EPSILON SIGMA PHI
The National Honorary Extension Fraternity, Inc.
Epsilon Sigma Phi (ESP) is dedicated to fostering the standards of excellence in the Extension System and developing the Extension profession and professional.
Section 1. ANNUAL MEETING. The annual meeting of the National ESP Council of Epsilon Sigma Phi shall be held as specified in the Constitution.
Section 2. SPECIAL MEETINGS. Special meetings of the National ESP Council of Epsilon Sigma Phi may be called by a majority of the National ESP Board, or upon request by the members of the National ESP Council, when a resolution for such special meeting is presented and signed by thirty (30) per cent of the members of the National ESP Council. Upon receipt of such a resolution, the President and National ESP Executive Director shall set a specific place and date for the special meeting to be held within sixty (60) days from the date the resolution is received by the President.
Section 3. NOTICE OF MEETINGS. The business agenda of the National ESP Council meeting and all special meetings of Epsilon Sigma Phi shall be given to all members of the National ESP Council of Epsilon Sigma Phi at least thirty (30) days before the date of the meetings.
Section 4. MEETING CANCELLATION. In case of a national emergency, the President, with the approval of the National ESP Board may cancel a national meeting. Members shall be notified.
Section 5. MEETING LOCATION. The National ESP Board approves the date and location of national meeting.
Section 1. VOTING. The designated voting delegates of chapters, members-at-large, and the National ESP Board shall constitute the membership of the National ESP Council and thereby the voting members of Epsilon Sigma Phi.
The board of each chapter shall designate their voting delegates(s) on the National ESP Council.
Members-at-large voting delegates shall be selected by the National ESP Board.
In the case of a vote by acclamation, standing or raising of hands, the President may cast the deciding vote in case of a tie if he/she has not previously voted. However, if a ballot vote is required, he/she must cast his/her vote when the rest of the votes are cast.
Voting by proxy shall be prohibited. (Amended by National ESP Council, October 13, 2011)
Section 2. Quorum. Members present at a meeting of the National ESP Council of Epsilon Sigma Phi shall constitute a quorum for the transaction of all business.
Insofar as possible, the order of business at the National ESP Council meeting and at all other meetings of the National ESP Council of Epsilon Sigma Phi shall be as follows:
Section 1. MEMBERSHIP. The National ESP Board shall consist of nine (9) members: President; President-Elect; Second Vice President; Past President; Northeast Region Vice President; Southern Region Vice President; North Central Region Vice President; Western Region Vice President and National ESP Executive Director, a non-voting member of the National ESP Board. (Amended by National ESP Council, October 15, 2010)
Section 2. ELECTION AND TERM OF OFFICE: Second Vice President for Chapter Relations shall be elected annually to serve one year as Second Vice President, one year as President-Elect/First Vice President, one year as President, and one year as Past President. A regional rotation system (North Central, Northeast, South, and West) shall be used for filling the office. The Election of the National Second Vice President may be conducted electronically, prior to the ESP National Conference. (Amended by ESP National Council September 19, 2013 & October 9, 2014)
In the event no qualified nomination is received by the designated deadline from the region, the National ESP Board has the option to re-open the nomination process to obtain a qualified candidate. The position will then be filled by the vote of the ESP Board members to elect or appoint a qualified applicant. (Amended by National ESP Council, October 13, 2011 & September 19, 2013)
In the case of a resignation of a Regional Vice President or other officer on the
National ESP Board, the Board shall seek nominees for the vacant position. The ESP National Board, upon obtaining a suitable candidate(s), shall elect or appoint an individual to complete the term. (Amended by National ESP Council, October 13, 2011)
All officers shall assume their duties at the National ESP Council post Board meeting.
The National ESP Executive Director, a non-voting member of the National ESP Board, is to be selected by the voting members of the National ESP Board.
Section 3. QUALIFICATIONS. The National ESP Board of Epsilon Sigma Phi shall be members of the National ESP Council and members in good standing of a chapter or member-at-large.
The National ESP Executive Director is employed by the National ESP Board. The initial term of employment is for one year and is renewed annually; following negotiation and agreement between the person employed and the National ESP Board.
Section 4. VACANCIES. Any vacancy in the National ESP Board shall be filled by the remaining members of the National ESP Board and the vacancy shall be filled by selection from region represented by the vacancy. The same shall serve the remaining term of the person replaced. In the event an elected or appointed National ESP Board Member is no longer employed by Extension (with the exception of Extension retirees securing Life Member status or maintaining an annual membership), their position on the board shall be vacant immediately and will be filled by an appointment of the National ESP Board as set forth above.
