Executive Board Policy

1. The Executive Board (E-Board) shall be made up of the President, Vice President, Secretary, Treasurer, and Member-at-large (MAL).

1. A member of the E-Board may not be the Risk Manager.
2. A member of the E-Board may not concurrently hold another E-Board position.
3. A member of the E-Board may not be the Member Educator or Assistant Member Educator.
4. The President and Vice President must have at least one year of active membership.
5. Before initiation, MAL must have seen one Convention as a Brother.

1. At the start of every academic year, the President, Secretary, and Treasurer will do the RSO training assigned to them by the date established by Michigan Technological University's Student Leadership and Involvement (SLI) organization.

   1. If the RSO training is not completed, Zeta Chapter will not be recognized as a Michigan Technological University organization.
   2. The training usually consists of videos and respective quizzes on the platform Canvas, where officers are added to a course determined by the officers status indicated on Involvement Link.

      1. Involvement Link officers must be up to date so that the correct people are added to the course and able to complete the RSO training.

1. At the start of every academic year, E-Board will select a faculty advisor to complete RSO training by the date established by SLI.

   1. The advisor is encouraged to be a part of the Visual and Performing Arts (VPA) department.

1. In order to get help from the Fraternity when struggling with school or other life problems, a Brother may approach any member of E-Board at any time and request help.
2. If any member of E-Board notices a Brother struggling, they may approach the Brother and offer any of the proposed solutions outlined in section 3.1 below.
3. The Brother and E-Board will then work together to figure out what solutions to implement.

   1. Available adjustments to Fraternity requirements:

      1. Lessened service hours
      2. Lessened attendance requirements
      3. Temporary relief of committee duties
   2. Solutions may be suggested by either party if the proposed solutions are insufficient.

1. At the start of every semester, the E-Board will plan lock-in for the Brotherhood.
2. Planning is led by the Vice President as outlined in the Extended Events Policy.

1. At the start of every academic year, the President is required to submit an application to re-register as a student organization by the date established by SLI.

1. Before the start of each semester the President is responsible to organize and reserve a meeting space for weekly general meetings.

   1. The space needs to be able to be completely shut off from non-Brothers for the closed section of meetings.
2. When leaving the space, lights are turned off and all windows and doors must be closed.

1. As stated in the By-laws, the President shall preside at the meetings of this Chapter.

   1. The President can delegate the task of running individual meetings to another Active Brother.

      1. If not delegated, it will default to the Vice President.

1. The President shall appoint a Parliamentarian and Risk Manager by the second week of the fall semester.

   1. The Risk Manager can not hold any E-Board position, be Member Educator, or be Assistant Member Educator.
2. If there is ever a vacancy in one of these positions, the President has 1 week to appoint a replacement for that position.

1. The President is responsible for organizing E-Board meetings.

   1. Meetings are typically held once a week.
   2. If no officer of E-Board has a report, no meeting needs to be held.

1. All letters of activity and inactivity will be sent to the President.
2. If the President received any letters of activity or inactivity, they must read off the letter in their report in the next meeting.

   1. In the case that the President is sending in the letter of inactivity it will be read off by the Vice President.

1. The President is the second representative to the Legislative Council.

   1. If the MAL is not available to attend the Legislative Council meeting the President is required to fill that position.
   2. In the case that the President is not available, an Active Brother of Zeta Chapter may be chosen as a substitute representative.

1. The President has the power to create or destroy a committee at any time.

1. The President will be set as the default point of contact for any communication regarding Zeta Chapter.

   1. As a point of contact they must respond in a timely manner.

1. The President usually abstains from votes and will act as a neutral party to verify vote counts.

   1. Another Active Brother can be chosen as a replacement if needed.
2. As stated in the By-laws the President of Zeta Chapter shall be allowed to cast a vote on the offering of Bids, the acceptance of New Members, amendments to the Chapter By-laws and Policies, and the approval of nominees to the Standard’s Board.
3. On all other matters, the President of Zeta Chapter shall not vote unless there is a tie vote, in which case the President shall act as the tie breaking vote.

1. The Vice President is responsible for keeping Chapter morale high.

   1. This includes:

      1. Brotherhood check ins

         1. The Vice President shall assign Brothers into smaller groups where Brothers are encouraged to check in with each other.

            1. Topics covered by the check-ins may include academic, Fraternal, and social activities.
         2. Additionally, the Vice President shall check-in with Brothers throughout the semester as needed.
      2. Anonymous communication form

         1. The Vice President is responsible for creating and maintaining a form at the beginning of the fall semester where Brothers can anonymously submit their concerns.
         2. The Vice President shall monitor and address any issues.
      3. Spirit of Zeta

         1. Brothers assign points to other Brothers according to a point system maintained by the Vice President.
         2. Brothers who pass point milestones will receive a reward determined by the Vice President.

