BYLAWS ALPHA KAPPA Chapter, Epsilon Sigma Phi, Inc.

Approved on March 15, 2024

Article I – Name

The name of this organization shall be the Alpha Kappa Chapter, Epsilon Sigma Phi, Inc.

Article II – Purpose

The purpose of this organization is to uphold Extension ideals and standards, maintain respect for the traditions, and uphold the morale of the Cooperative Extension Service.

Article III – Membership

Section 1. Member: Membership in ESP is open to currently employed University of Kentucky and Kentucky State University Cooperative Extension Service professionals. A professional is defined as a person who has pursued a four-year course of study, has obtained the minimum of a bachelor's degree, and holds a salaried position in the UK or KSU Cooperative Extension Service.

All members who pay full current dues amount by established deadlines may vote, apply for awards, and participate in the activities of the National Epsilon Sigma Phi. Only those members who have served three (3) years as an Extension professional may serve in elected or appointed leadership roles including officers, directors, and/or committee chairs.

Section 2. New Initiates: Extension professionals meeting ESP membership guidelines shall pay an initiation fee of $5 and shall pay only current ESP dues for the first-year membership. New Initiates shall be granted limited rights of membership if employed less than three years by University of Kentucky and/or Kentucky State University.

Section 3. Lifetime Member: Retired members may obtain a lifetime membership by paying an amount equal to five times the annual national dues plus the sum of $25.00 at the time application is made for a lifetime membership.

Section 4. Non-Discriminatory Statement: Membership for the Association shall be open on a non-discriminatory basis regardless of economic or social status and will not discriminate on the basis of race, color, ethnic origin, national origin, creed, religion, political beliefs, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information, age, veteran status, or physical or mental disability.

Article IV Officers & Board of Directors

Section 1. Officers The officers of ESP shall consist of President, President Elect, Vice President, Secretary, Treasurer and Past President. The office of President-Elect will follow a rotation schedule to ensure all areas of Extension are appropriately represented. These areas are Specialist/Associates/Administration, 4-H Youth Development Agents, Agriculture and Natural Resource/Horticulture Agents, Family and Consumer

Section 2. Board of Directors: The voting members of the Board of Directors shall consist of above officers and one Director from each Administrative Extension Area as defined by UK CES Administration. Committee chairs serve as non-voting members of the Board. Directors may serve no more than two consecutive two-year terms. A member must sit out at least one year before serving as Director again. If there is not a potential candidate from a respective Extension Area, then the Board Executive Committee may approve a Director to serve an additional consecutive term vs sitting out for a year. In the case of an absence, the Director may appoint a substitute for that meeting.

Section 3. Ex Officio Members:  Any ESP member serving on the National ESP Board will also be a member (non-voting) of the Alpha Kappa Chapter Board of Directors during their tenure on the National ESP Board.

Section 4. Terms of Office: At each annual meeting of the organization, a president-elect shall be elected from the membership by a majority vote of the members present and voting. They shall be elected for one year and each shall serve until their successor is duly elected and installed. The president-elect shall automatically become president at the end of their term as president-elect.

The secretary and treasurer shall be elected for a two (2) year term. The secretary shall be elected in even-numbered years and the treasurer shall be elected in the odd-numbered years.

Section 5. Executive Committee: The elected officers shall hold the same offices on the Executive Committee that they hold in the organization. Vacancies on the Executive Committee shall be filled the same way since they are the same officers.

The officers of the organization, plus the immediate past president, shall constitute an Executive Committee. The Executive Committee shall act as the continuing business organization of the organization between annual meetings. It may take such actions as the board deems necessary for the welfare of the organization, provided such action is consistent with this constitution and bylaws and subject to the approval of the organization at its next regular meeting. If no action is taken by the organization within sixteen (16) months, an action of the Executive Committee shall stand approved.   

Section 6. Vacancies. If a vacancy occurs in the office of president, the president-elect shall automatically become president, completing the term in addition to their regular term as president.  In the event a vacancy occurs in other offices of the Executive Committee or committee chairs, the president will appoint a member to complete the term.

If a Director vacancy occurs, the Chapter members of that administrative area shall immediately appoint a member to fill the vacancy.  If there is not a candidate available, then the Director position will remain vacant until there is an individual willing to serve.

Section 7. Duties of Officers, Duties of the officers and Board shall be as the office implies and described in the Operations Manual.

Section 8. Nominating Committee: Immediate Past President will serve as the nominating chair and work with the nominating committee to secure officers before the annual meeting. The committee should be diverse in at least two program areas. Voting shall be done by either a show of hand or by secret ballot, whichever the president may elect to use.

Section 9.  Installation: Officers shall be installed at the annual meeting at which they are elected by the retiring president or by a past president of the organization.  The officers, committee chairs and Directors will take office at the conclusion of the annual meeting.

Section 10. Quorum of Board: One more than half of the members of the Board of Directors shall constitute a quorum at Board meetings.

Article V – Dues and Fees

Section 1. Annual Dues: Annual dues of the Association shall include national dues as recommended by Epsilon Sigma Phi and state dues as approved by the members of the Alpha Kappa Chapter.

Section 2. Official Year. Annual dues are due and payable in accordance with the date set by the national ESP board for the ensuing year.

Section 3. Delinquent Members: All members who have not paid their dues within thirty (30) days after the dues deadline shall be notified by the National ESP Office. Those who have forfeited their membership by nonpayment of dues may be reinstated according to the National ESP guidelines.

Article VI – Quorum

The members present at any meeting of the organization or its Board, which has been properly called, and for which clear and adequate notices were sent to the members involved reasonably well ahead of the meeting, shall constitute a quorum, and conduct any business on which action needs to be taken.

Article VII – Committees

The president shall appoint special committees which the president deems appropriate or which the organization or its Executive Committee may request. The president may serve as a non-voting member of any committee at their discretion. Guidelines giving purposes and responsibilities of the appointed committees shall be developed by the Executive Committee for use by that committee.

Article VIII - Meetings

The annual meeting shall be held at a date and location set by the Board. Special meetings of the organization may be held upon the call of the president or upon written request of twenty percent of the members.

Article X - Standing Rules

The Board may develop and enact Organizational Guidelines and Procedures to help define, direct, and clarify operations of the organization.  These may be amended at a Board meeting provided they are placed on the agenda prior to the meeting.

Article XI

Roberts Rules of Order shall be the guide for the parliamentary procedures at all meetings.

Article XII – Amendments

These bylaws may be amended at any regular annual meeting of the organization by a two-thirds majority of the members present and voting provided notice is given, with the proposed amendment(s) in writing, or electronically, to the membership at least fifteen (15) days prior to the meeting.

Members’ suggestions for an amendment to the bylaws should be submitted to the Executive Committee and chair of the Chapter’s Relation Committee electronically at least 30 days prior to the annual meeting.