Gamma Omega
"Tau Beta Sigma for Greater Bands"
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Tau Beta Sigma Gamma Omega "Tau Beta Sigma for Greater Bands" |
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Northeast
District Homepage North East District Information TAU BETA SIGMA SORORITY
Revised 2006 1. Organization and Structure 1.1 General 1.101 The name of this organization shall be the Northeast District (NED) of Tau Beta Sigma. 1.102 This document establishes and
prescribes the authorized regulations pertaining to the functions and
operations of the Northeast District of Tau Beta Sigma. 1.103 The Northeast District of Tau Beta Sigma recognizes the Northeast District of Kappa Kappa Psi as an equal affiliated organization with a similar purpose, function, and role in the college and university band setting. 1.104 The current edition of Robert’s Rules of Order – Newly Revised shall govern the deliberations of all component parts of the District assembled in meeting. 1.105 All references to gender shall refer to individuals of both genders.
1.2 Constitution Adoption
1.201 The National Constitution of Tau Beta Sigma shall supersede all contents of this
document. 1.202 This Constitution was officially
adopted at the annual convention of the Northeast District, held in the late
1980’s. 1.203 This Constitution was
officially revised at the annual convention of the Northeast District, held 1.3 Constitutional Amendment
1.301 Proposed amendments to this constitution shall be presented in writing at regularly called meetings of the District, and shall be referred at once to the Jurisdiction Committee. This committee shall report thereon at the same convention. An amendment shall be declared adopted upon a two-thirds (2/3) favorable vote by all convention delegates.
2. District Operations
2.1 General
2.101 The governing body of the Northeast
District of Tau Beta Sigma shall be all chapters of
the Sorority meeting in regularly called conventions of the chapters in the
Northeast District as described in Section 5.101 of the National
Constitution. Chapters who are not
in good standing with the National Headquarters shall not be included as part
of the governing body. 2.102 The administrative body of the Sorority shall be the District Council, composed of all the District officers. The District Counselor shall serve as an administrative officer. 2.103 Members of the Northeast District should be in compliance with the National Constitution regarding membership status.
2.2 District Counselor See National Constitution, Part 5, Section 2. 2.201 The
District Counselor shall award Merit Certificate(s) and the Counselor’s
Awards at each NED Convention. The
qualifications for these awards shall be left to the discretion of the District
Counselor. 2.3 Officers 2.3.1 General See National Constitution, Part 5, Section 3. 2.3.101 The Districts Officers shall be the District
President, District Vice President of Membership and Colonization, District
Vice President of Special Projects, District Secretary, and District Treasurer,
collectively known as the District Council. 2.3.102 The District Council shall be elected by the chapters meeting at the District Convention. All District Officers shall serve from one District Convention to the next. 2.3.103 District Officers shall not serve more than two (2) terms in the same position. 2.3.104 All District Officers shall receive reimbursement as deemed appropriate by the Ways and Means Committee. 2.3.105 Outgoing officers shall relinquish all material connected with their respective offices to the proper incoming officers and shall perform an orientation with those officers no later than one (1) week after the close of District Convention. 2.3.2 Candidacy for the District Office See National Constitution, Part 5, Section 3. 2.3.201 A candidate for District Office shall be an
Active member of a chapter in the Northeast District, leaving temporarily for
vacation periods. 2.3.202 A candidate for District Office shall have completed one (1) semester of active membership in the sorority and served as an officer or head of a committee. 2.3.203 A candidate who wishes to be slated
for District Office must submit ten (10) copies of the following to the
Nominations Committee, one (1) copy of each must also be submitted to each
delegate, and District President prior to the close of first separates: b. One (1) letter of recommendation from the chapter c.
One
(1) from either the Chapter’s Sponsor or Director of Bands d. A resume of her activities and
qualifications. 2.3.204 A candidate must present herself to the
Nominations Committee for an interview. 2.3.3 Description of Duties See National Constitution, Part 5, Section 3. 2.3.301 The
responsibilities of the District Council shall be as follows: a.
To travel and visit chapters as necessary. b. To correspond with National,
District and Chapter officers on a regular basis. c.
To attend and run Precinct workshops. d. To write articles for The Podium and “Northeast
Notes.” e.
To execute any other projects that the District Council undertakes. f.
