Article I: Duties of Officers
Section A The
President shall preside at all meetings of the organization and shall perform
the duties usually incumbent upon an executive officer.
Section B The
Vice-President shall assume the duties of the President in the president's
absence and shall serve as chairman of the Legislative Liaison Committee.
Section C The
Keep all minutes and records of
official business of the organization;
Serve as a member of the Executive
Section D The Treasurer shall:
Receive all initiation fees, dues,
Pay all bills.
Keep an accurate account of all
receipts and expenditures.
Make an annual report subject to an
annual audit according to the fiscal year which begins January 1 and ends December
Serve as a member of the Executive
Section E The Annalist shall:
Serve as an advisor to the Annual
Meeting, Awards & Recognition, Legislative Liaison, Marketing/Public
Relations, and Nominating & Retirees Committees.
Furnish necessary transfer information
for members who transfer to other chapters and obtain transfer information for
members who transfer from other chapters.
Research tenure awards and assist
the Membership and Initiation Committee in identifying potential members.
Article II: Election of Officers
Section A All
officers shall be Annual or Life members.
Section B All
officers shall serve until their successors are elected and installed.
Section C The
Secretary shall be elected from the field staff for three succeeding years followed
by election from campus staff for one year, so that the office of secretary is
rotated in proportion to the number of field and campus Epsilon Sigma Phi
members. The Secretary may also be a retired Annual or Life member.
Section D The
Treasurer shall be elected for a term of three years. The Treasurer can serve
no more than two consecutive terms. If a vacancy occurs, a replacement will be
appointed by the Executive Committee to complete the remainder of the term.
Section E The
Secretary and Treasurer (when applicable) shall be elected at the Business
meeting conducted at the annual Professional Staff Development Conference.
F The succession to office shall be
the secretary shall become vice president, the vice president shall become
president. The new nominee will be for the office of secretary. Any officer in
line of succession at the time of the adoption of this constitution and by-lays
will be eligible to complete the succession.
Section G In
case of vacancy, by death, resignation, or other cause, that should occur with
the secretary, it shall be filled by election from the membership at the next
meeting of the chapter. Should the vacancy occur in any office other than the
secretary, namely the president or vice president, the office shall be filled
by advancement of the officers according to the established procedure.
Section H The
Director of the Purdue University Cooperative Extension Service shall appoint
the Annalist. The term of office for the Annalist will be three years. The
Annalist shall be an annual member of the Alpha Lambda Chapter of Epsilon Sigma
Phi and can serve no more than two consecutive three-year terms.
Article III: Executive Committee Membership/Duties
Section A Membership
- shall consist of the President, Vice-President, Secretary, Treasurer,
Annalist, and the immediate Past President.
Section B Duties
Prepare an annual budget;
Appoint the standing committees;
Appoint and/or dismiss temporary
Act in emergency matters consistent
with the Constitution and By-Laws.
Article IV: Standing Committees and
Section A Committee Selection:
Standing Committees shall be: Annual Meeting, Audit, Awards and
Recognition, Constitution and By-Laws, Global, Legislative Liaison, Marketing/Public
Relations, Membership and Initiation, Nominating and Retirees.
After being notified through the annual newsletter which contains committee preference
options, members are asked to specify
committee preference when remitting their dues. The secretary organizes
committee preferences, by district, prior to the board meeting at which
committee members are appointed. The secretary maintains a record of committee
Committee members are appointed to a one year term.
Terms become two years if a member is
appointed vice-chair the first year.
Committee members may serve more than one term.
The Annual Meeting, Awards &
Recognition, Global, Marketing/Public Relations and Membership and Initiation
Committees have representation from each Extension District, one Specialist and
one Retiree if possible.
Section B Annual Meeting Committee
- responsible to plan the agenda and to host the annual dinner and program.
Section C Audit Committee -
responsible to audit the treasurer's books.
Attest to their accuracy and
completeness for the past fiscal year;
Make a report to the membership;
Report recommendations for
improvements to enhance efficiency and future accountability.
Section D Awards and Recognition Committee - responsible for the chapter’s participation in all state,
regional, and national award and recognition programs.
Searches records and identifies
members who have completed 25 years of professional service in Extension since
the last annual meeting;
Determines who among the members has
retired from Extension work since the last annual meeting and plans an
appropriate recognition program at the annual meeting, including purchase and
presentation of gifts and written summaries for use in program booklets;
Determines county and campus based
clerical workers who have completed 10 years and each succeeding 5 year
increment thereafter of service and provide a framed certificate of recognition
for presentation at an appropriate county or campus staff function;
Submits applications for the ESP
Chapter Merit and Achievement in Membership Recognition programs, whenever
Recommend new awards and procedures
for identifying recipients;
Send letter of congratulations to
all winners of awards;
Prepare appropriate articles for
state and national newsletters regarding award recipients.
Section F Constitution and By-Laws Committee - responsible to study the National and Chapter
Constitution, By-Laws, officer, and committee guidelines to insure proper
procedures and policies are being followed.
Suggest appropriate revisions to the
Handles necessary matters to bring
about a vote.
Section G Global Committee -
responsible to study ways members can support the Global Mission of the
Cooperative Extension Service.
