| Purposes |
| 1.1 |
To serve the bands by providing assistance and support, setting a good
example, and furnishing the directors with student leadership. |
| 1.2 |
To help build and maintain the finest band program possible, and to
increase the quality of the bands in the department and the
University. |
| 1.3 |
To develop and utilize leadership and organizational skills in our members
by planning and executing activities to support the band. |
| 1.4 |
To increase social interaction among band members by promoting an
enthusiastic and rewarding atmosphere. |
| 1.5 |
To provide a means for band members to communicate with collegiate bands
throughout the country. |
| 1.6 |
To encourage the expansion of brotherhood, sisterhood, and the social
interaction among members of the combined chapters by promoting an
enthusiastic and rewarding atmosphere. |
| General |
| 2.1 |
The combined chapters are governed jointly by these Bylaws, their
respective Constitutions, and the respective National Constitutions of
Kappa Kappa Psi and Tau Beta Sigma. |
| 2.2 |
These Bylaws supersede all previous documents governing the operations of
the chapters, excluding the National Constitutions, and takes effect upon
approval by a two-thirds favorable vote of the combined
chapters. |
| 2.3 |
In conducting chapter affairs, members of the joint chapters shall not
discriminate based on skin color, national or ethnic origin, gender,
sexual orientation, age, religion, handicap, marital status, musical
instrument, level of musical ability, or any aspect of a person which
would not limit their ability to serve the university bands and to carry
out any other responsibilities they would have as a member of the
fraternity or sorority. |
| 2.4 |
Action to be undertaken by the chapters must be approved by the chapters.
Revisions or reversals of decisions by the chapters are permissible only
through approval by the chapters. |
| Voting Privileges |
| 2.5 |
Voting privileges shall be extended to all active members of the combined
chapters. |
| 2.5.1 |
Voting privileges shall not be extended to the Presidents of either
chapter or to any officer acting as the President of a chapter, except for
Privileged Votes. |
| 2.5.2 |
Voting privileges shall be required for voting, nominating, or introducing
business. |
| 2.5.3 |
Voting privileges for votes regarding membership and officer elections
shall only be granted to members of their respective chapter. |
| 2.5.4 |
The term "entire membership" when used as a requirement for a vote means
all members who are allowed to vote on the matter and/or would be allowed
to vote if they were present or had submitted an absentee
ballot. |
| 2.6 |
All votes mentioned in these Bylaws, as well as any other votes
conducted at joint chapter meetings, shall be votes by the combined
chapters, unless specifically stated to be otherwise for a particular vote
by these Bylaws. |
| Absentee Voting |
| 2.8 |
Active members who cannot be present during a vote may submit a written
absentee vote. |
| 2.8.1 |
Absentee votes will only be accepted for Privileged Votes. |
| 2.8.2 |
The absentee vote must be in writing, and must be submitted to the
Presidents prior to the vote. It must include the name of the person
submitting the vote, the office or matter being voted on, the actual vote,
and the member's signature. |
| 2.8.2.1 |
Absentee ballots may be accepted for Privileged Votes electronically,
subject to any rules or provisions as the combined chapters may
adopt. |
| 2.8.2.2 |
If the Sergeants-At-Arms and Presidents deem a written absentee vote to be
unreadable, unclear, or not relevant to the vote, it will not be
counted. |
| 2.8.2.3 |
A member cannot assign their vote to another person, as this would allow a
single person to have more than one vote. Any absentee vote which attempts
to do this is invalid and shall be discarded. |
| 2.8.3 |
An absentee vote is invalid if the person who submitted it is present at
the time of voting. |
| General Election Process |
| 2.9 |
Prior to voting, members shall nominate candidates. Members with voting
privileges shall vote for one candidate from the list. |
| 2.9.1 |
A simple majority of all votes cast is required to declare a
winner. |
| 2.9.2 |
