2009 National Constitution - University Of Central Arkansas

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TauBetaSigmaNational ConstitutionRevised 2009

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PreambleTo the National Constitution ofTau Beta SigmaNational Honorary Band SororityBe it known that Tau Beta Sigma, NationalHonorary Band Sorority for members of thecollege band, is an organization operatingexclusively in the filed of the college anduniversity bands, for the following purposes:1. To promote the existence and welfare of thecollegiate bands and to create a respect andappreciation for band activities andachievements among the listening publiceverywhere.2. To honor outstanding members of the bandthrough privilege of membership, in thesisterhood, extended in recognition ofmusicalachievement,demonstratedleadership, and an enthusiastic approach toband activities.3. To develop leadership through activeparticipation with the band, and through it,to strengthen those traits of conduct,thought, and idealism which characterize theresponsible membership of the band.4. To encourage a close relationship betweencollegiate bands and promote a high averageof attainment by the performance of goodmusic and selection of worthwhile projects.5. To provide a meaningful and worthwhilesocial experience for all engaged incollegiate band work, and to cooperate withother musical organizations and societies inevery manner consistent with our mutualpurposes and those of the institution atwhich chapters are located.Tau Beta Sigma Mission StatementTau Beta Sigma National Honorary Band Sorority providesservice to collegiate bands, encourages the advancement ofwomen in the band profession, and promotes and enriches anappreciation of band music through recognition, leadershipdevelopment, and education of its members.3 Pa ge

Tau Beta SigmaNational ConstitutionI. Organization and Structure1.101 The name of this organization shall beTau Beta Sigma, National Honorary BandSorority for College and University BandMembers. Tau Beta Sigma Sorority wasincorporated under the laws of the SovereignState of Oklahoma as of March 26, 1946.1.102 For the purpose of administration, theSorority shall be divided into the followingcomponent parts: (1) Corporation; (2) NationalChapter; (3) Districts; (4) Chapters; (5) Alumni.1.103 The National Headquarters of theSorority shall be the same as the NationalHeadquarters of Kappa Kappa Psi, subject to theapproval of the National Council.1.104 Tau Beta Sigma recognizes KappaKappa Psi as an equal affiliated organizationwith a parallel purpose, function, and role in thecollege and university band setting.1.105 The National Executive Director shallbe employed by the National Officers of theSorority as the Administrative Officer of theSorority, and shall be paid a monthly salary asrecommended by the National Officers andapproved by the Convention. The NationalExecutive Director shall be employed jointly bythe Councils of Tau Beta Sigma and KappaKappa Psi. The National Executive Directorshall be a nonvoting member of the NationalCouncil and of all committees except theNominating Committee of which she/he cannotbe a member. The National Executive Directorshall be responsible for the production anddistribution of all publications of the Sorority.The National Executive Director shall be incomplete charge of the National Headquartersand shall maintain, therein, files of all membersof the Sorority by chapter. The NationalExecutive Director shall maintain individualchapter records of monies received anddisbursed and shall receive all chapter reportsand correspondence and shall prepare and issueall necessary forms and stationery for the4 Pa getransactions of all business of the Sorority. TheNational Executive Director shall be theSorority’s representative in all contacts with theofficial jeweler and as such shall receive andhave charge of requisitions for jewelry andmembership shingles received from individualmembers and chapters. The National ExecutiveDirector shall issue all checks for disbursement,all chapter membership shingles, documents ofbusiness, and shall prepare and send to eachNational Officer a monthly report of income andexpense of the Sorority in addition to a writtenreport stating the condition of the Sorority forpresentation at each regularly called NationalConvention.1.106 Tax deductible contributions to TauBeta Sigma may be made by members andnonmembers. The amount is to be distributed atthe discretion of the National Council, unlessotherwise specified by the contributor.1.107 The current version of Robert’s Rulesof Order, Newly Revised, unless otherwisespecifically stated in this Constitution, shallgovern the deliberations of all component partsof the Sorority assembled in meeting.1.108 Each member of the Board of Trusteesand National Council, their heirs, executors, andadministrators, may be indemnified by theSorority against the expenses reasonablyincurred by such person in connection with anyaction, suit, or proceeding to which the membermay be made a party by reason of serving orhaving served as a member of the Board orCouncil, so long as such person is found to haveacted in good faith and within the scope ofher/his office. Any such indemnification must befirst approved by the National Chapterassembled at a National Convention. Suchexpenses shall include the cost of reasonablesettlement made with a view to curtailment oflitigation and reasonable expense incurred in thepreparation and trial of the litigation. The

