We, who have accepted the Bond of Phi Delta Theta, recognize it as a basis of union, and desire to derive its benefits, do ordain and establish the Emporia Area Phi Delta Theta Alumni Club through the following Bylaws. The Bylaws do not supersede the Code of Phi Delta Theta.

2.1 Name
The organization shall be known as the Emporia Area Phi Delta Theta Alumni Club (“Club”).
2.2 Purpose
The organization shall promote the fraternity’s principles of friendship, sound learning, and rectitude through programming involving its alumni membership, the undergraduate Chapter of Kansas Epsilon (“Chapter”), the Emporia State University community, and alumni of Phi Delta Theta in the Emporia area, and in doing so, foster brotherhood, understanding, and personal growth. The Club will also provide support and guidance to the Chapter which may include financial contributions.
2.3 Discrimination Policy
No person shall, on the grounds of age, color, creed, disability, national origin, race, religion, sexuality, or socioeconomic class be excluded from the participation in, be denied benefits of, or be subjected to discrimination under any program or activity sponsored by the Club.
2.4 Hazing Policy
This Club shall not condone or indulge in any abuse or undignified treatment of its members, to include any and all activities not contributing to the positive development and welfare of its members and the Chapter.

3.1 Membership Status
Any Alumnus of the Chapter or Phi Delta Theta alumni from any other undergraduate chapter may become a member of this Club with payment of annual dues.
3.2 Dues
Dues will be assessed and collected through an annual Tiered Membership Policy. The Policy, which will include proposed fees and associated benefits, shall be presented to the Board at the Homecoming Board meeting for consideration and / or approval for the upcoming year. The Alumni Relations Officer is authorized to approve individual payment plans provided the member pays the associated fee within the applicable Membership Year.
3.3 Refusal of Membership
The Club shall not refuse membership of any alumni as described in 3.1. However, any member failing to pay annual dues shall be dropped from the membership roll.

4.1 Membership Meetings
Membership meetings in which all Club members are allowed and encouraged to attend, shall be held at a time and place as directed by the President. Membership meetings may be held in-person, remotely, or a combination thereof.

4.2 Membership Actions
Membership actions shall include the election of officers, approval of Bylaw amendments, and any matter specifically referred for Membership action by the Board. Unless otherwise specified by the Bylaws, Membership actions shall pass on the majority vote of the members present at the membership meeting where such action is considered.

4.3 Board Meetings
The Board, consisting of all elected officers and Members-at-Large as defined herein, shall meet at a time and place as directed by the President. Board meetings may be held in person, remotely, or a combination thereof. The Board will meet a minimum of three times per year. Board members will be provided a minimum of seven days’ notice of an upcoming Board meeting unless this notice is waived by a majority vote of the Board.

4.4 Board Actions
The Board may conduct business of the Club by a majority vote of the Board members present at the meeting where such business is considered. Such business includes approving the annual budget, adopting policies and procedures, coordinating upcoming events, and approving the membership dues and benefits.

4.5 Non-Meeting Voting
Unless otherwise specified by the Bylaws, the Board or Membership may conduct the business of the Club by a two-thirds majority vote of the Board or membership outside a regularly scheduled meeting. Such voting may be conducted by telephone, email, or other method directed by the President, who shall certify the results of the voting and include the results in the minutes of the next regularly scheduled Board meeting.

5.1 Elected Officers
The elected officers of the Club are the President, Vice-President, Treasurer, Secretary, Alumni Relations Officer, Scholarship Officer, and Events/Activities Coordinator. In case of a vacancy, the President shall have the authority to appoint an interim officer until a special election may be held for the vacant position. Elected officers must pay dues under Section 3.2 to maintain their position; otherwise, such position becomes vacant at the end of the applicable Membership Year and subject to special election. 

5.2 Officer Terms
Officers will serve approximately two years, spanning from their installation as officers until their re-election or the installation of a new member to their office.

5.3 Officer Elections
The Board will coordinate officer elections and solicit officer nominations. The elections will be conducted by the President and may be conducted by telephone, email, or other method directed by the President, who shall certify the results of the voting and include the results in the minutes of the next regularly scheduled Board meeting.

5.4 Officer Removal
An officer may be removed due to conduct unbecoming a Phi Delta Theta alumnus and / or failure to adequately perform the duties of his office. A majority vote by the Board at a regularly scheduled meeting is required for removal.

5.5 Duties of the President
The President shall preside at all meetings and enforce Club Bylaws, rules, and policies. The President shall oversee the operation of the Club and represent the Club at college functions, Merchant Housing Corporation meetings, and, if eligible, as a delegate to the General Fraternity Convention.  

5.6 Duties of the Vice-President
The Vice-President shall represent the President in his absence. He shall oversee the activities of the officers and committees. He will also coordinate the development and distribution of regular Membership communications on behalf of the Club.