If there are more than two candidates, repeated voting will be used to
reduce the number of candidates, by eliminating the candidate receiving
the smallest number of votes for that round of voting; if multiple
candidates tie for the smallest number of votes, they are all
eliminated. |
| 2.9.3 |
In the event that there is only one candidate, a simple majority vote in
favor of that candidate shall constitute election of that candidate. If
the election is being held by secret ballot, then this vote must be
conducted by secret ballot, even though there is only one
candidate. |
| Officer Requirements/The Election Process |
| 3.3 |
Elections for President and Vice-Presidents shall take place at the
second-to-last meeting of the spring academic semester. Elections for all
other officers shall take place at the last meeting of the spring
semester. A special election may be held as needed to fill a vacant
office. Nominations for an office shall take place at the meeting when
elections are held for that office, as well as at the meeting one week
prior to elections. |
| 3.3.1 |
Candidates for office must be an active member as defined in Article VI of
these Bylaws. |
| 3.3.2 |
A candidate for the office of either President or Vice-Presidents must
have been an active member for at least two full semesters. Furthermore, a
candidate for the office of President must have served in one of the other
elected chapter offices for at least one term. |
| 3.3.3 |
Elections for all officers except Parliamentarian shall be conducted using
the General Election Process. Voting shall be conducted by secret
ballot. |
| 3.3.3.1 |
All active members of their respective chapter are entitled to vote on all
offices of their initiated chapter. |
| 3.3.3.2 |
The office of Parliamentarian shall be appointed by the Presidents of the
combined chapters. The Presidents may elect not to appoint anyone to the
office; in which case, the Presidents shall jointly assume all
responsibilities of the position. Any initiated member is eligible to
serve as Parliamentarian. |
| 3.3.4 |
Any active member of their respective chapter may nominate an active
member for an office in the candidate's respective chapter. |
| 3.3.5 |
In the event of a tie, there will be a runoff of the top two candidates.
Should a tie exist after 2 runoffs, the chapter sponsor will review the
candidates and break the tie. |
| 3.3.6 |
The chapter sponsor shall have the authority to exempt any officer or
candidate for office from a specific requirement of office or candidacy
for office. |
| President |
| 3.5 |
The Presidents shall preside over meetings of the chapters and of the
Executive Council, and shall oversee all chapter operations. |
| 3.5.1 |
In the event that an officer is not fulfilling his/her responsibilities,
the Presidents shall work with that officer and see to it that the
responsibilities are fulfilled. |
| 3.5.2 |
In the event that an office is vacant and cannot be filled via the
election process, the Presidents assume responsibility for the duties of
that office, and have the authority to delegate any or all of those
responsibilities to other active members as they see fit. |
| 3.5.3 |
They shall be ex-officio members of all committees except the Nominations
Committee, if it should exist. |
| 3.5.4 |
They shall co-sign all checks, contracts, and other instruments of
business incurred by the chapters. |
| 3.5.4.1 |
Both presidents shall review and verify the accuracy of the treasury
ledger and financial report that is submitted to them at the end of each
academic semester by the Treasurers. |
| 3.5.5 |
They shall maintain the Quorum Member List, as defined in Article
IV. |
| 3.5.6 |
They shall be the official representatives of the chapters whenever such
representation is required. |
| Vice-President of Candidate Education |
| 3.7 |
In the absence of a President and Vice-President of Membership Development
the respective Vice-President of Candidate Education shall assume the
responsibilities of the President. |
| 3.7.1 |
The Vice-Presidents of Candidate Education shall be responsible for all
aspects of the candidate membership education programs, including the
orchestration of all rituals, ceremonies, and classes. |
| 3.7.2 |