foregoing right of indemnification shall not beexclusive of other rights to which such personsmay be entitled as matter of law.1.109 The Tau Beta Sigma Sorority neitherapproves of nor is responsible for actions ofmembers of local chapters (commonly referredto as “hazing”) which may result in injury topersons or damage to property. Hazing isdefined as any action taken or situation created,intentionally or through negligence, to producemental or physical discomfort, embarrassment,harassment, or ridicule.1.110 The Tau Beta Sigma Sororityexpressly prohibits discrimination by anycomponent part of the Sorority on the basis ofrace, national origin, sex, religion, handicap,sexual orientation, or marital status. Rather it isthe policy of this Sorority to foster a spirit ofmutual understanding and respect among allpeople, especially those involved with collegeand university bands, remembering that music isthe universal language.1.111 Proposed amendments to thisConstitution shall be presented in writing atregularly called National Conventions of theSorority, and shall be referred at once to theCommittee on Jurisdiction. Said Committeeshall report thereon at the same NationalConvention. If two-thirds (2/3) of the votes castby the National Convention are favorable, theproposed amendment shall be declared adopted,and from and after such adoption, it shallbecome operative and effective immediately,unless otherwise stated in the amendment.1.112 If the favorable vote on the proposedamendment is less than two-thirds (2/3), yetthere is a majority vote, the proposedamendment shall be tabled until the nextregularly called National Convention of theSorority.During the interim betweenconventions, it shall be published in the minutesof the National Convention at which it wasproposed under the caption: “ProposedAmendment to the Constitution.” If at the nextregularly called National Convention it shallreceive two-thirds (2/3) of the votes cast, it shallbe declared adopted, and from and thereaftersuch adoption it shall become operative andeffective immediately unless stated in theamendment. If a favorable two-thirds (2/3) voteis not obtained, the amendment shall be declareddefeated and shall not again be proposed forconsideration.1.113 Under extraordinary circumstancesbetween regularly called National Conventionsand upon recommendation of the NationalPresident, approved unanimously by theNational Council, a proposed amendment to theConstitution may be submitted in writing to thechapters of the Sorority for ratification. If twothirds (2/3) favorable vote of all chapters ingood standing is received, the proposedamendment shall be declared adopted, and aftersuch adoption it shall become operative andeffective immediately, unless otherwise stated inthe amendment.1.114 This Constitution, as revised andamended, shall be reprinted following eachregularly called National Convention and shallsupersede all previous Constitutions.1.115 The effect of the National Constitutionupon an individual chapter may be altered toconform to any college or university-wideregulations to which this chapter is subject. Anysuch alterations must be incorporated as anintegral part of the chapter constitution andbylaws, which are subject to review by theNational Executive Director and NationalCouncil. The National Executive Director andNational Council shall not approve any suchalterations until they have received proof that thecontested part of the National Constitution doesin fact conflict with official college oruniversity-wide regulations to which this chapteris subject.II. Corporation2.101 The Corporation shall havejurisdiction over all component parts of theSorority and shall represent them and approveall decisions in matters of national policy,alumni, public relationship, legal action, andcontroversy which may be referred to its Board5 Pa ge

