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Winthrop University Council

Of the

National Pan-Hellenic Council, Inc.

(NPHC) 

Constitution and Bylaws

Adopted, 1999

Revised 2004

Winthrop University of the National Pan-Hellenic Council, Inc.

Constitution

Preamble

We, the representatives of the historically established community service fraternities and sororities, similar in structure and background with both graduate and undergraduate chapters, recognizing the need for coordination and cooperation in activities of intercollegiate Greek letter fraternities and sororities, and recognizing that there are certain areas of actions and programming that can best be realized by formal organization, do hereby establish such and organization and bind ourselves to abide by the provisions of the following constitution and Bylaws.

Article I- Name

Section 1.     The name of this organization shall be the Winthrop University Council of the National Pan-Hellenic

               Council, Inc.  (NPHC).

Article II- Purpose

Section 1.     The purpose of the National Pan-Hellenic Council shall be:

a.      Create and promote fraternity, sorority and intergreek relationships.

b.     Implement programs designed to help meet the needs of the respective communities.

c.      Serve as a medium for the mutual interests of member organizations.

d.     Set a standard for Greek life- academically

e.      Create and maintain a strong working relationship with member organizations and the university administration in regards to high social, academic and moral standards.

f.       Act in accordance to the rules and policies set forth by Winthrop University.

Article III- Membership

The Winthrop University Council of the National Pan-Hellenic Council, Inc.  shall be composed of the following organizations when recognized by Winthrop University:  Alpha Phi Alpha, Alpha Kappa Alpha, Delta Sigma Theta, Kappa Alpha Psi, Phi Beta Sigma, Zeta Phi Beta, Omega Psi Phi, Sigma Gamma Rho.

Section 1.     Representatives shall be selected by their chapter members.

Section 2.     There shall be two representatives per organization: one voting officer and one non-voting delegate.

Article IV- Officers

Section 1.     The officers of the Winthrop University Council of the National Pan-Hellenic Council, Inc. shall be

               president, Vice-President, Secretary, Treasurer, Historian, Parliamentarian, Chaplain and Sergeant at

               Arms.  Officers shall be determined by the rotation method.  (Bylaws Article II, Section I).

Section 2.     Officers shall serve a one-year term, and take office at the first meeting of the academic year. 

               Newly elected officers must be in attendance at the last meeting of the year prior to taking office.

Section 3.     In the event that an organization declines its office, an open election will be held to fill the office. 

               The office can be filled by a member of any organization.  The regular office rotation will he assumed

               the following term. 

Section 4.     Any officers not fulfilling their office duties will be removed by a majority vote of membership.

Section 5.     In the event of a vacancy in the office of president, the vice president will assume responsibilities. 

               Any other offices becoming vacant in the fall semester will require and open election.  Second

               semester vacancies will be appointed by the president. 

Article V- Committee 

Section 1.     The officers of the Winthrop University Council of the National Pan-Hellenic Council, Inc. shall be 

               the Activities Committee, the Budget and Finance Committee, the Constitution and Bylaws

               Committee, the Judicial Committee, the Service Committee, Space request/Calendar Signing

               Committee, and the Public Relations Committee.

Section 2.     The Vice-President shall oversee all committees.

Section 3.     The chair of the Budget and Finance Committee shall be the treasurer.

Section 4.     The chair of the Constitution and Bylaws Committee shall be the Parliamentarian.

Section 5.     The chair of the Activities Committee shall be the Chaplain.

Section 6.     The chair of Public Relations Committee shall be the Historian.

Section 7.     The chair of the Service Committee shall be the Secretary.

Section 8.     The Sergeant at Arms shall be the chair of the Space Request/Calendar Signing Committee.

Article VI- Delegates

Section 1.     Each member organization of the Winthrop University Council of the National Pan-Hellenic Council,

               Inc. shall have [one voting delegate]

Section 2.     Delegates shall attend all regular and special meetings and shall serve on at least one committee.

