Convention Business

Convention Primer

Join us for a webinar on Saturday, March 14, 2021 from 6:00 p.m. to 7:30 p.m. or Tuesday, March 16, 2021 from 8:00 p.m. –  9:30 p.m. ET. These sessions will cover the basics of convention, including seating requirements, the schedule of business, Roberts Rules of Order. The sessions will also highlight changes delegates can expect to navigate in a virtual meeting environment.

This primer is highly recommended for convention delegates, candidates for convention office, and anyone who wishes to actively participate in discussion of the motions.

Advance registration is required. Please select from the available sessions below:

Register for the 3/14 Primer

Register for the 3/16 Primer

If you cannot make either of these primers, please contact wgs@alpharhochi.org for more information.

Additional delegate information is outlined at the bottom of this page.

Order of Business

As outlined in Article I, Section 02 of the Alpha Rho Chi By-Laws, the following order of procedure and business, unless changed by resolution of the Convention, shall be observed at all Regular and Special Conventions:

  • Examination of the credentials of the delegates
  • Call to order
  • Delegate roll call
  • Election of the Convention Officers
  • Appointment of Committees
  • Report of the Grand Council
  • Report of the Alpha Rho Chi Foundation
  • Report of the Nominating Committee
  • Additional nomination of members to the Grand Council
  • Close of nomination and nominating speeches
  • Unfinished Business
  • New Business
  • Election of members to the Grand Council
  • Suggestions for the Fraternity’s welfare
  • Report of the Convention Director for meeting places for successive conventions
  • Adjournment

The Convention will conduct this business across multiple business sessions, as prescribed in the Convention schedule. Information specific to this year’s Convention business is outlined below.

For more information on how to conduct business via Zoom, click here.

Standing Rules of Convention

Each Convention adopts its set of standing rules at the beginning of the business session, to codify administrative details not outlined in the National By-Laws. The 73rd National Convention adopted a revised set of Standing Rules on March 19, 2020.

Motions for New Business

Motions that don’t increase fees and don’t amend the Constitution, By-Laws, or Ritual may be made at any time, including from the floor of Convention. To submit a motion in advance of the Convention, please use the Convention Motion Form in Memberplanet:
Submit a Motion

Per the Constitution and By-Laws, members must have at least 45 days to review all motions that increase fees or amend the Constitution, Bylaws, or Ritual. Therefore, the deadline to submit motions that require 45 days notice was Wednesday, February 3, 2021.

Motions will be posted below as they are received.

 

Motion 73-1: I move to amend the National By-Laws to clarify the way in which the fraternity fills Grand Council vacancies and defines partial and appointed terms of office.

Submitted by WGA Phil Buckberg

Explanation and Summary: The current By-Laws do not address how to fill the WGA position if the WGAA position is also vacant. This amendment provides a proposed line of succession to cover this situation. It also clarifies the definition of a “term” to determine when a board member is eligible or not for reelection to the same position for consecutive terms.

By-Laws Article VII, section 02 would be amended to add language defining a partial term of office for the purpose of determining consecutive term limits for officers elected to fill a vacancies.

By-Laws Article XVI, section 01 would be split in to section 01 and 02 and language would be added to address the WGA vacancy scenario separate from other Grand Council vacancies. Existing sections 02 and 03 would then be renumbered to 03 and 04 respectively.

Current text: 

National By-Laws, Article VII

Section 02: The terms of service of the members and officers of the Grand Council shall begin on the date of the first day of the Fraternity’s next fiscal year following the date of their election. No member of the Grand Council shall be elected or appointed to more than two (2) consecutive terms for the same office.

National By-Laws, Article XVI

Section 01: In case of a vacancy in the Grand Council caused by death, resignation or removal from office, other than that of the Worthy Grand Architect, the remaining members of the Grand Council shall appoint a member of the Fraternity to fill any such vacancy until the time of the next Regular Convention. In case of death, resignation or removal from office of the Worthy Grand Architect, he shall be replaced by the Worthy Grand Associate Architect.  The then vacated position of Worthy Grand Associate Architect shall be filled by appointment by the Grand Council.

