Constitution

PURPOSE:

To promote the existence and welfare of the collegiate bands and to create a respect and appreciation for band activities and achievements among the listening public everywhere. To honor outstanding members of collegiate bands through privilege of membership, extended in recognition of musical achievement, demonstrated leadership, and an enthusiastic approach to band activities. To develop leadership through active participation and through collegiate bands, to strengthen those traits of conduct, thoughts, and idealism that characterize the responsible collegiate bands and to promote a high level of achievement in music performance and worthwhile projects. To provide a meaningful, worthwhile social experience for all engaged in collegiate band activities and to cooperate with other musical organizations and societies in a manner consistent with our mutual purposes and those of the institutions at which chapters are located.

I. GENERAL

1.01 The official name of this co-ed organization shall be the Tau Beta Sigma - Alpha Iota Chapter, National Honorary Band Sorority for College and University Bands.

1.02 Robert’s Rules of Order, Newly Revised, unless otherwise specifically stated in this constitution, shall govern the procedures of the chapter. The President shall state any changes or additions to the meeting policies for the fiscal year at the first meeting of each year. The President shall be responsible for distributing and enforcing basic rules of order. The chapter shall be very knowledgeable of Robert’s Rules of Order.

1.03 This Constitution shall be reviewed on a biannual basis and reviewed by the chapter membership as necessary in order to keep it up-to-date and in compliance with University policy and the National Tau Beta Sigma Constitution.

1. The Constitution may be revised in the form of amendments. The process for adding a new amendment is as follows:

   1. An active member of the chapter must draft the revision or clause, clearly outlining their change, and submit their revision to the President of the chapter by the Sunday before the next chapter meeting. In addition to their revision, they must submit a list of reasons for and against their amendment for the chapter to consider.

   2. The President shall review the amendment and will send it out to the chapter for their review prior to the full chapter meeting.

   3. At the full chapter meeting, the chapter will engage in a maximum of seven minutes of discussion as moderated by the President.

   4. Once the chapter is finished discussing, the chapter will vote on the amendment, unless they are not ready; in this case, the amendment will be tabled.

1.04

The chapter shall operate under the authority of the Chapter Sponsor.

II. OFFICERS

2.01 The officers of this chapter shall be: President, Vice President, Secretary, Treasurer, Historian, Ritualist, Member At Large and Merchandiser. These officers shall comprise the Executive Committee, which shall be responsible for the execution and enforcement of this Constitution. The President must be in good standing and have been an active member for two academic years. The President must have previously served as an officer, standing committee chair, or special committee chair. The Vice President must be in good standing and have been an active member for two academic years. No officer can serve their first term as an officer during their final year in the chapter unless they have served previously as a standing committee or special chair. Officers will have biweekly executive board meetings.

2.02 Each chapter officer shall be an active member of the Sorority in good standing at the time of election, shall possess more than ordinary business ability, and shall be capable of representing the chapter under all ordinary conditions. Each officer shall have the best interest of the Sorority at heart and shall be willing and able to devote the necessary time to execute the duties of the office. All members who have been elected to an office must be currently registered, student services fee paying students at the University of Minnesota - Twin Cities. Exceptions to the requirement are permitted for graduate students upon receipt of a letter from the Director of Graduate Studies of the student’s department certifying that the student is actively pursuing a degree; in good standing with the University; and free of any sanctions defined within the Board of Regents Policy-Student Conduct Code administered by the Office for Community Standards. All officers must also register for credit in a University band for one full semester during the term of office. Otherwise this member is ineligible to continue as an officer of the chapter. In the event that an officer cannot enroll in a band due to a class schedule of subjects required for graduation, the person elected can continue as an officer for that academic term, with the approval of the chapter. In this event, if this officer does not enroll in band the following academic semester the individual is automatically dropped as an officer.

2.03 The nominations/elections procedure will be as follows: There will be one round of nominations and one election meeting. At the election meeting, each officer nominee will give a short speech. Following the speeches, a secret ballot among

all active members will elect officers, and a simple majority of all votes shall be necessary to elect a nominee. Each nominee shall have been an active member in good standing. Eligibility for individual officer positions are stated above. If there is not a simple majority, the nominee with the least amount of votes is dropped. After an opportunity for questions from the chapter, there is a re-vote; this process will be repeated until a simple majority is reached.

2.04 The election results shall be tallied by an alumnus, the Chapter Sponsor, honorary member, or an active member who is not running for office.

2.05 Following the announcement of election results, the new officers-elect shall decide on a date for the installation ceremony. Whenever possible, the new officers shall be installed by the Chapter Sponsor. If the Chapter Sponsor is not available, it is recommended that the installing officer be a past chapter President or current or past district officer.