Section 3.     Delegates shall not serve at the same time as officers of the Winthrop Council of the National Pan-

               Hellenic Council, Inc.

Section 4.     Delegates shall vote for their respective organizations, and each member organization of the

               Winthrop Council of the National Pan-Hellenic Council, Inc. shall have one vote.

Section 5.     If a member organization has less then two members, then the officer will serve as the [voting 

               delegate].

Article VII- Advisor

Section 1.     The advisor shall be a member of the National Pan-Hellenic Council, Inc, appointed by open election

               of the council.  The advisor shall oversee the Winthrop Council of the National Pan-Hellenic Council,

               Inc. 

Section 2.     The Student Development Coordinator for Greek Life shall assist the advisor to the Winthrop

               Council of the National Pan-Hellenic Council, Inc. and shall perform all duties related to advising that

               are required by the University.     

Article VIII- Meetings

Section 1.     Regular meetings of the Winthrop Council of the National Pan-Hellenic Council, Inc. shall be

               determined by the council.

Section 2.     Special meetings of the Winthrop University Council of the National Pan-Hellenic Council, Inc. may

               be called by the president when 48-hour notice is given to its members.

Section 3.     The must be quorum present to hold a meeting.

Article IX- Dues, Fees, and Finance

Section 1.     The Winthrop Council of the National Pan-Hellenic Council, Inc. shall be financed by dues, fees and

               fund-raisers from its member organizations as outlined by the Bylaws

Article  X- Founder’s Day

Section 1.     The Winthrop Council of the National Pan-Hellenic Council, Inc. shall celebrate the National Pan-

               Hellenic Council, Inc. Founder’s Day (May 1930, Howard University) during Unity Week. 

Article XI- Violations

Section 1.     Any dispute rising out of the violation of the Winthrop University Council of the National Pan-

               Hellenic Council, Inc. shall be referred to the Judicial Committee and, if necessary, Student

               Development for mediation.  

Article XII- Amendments

Section 1.     The Constitution and Bylaws may be amended at any time with a two-thirds vote of the membership.

Section 2.     Proposals for amendments must be submitted in written form to the Constitution and Bylaws

               Committee at least one week prior to the meeting at which they will be presented to the

               membership. 

Winthrop University Council of the National Pan-Hellenic Council, Inc.

Bylaws

Article I- Finance

Section 1.     FISCAL YEAR- The fiscal year of the Winthrop University Council of the National Pan-Hellenic

               Council, Inc. shall be from July 1 to June 30.

Section 2.     CONTRACTS- The signature of the President and the Treasurer shall be required to bind the

               Winthrop University Council of the National Pan-Hellenic Council, Inc. 

Section 3.     ACCOUNTS- The Winthrop University Council of the National Pan-Hellenic Council, Inc. shall have

               a bank account and Winthrop Z-account.  All transactions through these accounts must be signed by

               the Treasurer, President or Advisor of Winthrop University Council of the National Pan-Hellenic

               Council, Inc. The Student Development Coordinator for Greek Life must sign all transactions related

               to the Z-account, along with one of the officers stated above.    REVISE

Section 4.     PAYMENTS- All payments due to Winthrop University National Pan-Hellenic Council, Inc. shall be

               given to the Treasurer, who shall record them.  Checks should be made out to the Winthrop

               University’s National Pan-Hellenic Council, Inc.

Section 5.     FUNDRAISERS- The main fund-raiser for the Winthrop University National Pan-Hellenic Council,

               Inc. shall be the Homecoming Step Show.  This and all other fund-raisers shall be done through the

               Activities Committee.  The money raised will be put towards scholarships, daily operations, and

               program sponsorship for member organizations. (Bylaws Article X).  