Section 02: All National Appointees shall serve one (1) year terms of office or any part thereof, from July 1st through June 30th of each year; at the conclusion of their term of office they may be re-appointed.

Proposed text:

National By-Laws, Article VII

Section 02: The terms of service of the members and officers of the Grand Council shall begin on the date of the first day of the Fraternity’s next fiscal year following the date of their election. No member of the Grand Council shall be elected to more than two (2) consecutive terms for the same office. If a member of the fraternity is appointed or elected in a special election to fill a Grand Council vacancy for more than half of the remainder of the original term of office, then the term shall be considered the same as a full elected term, and the same member shall be eligible for election to the same position for only one (1) additional consecutive term. If a member of the fraternity is appointed or elected in a special election to fill a Grand Council vacancy for less than half of the remainder of the original term of office, then the same member shall be eligible for election to the same position for two (2) additional consecutive terms.

National By-Laws, Article XVI

Section 01: In case of death, resignation or removal from office of the Worthy Grand Architect, they shall be replaced by the Worthy Grand Associate Architect. If the position of WGAA is vacant, then the order of succession shall be: the Worthy Grand Estimator, Worthy Grand Scribe, Worthy Grand Inspector, and Worthy Grand Lecturer. The then vacated position may be filled by appointment by the Grand Council, in accordance with Section 02 of this article.

Section 02: In case of a vacancy in the Grand Council caused by death, resignation or removal from office, other than that of the Worthy Grand Architect, the remaining members of the Grand Council may appoint a member of the Fraternity to fill any such vacancy until a member of the Fraternity is elected to serve out the remainder of the original term, in accordance with Article VII of these By-Laws.

Section 03: All National Appointees …

Section 04: Each officer and appointee of the Fraternity …

 

Motion 73-2: I move to amend National Bylaws to empower the Grand Council to take action for an alleged violation, if an authoritative action is taken by the affiliate school and/or a local, state, or federal entity.

Submitted by WGA Phil Buckberg

Explanation and Summary: The current By-Laws do not allow the Grand Council to act in the case of alleged violations, which if true, threaten members, chapters, alumni associations, and the Fraternity as a whole. With the understanding that many authoritative actions are taken by schools and or law enforcement entities based on investigations in progress, the Grand Council is looking to accommodate these scenarios.

By-Laws Article XX Section 05 would be amended to add language to subsection A, and add subsection C listing additional circumstances under which the Grand Council is empowered to act that are not covered by subsection A.

Current text: 

National By-Laws, Article XX

Section 05: The Grand Council is empowered to act immediately and under its own discretion towards a specific Chapter, Alumni Association, or Member for any of the following causes:
A. For the violation of local, state or federal laws by the chapter, Alumni Association, or Member which threaten the existence of the Fraternity.
B. For the discrimination of any person that is a member of a United States Federal protected class by a Chapter, Alumni Association, or Member.

Proposed text:

National By-Laws, Article XX

Section 05: The Grand Council is empowered to act immediately and under its own discretion towards a specific Chapter, Alumni Association, or Member for any of the following causes:
A. For the violation of school policy or code, or local, state or federal laws by the chapter, Alumni Association, or Member which threatens the existence of the Fraternity.
B. For the discrimination of any person that is a member of a United States Federal protected class by a Chapter, Alumni Association, or Member.
C. For the arrest, suspension from school or school activities, or other formal disciplinary or cautionary action by the affiliate school or local, state or federal law enforcement entity towards a specific Chapter, Alumni Association, or Member, for actions that threaten an individual, Chapter, or Alumni Association.

 

Motion 73-3: I move to add a “Distribution of Funds clause” to the National Constitution.

