CONSTITUTION OF THE DELTA OMICRON CHAPTER OF
TAU BETA SIGMA SORORITY
Revised September 31, 2002
1. GENERAL
1.1 The name of this organization shall be the Delta Omicron Chapter of Tau Beta Sigma, National Honorary Sorority for College and University Band Members, hereinafter referred to as the Chapter.
1.2 This Constitution is subordinate to and shall in no way conflict or receive priority over the National Constitution of Tau Beta Sigma Sorority, hereinafter referred to as the National Constitution.
1.3 This Constitution establishes and prescribes the authorized regulations pertaining to the functions and operations of the Chapter.
1.4 The most recently revised version of this Constitution shall supersede all previous versions.
1.5 The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with the National Constitution.
2. CONSTITUTIONAL AMENDMENTS
2.1 Proposed amendments to this Constitution shall be approved by the Jurisdiction Committee prior to reaching the floor at a regularly called Chapter meeting.
2.2 Proposed amendments to this
Constitution shall be presented in writing at a regularly called Chapter
Meeting. If two thirds (2/3) of the
votes cast by the Chapter are favorable, the proposed amendment shall be
declared adopted and shall become operational and effective at the adjournment
of the Chapter Meeting, unless otherwise stated in the amendment.
2.3 If the favorable vote on the proposed amendment is less than two-thirds (2/3), yet there is a majority vote, the proposed amendment shall be tabled until the next meeting of the Chapter. During the interim period between the meetings, it shall be published in the minutes of the meeting under the caption "Proposed Amendment to the Constitution." If at the next meeting it receives two thirds (2/3) of the votes cast, it shall be declared adopted and shall become operational and effective at the adjournment of the Chapter Meeting, unless otherwise stated in the amendment. If a favorable two-thirds (2/3) vote is not obtained, the amendment shall be declared defeated and shall not again be proposed for consideration.
3. OFFICERS
Regulations regarding chapter officers are also stated in the chapter section of the National Constitution. Guidelines are stated in the National Chapter Operations Handbook.
3.1 The officers of the Chapter shall be: President, Vice President for Membership Education, Vice President for Special projects, Secretary, Treasurer, Historian/Alumni Secretary, Parliamentarian, or other officers as deemed necessary by the Chapter.
3.2 To be nominated to the office of President the nominee must have served at least one full semester on the Executive Council previous to nominations.
3.3 To be nominated for Vice President of Membership Education the nominee must have been an active member of the sisterhood for one semester previous to the nomination.
3.4 The Parliamentarian shall not be elected, but shall be appointed by the President with the approval of the Executive Council.
3.5 Regular election of Chapter Officers shall be held one week following nominations. The nominees shall be elected by secret ballot. A majority of all votes shall be necessary for election. A run-off election shall be held if more than two candidates are running for an office and none receive a favorable majority vote. In this case, the two candidates with the greatest number of favorable majority votes will be eligible for the run-off.
3.6 Newly elected and appointed officers shall be installed two weeks following elections.
3.7 Each officer shall have one vote at all meetings except for the President, who shall vote only in the case of a tie.
3.8 If at any time an elected official or an appointed official of the Sorority (e.g. committee chair) fails to meet all her/his responsibilities, she/he may be removed from office by a ¾ favorable vote of the chapter as prescribed in Robert's Rules of Order Newly Revised.
3.9 Each officer and committee chair shall present a weekly report to the Chapter regarding her/his office.
3.10 The administrative body of the Chapter shall be the Executive Council, composed of all Chapter Officers. The Executive Council reserves the right to discuss business and to make recommendations on Chapter actions. A sixty (60) percent favorable vote, unless otherwise specifically stated herein, shall be necessary for disposition of matters before the Executive Council between chapter meetings.
3.11 The President shall be responsible for all duties stated in the National Constitution as well as the applicable officer guidelines found in the National Chapter Operations Handbook. In addition, the President shall be charged with:
a. Appointing the Parliamentarian with the approval of the Executive Council;
b. Appointing all committees and committee chairs with the approval of the Executive Council;
c. Serving as an ex-officio member of all committees of the Chapter;
d. Planning, publishing, and distributing a chapter calendar of events for each semester. The calendar will include all meetings, recruitment events, social activities, fundraisers, rituals, and any other information deemed necessary. The calendar will require approval from the chapter in order to take effect.
