Constitution and Bylaws
ARTICLE I: NAME
Section 1. The name of this organization shall be the Gamma Chapter of Chi Epsilon Sigma & The National Extension Support Staff Fraternity.
Section 2. The meaning of the Greek letters has been designated as follows: Chi - life; Epsilon - loyalty; Sigma - learning.
ARTICLE II: PURPOSE
The purpose of this Fraternity shall be to maintain the standards and ideals, uphold the morale, prestige and respect of Kentucky Cooperative Extension Service support staff; to develop an effective working relationship and a spirit of fraternal fellowship among the employees; to encourage professionalism; and to recognize, share and reward professional excellence in job performance.
ARTICLE III: MEMBERSHIP
Section 1. Qualifications
A person who has performed satisfactory service as an Extension support staff employee shall be eligible for membership without regard to race, color, ethnic origin, national origin, creed, religion, political belief, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information, age, veteran status, or physical or mental disability. The membership year shall begin on January 1st of each year.
Section 2. Classes of Membership
- Active - Those support staff members employed by the Kentucky Cooperative Extension Service who have paid current dues.
- Retired - Those support staff members who are retired from the Kentucky Cooperative Extension Service who have paid current dues.
- Honorary - May be accorded to those who have performed some meritorious service in the interest of the Kentucky Cooperative Extension Service support staff.
The Executive Board shall accept nominations for honorary members from active and retired members and make the final selection. Honorary membership is not automatically afforded each year, only when appropriate.
Active and retired members shall be entitled to hold office, serve on committees, and participate in discussions and activities of the Fraternity.
Section 3. Voting
Voting privileges shall be extended to all active and retired members in attendance at any duly called meeting or as requested by mail. Passage of motions by the membership requires a majority of those voting, with the exception of changes in the Constitution and Bylaws which will require two-thirds of those voting.
Section 4. Dues
All active members shall pay annual dues as set by the Executive Board. Retired members shall pay annual dues of $7.50. Dues are payable by January 31st each year.
Section 5. Meetings
One annual meeting for the total membership shall be held each year.
A quorum shall be a majority of those members present.
ARTICLE IV: OFFICERS AND THEIR DUTIES
Section 1. The officers of the Fraternity shall consist of President, Vice President, Secretary, Treasurer, Annalist, and Immediate Past President. These officers shall comprise the Executive Committee and will perform the duties prescribed by these bylaws.
Section 2. To be eligible to run for an officer position, the nominee must obtain written approval from their supervising agent and area director.
Section 3. It shall be the duty of the Nominating Committee to nominate candidates for the officer and director positions. A report will be given at the annual meeting at which time additional nominations from the floor shall be permitted.
Section 4. Each officer will serve a one-year term with the exception of the Treasurer, who will serve a two-year term, or until a successor is elected. Officers may run for two consecutive terms. No member shall hold more than one office at a time. Officers and directors will be installed at the annual meeting. Terms of office shall begin immediately after installation.
Section 5. Resignations during a term of office will be filled by the Executive Board within 30 days of receiving notice.
Section 6. Duties (Also refer to the Operating Guidelines for additional responsibilities.)
Presides over all meetings of the Gamma Chapter of Chi Epsilon Sigma, the Executive Board, and the Executive Committee.
Performs the duties of the President in the absence or disability of the President. In the event of a vacancy in the office of President, shall become President and assume the duties of the office for the unexpired term. Chairs annual meeting.
Maintains complete minutes and records of meetings and correspondence.
Receives and disburses all funds of Gamma Chapter, Chi Epsilon Sigma. Receives membership dues and maintains a list of paid members.
Prepares and distributes newsletter. Maintains the historic records of the fraternity. Maintains up-to-date Facebook page.
Immediate Past President
Serves in an advisory capacity for fraternal business.
ARTICLE V: DIRECTORS AND THEIR DUTIES
Section 1. To be eligible to run for a director position, the nominee must obtain written approval from their supervising agent and area director.
Section 2. Directors will serve a two-year term with representation consisting of the following:
(Four) Directors from each region, East, Central, and West. The board will be made up of (12) Regional Directors, (3) Campus Directors (1 from Lexington, 1 from Princeton, and (1) from RCARS and the officers for a total of (21) members.