of Trustees by the National Chapter or NationalCouncil. The decision of the Board of Trusteesshall be final in all cases.2.102 The Corporation shall be representedin all matters by a Board of Trustees comprisedof ten (10) members.2.103 The National President and immediatepast National President shall serve as nonelectedmembers of the Board of Trustees by virtue oftheir office. They will serve a term of two (2)years, from the end of one National Conventionthrough the end of the next NationalConvention.2.104 Mrs. Wava Banes Henry, Founder ofTau Beta Sigma, and Mrs. Janet West Miller,past National President, shall be permanenthonorary members of the Board of Trustees ofthe Sorority, but shall not have a vote on theBoard.2.105 The National Council shall carefullyinvestigate the eligibility of members forelection to the Board of Trustees. They shallnominate the appropriate number of candidatesto serve as members of the Board of Trusteesand present their names to the Convention. Theyshall determine the eligibility of any othercandidates who are nominated from the floor.2.106 Six members of the Board of Trusteesshall be elected by the National Chapter atalternate National Conventions to serve four (4)year terms. The terms shall be staggered so thatthe terms of three elected members expire in onebiennium and the terms of the other three electedmembers expire in the following biennium.2.107 Each elected member of the Board ofTrustees shall be a member of the Sorority ingood standing and at least thirty (30) years ofage at the time of election. They shall possessoutstanding business or professional ability andshall be capable of representing the Corporationand Sorority under all circumstances. NationalOfficers of the Sorority shall not be eligible formembership on the Board of Trustees except theNational President.2.108 No member of the Board of Trusteesshall serve more than two consecutive electedterms of office.2.109 Members of the Board of Trusteesshall serve without compensation. Expenses ofeach member incurred on behalf of theCorporation or Sorority when occurring in6 Pa gecompletion of duties or when summoned by theNational Council shall be paid by the Sororityupon presentation of a written statementapproved by the Chairperson of the Board ofTrustees.2.110 Each member of the Board ofTrustees, except the National President, shallhave one vote at all meetings of the Board. Nomember of the Board of Trustees, except theNational President, shall have a vote at meetingsof other component parts of the Sorority.2.111 In case of a vacancy on the Board ofTrustees, the National Council is authorized toappoint a qualified member within sixty (60)days to fill the unfinished term. The person shallmeet the requirements as stated in Section 2.105and 2.107, subject to the approval of theremaining voting members of the Board ofTrustees.2.112 The Board shall elect a Chairpersonand Vice Chairperson from the Board memberselected by the National Chapter. The retiringChairperson and Vice Chairperson shall beeligible for reelection.2.113 Whenever possible the Board shalltransact its business by correspondence,telecommunications, or other means ofcommunication. When necessary, a meeting maybe held, after reasonable notice, at the call of theChairperson or at the request of the NationalPresident pursuant to a sixty (60) percentfavorable vote of the National Council.2.114 The presence of four (4) votingmembers of the Board of Trustees, one of whomshall be the Chairperson or Vice Chairperson,shall constitute a quorum at all meetings.2.115 The Chairperson of the Board ofTrustees presiding at the meeting shall appointone of the other members of the Board to act asSecretary. The Secretary shall record theminutes of each meeting and distribute them toeach member of the Board of Trustees, eachmember of the National Council, and to suchother parties as may be authorized by themeeting.2.116 The order of business for each meetingof the Board of Trustees shall be determined bythe Chairperson of the Board.2.117 A complete report of the activities ofthe Board of Trustees for the two (2) year periodbetween regularly called National Conventions