5.7 Duties of the Secretary
The Secretary shall keep minutes of all Board meetings. The Secretary will develop and maintain a Club calendar of events that is posted on the Club’s website. He is responsible for updating and posting the Bylaws and coordinating all non-Membership Club correspondence, including reports for The Scroll.

5.8 Duties of the Treasurer
The Treasurer shall collect all funds due to the Club and disburse the funds according to generally accepted accounting principles. He shall prepare an annual Club budget to be presented to the Board for consideration and / or approval at the Homecoming meeting for the upcoming year. At each Board meeting, he will present a financial report that includes a budget update and revenue and expenditures for the past quarter.

5.9 Duties of the Scholarship Officer 
The Scholarship Officer is responsible for the coordination of the annual scholarship program that includes monetary scholarships to the enrolled active members of the Chapter in accordance and compliance with the Memorandum of Understanding between the Club and the Emporia State University Foundation. The Scholarship Officer shall report the status of the endowed fund to alumni each year.

5.10 Duties of the Alumni Relations Officer 
The Alumni Relations Officer is responsible for the coordination of membership recruitment and retention and maintaining an updated list of members and their contact information.

5.11 Duties of the Events/Activities Coordinator
The Events/Activities Coordinator is responsible for planning, publicizing, and coordinating special events that may include White Carnation, Homecoming, and the Summer Reunion. He is also responsible for planning, publicizing and coordinating activities for the Membership and/or public. Such activities in the past have included the Phil Newell 3 on 3 Basketball Tournament and Oliver Samuel Memorial Golf Classic.

6.1 Board Membership
The President may appoint Members-at-Large (“MAL”) to serve on the Board with an affirmative vote by the Board. Once appointed and confirmed, the MAL shall have the same voting rights and attendance obligations as other Board members. A MAL is subject to the removal or resignation procedures as other officers. MAL shall serve (i) for a set time as designated by their appointment and confirmation, (ii) for the remainder of the term of the President who appointed the MAL.

6.2 Duties of the Members-at-Large
The President may appoint a MAL to assist a specific officer or serve on a Board committee. All MALs are encouraged to volunteer their time and efforts for the betterment of the Club.

7.1 Alumni Relations Committee
The Alumni Relations Committee is chaired by the Alumni Relations Officer and consists of a minimum of two additional Board members. The committee coordinates membership recruitment and retention and maintains an updated list of members and contact information.

7.2 Events / Activities Committee
The Events / Activities Committee is co-chaired by the Events/Activities Coordinator and oversees the development and coordination of Club events and activities. 

7.3 Additional Committees
The Board may establish additional committees at its discretion. Such committees, and their chairperson(s), shall be confirmed by a majority vote of the Board.

8.1 Association Budget
The Treasurer shall prepare an annual budget for the upcoming calendar year for Board consideration and / or approval at the Homecoming Board meeting.

8.2 Treasurer Reports
The Treasurer will provide a quarterly financial report to the Board that includes the revenue and expenditures for the respective quarter and a budget update.

8.3 Officer Expenses
Officers for the Club may be reimbursed for an expense provided the expense is included in the annual budget or has been approved by the Board. Receipts must be provided to the Treasurer for reimbursement.

8.4 Non-Budgeted Expenditures / Reimbursement Requests
Expenditures / reimbursement requests that are not identified in the annual budget will require consideration and / or approval by the Board prior to payment. 

8.5 Dues to General Fraternity
During the fiscal year beginning Jul

9.1 Scholarship Eligibility
The Club shall award annual scholarships to enrolled active members of Kansas Epsilon of Phi Delta Theta.

9.2 Administration of the Scholarship Program
The Emporia State University Foundation shall administer the investment of the endowed scholarship funds.

9.3 Scholarship and Stipend Awards
The following scholarships will be awarded each academic year: Phillip H. Newell Memorial New Initiate Scholarship, Roger Wm. Heineken Emerging Leader Scholarship, R. Doug Lewis Founding Father Scholarship, and James C. Harris Memorial Master of Engagement Scholarship, Gorman Frederickson Memorial Service for the Common Good Scholarship, Ethan A. Schmidt Memorial Man of Rectitude Scholarship, and stipends supporting Phikeia who initiate through the Man of Merit/Patterson Kansas Epsilon Fellow program.

9.4 Scholarship Criteria, Scholarship Awards, and Selection Process
The Scholarship Chair shall follow University scholarship guidelines and promote and administer the scholarship application process, schedule and conduct interviews for applicants, and announce recipients each spring.

10.1 Bylaw Amendment Procedures
Proposed amendments to the Bylaws shall be approved by a majority vote of Club membership present at a Membership meeting in which such amendment is considered.