Article II- Selection of Officers

Section 1.     The offices of the President, Vice-President, Secretary, Treasurer, Historian, Chaplain, Sergeant at

               Arms, and Parliamentarian shall be held in rotation by each Winthrop University Chapter of the

               National Pan-Hellenic Council, Inc. member organization.  The office rotation is as follows, pending

               the number of active member organizations:  Alpha Phi Alpha, Alpha Kappa Alpha, Delta Sigma

               Theta, Kappa Alpha Psi, Phi Beta Sigma, Omega Psi Phi, and Sigma Gamma Rho.

Section 2.     If a member organization is suspended from the Winthrop University National Pan-Hellenic Council,

               Inc.  and then reinstated or if a new member organization joins the Winthrop University Council of

               the National Pan-Hellenic Council, Inc. that organization shall be added to the bottom of the

               rotation. 

Section 3.     The offices of the Chaplain, Sergeant at Arms or Historian may be combined, with any other office,

               with the exception of the President, depending on the number of active member organizations. 

Section 4.     All officers must be attending Winthrop University for the full academic year in which they are

               serving on the National Pan-Hellenic Council, Inc.  All officers must attend the last member

               organizational meeting in the spring prior to the following term and reported to the National Pan-

               Hellenic Council advisor and the Student Development Coordinator for Greek Life by

               Commencement.      

Article III- Officer’s Duties 

Section 1.      It shall be the duty of the President to:

a.      Preside over meetings

b.     Appoint committees as needed

c.      Call meetings

d.     Enforce constitution and bylaws

e.      Support sorority and fraternity events

f.       Vote only to break a tie

g.     Oversee scholarship distribution

Section 2.     It shall be the duty of the Vice-President to:

a.      Perform duties of the president in the event of his/her absence

b.     Assist the president in any projects or activities

c.      Preside over all committees

d.     Serve on the Planning Committee for the Greek Awards Ceremony

e.      Chair the Judicial Committee

f.       Will serve as the Co Chair of Greek Week

Section 3.     It shall be the duty of the Treasurer to:

a.      Provide and itemized report of moneys received and paid out at each meeting.

b.     Make no payments without the consensus if the NPHC body

c.      Attend all fund-raising activities

d.     Keep accurate and complete account of all money

e.      Count all money received at functions with advisor (or Student Development Coordinator

     for Greek Life) and president; the money will be given to the advisor (or Student

    Development Coordinator for Greek Life) to be placed in a night deposit box

f.       Be closely involved in Activities Committee

g.     Chair the Budget and Finance Committee

h.     Create a budget for the standing committees

Section 5.     It shall be the duty of the Historian to:

a.      Compile and maintain a scrapbook of NPHC activities

b.     Submit to the Roddey-McMillian and other media source notification of events, service

    projects, regular meetings and other NPHC related activities worthy of publication

c.      Chair the Public Relations Committee

Section 6.     It shall be the duty of the Chaplain to;

a.      Provide inspirational readings and other motivational concepts at NPHC meetings and other

    related functions, as requested

b.     Chair the Activities Committee

c.      Assist the Vice-President with Greek Week

Section 7.     It shall be the duty of the Parliamentarian to:

a.      Maintain order at meetings

b.     Provide an updated copy of Robert’s Rules of Order to each officer at the first meeting of

    the academic school year

c.      Bring an updated copy of Robert’s Rules of Order to each meeting

d.     Chair the Constitution and Bylaws Committee

e.      Enforce Constitution and Bylaws

Section 8.     It shall be the duty of the Sergeant at Arms to:

a.      Be the keeper of the door

b.     Make sure necessary provisions are in place for NPHC meetings and events.

c.      Arrive 30 minutes early for NPHC events and 15 minutes early for NPHC meetings

d.     Complete and turn in space requests to the proper departments for executing programs,

    meetings and related NPHC activities

e.      Construct guidelines for calendar signing and present them to NPHC Constitution and

    Bylaws Committee for approval. 