The Vice-Presidents of Candidate Education shall report to the combined
chapters regularly as to the status of each candidate and the class as a
whole, along with any concerns they or the chapters might have in regards
to either. |
| 3.7.3 |
They shall be responsible for, and shall maintain a written inventory of,
all regalia and membership education materials belonging to their
respective chapter. |
| Secretary |
| 3.8 |
The Secretaries shall record the minutes of all meetings of the chapters
and the Executive Council. |
| 3.8.1 |
They shall, along with a President, co-sign any contracts or other
instruments of business incurred by the chapters. |
| 3.8.2 |
They shall maintain a calendar for the chapters which will list all
planned chapter activities. |
| 3.8.3 |
They shall handle out-going chapter correspondence. |
| 3.8.4 |
They shall take attendance at each meeting, as well as at Induction,
Second Degree, Initiation, Mid-Semester, and other events defined by
chapter vote. |
| 3.8.5 |
They shall produce a phone list for the chapters each semester and over
the winter and summer breaks. |
| Treasurer |
| 3.9 |
The Treasurers shall control the receipts and disbursements of all monies
of the chapters. |
| 3.9.1 |
They shall, along with a President, co-sign all checks for all monies
distributed. |
| 3.9.2 |
They shall prepare the financial report due each year to the National
Office. |
| 3.9.3 |
They shall collect dues from active members and from candidates for
membership. |
| 3.9.4 |
They shall oversee all expenditures, revenues, and proceeds, and record
the state of the chapters' finances in a ledger. |
| 3.9.4.1 |
They shall submit the treasury ledger accompanied by the financial report
to both Presidents for verification at the end of each academic
semester. |
| 3.9.5 |
They will oversee the running of the officer budgets and money
allocation. |
| 3.9.6 |
They shall oversee the collection of money from those who owe money to the
combined chapters, and shall act as collection agents as needed. |
| 3.9.7 |
They shall be responsible for obtaining and depositing all money earned at
fundraisers, and for maintaining a permanent written record of how much
money was earned at each fundraising event. |
| 3.9.8 |
They shall report on the chapters' financial situation at each meeting of
the combined chapters, including account balances, outgoing and incoming
funds, and status of debts owed to the chapters. |
| Historian |
| 3.10 |
The Historians shall maintain a pictorial and written history of the
combined chapters and the university bands, and shall act as a liaison
with the alumni members of the joint chapters. |
| 3.10.1 |
They shall maintain a permanent record of all members, active or
otherwise, including name, maiden name (if applicable), address, telephone
number, e-mail address, and instrument played. They are responsible for
keeping this information as up-to-date as possible, and for collecting and
recording new information as it becomes available. They shall be
responsible for observing the chapters' Privacy Policy in all aspects of
handling this information. |
| 3.10.2 |
They shall be responsible for producing the Chapter Alumni Newsletter a
minimum of once per semester. |
| 3.10.3 |
They shall be responsible for creating a chapter display as needed for
University, District and National events. |
| Quorum Requirements |
| 4.3 |
In order to conduct any official business or make any official decisions,
a quorum of the combined membership must be present. |
| 4.3.1 |
In order to achieve quorum, the following must be present at the
meeting:
- A simple majority of those active members on the Quorum Member
List.
- At least two officers from each chapter, one of which must be a
President or Vice-President.
- In addition to the two officers, no less than three active members
from each chapter. This requirement shall not apply if the number of
active members in that chapter is 9 or less.
- Of a specific chapter, a majority of the number of members of that
chapter who are on the Quorum Member List, when a vote of that chapter is
taken pursuant to Section 2.5.3.
If members leave during the course of a meeting, and these requirements
are no longer met, then quorum has been lost.
