the names of all dues paying members
 D.    Deposit monies in the name and to the credit of Parents’ Club
 E.     Disburse funds of the Club in payment of the just demands against the Club as authorized
         by the Club membership and in concurrence with Omega Chapter membership, Chapter
         Advisor, and Corporation Board
 F.     Render to the President and Executive Board, whenever they request it, an account of all
         transactions as treasurer and the financial condition of the Club
 G.    Act as co-signer with the President for all monetary disbursement of Club Funds.
 H.    Have such other powers and perform such other duties as may from time to time be
         prescribed by the Executive Board or these By-Laws

ARTICLE VI
Dues
Dues shall be determined annually by majority vote of the Executive Board and shall be payable
at the first meeting in the Fall, or by mail to the Club Treasurer.
 A.    Those who have paid dues for the current year will be considered “Active Members” and
         will be  the only members allowed to vote on actions without a meeting.

ARTICLE VII
Meetings

Regular meetings of Membership and the Executive Board will be held at the Fall Dad’s Weekend 

and the Spring Mom’s Weekend.

ARTICLE VIII

Club Member Action

Any election of offices, disbursement of funds (with the exception of paragraph B herein) or changes
in the By-Laws must be approved by the majority of the Club membership.
 A.  Majority will be considered 51% of those members present at the regular meetings.
 B.  The Executive Board shall have the power to spend up to $250.00 per Club year for
       operations expenses at their discretion without the vote of the membership.

ARTICLE IX

Action Without a Meeting

Any action that may be taken by the Club at the regular Meetings of the membership may be taken 

without a meeting if the consent of the Active Membership is solicited in writing (including electronic

mail)

  A.   Majority will be considered 51% of the Active Membership responding within two
         weeks of the mailing date of the action.

ARTICLE X

Expenditures

 Expenditures for goods and/or services in support of the Omega Chapter must be solicited in writing by the Chapter President, as sole representative of the Omega Chapter Membership, to the Club President for consideration.

 A.    Solicitations shall include the following required information:

i)                    Justification of the need for requested goods or services

ii)                  Verification of verbal concurrence of need by Chapter Advisor and House Corporation Board

iii)                Specifications, description, warranty(s), fixed cost and delivery of requested good and/or services.

iv)                When multiple vendors can provide similar goods and/or services, furnish a minimum of three sources, including all information outlined above in section (iii).

v)                  Any other information that may be deemed helpful to the Club in making a decision

B.     In the event that more than one expenditure is requested, the Chapter President shall present the solicitations to the Club President in priority order.

C.     Source selection shall be made by the Executive Board with concurrence of the Corporation Board and the Chapter Advisor.

D.    All purchases of goods and/or services in support of the Omega Chapter must be approved by a majority of the Club membership and receive concurrence by the Alpha  Chi Omega Chapter Advisor; House Corporation Board and the President of the Omega Chapter as a representative of the membership.

ARTICLE XI

Parliamentary Authority

This organization shall be governed by Robert’s Rules of Order, Revised

Parents Club Membership Dues

2011/2012

Please fill out and send in today or pay at Dad’s weekend

Please send $25.00 for annual dues.  These dues, along with our parent auctions help with some expenses the house incurs.  The dues also contribute to the purchase of some of the extras that keep the Alpha Chi Omega House in beautiful condition.  Your input as to the use of these funds is always appreciated.  We attempt to keep the membership involved and excited about ways to help our girls.   Thank you for your continued support.

Parent’s Name(s)_______________________

Daughter’s Name_______________________

Address_______________________________

_____________________________________

Phone________________________________

Parent’s Email_________________________

_____________________________________

Please complete the information and send dues to:

Parents Club of Alpha Chi Omega

C/O  Becky Andersohn

2803 S. Heritage Avenue

Boise, ID  83709

Treasurer Report Fall 2011

September Parents Club Newsletter

Dear AXO Parents,

Welcome to the 2011 Fall Semester at WSU and Alpha Chi Omega!

The Parents Club officers would like to welcome the parents of the 2011 pledge class!  We hope you are excited about your daughter becoming part of this great organization.  We truly hope this is the beginning of life-long friendships.

Alpha Chi Formal

The purchase of furniture for the formal room this summer by the Parents Club was a huge success.  We appreciate all the time and effort by Linda Tate, the house director, who coordinated the entire project.  Linda did a fantastic job selecting furnishings that are beautiful, comfortable and to be enjoyed by all Alpha Chi’s.  Please take a moment to thank her the next time you see her at the AXO house!

Dad’s weekend will again be an exciting time for our daughters and their Dads!  Many activities will be planned by both the college and AXO.  We hope all the fathers will plan to attend the Parents Club meeting on Saturday morning and participate in the auction that will help raise funds for the Parents Club treasury.   More details about the Parents meeting and auction will be sent to you as we get closer to Dad’s weekend.   In the meantime, please start thinking about items that you could donate to the auction, as this event will be a major source of revenue to fund our project(s) for the year.   If you have questions, please feel free to contact me by phone or email.

The Parents Club officers are compiling the list that help us focus on our fund-raising projects which will benefit the AXO house this year.   There are numerous ways we can use the funds and we will make every effort to prioritize the most important needs of the house and our daughters.  We will be keeping you updated through the newsletters and the Dad’s weekend meeting as to the project.

As we appreciate your input into the decisions regarding this fund, please note the attached by-laws.  When decisions are made outside of an actual meeting, your vote will only be considered if you are an “active Parents Club member”.  To be considered active you must pay the annual $25.00 annual dues, which can be paid at Dad’s weekend or a check mailed to Becky Andershon, Parents Club Treasurer at, 2803 S. Heritage Avenue, Boise, ID  83709.

We truly appreciate your support and hope becoming involved in the AXO Parents Club is a rewarding experience for you.  Please feel free to contact me or any of the officers with questions or suggestions.

Rita Wellons

Parents Club President