shall be prepared by the Chairperson of theBoard for presentation at each NationalConvention of the National Chapter. If theChairperson of the Board is not in attendance atthe National Convention, the report shall be readby the Vice Chairperson or a member designatedby the Board.III. National Chapter1. General3.101 The governing body of Tau BetaSigma Sorority shall be the National Chapter,composed of all chapters of the organizationmeeting at a regularly called convention.3.102 The administrative body of theSorority shall be the National Council,composed of all National Officers. This NationalCouncil may exercise extraordinary powers inorder to change the Sorority’s internalconstruction and Constitution into compliancewith Federal Statutes. The Council shall be inabsolute power between regularly calledconventions except as noted in Section 3.103.3.103 The National Council shall havejurisdiction over all component parts of theSorority except the Corporation and shallrepresent them and approve all decisions inordinary matters of national policy, publicrelationship, legal action, and controversy whichmay be referred to the National Council. TheNational Chapter is supreme in all matterspertaining to its affairs while in convention and,through the National Council, has the sole rightto superintend and govern all chapters of theSorority. Upon a seventy-five (75) percentfavorable vote of the National Council betweenconventions a matter may be referred to theCorporation’s Board of Trustees for finaldecision and action.3.104 A sixty (60) percent favorable vote,unless otherwise specifically stated herein, shallbe necessary for disposition of matters beforethe National Council between conventions.2. Officers3.201 The officers of the National Chapter shallbe: National President, National Vice Presidentfor Colonization and Membership, NationalVice President for Special Projects, NationalVice President for Communication andRecognition, and National Vice President forProfessional Relations.3.202 The National Chapter, assembled inconvention, shall elect all National Officers ofthe Sorority except the National Vice Presidentfor Professional Relations who shall beappointed by the National President withapproval of the National Council.3.203 Each National Officer shall be a LifeMember of the Sorority in good standing and atleast twenty-five (25) years of age at the time ofelection. Each National Officer shall havecompleted an undergraduate degree program.Each National Officer shall have been initiatedas an active or associate member while enrolledas a student. Each National Officer shall possessoutstanding business ability and shall be capableof representing the Sorority under all ordinaryconditions. All shall be willing and able todevote the necessary time to the execution of theduties imposed by the office and shall beactively participating in or serving bands duringtheir term of office.3.204 Each National Officer shall serve for aperiod of two (2) years from convention toconvention. The National Vice President forColonization and Membership shall be advancedto the office of National President provided saidofficer receives a simple majority vote of theconvention. The National President and VicePresident for Colonization and Membershipshall not be eligible for reelection.3.205 The National President shall bedesignated as the Executive Officer of theSorority and of the National Chapter and theNational Council. The National President shallbe a nonvoting member of all committees,except the Nominating Committee, of whichshe/he cannot be a member, and shall sign allcharters, shingles, contracts, and otherinstruments of business of the Sorority. Saidofficer shall appoint all standing and special7 Pa ge

committees, shall be a member ex-officio of thecorporation’s Board of Trustees, and shallfurther be designated as the officialrepresentative of the National Chapter,whenever such representation shall be required.In addition, the National President shall haveheld at least one national office.3.206 The National Vice President forColonization and Membership shall, in theabsence of the National President, preside atmeetings of the National Council, and shall bedesignated as the Expansion Officer of theSorority. The National Vice President forColonization and Membership shall advance thepurposes of the Sorority as stated in thePreamble of this Constitution by working withDistrict Officers in the area of expansion onbehalf of the Sorority. The National VicePresident for Colonization and Membershipshall have held at least one national office.3.207 The National Vice President forSpecial Projects shall, in the absence of theNational President and the National VicePresident for Colonization and Membership,preside at meetings of the National Chapter andNational Council. Said officer shall bedesignated as the Program Officer of theSorority in charge of enforcing the programs ofthe Sorority. The National Vice President forSpecial Projects may serve a maximum of two(2) terms.3.208 The National Vice President forCommunication and Recognition shall bedesignated as the Recording and CredentialsOfficer of the Sorority and shall record, publish,and distribute the minutes of all meetings of theNational Chapter and of the National Council.The National Vice President for Communicationand Recognition will make summaries of allNational Council meetings available through theNational Headquarters. The National VicePresident for Communication and Recognitionshall sign all charters, shingles, contracts, andother instruments of business. The National VicePresident for Communication and Recognitionmay serve a maximum of two (2) terms.3.209 The National Vice President forProfessional Relations shall serve as a liaison forTau Beta Sigma with the music profession. TheNational Vice President for ProfessionalRelations shall be appointed by the National8 Pa gePresident with approval of the National Counciland shall serve a term of two years. In addition,said Officer shall be at least thirty (30) years ofage at the time of appointment.3.210 Members of the National Council shallserve without compensation. National Officersshall be reimbursed for actual travel expenseincurred. Expenses incurred on behalf of theSorority shall be paid upon presentation of awritten statement to the National ExecutiveDirector subject to approval by the NationalPresident.3.211 Each National Officer shall have onevote at all meetings of the National Chapter andNational Council, except the National President.The National President shall vote when her/hisvote will affect the result or if the vote is byballot. The National Executive Director shallhave no vote. National Officers shall not beeligible to serve as chapter proxies atconventions.3.212 If a vacancy occurs in the office ofNational President, the National Vice Presidentfor Colonization and Membership shall becomeNational President if there is more than one yearremaining prior to the next National Convention.If there is less than one year remaining prior tothe next National Convention, the office ofNational President shall remain vacant, but theNational Vice President for Colonization andMembership shall assume the duties of thePresident. If a vacancy occurs in the office ofNational Vice President for Colonization andMembership, the National Vice President forSpecial Projects shall become the National VicePresident for Colonization and Membership.Should a vacancy occur in any other office, theNational President, with the approval of theNational Council, may choose to appoint areplacement, though she/he will not be requiredto do so.3.213 Should the National Vice President ofColonization and Membership choose not toadvance to the office of National President, or inthe case of a vacancy in the office of VicePresident for Colonization and Membership atthe National Convention, both a NationalPresident and a National Vice President forColonization and Membership shall be elected atthe National Convention.