Submitted by WGA Phil Buckberg

Explanation and Summary: The Fraternity should have the same distribution of funds clause for the national governance that we require of all chapters and alumni associations.

National Constitution Article IV “Government and Procedure” would be amended to add a new section: Distribution of Assets upon Dissolution.

Current text:

N/A

Proposed text:

Section 04 Distribution of Assets upon Dissolution

Should the Alpha Rho Chi Fraternity be dissolved for any reason, all debts shall be paid, all financial accounts shall be closed, and the remaining balance of all accounts combined and given to the Alpha Rho Chi Foundation (APXF) for use at the discretion of the Foundation Board of Directors.

 

Motion 73-4: I move to amend the National Constitution to remove the Membership Classification of “Non-Graduate” and reclassify all “Non-Graduate” as “Alumni”.

Submitted by WGA Phil Buckberg

Explanation and Summary: The membership classification of “Non-Graduate” does very little to describe the nature of a member’s relationship with the Fraternity and can be easily absorbed by the “Alumni” classification.

National Constitution, Article IX Section 01 would be amended to revise the number of membership classes to five (5), remove “non-graduate” from the list of membership classes, strike subsection B, revise subsection C, and renumber subsections C-G to account for the removal of subsection B.

To implement the change, the Grand Council would subsequently update the membership records of all members previously classified as non-graduates and update policies regarding when and how chapters would report membership status changes.

Current text:

National Constitution, Article IX

Section 01: The membership of the Fraternity shall be divided into six (6) classes, which shall consist of Collegiate, Non-Graduate, Alumni, Faculty, Honorary, and Master Architect. All members must have completed the Fraternity’s Ritual.

(A) Collegiate …

(B) Non-Graduate
Non-graduate members shall consist of members who withdraw from college before receiving a degree.

Proposed text:

National Constitution, Article IX

Section 01: The membership of the Fraternity shall be divided into five (5) classes, which shall consist of Collegiate, Alumni, Faculty, Honorary, and Master Architect. All members must have completed the Fraternity’s Ritual.

(A) Collegiate …

(B) Alumni members shall consist of members who were formerly Collegiate members of a chapter of the fraternity, and have separated from the chapter because of graduation, withdrawal from school, or transfer to another institution without joining a chapter there.

(C) Faculty …

(D) Honorary …

(E) Master Architect …

(F) Voting Rights …

Elections

The following Convention Officer positions are up for election:

Convention President

Convention Secretary

Nominations will be accepted by the Nominations Committee in advance of the Convention until Sunday, March 14, 2021. Nominations will also be accepted from the floor of the Convention in advance of the election.

Submit a Nomination

Questions? Email the Nominations Committee at nominations@alpharhochi.org.

 

Want to learn more about serving as Convention President or Convention Secretary? Join previous Convention officers on Wednesday, March 10, 2021 from 9:00 p.m. –  10:00 p.m. ET for an open conversation on what it takes to be successful and why you should run.

Advance registration is required.

If you cannot make this session, please contact wgs@alpharhochi.org for more information.


The president will then appoint two additional officers:

Convention Sergeant-at-Arms

Convention Parliamentarian


The following Grand Council position is up for election:

Worthy Grand Architect| 2021-2024

The duties and responsibilities of each Grand Council position are described in detail in the National By-Laws.

Nominations will be accepted by the Nominations Committee in advance of the Convention until Sunday, March 14, 2021. Nominations will also be accepted from the floor of the Convention in advance of the election.

Submit a Nomination

Questions? Email the Nominations Committee at nominations@alpharhochi.org.


These following Grand Council positions will be elected at the completion of their term:

  • Worthy Grand Associate Architect| Bryan Perez, 2020-2023
  • Worthy Grand Estimator |Brice Ohl, 2019-2022
  • Worthy Grand Scribe| Catherine Berry, 2020-2023
  • Worthy Grand Lecturer | John Conway, 2019-2022
  • Worthy Grand Inspector| Maggie Mueller, 2020-2023

The Grand Advisor is not elected but is appointed to serve a term matching the Worthy Grand Architect.