2.06 Each chapter officer shall serve for a period of one year. Special elections shall be held during the year as vacancies occur. Two meetings shall be necessary for this purpose: One for nominations and one for elections. The President shall appoint an interim officer until the special election is held with a simple majority approval by the Executive Committee.

2.07 The President shall be responsible for the following: 1. Preside over all Chapter Meetings. 2. Ensure that all officers fulfill the responsibilities of their office by presiding over the Executive committee. 3. Appoint all standing and special committees. 4. Serve as ex-officio member of all committees. 5. Be knowledgeable of all contracts and other instruments of business incurred by the chapter. 6. Develop an agenda for all meetings. 7. Set up annual and long-range goals for the chapter with the Chapter Sponsor and Executive Committee. 8. Monitor the progress of the chapter and its members. 9. Communicate regularly with the Chapter Sponsor, directors, and chapter officers 10. Communicate as needed with the district officers. 11. Keep the chapter well informed about national and district Tau Beta Sigma activities, Minnesota bands, School of Music, and Kappa Kappa Psi information.

12. Complete and file the Fall Activity Report with the National Office by the deadline. 13. Complete and file the Chapter Summary report with the National Office by the deadline 14. Serve as the official representative of the chapter. 15. Write updates to the sponsor about the chapter’s activities and operations.

2.08 The Vice-President shall be responsible for the following: 1. Preside at meetings of the chapter in the absence of the President. 2. Oversee recruitment process. Formulate criteria for recruiting members, sending out correspondence to possible recruits, and inform the Chapter Sponsor and chapter of these people. 3. Create the Membership Education Program (MEP) and outline clear goals of the MEP. 4. Set up an informational meeting for those who are interested in joining Tau Beta Sigma. If not joint with Kappa Kappa Psi, work with Member at Large and Membership committee chair. 5. Facilitate MEP sessions. 6. Report progress of recruiting effort to the active members and Chapter Sponsor 7. Consult the chapter operations and national handbooks for specifics about the membership education program. 8. Educate the prospective members about membership dues and fees. 9. Submit Initiate Registration and/or Honorary to National Headquarters. 10. Plan and facilitate a continuing education program for all active members. 11. In the absence of the secretary, take notes and attendance.

2.09 The Secretary shall be responsible for the following: 1. Submit articles to the Podium and Midwest Notes. 2. Prepare and submit the new officer list immediately following new officer installation. 3. Record, type, and distribute meeting minutes to officers, Chapter Sponsor, and active members following each meeting and submit minutes to chapter records. 4. Take attendance at all required activities, events, and meetings. 5. Prepare and submit applications for District and National chapter awards.

2.10 The Treasurer shall be responsible for the following: 1. Provide a financial report for the officers, sponsor, and a copy for other members to view as necessary. A verbal report of the balance and financial transactions shall be given at each meeting.

2. Control the receipts and disbursements of all monies of the chapter. 3. Submit recommendations concerning the financial policies of the chapter. 4. Sign all checks for monies disbursed. 5. Keep record of all chapter finances. 6. Retain a copy of every financial transaction. 7. Submit the annual chapter fee and membership dues to the National office. 8. Type and copy all forms, order, reports, etc. for the chapter’s records. 9. Form a combined fiscal budget to be presented at the last chapter meeting of the spring semester.

2.11 The Historian shall be responsible for the following: 1. Serve as the chairperson and facilitate member participation for all chapter displays. 2. Maintain a permanent record of all members and alumni in the chapter (name, instrument, major, birthday, officer status, induction year/class). 3. Compile and distribute membership directory at the beginning of the academic year and then update after each membership education program. 4. Keep record of service projects performed including an archive of post-project notes. 5. Update the online calendar and monitor the chapter’s Google Drive.

2.12 The Ritualist shall be responsible for the following: 1. Store and maintain all ritual materials. 2. Plan and execute rituals. 3. Compile pictorial records of all Tau Beta Sigma - Alpha Iota events including a photo album/scrapbook for the Alpha Iota chapter that will include all pictures of the chapter, and any other memorabilia relating to the organization. This album can be used as the convention scrapbook and shall be accessible to organization members and visitors.

2.13 The Member At Large (MAL) shall be responsible for the following: 1. Maintain knowledge of the sorority and its members. 2. Bring attention to the Executive Board Committee if policies and procedures cause members to feel uncomfortable or troubled within the chapter. 3. Maintain knowledge of and educate the chapter on Robert’s Rules of order. 4. Any duty not specified to another officer. 5. Assist in organization of a Big-Little program alongside the Membership committee. 6. If no other chapter member displays interest, the MAL shall be automatically nominated as the chapter's delegate to District and National conventions.

7. Award an outstanding member with the Member of the Fortnight certificate and Blue Baron at biweekly meetings. 8. Work with Vice President to enhance continuation of active chapter education.