3.214 A National Officer may be removedfrom office by a unanimous vote of four (4)National Officers and a seventy-five (75)percent favorable vote of the Board of Trustees.3. Finances3.301 All monies of the National Chaptershall be received and expended by the NationalExecutive Director. The National ExecutiveDirector shall supervise the implementation ofthe budget approved at biennial NationalConventions. Sorority funds shall at no time beused to purchase alcohol.3.302 The National Executive Director andall National Headquarters employees shall becovered by a blanket bond by a surety companyselected by the National Council. The bondpremiums shall be paid by the National Chapter.3.303 The fiscal year for the NationalChapter shall be from June 1 to May 31. TheNational Executive Director shall institute acontinuous audit to have the financial records ofthe National Chapter audited by a CertifiedPublic Accountant. Copies of the audit shall besubmitted to the Chairperson of the Board ofTrustees and to each member of the NationalCouncil.3.304 Between conventions, the financialpolicies of the National Chapter shall begoverned by a seventy five (75) percentfavorable vote of the National Council.3.305 Income of the National Chapter shallbe derived from three (3) principal sources:charter fees received from new chapters at thetime of installation, annual national chapter fees,and annual national membership fees. Chapterswho are unable to meet their financialobligations will be automatically placed onprobation.3.306 Chapters who do not pay chapter feesand dues on time will be assessed late fees.Chapters who fail to attend prearranged visitswith the Chapter Field Representative will beassessed a penalty fee in order to compensate theSorority for expenses incurred.4. Meetings3.401 A regularly called convention of theNational Chapter shall be held once every two(2) years during the odd numbered year. Eachdistrict is encouraged to provide input to theNational Executive Director, the NationalCouncil of Kappa Kappa Psi and the NationalCouncil of Tau Beta Sigma regarding potentialhost chapters and locations for the convention.All dates and contracts of the proposedconvention sites shall be negotiated by theNational Executive Director and approved bythe National Council of Kappa Kappa Psi andthe National Council of Tau Beta Sigma.National Conventions shall be held where activechapters of the Fraternity and/or Sorority arelocated or where host chapters will be able toadequately support the convention and NationalIntercollegiate Band requirements. The NationalConvention shall be at the same time and placeas Kappa Kappa Psi National Conventions.3.402 Special Conventions of the NationalChapter may be called upon a favorable vote ofseventy-five (75) percent of the chapters in goodstanding or upon recommendation of theNational President, approved by a (75) percentvote of the National Council.3.403 A one hundred twenty (120) daywritten notice prior to the dates of all NationalConventions shall be given to all ents, and Chapters by the NationalExecutive Director.3.404 Official Delegates or Proxies from amajority of the chapters in good standing,together with at least three (3) National Officers,shall constitute a quorum at all Conventions.3.405 Tau Beta Sigma recognizes the use ofJoint meetings with the Kappa Kappa PsiNational Chapter to adopt programs, procedures,and policies. Any such joint program, procedure,or policy adopted in a joint meeting must have amajority vote of the Tau Beta Sigma delegates inorder to be binding on Tau Beta Sigma.3.406 In general, the order of business for allConventions shall be:a. Invocationb. Seating of Delegatesc. Appointment of Committeesd. Report of National Officerse. Report of Districtsf. Unfinished Businessg. New Businessh. Report of Committeesi. Presentation of Convention Site9 Pa ge

