EPSILON
SIGMA PHI
The Extension Professionals' Organization
ESP is dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional.
EPSILON SIGMA PHI
The Extension Professionals' Organization
ESP is dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional.
ARTICLE
I – Name and
Mission
Section
1.
Name:
The name of this
organization shall be Alpha Delta Chapter, Epsilon Sigma Phi, The National
Honorary Extension Fraternity, herein referred to as
ESP.
Section
2. Mission:
ESP is dedicated
to fostering the standards of excellence in the Extension System and
developing the Extension Profession and professional.
ARTICLE
II - Purpose
Section
1. Purpose:
The purpose of
ESP is:
a. to serve
exclusively as a charitable and educational organization within the meaning of
Section 501(c)(3) of the Internal Revenue code of 1954 (or the corresponding
provision of any future United States Internal Revenue
Law).
b. to recognize
excellence in the Extension community.
c. to provide
opportunity for networking, fellowship and collaborative
efforts.
d. to foster
leadership development through mentoring Extension professionals in the
philosophy and professional practice of Extension
education.
e. to facilitate
professional development.
ARTICLE
III – Membership
Epsilon Sigma Phi is an equal opportunity/affirmative action fraternity. Epsilon Sigma Phi is committed to the active involvement of all its members regardless of race, color, sex, age, religion, national origin, disability, or veteran status. Epsilon Sigma Phi values and seeks a diverse membership.
Section
1. Qualifications:
The
membership of ESP shall consist of duly installed faculty, professional and
administrative staff who have held full or part-time Extension appointments
for a total of three
or
more years on June 1, and who shall have displayed a cooperative and helpful
attitude toward fellow Extension employees, demonstrated competency in
assigned fields of responsibility, and exhibited ability in educational
techniques essential to the conduct of an effective Extension
program.
Section
2. Classes:
There
shall be three classes of membership: A) member, B) honorary, and C)
life.
a.
MEMBER. An Extension professional (currently employed by or retired from an
entity of the Cooperative Extension System) has exhibited excellence in
programming and leadership. Members continue to provide leadership and
excellence in Extension programming throughout their career and during
retirement.
b.
HONORARY. May be named upon recommendation of the ESP officers and approval by
two-thirds of members present and voting at the annual meeting of the Chapter.
Honorary members will not pay membership dues to the Alpha Delta Chapter. A
proposal of honorary membership must be accompanied by a detailed statement
showing the "meritorious service" it is proposed to
recognize.
c.
LIFE MEMBERSHIP. Members who are retired from the Cooperative Extension
System, may obtain a paid-up life membership by paying an amount equal to five
times the National dues at the time of the purchase of paid-up life
membership or may be made as
installment payments over a two year period. These members hold equal
rights and privileges to those paying annual dues.
Section
3. Transfer of Membership:
Active
members in good standing in another chapter of Epsilon Sigma Phi may transfer
upon:
a. making request to
Alpha Delta Chapter.
b. paying initiation
fee and being initiated.
c. paying
annual dues.
Section
4. Termination of membership:
After
one year of non-payment of dues, membership in ESP will be terminated. A
person can be reinstated by payment of dues.
ARTICLE
IV - Business
Section
1. Fiscal Year:
The fiscal year of Alpha Delta Chapter shall begin on the first day of October and end on September 30 of the following year.
Section
2. Meetings:
The
annual meeting of the Alpha Delta Chapter shall be held in conjunction with
the Extension Professional Associations of Florida, Inc. meeting.
Special
meetings may be called by the President or upon written request of twenty
percent of the members.
Section
3. Place of Business:
The
principal place of business of the Alpha Delta Chapter, Epsilon Sigma Phi,
shall be the University of Florida, Gainesville,
Florida.
ARTICLE V – Officers, Directors, and Elections
Section
1. Officers:
The officers of ESP are: President, President-Elect, Secretary, Treasurer, Annalist, Chaplain, and Immediate Past President.
Section
2. Directors:
The
directors are: one from each Extension administrative district, one from state
faculty, and one from life members/retirees.
Section
3. Terms of Office:
The
Treasurer shall be appointed annually by the President with the ratification
of the membership with the option of re-appointment. All other officers are
elected annually. District Directors serve a two-year term with half elected
each year, according to the standing rules.
Section
4. Election:
The
nominating committee shall present a slate of officers at the annual business
meeting. ESP members present will vote, with election by majority
vote.
Section
5. Assumption of Duties:
The
officers and directors will assume their duties upon adjournment of the annual
meeting at which they are elected. In the event of no annual meeting, the
officers and directors will assume their duties at the conclusion of the
election by mail (postal or
electronically) or some alternative
process approved by the Board of Directors.
Section
6. Filling
Vacancies:
In
the event of a vacancy, Board of Directors shall appoint a member to complete
the term of office.
ARTICLE
VI – Functions of Officers and Directors
Section
1. President:
The
President shall preside at all ESP meetings. The President shall appoint all
chairs and committee members necessary to carry out the business of
ESP.