Delegate Information

Below are notes and tools for members serving as a Convention delegate.

Appropriate Dress

Business dress is required for all persons attending the business sessions. Jeans, sweatshirts, athletic shoes, torn clothing, and low cut/revealing articles are not acceptable. Business dress is not to be confused with business casual. Men should consider wearing a shirt and tie, but jackets are not strictly required; women may wear a dress or dress pants/skirt and a blouse/sweater.

When in doubt, err on the side of caution and/or ask a Grand Council officer or appointee for guidance.

Attendance

The delegate is expected to attend all business sessions. Failure to arrive to business sessions on time may result in not being seated and forfeiture of the delegate’s vote.

Credentials

Chapters and Alumni Associations should use the Convention Credentials Checklist to help ensure their good standing and that their delegates are properly credentialed with the Credentials Committee. This document includes instructions and deadlines for submitting reports to the Convention. It can be found below, along with other resources.

Convention Reports and Petition Packages

Received reports and petitions will be linked below as it becomes available. If a page can not be found, that report has not yet been filed.

Petition Packages

N/A

National Reports

Grand Council
GC Report, Appendix A: Budget Vs Actuals FY2019
GC Report, Appendix B: Budget Vs Actuals FY2020
GC Report, Appendix C: Balance Sheet 
APX Foundation
Nominations Committee
Audit Committee (submitted at the convention)

Chapter Reports

Agamedes Chapter
Amenophis Chapter
Andronicus Chapter
Anthemios Chapter
Apollodorus Chapter
Callimachus Chapter
Cleisthenes Chapter
Cossutius Chapter
Daedalus Chapter
Demetrios Chapter
Dinocrates Chapter
Domitian Chapter
Hadrian Chapter
Hippodamus Chapter
Iktinos Chapter
Isidorus Chapter
Metagenes Chapter
Mnesicles Chapter
Nicon Chapter
Numisius Chapter
Olynthius Chapter
Philon Chapter
Polyidus Chapter
Pytheos Chapter
Rabirius Chapter
Satyros Chapter
Senenmut Chapter
Seshait Chapter
Severus Chapter
Sostratus Chapter
Theodorus Chapter
Vitruvius Chapter

Alumni Association Reports

Amenophis Alumni Association
Andronicus Alumni Association
Anthemios Alumni Association
Apollodorus Alumni Association
Callimachus Alumni Association
Cleisthenes Alumni Association
Daedalus Alumni Association
Demetrios Alumni Association
Domitian Alumni Association
Hemiunu Alumni Association
Hippodamus Alumni Association
Iktinos Alumni Association
Metagenes Alumni Association
Mnesicles Alumni Association
Olynthius Alumni Association
Rabirius Alumni Association
Satyros Alumni Association
Senenmut Alumni Association
Seshait Alumni Association
Sostratus Alumni Association
Vitruvius Alumni Association

Convention ToolsDocumentation and resources for Convention business

  •  Convention Minutes

    Links to minutes from prior National Conventions
  •  Guide to the APX Convention

    An informal overview of the operations of Convention business sessions, including credentials, Convention officers, and the handling of motions.
  •  Convention Standing Rules – Example

    An example of standing rules for the national convention. Note: Each Convention adopts its own set of standing rules at the beginning of its business session. Those rules may differ from this example.
  •  Convention Credentials Example

    Sample of a delegate credentials for the APX National Convention. This sample is not valid for use by delegates.
  •  Robert’s Rules Tip Sheet

    A short guide to running meetings with Robert's Rules of Order. Applicable for chapter meetings as well as Convention business session, this guide includes tips on what to do in common situations.
  •  Convention Motion Form

    Blank Microsoft Word form for submitting motions to the Alpha Rho Chi National Convention.

Governing DocumentsNational Constitution and Bylaws

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