Section 9.     It shall be the duty of the NPHC Advisor to:

a.      Serve as a link between the Council and Winthrop Administration

b.     Provide advice to the Council when needed

c.      Be present at NPHC events and meetings

Article IV- Standing Committees

Section 1.     The Standing Committees of Winthrop University Council of the National Pan-Hellenic Council, Inc.

               shall be the Activities Committee, the Budget and Finance Committee, the Service Committee, the

               Public Relations Committee, the Space Request/Calendar Signing Committee, and the Judicial

               Committee.

Section 2.     The Standing Committees shall serve a term of one year

COMMITTEES

ACTIVITIES COMMITTEE

Duties

a.      Plan and implement social gatherings for NPHC.  Winthrop, Rock Hill communities that filter

    money for NPHC.

b.     Work closely with the treasurer.

c.      Coordinate a minimum of two programs per year (one per semester).

d.     Coordinate Homecoming Step Show and party.

e.      Make reports at each NPHC meeting.

Membership

a.      Chair shall be the Chaplain and members shall consist of volunteers.

BUDGET AND FINANCE COMMITTEE

Duties

a.      Provide at itemized report of moneys received and paid out at each meeting

b. Monitor table during NPHC activities that require collection of money.

c. Keep accurate reports of NPHC money earned as a result of fundraisers.

d. Attend all fundraising activities.

e. Keep accurate and complete account of all money.

f.       Count all money received at functions with advisor (or Student Development Coordinator

    for Greek Life) and president; accompanied by the advisor (or Student Development

    Coordinator for Greek Life) with money will be placed in a night deposit box. 

g.     Be closely involved in Activities Committee.

h.     Aid the President with the NPHC scholarship.

i.        Make reports at each NPHC meeting

Membership

a.      Chair shall be the Treasurer and members shall consist of volunteers.

CONSTITUTION AND BYLAWS COMMITTEE

Duties

a.      Make sure the Winthrop University Council of the National Pan-Hellenic Council is operating

    according to the guidelines of the Constitution.

b.     Make revisions to the Constitution and Bylaws when voted upon by membership.

c.      Maintain Robert’s Rules of Order in all meetings.

d.     Bring Constitution and copy of Robert’s Rules of Order to each NPHC meeting.

e.      Update Constitution as necessary.

Membership      

a.      Chair shall be the Parliamentarian and shall consist of volunteers.

PUBLIC RELATIONS COMMITTEE

Duties

a.      Provide information to the area medial sources on programs, activities, and other relevant

    information concerning NPHC.

b.     Design and distribute advertisements for NPHC events at least five days prior to the event.

c.      Keep scrapbook updated.

d.     Make reports at each NPHC meeting.

Membership

a.      Chair shall be the Historian and membership shall consist of volunteers.

SERVICE COMMITTEE

Duties              

a. Keep a monthly record of all member organizations service projects.

b.     Coordinate a minimum or two community service projects for the year (one per semester).

c.      Aid the President with the NPHC scholarship.

d.     Make reports at each NPHC meeting.

Membership

a.      Chair shall be Secretary and membership shall consist of volunteers.

JUDICIAL COMMITTEE

Duties

a.      Maintain order throughout the member organizations of the Winthrop University Council of

    the National Pan-Hellenic Council.

b.     Settle all matters between the member organizations.

c.      Serve as a checks and balances system.

d.     Refer member organizations for mediation when deemed necessary.

e.      Set a standardized fine as detailed in Article I, Section 6, parts c. and d. of the Bylaws. 

    These fines shall be set and reported at the second meeting of the academic school year.

f.       The Judicial Committee reserves the right to set fines as needed.

Membership

a.      Chair shall be Vice President and the officers will make up the Executive Board.

SPACE REQUEST AND CALENDAR SIGNING COMMITTEE

Duties

a.      Complete and turn in space requests to the proper department for executing programs,

    meetings and related NPHC activities.

b.     Construct guidelines for calendar signing and present them to NPHC Constitution and

    Bylaws Committee.

c.      Work closely with the Activities Committee.

Membership

a. Chair shall be the Sergeant at Arms and shall consist of volunteers.