Section
2. President-Elect:
The
President-Elect shall assume the duties of the President in his/her absence.
The President-Elect shall appoint a Co-chair of each standing committee, who
will become the chair the following year.
Section
3. Secretary:
The
Secretary shall keep accurate records of honorary members and all meetings of
the Executive Board and annual business meeting.
Section
4. Treasurer:
The Treasurer shall
keep the official record of all membership and an accurate record of all
monies. He/she shall also serve as chair and liaison between the Finance
Committee and the Board of Directors.
Section
5. Annalist:
The Annalist shall
serve as Chair of the Membership Recruitment and Retention Committee. He/she
shall be responsible for keeping updated biographical information on each
member.
Section
6. Chaplain:
The Chaplain shall
have official charge of all religious and memorial
services.
Section
7. Directors:
Directors will
represent the area in which they serve, attend Board meetings, and encourage
membership and participation of members.
Section
8. Immediate Past President:
The Immediate Past
President shall give counsel to the Board of Directors, chairs nominating
committee.
ARTICLE
VII - Board Of
Directors
Section
1. Members:
The Board of Directors
shall consist of fourteen (14) members.
a. Officers (6) -
President, President-Elect, Secretary, Treasurer, Annalist,
Chaplain
b. The immediate Past
President
c. The seven (7)
directors (5 Extension Districts, 1 state faculty, 1
retiree)
Section
2. Meetings:
The Board of Directors
shall meet as follows:
a. In the fall,
spring, and prior to the annual meeting.
b. Additional meetings
may be called at the discretion of the President.
Section
3. Duties:
The duties of the
Board of Directors are to set policy, transact business of ESP, and keep the
membership informed.
Section
4. Conduct Business:
The Board of Directors
may conduct business by mail (postal or electronically) or
some alternative process approved by the Board of Directors when necessary. A report of each
action taken shall be verified and made a part of the minutes at the next
Board of Directors meeting.
ARTICLE VIII – Committees and their FunctioN
Section
1. Standing Committees:
The President will
appoint members on the basis of interest and abilities to the following
committees:
a. Nominating -
Chaired by Immediate Past President
b. Membership
Recruitment and Retention
c.
Public Issues
d.
Resource Development and Management
e.
Global
Relations
f. Memorial
g. Member
Services
h.
Audit
i. Constitution &
Bylaws
j.
Finance
k.
Retirees
l. Abstracts
m. Annual
Report
n.
Webpage Management
Section
2. Function:
These
standing committees shall have the following duties. Additional duties may be
assigned by the president. Other special committees, as needed, shall be
appointed by the President.
a.
Nominating: to prepare the yearly slate of officers.
b.
Membership Recruitment and Retention: to recruit, retain and involve all ESP
members and promote an effective working relationship and spirit of fraternal
fellowship.
c.
Public Issues: to educate and inform ESP members about public issues and
legislative matters affecting Extension programs and personnel
needs.
d.
Resource Development and Management: to generate new ideas for resource
development and management in order to maintain professional development
activities; to increase funds for professional development
activities.
e.
Global Relations: to promote the Extension profession and professionalism
worldwide.
f.
Memorial:
to present at the annual meeting a remembrance program of those past extension
professional that have past away since the last annual
meeting.
g. Member
Services: to administer and provide leadership to ESP's scholarships, loans,
and awards programs.
h. Audit: to
audit the books at the end of the fiscal year.
i. Constitution & Bylaws: to review bylaws annually submit proposed changes to
the Board of Directors for review prior to submitting to the membership; to
review chapter standing Rules and Policies annually submitting changes to
Board of Directors for approval; to review handbook as
needed.
j.
Finance: to prepare and submit proposed budget to the Board of
Directors.
k.
Retirees: to recruit, retain and involve retirees and promote continued
involvement in ESP.
l.
Abstract: to notify and encourage members to submit abstracts by the
established due date. Responsibilities also include presiding and the
facilitation of abstract presentations to adhere to the designated time
allotment and to secure equipment requested by presenters for abstract
presentations.
m.
Annual Report: to solicit information and reports from the officers and the
committee chairmen to compile a comprehensive annual report for distribution
to the entire membership.
n.
Website Management: To keep the membership up to date with all association
business through routine website updates
ARTICLE
IX - Meetings
Section
1. Annual Meeting:
The annual
meeting of this organization shall be held during the Extension
Professional Associations of Florida, Inc. conference for the purpose of
furthering the objectives of the ESP, electing and installing officers,
receiving reports of officers and committees, and transacting any other
business that may arise. If deemed necessary, or if the scheduled annual
meeting cannot be held, the President may call a special meeting to transact
business with the approval of the Board of Directors. The President shall see
that a notice is sent to everyone eligible for membership telling the time and
place of such a meeting.
Section
2. Special Meetings:
The President,
with the approval of the Board of Directors, may call a special session of ESP
and conduct business by mail (postal or electronically) or
some alternative process approved by the Board of Directors as necessary.