|
| 4.3.1.1 |
At an emergency joint chapter meeting called for by the Executive Council,
the Presidents may declare a quorum with the approval of a simple majority
of the Executive Council. |
| Quorum Member List |
| 4.3.2 |
The Presidents shall maintain a Quorum Member List. This is a list of
active members who are counted towards quorum. |
| 4.3.2.1 |
A new Quorum Member List shall be drawn up at the beginning of each
academic semester. |
| 4.3.2.2 |
The Presidents shall bring the current Quorum Member List to all
meetings. |
| 4.3.2.3 |
Any time the Quorum Member List is changed, the Presidents shall provide
an updated list to any actives who request a copy. |
| 4.3.3 |
At any time during the semester, an active member who is on the Quorum
Member List may request that they be removed from the list. This shall not
in any way affect any of the rights or privileges of active
membership. |
| 4.3.3.1 |
If at any time during the semester, an active member fails to attend 3 or
more consecutive meetings, or their total attendance falls below 50%, the
member will be removed from the quorum member list. |
| 4.3.3.2 |
An active member who has been removed from the Quorum Member List may
request that they be placed back on the list. |
| 4.3.4 |
The Quorum Member List from the previous semester shall remain in effect
through summer or winter break until the start of the new
semester. |
| Selection of Meeting Time |
| 4.4 |
The meeting time shall be chosen by the combined chapters. |
| 4.4.1 |
Members will suggest meeting times for consideration. Of the meeting times
suggested, members will vote for all meeting times which they can
attend. |
| 4.4.1.1 |
Of the top three meeting times receiving votes, members shall cast one
vote for their preferred meeting time. The meeting time at which the most
members can attend shall be the new meeting time. |
| 4.4.2 |
By default, meetings shall be held weekly. A motion to meet at a different
interval may be made by any active; a simple majority vote is required to
select the new meeting interval. |
| 4.4.3 |
In the spring academic semester, it is recommended that the meeting time
be selected prior to any officer elections. |
| 4.5 |
The Order of Business at regular meetings shall include:
- Reading of Minutes
- Officer Reports
- Committee Reports
- General Announcements
- Old Business
- New Business
- Adjournment
This format may be altered by the chairs, when deemed advisable. |
| 4.6 |
Meetings shall be conducted according to Robert's Rules of Order
Newly Revised. |
| Committees |
| 5.1 |
The combined chapters shall maintain the following standing committees:
Committee on Service, Committee on Recruitment, and Committee on
Fundraising. |
| 5.1.1 |
Additional standing committees may be created from time to time as needed
by a two-thirds vote of the combined chapters. |
| 5.1.2 |
The Presidents shall appoint the membership of all standing committees
prior to the third meeting of the semester, unless the combined chapters
shall provide for another means or time for appointment. If the Presidents
do not select a committee chair, the chair shall be elected by the
committee members at the first meeting of the committee. |
| 5.1.3 |
Committee members shall serve for a term of one academic semester unless
otherwise specified. The committee may continue its work over Winter Break
if necessary and with the approval of the Executive Council. |
| 5.2 |
The charging of a class of business to a standing committee shall not
empower it to take action on behalf of the combined chapters in violation
of Section 2.4; nor shall it prevent any member from bringing a motion
relating to that class of business directly to a meeting of the combined
chapters. |
| 5.3 |
The Service Committee shall be charged with organizing activities that
directly provide a service to the University or to the University Bands in
particular. |
| 5.4 |
The Recruitment Committee shall be charged with assisting the Directors in
any University Band recruitment efforts necessary. |
| 5.5 |
The Fundraising Committee shall be charged with organizing activities
whose primary objective is the raising of money for the combined
chapters. |
| 5.6 |
Special committees may be adopted at any time by a decision of the
Presidents or a simple majority vote of the joint chapters. |
| Prospective Member Qualifications |
| 6.2 |
The chapters shall provide at least two rushes early in each semester to
facilitate interaction between members and prospective candidates for
membership. These rushes will provide information concerning the purposes
of the fraternity and sorority and the process for becoming a
member. |
| 6.3.1 |
In order to be eligible for membership candidacy, a person must currently
be enrolled in a San Diego State University band, must possess good
character, and must demonstrate leadership potential. |
| 6.3.2 |
A negative vote of twenty-five percent (25%) or five (5) members,
whichever is greater, of the entire membership, shall be required to
prevent a person's selection to candidacy for membership in the fraternity
or sorority. |
| 6.3.3 |
In considering band members for membership candidacy, the combined
chapters shall observe the non-discrimination policy defined in Article
II. |
| 6.4 |
Before being eligible for active membership, a prospective member must
complete the membership education program as prescribed by the combined
chapters. |
| Membership Education Program |
| 7.1 |
The membership education program should consist of a program no longer
than ten weeks and shall meet the combined National requirements of both
Kappa Kappa Psi and Tau Beta Sigma. |
| 7.2 |
Candidates will be responsible for the candidate book, candidate meetings,
tests and a final exam. They will also be required to participate in the
rituals and ceremonies as defined by the joint chapters. |
| 7.3 |
The Vice-Presidents of Candidate Education shall host a forum with the
candidates from their respective chapters to discuss the ritualistic
lessons following the ritual as part of the membership education program.