j. Installation of Officersk. Closing CeremoniesWhen deemed advisable, the general order ofbusiness may be changed by the NationalPresident.5. Membership3.501 New chapters shall be admitted to theNational Chapter of the Sorority uponsubmission of a petition by the petitioning groupprepared in accordance with the instructions andprovisions furnished by the National Chapter orNational Council. A nonrefundable fee mustaccompany the application for colonization. ANon refundable charter fee and initiate dues, asdetermined by the National Chapter, mustaccompany the application for colonization.3.502 A petition shall be reviewed andapproved by the National Executive Directorbefore a charter is issued to a colony, a chapterdesignation assigned, and the installationperformed. The National Vice President forColonization and Membership will grant finalapproval for the installation of the colony.3.503 New chapters will be installed, afterthe approval of their Petitioning Document, by aNational Officer, a past National Officer, aDistrict Counselor, or by a member appointed bythe National Vice President for Colonization andMembership. A Pre-Installation visit will takeplace within forty-five (45) days following theapproval of the petitioning document. TheInstallation will take place after the preinstallation visit occurs. The National Presidentmust grant any exceptions.3.504 In recognition of outstanding ability,accomplishment, or devotion to the best interestsof the Sorority, any member of the Sorority maybe voted a National Honorary Life Member by aseventy-five (75) percent favorable vote of theNational Chapter. This shall be the highesthonor which can be conferred upon a member ofthe Sorority.3.505 The retiring and past NationalPresidents of the Sorority may be voted aNational Honorary Life Member in recognitionof the past service to the Sorority by a seventyfive (75) percent favorable vote of the Delegatesat a regularly called National Convention.10 P a g e6. Delegates and Proxies3.601 Each Chapter of the Sorority shall berepresented at National Conventions by anOfficial Delegate, Alternate Delegate, or Proxy.Each Chapter shall file the official delegate formwith the National Headquarters. A Life Membermay represent her/his own chapter at NationalConvention if there is no Delegate from thatchapter present.3.602 Each Delegate or Proxy must have acurrent membership card or a life membershipcard. In the absence of an Official Delegate, thechapter shall be represented by a Proxy,according to the rules governing thedistributions of Proxies. Each Delegate or Proxywill be officially seated when all NationalConvention registration procedures have beencompleted.3.603 In the absence of a Delegate and anAlternate Delegate to a National Convention,each chapter may designate the AlternateDelegate of another chapter in attendance at theConvention to serve as its Proxy. The writtenproxy must be postmarked or received no laterthan two weeks prior to the opening session ofthe Convention. The chapter issuing the proxyand the chapter designated as the proxy holdermust be active and in good standing with theNational Headquarters. All Proxies not meetingthe above requirement are void. All seats ofchapters in good standing with the NationalHeadquarters that are vacant after seating ofdelegates and designated proxies shall be filledalphabetically with Proxies from the chapterspresent. This shall be done according to thealphabetical listing of chapters beginning withthe next chapter after the last one seated at theprior convention. Alumni members may not sitas a written Proxy Delegate for an undergraduatechapter.3.604 Proxies shall be distributed in such amanner that a chapter shall have no more thanone vote over the chapter with the next highestnumber of proxies.3.605 Each District President shall be seatedand have a vote at all Conventions. In theabsence of the District President, the DistrictVice President shall represent the District. In theevent the District President and Vice Presidentshall both be absent, the remaining DistrictOfficers shall be eligible in rank of succession.

If no District Officers are in attendance, aDistrict caucus may be called to elect a votingdelegate at the Convention site. In the event thatthere is no representation from a specificDistrict, the seat shall be left vacant.3.606 Each Official Delegate or Proxy shallhave one vote at regularly called Conventions.Each Official Delegate or Proxy shall serve forthe duration of the Convention to whichappointed.7. Committees3.701 The Standing Committees of theNationa

Sorority shall be the same as the National Headquarters of Kappa Kappa Psi, subject to the approval of the National Council. 1.104 Tau Beta Sigma recognizes Kappa Kappa Psi as an equal affiliated organization with a parallel purpose, function, and role in the college and university band setting. 1.1

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