Includes, but is not limited to,
keeping members updated as to who is or has served in foreign assignments;
Recommends recognition of members
for their significant contribution in the international field;
Provides suggestions to enhance
international programming abroad as well as within the state;
Prepares appropriate articles for
state and national newsletters.
Section H Legislative Liaison Committee - responsible to determine matters of common concern and
interest to all segments of the Extension family.
Comprised of two representatives
each from Purdue University Cooperative Extension Specialists Association,
Extension Administration, Extension Educators Association, and Epsilon Sigma
Phi, one of which shall be the Vice President.
The Vice President of Epsilon Sigma
Phi shall serve as committee chairman.
Shall determine how each Extension
group can contribute to those common concerns and mutual interests;
Help each Extension representative
to convey recommendations to their respective organization for understanding
and appropriate action;
Keep membership aware of legislative
acting programs and needs pertinent to Extension faculty welfare, and take
action as appropriate regarding such legislation;
Keep abreast of changes in state and
federal retirement/benefit programs and proposed changes then make
recommendations to membership.
Section I Marketing/Public Relations Committee - responsible for providing events to enhance Epsilon Sigma
Coordinate plans for State Fair
Extension Family picnic in cooperation with the Retirees Committee;
Conduct annual Epsilon Sigma Phi
Promote an effective working
relationship and a spirit of fellowship between ESP and all Extension staff;
Encourage planned professional
self-development among members;
Promote and foster professional
improvement through collaboration with professional organizations to which
Extension faculty belong.
Section J Membership and Initiation Committee - responsible to determine eligible candidates for
membership and to conduct an appropriate initiation of new members at the
Contact CES Personnel Office for
list of eligible candidates (5 years of Extension experience) - (May);
Provide list to Epsilon Sigma Phi
Membership chair – (June);
Membership chair will send all
candidates an official invitation for membership to include a deadline for
responding and information on dues and instructions that they are to be paid
when they respond;
Contact co-worker or friends of
initiate to identify a sponsor to introduce the initiate at the annual banquet
Check with the Personnel Office
secretary on plaques which will be presented to each new member at initiation -
Send letters to sponsors to inform
them of their duties - (September);
Committee will plan and conduct the
formal initiation to be held during the ESP Annual meeting held
during Professional Staff Development Conference;
Send a congratulatory letter to each
new member (this letter may be combined with the letter about the annual
banquet/initiation and membership dues).
Inform new retirees of the retiree
Section K Nominating Committee -
responsible to prepare a slate of qualified members as officers and to present
the slate at the annual meeting.
Section L Retirees Committee -
The mission of this committee, representing Indiana Extension Educators
Association, Purdue University Cooperative Extension Specialists Association,
and Epsilon Sigma Phi, working through the organizations and with the Purdue
University Extension Administration, is to create a mechanism and provide a
means for recognition and information exchange to and from the retired members
of the three organizations.
Committee Structure - This committee shall consist of
Retired Extension staff and 1 – 2 current staff
who are members of Epsilon Sigma Phi. The Retirees Committee will be governed
under the by-laws of Epsilon Sigma Phi.
Functions of the Committee - The functions of the committee
are to be reviewed and changed in accordance with the needs and the desires of
the three organizations working through the officers of Epsilon Sigma Phi. The
major functions of the committee are:
To provide information to retirees
through Extension communication and other information and communication
To assist in providing educational
and social opportunities for retirees;
To provide an opportunity for all
members to develop camaraderie through special programs, social events, and
retirement benefit information.
Alpha Lambda chapter is the fiscal
agent of the Purdue Extension retiree funds. The chairperson of the Retirees Committee
will inform the chapter’s treasurer of the names of those who have permission
to spend money from the retiree account (such as the chairs of the spring and
fall flings and newsletter editor). The
chairperson will also provide information to the chapter’s Executive Committee,
when requested, to support that committee’s budgeting responsibilities and to
the chapter’s Treasurer and Audit Committee, when requested, to support their annual
reporting and auditing functions.
The committee is encouraged to
pursue additional funding to be used for retiree activities, such as the Hansen
Award from Purdue University.
Section L – Standing Committees may be assigned additional
responsibilities by the Executive Committee.
Article V: Dues
Each member shall pay dues to the State Treasurer as
Annual Dues: The Executive Committee shall annually determine the amount
of dues needed for the ESP - Alpha Lambda Chapter. Any change in this amount
from the previous year shall be approved at any regular meeting before becoming
Dues: Retirees from Purdue Cooperative
Extension Service, who are current Annual members, may obtain a paid-up life
membership by paying an amount equal to five times the national annual dues.
Dues: (annually) As determined by the
1. If postmarked by October 1
2. $5.00 late fee if
postmarked between October 2 and November 1,
3. $15.00 late fee if
postmarked after November 1.
Article VI: Parliamentary Authority
In all matters not covered by the
Constitution and By-laws, the organization shall be governed by the Sturgis
Standard Code of Parliamentary Procedures.
Article VII: Amendments
By-Laws may be amended at any annual or special meeting by a simple majority
vote of the members present, providing members were mailed suggested changes
thirty days prior to the meeting.