Bylaws of The Great Black Swamp Alumni Association

of Alpha Phi Omega National Service Fraternity

Originally drafted by Brianna Lucius (Zeta Kappa 2008), Phoenix Golnick (Alpha Zeta
Rho 2011) and Brian Martin (Delta Alpha 1995)
Last amended and ratified on 7/9/15
ARTICLE I. NAME
The name of this organization shall be The Great Black Swamp Alumni Association.
ARTICLE II. PURPOSE
The purpose of The Great Black Swamp Alumni Association is to form an association
composed of alumni of the Alpha Phi Omega National Service Fraternity residing in the
Great Black Swamp region in Ohio and the surrounding areas.
ARTICLE III. MEMBERSHIP
Section 1. General
Membership in the association shall be open to all former active, former advisory, or
current advisory or honorary members of Alpha Phi Omega National Service Fraternity,
without regard to chapter affiliation. Current Active Brothers in Alpha Phi Omega are not
eligible for membership in the association. However, current Active Brothers, particularly
graduating seniors, are welcome to attend association events.
Section 2. Defining Membership
Membership in the association shall be defined as any alumni of the Fraternity who has
paid dues to the association as defined in Article V Section 1 of these Bylaws. Members
should reside within the Great Black Swamp region of Ohio or the area surrounding.
ARTICLE IV. CONFERENCES (National, Regional, Sectional)
It is recommended that at least one member of the association, who is not affiliated with
the structure of the Fraternity (as staff or elected official) be in attendance at National
Conventions, as well as conferences within the section and region where the association
is located. This is not to usurp or attempt to supersede any National Bylaws associated
with alumni voting delegates at National Conventions.
ARTICLE V. FINANCE
Section 1. Dues
Membership dues will be collected on a yearly basis in the amount of $10 per member
from all former active, advisory, or honorary members of Alpha Phi Omega who wish to
be recognized officially as members of The Great Black Swamp Alumni Association.
Membership is defined in Article III Section 2 of these Bylaws.
Section 2. Donations

Donations to the association shall be accepted. The association Treasurer will be

responsible for handling all necessary donation processing.
Section 3. Fiscal Year
The fiscal year of the Great Black Swamp Alumni Association shall be January 1st to
December 31st.
ARTICLE VI. RELATIONSHIP TO CHAPTERS
As an alumni association, this organization shall be an independent entity recognized by
Alpha Phi Omega National Service Fraternity and shall not be formally linked to any
particular active chapter of the Fraternity. At the discretion of the members of the
association and the approval of the local active chapters, the association may enter into
joint activities with such chapters. Joint activities may include but are not limited to:
fellowship events, service projects, fundraising activities, workshops, conferences, and
any other official chapter affairs. Individual members of the association having ties to
individual chapters shall be encouraged to, and not restricted from, continuing such ties.
ARTICLE VII. ADHERENCE TO NATIONAL BYLAWS AND GUIDELINES
This association shall observe all applicable articles and sections set forth in the National
Bylaws of Alpha Phi Omega National Service Fraternity, with particular emphasis on
Article XII Alumni.
ARTICLE VIII. OFFICERS
Section 1. Titles
President, Vice President of Membership, and Treasurer.
A. All of the officers listed in Article VIII, Section 1 shall be elected.
B. Other officers, and/or committees are appointed by the President and approved by the
elected officers as needed.
C. The officers, when meeting, shall be called the executive committee.
Section 2. Term of Office
The officers shall be elected at the annual business meeting. An officer may succeed
himself/herself.
ARTICLE IX. DUTIES OF OFFICERS
Section 1. Duties of President
The President shall:
A. Serve as the presiding officer at all association meetings and at meeting of the
executive committee.
B. Coordinate the functions of all alumni organization officers and committees.
C. Be the authoritative representative of the association (signing documents, contracts,
letters, etc.).
D. Serve as the associations regional alumni council representative.
E. Insure the alumni organization is operated in conformity with the principles set forth in
the National Bylaws, the Standard Chapter Articles of Association, and the Great Black
Swamp Alumni Association Bylaws.