Directors will be elected in alternating years as follows: Even Years (C1-C2, C3-C4, E1-E2, E3-E4, W1-W2, W3-W4), Odd Years (C5-C6, C7-C8, E5-E6, E7-E8, W5-W6, W7-W8), (Three) non-county directors will be elected in alternating years, with the University of Kentucky Campus and UK Robinson Center For Appalachian Resource Sustainability director to be elected in even-numbered years and the University of Kentucky Princeton director to be elected in odd-numbered years.
Resignations during a term of office will be filled by the Executive Board within 30 days of receiving notice.
Directors will be allowed to succeed themselves; current Directors should make recommendations from their area to the Nominating Committee for a member to serve as Director. Any additional nominations from the membership shall be secured by the Nominating Committee.
Section 3. The duties of the Directors are as follows:
Serve as the liaison between the membership and the Executive Board.
Coordinate activities for the members whom they represent.
ARTICLE VI: EXECUTIVE BOARD
Section 1. The officers and directors shall constitute the Executive Board.
Section 2. The Executive Board shall have general supervision of the affairs of the Fraternity between its business meetings and make recommendations to the Fraternity. The Executive Board shall be subject to the orders of the fraternity and none of its acts shall conflict with actions taken by the Fraternity.
Section 3. The Executive Board shall meet quarterly, with one being at the annual meeting. Additional meetings shall occur when deemed necessary by the Executive committee. Conference calls, correspondence , and e-mail will be used when appropriate to transact the business of the Fraternity. A majority of the members of the Executive Board shall constitute a quorum.
ARTICLE VII: EXECUTIVE COMMITTEE
Section 1. The Executive Committee shall consist of all officers.
Section 2. The Executive Committee shall act for the Executive Board between meetings in emergency cases or as deemed necessary.
ARTICLE VIII: COMMITTEES
Section 1. Standing Committees
Unless otherwise designated, the President will appoint chairs in consultation with other officers and directors. The President and/or Chair of each committee will then appoint individual committee members to the respective committee for a one-year term. A majority of the members of any committee shall constitute a quorum. A report will be submitted by each committee to the membership at the annual meeting as deemed necessary.
Shall plan for the annual meeting recognition of members' years of service awards and other awards as established by the fraternity. The committee shall seek assistance from a non-partial source outside the committee in selecting award winners.
Annual Meeting Committee
Shall plan the details of the annual meeting.
Professional Improvement Committee
Shall be responsible for selection and awarding scholarships. Other educational opportunities will be explored and professional growth for fraternal membership will be promoted. The committee shall seek assistance from a non-partial source outside the committee in selecting award winners.
Shall plan social activities to enhance professional as well as personal involvement of fraternal members on a statewide basis and encourage area activities.
Shall secure nominations from the membership and prepare a slate for all officer and director positions to be presented to the membership at the annual meeting.
Budget and Finance Committee
Shall be responsible for developing and proposing the budget.
Constitution and Bylaws Committee
Shall be responsible for reviewing proposed changes and updating the Constitution and Bylaws.
Section 2. Special Committees
The President may appoint as many special committees as deemed necessary. These special committees will report to the Executive Committee and perform the duties so designed. A majority of the members of any committee shall constitute a quorum.
ARTICLE IX: DISSOLUTION
If upon dissolution of the Gamma Chapter of Chi Epsilon Sigma the assets exceed the outstanding obligations, such balances shall accrue to and be administered through The University of Kentucky Development Fund specifically for College of Agriculture scholarships.
If upon dissolution of this Fraternity, The University of Kentucky Development Fund is no longer in existence, then the Chi Epsilon Sigma Executive Committee shall, after paying or making provisions for the payment of all the liabilities of the Fraternity, dispose of all the assets to such other organization(s) established and operated exclusively for charitable, educational or scientific purposes that qualify as an exempt organization or organizations under any present or future United States Internal Revenue Law as the Executive Committee so desires.
ARTICLE X: PARLIAMENTARY AUTHORITY
The rules contained in Robert's Rules of Order Revised shall govern this Fraternity unless stated otherwise in the Constitution and Bylaws of the Fraternity.
ARTICLE XI: AMENDMENTS
The Constitution and Bylaws may be amended at any annual meeting by a two-thirds vote of those voting provided the amendment(s) has been submitted in writing to all members 30 days prior to the annual meeting.
Revised April 2022
Revised April 2021
Revised April 2018