Tag: Election

Founders’ Weekend 2015 – Bi-Annual Meeting

It’s that time of year again – time for the Founders’ Weekend celebration! And with that celebration comes the Spring Meeting of the Delta Zeta Alumni Association!

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This year’s meeting will be held on April 18, 2015 at 11:00 a.m. in Room 3709 of the USF Marshall Center located on the campus of the University of South Florida. In addition to the bi-annual reports of the officers, we will also be holding alumni installation ceremony, as well as elections of the four officers for the next two-year term!

Pursuant to the By-Laws for the DZAA, in order for there to be a quorum at any General Meeting of the DZAA, we must have fifty percent (50%) of all voting members, plus one, present at the meeting. The By-Laws defines a voting member as “any initiated Alumnus of the Chi Phi Fraternity who does not hold voting rights in any other Chapter-specific Alumni Association or Housing Corporation. Voting members must be current on their financial obligations (dues) to the DZAA…” Thus, based upon the large number of currently-paid active Alumni in the DZAA (which, believe it or not, is 48!!!!), twenty-five (25) of those dues-paid members are needed to be present in order for there to be a quorum at the meeting.

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If you are unable to make the meeting, but would like to have a say in the matters that are decided, you can contact the DZAA President, Brother David Ebner, to arrange a proxy vote. However, the more Alumni who are personally present for the meeting, the more successful it will be in deciding the new direction for the Alumni Association in the coming years!

Make your plans now to come out to the Marshall Center on Saturday, April 18th and support the DZAA!  Following the meeting, those interested will be going out for lunch – a time for food, fun, and fellowship!

Up for Election – the Treasurer

Ryan SuarezThe final board position up for election this April is the position of Treasurer, currently held by Brother Ryan Suarez. When asked about his position, he provided the following:

The position of the Treasurer is probably the best position to hold within the DZAA executive board. It is easy, you only need basic mathematical skills, and without the Treasurer, nothing can be done! So pretty much, you are more important than the rest of the Board, because you hold the “mullah.”

The primary duties of the Treasurer include:

  1. Maintain constant contact with the financial institution that holds the DZAA’s funds;
  2. Provide the DZAA with monthly balances;
  3. Create a yearly functional operating budget for the DZAA;
  4. Make deposits of all checks and cash received from fundraising and other DZAA events;
  5. Make payment to accounts such as the IRS, website maintenance, business registration, etc;
  6. Research possible investment options to earn the DZAA higher returns on its savings;
  7. Send invoices to all eligible alumni for payment of dues;
  8. Maintain contact with the Chi Phi National Office regarding the DZAA scholarship account;
  9. Be in constant contact with all other Board members; and
  10. Be present at all executive board meetings.

So, in a nutshell, those are the “ins” and “outs” of the Treasurer position. You cannot fail unless you steal our money! And you don’t want to do that, as there will be dire consequences.

If you have any questions regarding this, or any of the other positions on the Board, please do not hesitate to contact us.

Up for Election – the Secretary

Also up for election this April is the position of Secretary, currently held by Brother Todd Latoski. When asked about his position, he provided the following:

The Secretary is, at its basic nature, the “keeper of the records” for the Alumni Association. These duties include keeping minutes of each and every meeting (including, but not limited to, all meetings of the Executive Board, as well as the Spring and Fall general membership meetings), as well as sending notices for all meetings and tracking attendance records of all meetings. In addition, the Secretary shall create and send out all correspondence, whether it be notifications, donation requests, thank-you letters, etc., on behalf of the DZAA.

579927_10101064027811581_1150879877_nThe Secretary is also responsible for maintaining a membership list and directory of all members of the Delta Zeta Alumni Association, as up-to-date as possible, and maintaining the DZAA website, posting regular weekly articles (currently every Monday, Wednesday, and Friday). All articles posted to the website should be relevant to the DZAA, including, but not limited to, birthday announcements, wedding and birth announcements, special events of the DZAA, regular events of the DZAA, USF sports updates, Chapter updates, Alumni spotlights, Chi Phi history, etc. Further, the Secretary shall create and send out a newsletter three times a year (March, July, and November), highlighting the most important website articles over the previous four months, ensuring that the National Office is provided a copy of each newsletter.

Finally, the Secretary should maintain proper certification of the DZAA with any and all local, state, and federal agencies, including, but not limited to, the filing of the Annual Reports with the Division of Corporations for the Florida Secretary of State.

The office of the Secretary should be held by someone that is organized and well-versed in grammar and proper writing etiquette.  While not the most glamorous position on the Board, it is definitely an important one, as the ongoing history of the DZAA is very dependent upon it!