2.14 The Merchandiser shall be responsible for the following duties: 1. Keep inventory and records of products and sales as well as oversee the process of taking inventory. 2. Maintain business documentation. 3. Order University of Minnesota Marching Band and Tau Beta Sigma apparel and process orders in a timely manner. 4. Oversee the design of new apparel. 5. Be present or reachable at every period of sales. 6. Present verbal reports to the chapter following each period of sales. 7. Fill online orders in a timely manner.

2.15 Each officer, except the President shall have one vote at all meetings. The president shall only vote when the vote is by secret ballot or when their vote will affect the result. The President’s vote in a secret ballot is only tabulated in the event of a tie.

III. COMMITTEES

3.01 The standing committees of this chapter shall be: Social-Service, Membership, Ways and Means, History, Ritual, and Apparel.

3.02 The Executive Committee shall appoint special committees of the chapter.

3.03 The President, pending approval of the Executive Committee, shall appoint standing committee chairpersons following submission of a letter of intent. A person can only chair one standing committee unless approved by a 3⁄4 vote of membership. A member of the Executive Committee cannot chair a standing committee unless approved by a 3⁄4 vote of membership.

3.04 Chairpersons of all standing committees shall serve until the end of the academic year. Chairpersons of special committees shall serve until relieved of this appointment by the Executive Committee. Committee chairs shall be responsible for the following:

1. Coordinate biweekly committee meetings and inform President of meeting time and location. 2. Establish an agenda for each committee meeting and take notes at these meetings. 3. Oversee all committee events. 4. Inform Secretary of semester events. 5. Facilitate participation of all committee members through delegation of responsibilities.

3.05 Executive officers must attend committee meetings for their corresponding committees stated in the constitution.

3.06 The Social-Service Committee under the guidance of the Secretary shall be responsible for the following: 1. Provide one social function for the band each semester. The goal of these functions is to keep the entire band united during the year. 2. Provide guidance and assistance for each committee's service-related projects.

3.07 The Ways and Means Committee under the guidance of the Treasurer shall be responsible for the following: 1. Arrange one fundraiser for each semester. 2. Work with the Treasurer to develop a financial budget for the fiscal year and to ensure adequate funds are available for yearly projects. 3. Present verbal reports to the chapter and Chapter Sponsor following each fundraiser. 4. Provide the scholarship application. 5. Review funding request submissions and advise the chapter to approve or deny the request. 6. Plan and execute a formal dance for the marching band during the season.

3.08 The Membership Committee under the guidance of the Vice President and MAL shall be responsible for the following: 1. Plan and execute recruitment events. 2. Assist in the development of an education plan to educate prospective members 3. Assist in the planning of Member at Large specific bonding events. 4. Plan events to develop sisterhood throughout the year. 5. Plan annual Sisterhood Retreat and Women in Music Speaker.

3.09 The History Committee under the guidance of the Historian shall be responsible for the following: 1. Organize records of all Tau Beta Sigma - Alpha Iota events. 2. Share information from previous years’ scrapbooks with the Chapter. 3. Monitor social media accounts as well as the chapter website. 4. Facilitate creation of all chapter displays.

3.10 The Ritual Committee under the guidance of the Ritualist shall be responsible for the following: 1. Plan and execute the degrees of initiation. 2. Contribute to creating the annual scrapbook. 3. Assist in compiling pictorial records of all Tau Beta Sigma - Alpha Iota events 4. Committee members are responsible for contributing to chapter Ritual. 5. Facilitate a spring ritual, run through, or ritual re-education.

3.11 The Apparel Committee under the guidance of the Merchandiser shall be responsible for the following: 1. Plan designs for new or improved products and communicate them to the chapter. 2. Organize and execute all sales periods. 3. Take inventory after every major sales period 4. Monitor Square, online store, and the U of M Marching Band Apparel Facebook page. 5. Be present or reachable at every period of sales.

3.12 All committees shall be required to submit a typewritten report of their activities to the Executive Committee, if requested, by the end of each year.

3.13 Every committee shall be responsible for organizing one service event per year outside of regularly planned events, unless otherwise specified by the Executive Committee.

3.14 The Band Alumni Liaison shall be responsible for the following: 1. Attend Band Alumni Society meetings and volunteer Tau Beta Sigma-Alpha Iota to assist when applicable

3.15 Focus on Five/For Greater Chapters 1. Facilitate the chapter’s participation in district and national programs as set out each year. 2. Maintain communication with District and National Officers as needed.

IV. MEETINGS

4.01 Regular meetings shall be held on Tuesdays at 9:10 p.m. on a biweekly basis throughout the academic year unless otherwise specified by the Executive committee.

