KSLZAA Bylaws
The Bylaws of the Lambda-Zeta Alumni Association
Revised 6-23-2023
ARTICLE I. Association Name
The association's name is the Lambda Zeta Alumni Association of the Kappa Sigma Fraternity — also called the LZAA.
ARTICLE II. Association Mission, Goals, and Objectives
The mission of the LZAA is to reconnect with alumni brothers to:
Establish and maintain communications
Organize alumni events
Support an undergraduate chapter at Virginia Commonwealth
University (VCU) and ensure our continued brotherhood
We seek to gather and/or connect, keep in touch, and to secure the continued support of an undergraduate chapter at VCU so that the brothers who follow us can enjoy the benefits that many of us cherish from our time at VCU.
ARTICLE III. Membership
Section 1. Eligibility for Membership
All Kappa Sigma brothers initiated at or that subsequently joined the VCU Lambda Zeta Chapter of the Kappa Sigma Fraternity that are in good standing with the Kappa Sigma Fraternity (KSF) are eligible for membership in the LZAA. Kappa Sigmas from other undergraduate chapters that are in good standing with KSF may join the LZAA by a majority vote of the LZAA membership.
Kappa Sigma brothers whose membership is contested or under review with KSF may be granted temporary membership during the appeal period by a majority vote by the LZAA Executive Committee (EC).
Section 2. Annual Dues and Fiscal Year
The annual dues shall be $25 for the fiscal year ended June 30, 2025. Thereafter, the annual dues shall be determined by the EC, but shall not be increased by more than the greater of i) $5.00 or ii) 10% per annum, unless approved by a majority vote of the LZAA membership.
Members can pay the membership dues of another eligible brother. Such transactions shall be communicated in writing to the LZAA GT and LZAA GS.
The Fiscal Year is from July 1 to June 30.
Section 3. Voting Representatives
Each member of the LZAA may appoint a voting representative to cast the member’s vote in any matter that comes before the LZAA membership for vote by informing the LZAA GP in writing. The voting representation is limited to a single meeting / election period. The voting representative must be a member of the LZAA in good standing.
Section 4. Resignation and Termination
A member may resign by filing a written notification with any two EC officers of the LZAA. Resignation shall not relieve a member of unpaid dues or other charges previously accrued, nor shall it entitle the member to reimbursement of monies paid to or through the LZAA.
A member can have their membership terminated by a majority vote of the membership at a special or annual meeting of the LZAA. Proposed membership terminations must be made to the LZAA GP in writing, stating the alleged cause for dismissal, no less than 30 days before the scheduled special or annual meeting. The member under consideration for termination must be notified in writing by the LZAA GP, using significant effort to do so, such as email or physical mail, no less than 21 days before the scheduled special or annual meeting.
Section 5. Ownership and Release of Intellectual and Physical Property
All work created by EC and committee members remains the intellectual and physical property of the LZAA and must be returned to LZAA when they leave office, regardless of the reason, within 30 days.
This includes but is not limited to all accounts, usernames, passwords, email lists, member contact information, and platforms, digital or physical.
ARTICLE IV. Meeting of Members
Section 1. Annual Meetings
An annual meeting of the members shall occur in the second quarter of the calendar year.
The EC will determine the specific date, time, and location. At the annual meeting, the members shall elect officers, receive reports on the activities of the LZAA, conduct membership business, and determine the direction of the LZAA for the coming year.
Section 2. Special Meetings
A simple majority of the EC or a petition signed by fifty percent (50%) of the LZAA members may call a special meeting.
Section 3. Notice of Special and Annual Meetings
Notice of each annual meeting shall be given to each voting member by an established communications program at least 30 days before the meeting.
Notice of special meetings shall be given to each voting member by an established communications program at least 14 days before the meeting.
Section 4. Quorum
A quorum for an annual or special meeting of the members shall consist of at least twenty percent (20%) of the active membership in good standing.
A quorum of the EC shall be at least three (3) officers.
Section 5. Voting
All issues to be voted on shall be decided by a simple majority of members in good standing present at the meeting and duly appointed voting representatives.
ARTICLE V. Executive Committee
Section 1. General Powers
The affairs of the LZAA shall be managed by its Executive Committee (EC). The EC shall have control of and be responsible for maintaining the affairs and property of the LZAA.
Section 2. Number, Tenure, Requirements, and Qualifications
The EC shall consist of the five (5) LZAA officers, including the Grand Master (GM), the Grand Procurator (GP), the Grand Master of Ceremonies (GMC), Grand Scribe (GS), and the Grand Treasurer (GT).
The members of the EC shall, upon election, enter upon the performance of their duties as the final order of business of the annual meeting at which they are elected and shall continue in office until their successors shall be duly elected and qualified. A majority vote of the members in good standing and voting representatives must approve all members of the EC.
Each member of the EC shall be a member of the LZAA.
Each officer shall hold office for a one-year term, with open elections to be held at the LZAA annual meeting of each year.
The LZAA GS will oversee the posting and communicating any election activities no less than 30 days before the annual meeting.
Section 3. EC Meetings
The EC shall establish a working schedule of EC meetings based on the need for the upcoming year / term.