3.12 The Vice President for Membership Education shall be responsible for all duties in the National Constitution as well as the applicable officer guidelines found in the National Chapter Operations Handbook. In addition, the Vice President for Membership Education shall be charged with:
a. In the absence of the President, preside at Chapter Meetings;
b. The responsibility of the recruitment, education, and initiation of all members of the Chapter;
c. Recording the attendance of prospective members and active members alike at recruitment events;
d. Serving as the chair of the Committee on Membership Education ensure that the goals of the committee are fulfilled.
3.13 The Vice President for Special Projects shall be responsible for all duties stated in the National Constitution as well as the applicable officer guidelines found in the National Chapter Operations Handbook. In addition, the Vice President for Special Projects shall be charged with:
a. The development, coordination and implementation of worthwhile service projects for the bands and the university community;
b. Serving as the chair of the Committee on Service Projects to ensure that the goals of the committee are fulfilled.
3.14 The Secretary shall be responsible for all duties stated in the National Constitution as well as the applicable officer guidelines found in the National Chapter Operations Handbook. In addition, the Secretary shall be charged with:
a. Recording, publishing, and distributing (to each member) the minutes of each Chapter and Executive Committee Meeting by the beginning of each successive meeting;
b. Recording the attendance of each active member at all Chapter Meetings and ensuring that the attendance policies set forth in sections 6.6-6.12 are maintained;
c. Acting as the official Webmaster of the Chapter Web page and List Owner of the Chapter Listserv and developing those projects so that they are useful tools to the chapter and the public;
d. Maintaining, Publishing, and Distributing (to each member) a record of each member of the chapter including: name, home address, home phone, local address, local phone, email address, birthday, and instrument (s) played;
e. Coordinating all chapter correspondence;
f. Preparing and sending articles for each press deadline to the National Headquarters for publication in The Podium and to the appropriate chapter for publication in Northeast Notes;
g. Serving as the co-chair (with the Historian/Alumni Secretary) of the Committee on Public Relations and working with the Historian/Alumni Secretary to ensure that the goals of the committee are fulfilled.
3.15 The Treasurer shall be responsible for all duties stated in the National Constitution as well as the applicable officer guidelines found in the National Chapter Operations Handbook. In addition, the Treasurer shall be charged with:
a. Formulating, maintaining, publishing, and distributing a chapter budget for the fiscal year;
b. Setting deadlines for the payment of membership dues, initiate fees, and fundraising monies;
c. Recording, publishing, and distributing (to all members), at each regularly scheduled meeting, a report of all monetary transactions of the chapter;
d. Serving as the chair of the Committee on Ways and Means to ensure that the goals of the committee are fulfilled.
3.16 The Historian/Alumni Secretary shall be charged with the applicable officer guidelines found in the National Chapter Operations Handbook:
a. Maintaining a written and pictorial record of the activities of the Chapter and band;
b. Coordinating Alumni activities with the Chapter, maintaining the contact information of Alumni, and keeping alumni informed of chapter activities;
c. The registration of life members;
d. Serving as co-chair (with the Secretary) of the Committee on Public Relations and working with the Secretary to ensure that the goals of the committee are fulfilled.
3.17 The Parliamentarian shall be charged with the applicable officer guidelines found in the National Chapter Operations Handbook:
a. Enforcing of the use of Roberts's Rules of Order Newly Revised to govern deliberations of the Chapter;
b. Proposing amendments to this Constitution so it remains in accordance with the National Constitution and reflects changes in the functions and operations of the Chapter;
c. Tallying votes at Chapter Meetings with the aid of the secretary;
d. Sole responsibility of enforcing clause 7.3;
e. Serving as advisor to the Committee on Jurisdiction to ensure the goals of the committee are fulfilled.
4. FINANCES
Regulations concerning chapter finances are also stated in the chapter section of the National Constitution.
4.1 The fiscal year for the Chapter shall be from July 1 to June 30th.
4.2 All expenditures shall be made by checks drawn from a bank selected by the Chapter.
4.3 All items purchased with Chapter funds shall be property of the Chapter.
4.4 Money from Fundraisers will be paid to the treasurer on the date due. Exceptions may be granted to the individual at the discretion of the Treasurer.