4.02 In general, the order of business for all chapter meetings shall be: I. Call to order II. New Business III. Standing Committee Reports IV. Special Committee Reports V. Officer Reports VI. Meeting Adjourned VII. Affirmation Hymn When deemed advisable, the general order of business may be changed by the President.

4.03 In order to hold a vote, a quorum of two-thirds (⅔) of active chapter members must be present.Two-thirds (2/3) vote of the active present membership will be required by the Chapter during chapter meetings to approve any action taken.

4.04 All active members are expected to attend all regular meetings, committee meetings, special meetings, and ceremonies, of the chapter during the academic year.

4.05 All Conditional members are expected to attend special meetings and ceremonies. Conditional members are not required to attend full chapter or committee meetings.

4.06 A member will be excused from the meetings, ritual, or mandatory events when a written excuse is submitted to the Secretary in a timely manner. Excused absences include class conflicts, family emergencies, severe or sudden illness, and any other absence stated as excusable on the Tau Beta Sigma National Constitution. If tardiness becomes excessive the Executive Committee will decide whether it should be excused. Any other absence that does not qualify as an excused absence will be counted as an unexcused absence.

4.07 Committee meeting absences will be reported by the standing and special committee chairperson to the Secretary.

4.08 Any member not submitting this requirement of attendance will have their membership status reviewed by the Executive Committee. Each active member is allowed two unexcused absences in one academic year. Further absences are grounds for probation.

4.09 Disciplinary actions may be appealed to the Executive Committee and/or Chapter Sponsor. Any appeal on the member’s behalf must be filed to the Executive Committee or Chapter Sponsor within one week after a decision has been rendered.

V. STRUCTURE

5.01 The fiscal year of the Alpha Iota Chapter shall be from June 1 to May 30 of the following year.

5.02 Each standing committee shall submit a budget proposal to the Treasurer for the upcoming fiscal year by the second to last Chapter meeting of the academic year.

5.03 The amount of dues and payment deadline shall be decided and set by the officers before the first meeting of each academic year. ​Failure to submit dues within 5 days past the established deadline will result in a 10% fee. If dues are not submitted within a month following the deadline, the sister’s membership status will be reviewed by the chapter as per 6.02. Certain exceptions may be granted on a case by case basis by the Treasurer.

5.04 The minimum due payment for returning members is $100; for PMs $125.

VI. MEMBERSHIP

6.01 Chapter membership shall be of six types: Active, Conditional, Inactive, Honorary, Alumni, and Life Membership as defined by the National Constitution.

6.02 Upon due cause, a member of the chapter may be suspended indefinitely upon a vote of three-fourths (3/4) of the chapter’s total active membership. During this time, the member will be classified as not in good standing. A vote of three-fourths (3/4) of the chapter’s total active membership will be required to lift the suspension. The National Office must be notified within ten (10) days of each action.

6.03 Only active members shall have voting privileges. No more than one third (1/3) of the voting membership may be non-University of Minnesota Twin Cities students.

6.04 Membership is open to all students, staff, and faculty without regard to race, religion, color, sex, national origin, disability, age, veteran status, creed, marital status, public assistance status, gender, gender identity, gender expression, or sexual orientation.

6.05 All active members are required to participate in each fundraiser and apparel sale held by the chapter in some way. Acceptable ways shall be explained by Ways and Means and Apparel Committees.

VII. REPORTS

7.01 All reports of the chapter officers shall be submitted to the Chapter Sponsor, National Headquarters (when appropriate), and the Chapter Historian for archival purposes.

7.02 The Fall Activity report and the Chapter Summary Report will be due by their respective deadlines. These reports are the responsibility of the President. All reports of the chapter shall be submitted to the National Executive Director in writing, at times specified by the National Office and on forms prescribed by the National Office.

VIII. BY-LAWS

8.01 The Alpha Iota Chapter shall have a set of by-laws adopted by the active members of the organization, which shall in no way conflict with or receive priority over the local, district, or national constitution of Tau Beta Sigma. This set of by-laws may be more specific without conflicting with all constitutional laws set forth.

8.02 These by-laws shall cover such things as fines, assessments, and similar items that might be changed from time to time, when agreed upon by the active members of the chapter.

8.03 Three-fourths (3/4) of the active members will be required by the Chapter to ratify the by-laws.

8.04 Tau Beta Sigma will work under non-profit status only as a non-profit organization, and all monetary works done by Tau Beta Sigma will only benefit the band program, the wider community, or the University of Minnesota.

8.05 As a student group of the University of Minnesota – Twin Cities, Tau Beta Sigma will follow all University policies and procedures as well as local, state, and federal laws and regulations.

8.06 Upon dissolution of this group, the University of Minnesota School Of Music will be the beneficiary of residual assets and distribution of such will be to the discretion of the director of bands. Ritual materials will be sent to national headquarters.