Also, a joint forum shall be hosted by both Vice-Presidents of Candidate
Education to discuss the joint ceremonies and the lessons contained
therein. |
| 7.4 |
The following rituals are recognized by the joint chapters: First Degree,
Second Degree, and Third Degree. |
| 7.5 |
The following ceremonies are recognized by the joint chapters: Joint First
Degree, Mid-Semester, Joint Second Degree, and Joint Third
Degree. |
| 7.6 |
The membership education program outline will be presented to the combined
chapters for approval before the program begins. Approval will be
determined by a simple majority vote. |
| Continuing Membership Education and Development |
| 7.7 |
The Continuing Membership Education and Development program shall consist
of a series of forums to discuss ideas concerning leadership developments
and the organizational ideals and history from a national, district and
combined-chapters perspective. |
| 7.8 |
These forums shall be held regularly during each semester and may be held
either during combined chapter meetings or other events as the chapter
sees fit. |
| 7.9 |
A forum shall be held before each ritual separately, dealing specifically
with the ritual it precedes and the lessons that should be learned from
it. |
| 7.10 |
The Continuing Membership Education and Development program outline shall
be presented to the combined chapters for approval before the program
begins. Approval will be determined by a simple majority vote. |
| Allocation of Money and Reimbursements |
| 8.5 |
Upon approval by a simple majority vote, funds will be allocated for
expenditures prior to purchasing. |
| 8.5.1 |
Either receipts and excess money or receipts and requests for
reimbursements shall be presented to the Treasurer. The receipts shall be
kept on file by the Treasurers. |
| 8.6 |
Officers and committees shall submit a budget for each academic semester
at a date designated by the Presidents. Budgets shall authorize any
expenditures for that office or committee up to that amount without
further approval. |
| 8.7 |
With proof of receipt, general expenditures on behalf of the chapters may
be reimbursed by a simple majority vote. |
| 8.8 |
Reimbursements shall be applied to any debts owed to the combined chapters
before they are distributed. |
| Amendments |
| 9.2 |
Amendments to the Bylaws shall require previous notice and a two-thirds
vote in favor of the proposed changes. |
| 9.2.1 |
The Bylaws shall contain at least one occurrence of the date on which the
most recent amendment contained within was approved by the combined
chapters. |
| 9.2.2 |
Each time the Bylaws are revised, a copy of the revised Bylaws shall be
put on file in the joint chapters' office. Prior revisions of the Bylaws
shall be kept on file for archival purposes. |
| 9.2.3 |
The chapter sponsor is responsible for reviewing all changes to the
Bylaws, and to inform the chapters of issues or potential conflicts with
the National Constitutions or San Diego State University policies and
regulations. |
| 9.3 |
Motions to dissolve a chapter shall be taken of the membership of the
chapter in question. Motions shall require both a three-fourths favorable
vote of the chapter's membership on the quorum member list and a majority
of the chapter's entire membership to pass. |
| Procedures for Removal from Office |
| 10.1 |
Officers may resign from office by submitting a written note to the
chapters. |
| 10.2 |
A petition signed by fifty percent (50%) of the combined chapters and
approved by at least one member of the Executive Council is necessary and
sufficient to require a vote by the initiating chapter to remove a member
from office. |
| 10.3 |
Any of the following may be considered cause for removal from office:
- Failure to maintain status as an active member for the full term of the office.
- Continual or excessive absence from chapter meetings, Executive Council meetings, or rituals.
- Abuse of official powers.
- Failure to discharge the duties of office.
- Repeated behavior which is considered to be detrimental to the well-being of the chapters.
|
| 10.4 |
Motions to remove an officer require a three-fourths favorable vote of the
entire membership to carry, thus vacating the office. |
| 10.5 |
If a vote to remove an officer is to take place, the Presidents shall give
at least one week advance notice. The requirement for advance notice may
be waived by the Sponsor. |