4.5 Attendance at all fundraisers that a member has made the commitment to participate in is mandatory. Excusal may be granted by the Executive Council. Petition for excusal must be in written form and submitted to the Secretary within one week after the absence.
4.6 Outstanding balances will be assessed the late fee of one (1) dollar per day (excluding weekends and holidays) until the balance has been paid in full. Should the member subsequently be delinquent by the semester's end there will be due cause for suspension.
4.7
In the event that a member cannot pay National and
Chapter dues by the date set by the Treasurer, a financial plan may be
developed by consulting with the Treasurer.
Should the member subsequently be delinquent in the payment of their
dues to the Chapter, due cause for probation will ensue until such time as the
loan is repaid in full.
4.8 Each unexcused absence from Chapter business meetings after one will result in a fine of five (5) dollars.
4.9 Each unexcused absence from a Ritual will result in a fine of ten (10) dollars.
4.10 Each unexcused absence from a committed fundraiser will result in a fine of five (5) dollars.
4.11 Each unexcused absence from a committee meeting after one will result in a fine of one (1) dollar.
4.12 Each unexcused absence from a service project will result in a fine of five (5) dollars.
4.13 Each unexcused absence from a social event will result in a fine of one (1) dollar.
4.14 Each unexcused absence from a recruitment event will result in a fine of five (5) dollars.
5. COMMITTEES
5.1 The standing committees of the Chapter shall be: Membership Education; Special Projects; Public Relations; Ways and Means; Sisterhood and Social Activities; Jurisdiction; and Ritual and Regalia.
5.2 The President, with approval of the Executive Council, shall appoint the chairpersons of the Committees on Sisterhood & Social Activities and Ritual and Regalia.
5.3 The times and places of the committee meetings shall be determined by the chair.
5.4 Special committees shall be appointed as
required by the Chapter.
5.5 Members of all committees shall serve until relieved of their appointment by the President.
5.6 All committee chairpersons shall present a report of the committee’s activities at each regularly scheduled meeting.
5.7 Each committee shall review applicable sections of the National Constitution and the Chapter Operations Handbook.
5.8 The Committee on Membership Education shall be charged with:
a. Working with the Vice President for Membership Education to achieve the goals of the committee;
b. Administering, maintaining, and improving the methods of the education, training and initiation of all members of the chapter.
5.9 The Committee on Special Projects shall be charged with:
a. Working with the Vice President for Special Projects to achieve the goals of the committee.
b. Maintaining and improving the development, coordination and implementation of worthwhile service projects for the bands and the community.
5.10 The Committee on Public Relations shall be charged with:
a. Working with the Secretary and the Historian/Alumni Secretary to achieve the goals of the committee;
b. Maintaining and constantly improving methods of communication (including Chapter Web Page, List Serve, Newsletters, etc.) within and between the local chapter, alumni, the Sorority at large, and the university community.
c. Ensuring that the Chapter holds a suitable image with the Sorority at large, Alumni, Kappa Kappa Psi, the band program, the Department of Music, and the University Community;
d. Planning, promoting, and coordinating all alumni activities.
e. Developing and maintaining a comprehensive written and pictorial record of the activities and history of the Chapter and bands.
5.11 The Committee on Ways and Means shall be charged with:
a. Working with the Treasurer to achieve the goals of the committee;
b. Monitoring the receipts and disbursements of all monies of the Chapter;
c. Maintaining and developing the planning and implementation of all fundraising activities.
d. Ensuring that the chapter can meet its annual budget through fundraisers.
5.10 The Committee on Sisterhood and Social Activities shall be charged with:
a. Working with the chairperson to achieve the goals of the committee;
b. Providing meaningful and worthwhile social experiences for all members and all engaged in band activities.
c. Maintaining and developing methods of improving sororal relations, ensuring active participation in the Chapter is maintained by all members, and promoting a chapter environment where imagination, sensitivity, and creativity are paramount.
5.13 The Committee on Jurisdiction shall be charged with:
a. Working with the Parliamentarian to achieve the goals of the committee;
b. Ensuring that the constitution is enforced;
c. Ensuring that the constitution functions as a living document always serving the Chapter and retaining its integrity.
5.14 The Committee on Ritual and Regalia shall be charged with:
a. Maintaining and upgrading ritual regalia and equipment;
b. Coordinating ritual rehearsal and presentation.