F. Be responsible of any association property.

Section 2. Duties of Vice President of Membership
The Vice President of Membership shall:
A. Plan and coordinate the membership program of the alumni organization.
B. Perform all presidential functions in the absence of the President.
C. Identify and reach out to brothers in the Great Black Swamp region.
D. Carry on necessary correspondence on behalf of the alumni organization.
E. Maintain and upkeep the social media related to the alumni organization.
F. Produce any publications, including but not limited to newsletters, on a schedule to be
determined by the executive committee.
Section 3. Duties of Treasurer
The Treasurer shall:
A. Keep an accurate written record of the proceedings of each business meeting.
B. Collect dues and donations and maintaining records of dues collected.
C. Dispense funds from the treasury as needed.
D. Keep an accurate financial record of treasury balances and transactions.
E. Submit form 990N to the IRS annually.
F. Keep an archive of all financial contracts and agreements.
G. Oversee any fundraisers of the association.
Section 4. All Officers
All officers shall, in addition to their stated duties, perform such duties as their offices or
the alumni organization may require.
ARTICLE X- ELECTION OF OFFICERS
Section 1: Eligibility Requirements
In order to be elected as an officer, a member must be in good standing and have paid
dues as defined in Article V Section 1 of these Bylaws. No individual may hold more
than one executive office during a given term, unless special circumstances arise.
Section 2: Election Procedures
A. Nominations:
1. Nominations may be made as early as three weeks prior to the annual business
meeting, but will remain open until just prior to the election process during the annual
business meeting. All advance nominations should be provided to the Vice President of
Membership.
2. A person can be nominated by another member or themselves.
3. Once the member accepts the nomination, they are officially running for that position
they were nominated.
B. Elections:
1. Elections shall start in order of the officers listed in Art. VIII.
2. The voting procedure is as follows:

a. The nominees will prepare a single page rationale explaining why they desire the
position. These will then be emailed to the membership.
b. At a specially scheduled in person meeting and simultaneous online webinar the
association will have the ability to discuss the candidates running for each position.
C. Voting:
1. All votes shall be by secret ballot either in person or online.
2. The votes are collected and tallied by presiding Vice President of Membership. If the
Vice President of Membership is nominated for the position currently being voted
on, another officer shall take the place of the Vice President of Membership and will
collect and count the votes.
3. The President will then be informed of the results of the vote and announce the
results of the election to the association.
a. In the event that the individual receiving the greatest number votes did not win by
majority (i.e. did not receive greater than 50% of the vote), a run-off election is to
be held between the top two nominees.
D. Installation:
The officers shall be installed according to the ceremony provided by the National
Fraternity in the Ritual Book.
E. Vacancies of Office:
In case of a resignation of an elected officer, the alumni organization shall elect a
replacement at the next planned meeting. Advance notice of this special election will be
provided to all members of the association.
ARTICLE XI. MEETINGS
Section 1. Regular Meetings
The association shall have at least one annual business meeting to be held in the first
quarter of the year. Additional business meetings shall be held as needed.
Section 2. Other Meetings and Events
Other meetings will be held as the association desires for the purpose of fellowship,
service, or both. Such meetings can be organized by any member of the alumni
association.
Section 4. Quorum
Quorum shall consist of two-thirds of members of the association as defined in Article III
Section 2 of these Bylaws. For the purposes of elections or bylaws amendments, absentee
ballots shall be allowed to count towards quorum.
ARTICLE XII. AMENDMENTS
An affirmative vote equivalent to two-thirds of the votes cast at a meeting where quorum
is present shall be necessary for the adoption of any amendment to these Bylaws.
Sufficient time must be provided for discussion prior to the vote. Any amendments to

these Bylaws shall become effective upon the adjournment of the meeting during which
said amendments were passed.
ARTICLE XIII. MASCOT
The official mascot of the Great Black Swamp Alumni Association shall be the Mudhen
aka American Coot.
ARTICLE XIV. ALUMNI ASSOCIATION DISTINGUISHED KEY
The Alumni Association has the ability to award the Alumni Association Distinguished
Key (AA DSK) based on the Great Black Swamp Alumni Association Distinguished Key
policy. This policy will be approved and amended under the same stipulations as these
bylaws.