1. The Vice President is required to be the chair of the National Committee on Chapter Maintenance and an ex-officio member of the Communications Committee.

1. As stated in Article I section 6, the Vice President will plan lock-in.

   1. This includes but is not limited to picking the date and time, reserving the location, planning food, and creating a rides sheet.

1. As stated in the By-laws, the Vice President is responsible for overseeing all Chapter’s committees.

   1. The Vice President shall check in with committee chairs and verify that work is getting done.

1. The Vice President is responsible for running and keeping track of Committee Roulette.

   1. Committee Roulette is a list of active committees, the members assigned to them, and a counter indicating how many committees each member is in.

      1. Active Brothers must be on at least one committee and cannot be on more than five committees.
   2. At the start and end of each semester the Vice President checks with all Brothers to note committee changes.

      1. This should also be done whenever someone joins, goes inactive, or becomes active again.

1. The Secretary is responsible for creating a comprehensive form at the start of all academic semesters, and sharing it with the Active Brothers.
2. The form must be sent out in sufficient time to gather the necessary information for the National Submissions.

   1. National Submissions are due September, January, and April 30th.

1. The Secretary creates a spreadsheet recording the addresses of each Active Brother for all academic semesters.

   1. The addresses are typically created from the Comprehensive Form.
   2. Non-active Brother information can be included.
2. These address lists are stored in the Chapter Google Drive.

1. The Secretary shall check the mailbox during the academic year.

   1. The Zeta Chapter mailbox is located in MUB 106.
   2. The Secretary is encouraged to check the mailbox once a week.

1. The Secretary is responsible for writing an agenda.

   1. The agenda lists the reports for all positions and committees, sections for new and old business, sections for spotting Non-active Brothers and advisors, a section for Brother comments, and announcements.
2. Old agendas are stored for posterity.

1. The Secretary creates and maintains an attendance sheet.

   1. The sheet is updated at the beginning of general meetings.
2. The Secretary is responsible for following the Attendance Policy.

1. The Secretary takes minutes for each general meeting.
2. The Secretary shall send out Minutes to the mbpsi-l@mtu.edu email list as soon as possible after the meeting.

   1. A copy of the minutes, without closed session, is available to non-Brothers.
3. Minutes should not contain any prohibited or restricted information.

1. The Secretary shall send a call for reports several days in advance for upcoming general meetings to the mbpsi-l@mtu.edu email list.
2. The Secretary shall send a reminder for reports the day before or on the day of the general meeting.

1. In the case that there is no third party required to abstain from the vote excluding the President, the Secretary will act as a second neutral party to verify votes.

   1. Another Active Brother can be chosen as a replacement.

1. At the start of each semester, the Treasurer will collect dues from each Active Brother.
2. At the end of each semester, the Treasurer will collect the member education fee from new Brothers.
3. If a Brother is unable to pay their dues, they shall contact the Treasurer.

   1. The following may happen:

      1. Payment plan

         1. The Brother can enter a payment plan, where the dues are broken up into smaller payments.
         2. The payment plan cannot extend past the semester.
      2. Waiving dues

         1. A Brother’s dues can be waived by E-Board with a four-fifths vote.

1. The Treasurer is responsible for keeping track of the Fraternity’s expenses by creating and maintaining the ledger.

   1. See more in the Finance Policy.

1. The Treasurer must ensure that financial accounts are in order.

   1. See more in the Finance Policy.

1. The Treasurer is the ex-officio chair of the Finance Committee.

1. By the 23rd of each month, the Treasurer must pay the bill for the storage locker.

1. As the first representative of the Legislative Council, the MAL needs to attend the NEC meetings.

   1. The MAL does not have a vote at NEC meetings.

      1. Only the NEC National officers have a vote.
2. The MAL shall send out their report to the NEC email list and add their report to the meeting minutes that the National Secretary sends out prior to the start of the meeting.

   1. The National Webmaster shall add the MAL to the list once the Chapter officers have been updated on the Fraternal Intranet.
3. The MAL shall give a report on Zeta Chapter’s activities and any issues during meetings.

   1. This includes information such as the number of prospective members, the details of the members in training, service and fundraising activities, social events, and any issues that threaten activity of the Chapter.

1. Because the MAL is a part of the Legislative Counsel, they represent Zeta Chapter in National Fraternal votes.

   1. Several votes are usually held at the annual Fraternity Convention.
   2. In case of the absence of the MAL, they can appoint a representative.

1. In the case that there is no one that can be Risk manager the MAL will fill in until the President can appoint a new Risk manager.

As adopted on February 8, 2026