6. MEETINGS
6.1 The Chapter shall approve the time and place of its Chapter Meetings.
6.2 The order of business of Chapter Meetings shall be:
a. Opening Ceremonies
b. Reading of the Minutes
c. Report of Chapter Officers
d. Report of Chapter Committees
e. Old Business
f. New Business
g. Announcements
h. Closing Ceremonies
When deemed advisable, the chapter President may change the general order of
Business.
6.3 The order of reports of Chapter Officers and Chapter Committees shall be in the order of their listing in this Constitution.
6.4 Notification of the cancellation of a Chapter Meeting must be given at least twenty-four (24) hours prior to the meeting.
6.5 Special meetings may be called by the President or by the Executive Council and shall be called upon the request of ¾’s (three fourths) of the Chapter. Such meetings must be given at least twenty-four (24) hours prior to the meeting.
6.6 All Chapter, committee, executive meetings (pertains to executive council only), rituals, social events, service projects, and recruitment events are considered mandatory. All other events may be deemed mandatory by the executive council.
6.7 A member has the right to petition the executive council for absences from chapter events or meetings. Excuses must be in written or electronic form and submitted with in one week or the absence.
6.8 A member is permitted one (1) unexcused absence from any regular Chapter business meeting per semester.
6.9 A member is permitted one (1) unexcused absence from any committee meeting per semester.
6.10 After one (1) unexcused absence from a chapter or committee meeting, each subsequent absence from either will result in the implementation of the fining system.
6.11 The payment of the fine does not equate excusal.
6.12 A total of three (3) unexcused absences will result in due cause for probation.
7.
MEMBERSHIP
Regulations concerning Sorority membership
are also stated in the chapter section of the National Constitution
7.1 Chapter membership shall consist of seven (7) types: Active, Conditional, Inactive, Associate, Honorary, Alumni, and Life Membership.
7.2 Honorary status shall be granted upon a three-fourths (3/4) favorable vote of the total active membership of the Chapter.
7.3 A. If a member’s semesterly GPA should fall below a 2.0 cumulative grade point average, due cause for probation shall ensue.
B. If a member should fall below a 2.0 cumulative GPA due cause for suspension shall ensue.
7.4 To be considered for Membership Candidacy in the Chapter, a band member must exhibit those attributes outlined in the second purpose of the preamble of the National Constitution by:
a. Having a good record of attendance at all rehearsals and sectionals and by making a positive contribution to those rehearsals;
b. Show an interest in Tau Beta Sigma
7.5 The Vice President for Membership Education shall present a comprehensive and objective report to the chapter outlining the record (outlined above in 7.4: a & b) of each nominee for Membership Candidacy in the chapter. The report will be presented after the prospective members are nominated and before they are voted upon.
7.6 Nominations to extend bids of invitation into the sisterhood shall take place no earlier than four (4) weeks after the beginning of the semester. Voting on the nominees shall take place immediately following nominations.
8. DELEGATES AND PROXIES
Regulations regarding delegates and proxies are stated in the chapter
section of the National Constitution
9. REPORTS
10. Joint Meetings
10.1 The Joint Chapter of Clarion University’s joint chapters of Tau Beta Sigma and Kappa Kappa Psi shall be compromised of those members in each organization in good standing.
10.2 Robert’s Rules of Order, current edition, shall govern all joint chapter meetings.
10.3 Joint chapter meetings shall be governed by the presiding officers of Tau Beta Sigma and Kappa Kappa Psi jointly. All officers from both organizations shall perform their duties as coordinated by their presiding officer.
10.4 The presiding officers, prior to each join meeting, shall determine the agenda for joint meetings of the joint chapter.
10.5 Motion brought forth by Tau Beta Sigma must be seconded by a member of Kappa Kappa Psi and visa versa.
10.6 Each separate organization shall require a simple majority of all present members in active standing to pass a joint motion.
10.7 Decisions of the joint chapter at Clarion University are binding to both parties and should be carried out in the same manner as motions passed in separate meetings.
10.8 Changes made to the motion passed jointly require consent of both Tau Beta Sigma and Kappa Kappa Psi.
10.9 The Delta Omicron chapter of Tau Beta Sigma recognizes the joint chapter and avows to pursue those ends in the manner most consistent with the best interest in the sorority.