Section 4. Forfeiture
Any member of the EC who fails to fulfill his requirements as outlined in Article 6 may be removed from office by a majority vote of the EC.
Section 5. Vacancies
Whenever an EC vacancy occurs, it shall be filled without undue delay by a majority vote of the remaining members of the EC at the next EC meeting. The individual elected shall serve in an interim capacity until a formal election can be held.
Section 6. Compensation
Members of the EC shall not receive any compensation for their services as a representative of the LZAA. Reimbursements for expenses are exempt from this rule.
Section 7. Confidentiality
EC members are expected to perform to Kappa Sigma standards and maintain silence and secrecy about LZAA and member information. Personally identifiable information, including contact information and email lists, shall be treated as confidential and shall not be shared outside the EC or EC designees. EC officers shall return or destroy such information at the completion of their term.
ARTICLE VI. Officers
The Executive Committee (EC) officers shall be the Grand Master, Grand Procurator, Grand Master of Ceremonies, Grand Scribe, and Grand Treasurer. All officers must be members of the LZAA to serve on the EC.
Section 1. Grand Master - GM
The Grand Master shall have the following duties:
He shall preside at meetings of the membership.
He shall preside at meetings of the Executive Committee.
He shall have general superintendence and direction of all officers of the LZAA and see that their duties are correctly performed.
He shall be an Ex-officio member of all committees and shall have the power and duties usually vested in the office of the Grand Master.
Section 2. Grand Procurator - GP
The Grand Procurator shall:
Shall attend meetings of the Executive Committee and meetings of members.
He shall have such other duties as may, from time to time, be determined by the Executive Committee.
Assumes the duty of GM if GM is unable.
Section 3. Grand Master of Ceremonies - GMC
The Grand Master of Ceremonies shall:
Attend meetings of the Executive Committee and meetings of members.
Handle the ceremonies and rituals of Kappa Sigma.
Oversee membership development.
Section 4. Grand Scribe - GS
The Grand Scribe shall:
Attend meetings of the Executive Committee and meetings of members, and will act as a clerk thereof.
He shall record all votes and minutes of all proceedings in a book to be kept for that purpose.
He shall send notices of all special and annual meetings to the members.
He shall perform all official correspondence from the Executive Committee as may be prescribed by the Executive Committee or the Grand Master.
Section 5. Grand Treasurer - GT
The Grand Treasurer's duties shall be:
Attend meetings of the Executive Committee and meetings of members.
He shall submit to the EC for approval an annual budget.
He shall establish accounts and payment systems with established financial institutions.
He shall present a complete and accurate report of the LZAA finances at each annual meeting of the members.
He shall perform such other duties as may be prescribed by the Executive Committee or the Grand Master under whose supervision he shall be.
Section 6. Election of Officers
Any member of the LZAA in good standing can nominate himself or another member of the LZAA in good standing for election to the LZAA EC. Nominees should present themselves for election at least 30 days before the Annual meeting. The election shall be held at the Annual meeting of the LZAA.
ARTICLE VII. Standing and Special Committees
Section 1. Social/Events Committee
The GM shall appoint the Social/Events Committee Chairman.
The Committee is responsible for planning and coordinating social events and LZAA meetings.
Section 2. Ad Hoc Committees
A majority vote of the Executive Committee may establish Ad Hoc Committees.
The purpose of an Ad Hoc Committee shall be outlined upon its creation.
Ad Hoc Committees will be created with a specific duration, not to exceed the term of the seated Executive Committee.
Committee Chair positions will be made available to LZAA members in good standing, open nomination by full members of the LZAA.
All committees will be assigned to and overseen by a member of the EC.
Committees will submit progress and activity updates to the EC during EC and annual meetings as requested by the EC.
ARTICLE VIII. Books and Records
The LZAA shall keep complete books and records of account and minutes of the special and annual meetings of the LZAA.
Draft minutes of membership meetings shall be distributed to the members in advance of the next scheduled membership meeting where they are to be approved by the membership. For the avoidance of doubt, meeting minutes serve as the official record of the proceedings of the LZAA and are not intended to be the primary vehicle for membership communications.
The organization's financial records are not public information but shall be made available to the LZAA membership at the annual meeting.
ARTICLE IX. Expenditures
All expenditures shall be approved by a majority of the EC.
ARTICLE X. Amendments
Section 1. Articles of Association
The Articles may be amended in any manner at any annual or special meeting of the LZAA. This is possible provided that specific written notice of the proposed amendment of the Articles setting forth the proposed amendment or a summary of the changes to be affected are communicated to the membership. This communication must happen at least fourteen days prior to the meeting via the LZAA protocol.
Section 2. Bylaws
The Bylaws may be amended in any manner at any annual or special meeting of the LZAA. This is possible provided that specific written notice of the proposed amendment of the Bylaws setting forth the proposed amendment or a summary of the changes to be affected are communicated to the membership. This communication must happen at least fourteen days prior to the meeting via the LZAA protocol.
ADOPTION OF BYLAWS
ADOPTED AND APPROVED by the LZAA membership on this 23rd day of June, 2023.
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Grand Master - LZAA
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ATTEST: Grand Scribe - LZAA