Section 5. COMPENSATION. The compensation, if any, of the elected National ESP
Board shall be determined by the members of the National ESP Council. All officers shall, however, be entitled to reimbursement for special expenses incurred in directing the business of Epsilon Sigma Phi when such expenses have been approved by the National ESP Board.
Section 6. REMOVAL. A member of the National ESP Board of Epsilon Sigma Phi may, for cause, be removed from office by a majority vote at the National ESP Council meeting or special meeting of the National ESP Council called for that purpose, at which a majority of the members shall be present. No National ESP Board member shall be removed unless in the notice of such meeting it has been stated that his/her removal is to be considered. A National ESP Board member shall be informed that his/her removal is to be considered and a hearing shall be given such a National ESP Board member, in person or by representation at the meeting.
Section 7. MEETINGS. The National ESP Board meets prior to and following the National ESP Council meeting and mid-year. The mid-year meeting is called by the President.
Section 8. CONDUCTING BUSINESS. The National ESP Board may conduct business by mail, electronic mail, or telephone when necessary. Minutes will be kept and approved for any such meetings.
Section 1. MANAGEMENT. The National ESP Board shall direct the business affairs of the National ESP Council of Epsilon Sigma Phi. They shall make the necessary rules and regulations which are consistent with the law under which Epsilon Sigma Phi is incorporated, or with the Constitution and Bylaws of Epsilon Sigma Phi. The National ESP Board shall be empowered to employ a non-voting National ESP Executive Director and any other personnel on a full or part-time basis as is needed to carry out special activities and programs of Epsilon Sigma Phi. The National ESP Board shall determine their duties and fix their wages and have power to dismiss such employees when they are no longer needed, or if they are ineffective.
Section 2. INSURANCE COVERING EMPLOYEES. The National ESP Board shall require the National ESP Executive Director, and any others handling Epsilon Sigma Phi funds, to be covered under an insurance policy that will cover potential financial losses. Such insurance shall be furnished by a responsible insurance company, and the cost thereof shall be paid by Epsilon Sigma Phi. (Amended by National ESP Council, October 15, 2010)
Section 3. AUDITS. The National ESP Board shall examine the accounts of Epsilon Sigma Phi at their meetings and shall in addition have the books submitted for a Financial Review every 4 years or when there is a change of Executive Directors by an impartial competent accountant. In the other 3 years the Executive Director shall prepare all financial records for a review that will be conducted by the Resource Development and Management Committee, with the Chair of the committee overseeing the Financial Review. The annual review shall be made by May 1 of each year. A report of the review shall be submitted to the delegates at the National ESP Council Meeting. The report shall include a statement of income and expenses for the year and provide such other data as may have been requested by the National ESP Board, or may have been ordered by vote of the members of the National ESP Council at the previous meeting. The National ESP Board of Epsilon Sigma Phi shall have the authority to have the books reviewed more frequently than once a year if it is deemed necessary or advisable.
Section 4. EVALUATION OF NATIONAL ESP EXECUTIVE DIRECTOR. The National ESP Board shall hold an annual evaluation of the National ESP Executive Director. Input from the National ESP Board, National ESP Committees, and chapters shall be solicited.
Section 1. PRESIDENT. The President shall:
Section 2. PRESIDENT - ELECT. The President Elect shall:
Section 3. PAST PRESIDENT. The Past President Shall:
Section 4. SECOND VICE PRESIDENT. The Second Vice President shall:
Section 6. CHAIR OF THE PROFESSIONAL DEVELOPMENT COMMITTEE.
The Chair of the Professional Development Committee shall:
Section 7. CHAIR OF THE MARKETING COMMITTEE.
The Chair of the Marketing Committee shall:
The Chair of the Membership Recruiting and Retention Committee shall:
Section 9. CHAIR OF THE RESOURCE DEVELOPMENT AND MANAGEMENT Committee.
The Chair for Resource Development and Management Committee shall:
Section 10. CHAIR OF THE SCHOLARSHIPS, GRANTS AND RECOGNITION COMMITTEE.
The chair for Scholarships Grants and Recognition Committee shall:
Section 11. CHAIR OF THE GLOBAL RELATIONS COMMITTEE.
The chair of the Global Relations shall:
Section 12. CHAIR OF THE PUBLIC ISSUES COMMITTEE.
The chair of the Public Issues Committee shall:
Section 13. NATIONAL ESP EXECUTIVE DIRECTOR.
The National ESP Executive Director shall:
Section 1. APPOINTMENT OF NATIONAL COMMITTEES. The National ESP Board of Epsilon Sigma Phi shall designate national committees to carry out organizational activities. The Second Vice-President shall make national committee appointments and notify appointees no later than one month prior to the National ESP Council meeting.
All persons appointed to such committees shall be members in good standing. National committee members shall become active at the National ESP Conference in the year their appointment is made.
Section 2. NATIONAL COMMITTEES. National committee appointments are for a two-year term. A member may apply for a second two-year term to a respective committee. National committees shall report to the National ESP Board and make recommendations for National ESP Board and National ESP Council action.
Section 4. NATIONAL COMMITTEE CHAIRS. The National Past President, National President Elect and the National 2nd Vice President as well as the respective elected Regional Vice Presidents shall serve as national committee chairs based on an appointment by the National ESP President. The appointments shall last until a successor has been appointed. Change in assignments should be made prior to the National Conference to allow Chairs to begin committee work for the following year during committee meetings while at the conference.
ANNUAL DUES. Members shall pay annual dues through their chapter or in the case of members-at-large; dues should be paid directly to the National ESP Office.
LIFE MEMBERSHIP. Members, retired from an entity of the Cooperative Extension system, may obtain a paid-up life membership by paying an amount equal to five times the annual dues. For those members whose annual member dues have already been paid during the year in which they retire, the annual dues will be counted toward the payment of the life member dues.
AMOUNT. The dues for annual membership shall be established by the voting delegates at the National ESP Council meeting. Proposed changes in dues shall be made known 30 days prior to the National ESP Council meeting at which the vote is taken. Any increase in dues voted upon at a National ESP Council meeting shall become effective one year after action by the National ESP Council.
Section 2. MEMBER INITIATION FEE. Each chapter shall pay to the National ESP Executive Director a member initiation fee for each new member. The amount of the initiation fee is listed in the Chapter Handbook. This is in addition to national and chapter dues.
Section 4. EPSILON SIGMA PHI DEVELOPMENT FUND . Contributions may be accepted by the Epsilon Sigma Phi Development Fund from affiliated chapters, individual members, and from other groups and individuals who are interested in furthering the purpose of Epsilon Sigma Phi.
Section 5. SPECIAL PROJECTS . To enlarge the program and to increase the effectiveness of Epsilon Sigma Phi, the National ESP Council may arrange for special projects including publications for which a charge may be made.
Section 1. EMBLEMS. The official emblem shall be the one prescribed by the National ESP Council. Emblems may be jeweled on the basis of the following lengths of service: one diamond in the upper-right corner upon completion of fifteen (15) years’ service; a second diamond upon completion of twenty-five (25) years’ service; and a third diamond at thirty (30) years. Chapters are responsible for emblem diamond jeweling of the Ruby DSA pin. The National Office only prepares the Ruby DSA with the ruby jewel.
Section 2. RECOGNITION. Recognition may be given at National, Regional and State levels. Details on eligibility and number of presentations are provided in the Chapter Handbook.
The official creed of the fraternity shall be that prescribed by the National ESP Council and a copy of the same shall be furnished to each chapter to be displayed at each chapter meeting. Each chapter is urged to use the creed in its initiation ceremony and to provide a copy to each new member.
National ESP Board members are available to visit chapters, to speak at annual meetings, to conduct chapter workshops and to assist in other ways. Chapters are encouraged to request one such visit each five (5) years. The National ESP Council and the host chapter are each responsible for certain travel expenses as noted in the Chapter Handbook.
The "guidelines" as set forth in these Bylaws shall be carefully followed in directing and carrying out the program and activities of Epsilon Sigma Phi and in conducting the meetings of the National ESP Council and the National ESP Board. Supplementary standing rules may be adopted by the National ESP Council if appropriate. For the details of meeting procedures not covered in these "guidelines", Roberts Rules of Order, Revised shall apply.
The Bylaws may be amended by two-thirds (2/3) vote of the ballots cast by the National ESP Council in session or by mail. Notice of proposed amendments shall be sent to chapter presidents at least thirty (30) days before balloting.