To submit a monthly reimbursement report as stated in 2.504. g. To submit a report of
activities conducted during their term of office at each regularly called
District Convention. h. To submit an activities report for each issue of “Northeast Notes.” 2.3.302 The responsibilities of the District President shall be as follows: a.
To request applications for the Convention Parliamentarian no later
than two weeks prior to the first Precinct Meeting, and to appoint the
Convention Parliamentarian on the Monday following the last Precinct Meeting. b. To request applications for
the District Webmaster no later than two weeks prior to District Convention,
and to appoint the District Webmaster within two weeks following District
Convention. c.
To supply committee chairs with tentative charges at least thirty (30)
days prior to the Convention. d. To supply each chapter with
one (1) copy of all tentative charges at least twenty-one (21) days prior to
the District Convention. e.
To attend the District Presidents’ meeting prior to National
Convention and sit as the Northeast District Delegate at the National
Convention, or to attend the National Summer Conclave Meeting at the National
Headquarter, dependent on the year in office. f.
To send Candidates for District Office candidate information and
District Office information material at least one (1) month prior to the
District Convention. g. To award the Most Improved
Chapter and the 50th Anniversary Spirit Paddle at each NED
Convention. The qualifications for
these awards shall be left to the discretion of the District Council. 2.3.303 The responsibilities for the District Vice President of Membership and Colonization shall be as follows: a.
To work with the Tau Beta Sigma National Vice
President for Colonization and Membership and the District Vice President of
Kappa Kappa Psi towards
expansion within the District. b. To administer all programs
concerning membership education. c.
To serve as advisor to the Expansion Committee. d. To notify chapters
semi-annually regarding colonization processes within the District. The Vice President of Membership is also
responsible for communicating dates of colony degrees to all chapters within
the District at least two (2) weeks prior to the degree. e.
To collect and review chapter Membership Education Packets for input
and future reference. 2.3.304 The responsibilities of the Vice President of Special Projects shall be as follows: a.
To be responsible for collecting and compiling information for the
District Scrapbook to be presented at the next District Convention. b. To provide an information
packet to each chapter which would include a letter explaining the purpose of
the Music Education Awareness Committee, the application for the Music
Education Awareness Award, and a letter to promote the hosting of the State Music
Educator’s Conference Booth on a local level. The packet must be mailed by January 1st
of that year. See also 2.805. c.
To work with the District Vice President of Kappa Kappa
Psi to arrange Northeast District Day. d. To work with the district secretary
in informing alumni about all events and occasions in which alumni may be
involved. e.
To compile and distribute to each Northeast District chapter a list of
Service Project ideas, and to maintain a Service Projects binder. f.
To serve as advisor to the Programs Committee 2.3.305 The responsibilities of the District Secretary shall be as follows: a.
To keep a current roster of the District as obtained from the National
Headquarters. b. To collect summer contact
information from each chapter in the District for distribution to all District
Officers and the District Counselor. c.
To distribute a roster including addresses and phone numbers of all
chapter Presidents and/or Secretaries within the District to the chapters, no
later than October 1. d. To provide documented
notification of the District Convention dates to all chapters in the District,
their Chapter Sponsors, the District Officers, the District Counselor, the NAA
Northeast District Representative, the National Officers, the members of the
Board of Trustees, and the National Headquarters at least ninety (90) days
prior to the close of registration. e.
To notify all chapters by February 1st that a yearly Chapter Report must
be submitted by the chapter Delegate at the Northeast District Convention. f.
To record and publish the minutes of the District Convention and to
distribute these to all chapters in the District, the District Officers, the
District Counselor, the National Officers, and the National Headquarters no
later thirty than (30) days following the close of convention. According to the Table of Contents, the
District Minutes should include:
i.
Separate and Joint Session Minutes.
ii.
Award Recipients.
iii.
Committee Workshops.
iv.
Counselor’s Report.
v.
District Officers’ Reports.
vi.
Yearly Chapter Reports.
vii.
Delegate Committee Assignments and Committee Charges.
viii.
Separate Committee Reports.
ix.
Joint Committee Reports. g. To award the Golden
Typewriter Award at each Northeast District Convention. The qualifications for this award shall
be left to the discretion of the District Council. h. To collect Materials from
the seated proxies immediately following the closing joint session and to send
those materials to the respective chapters within one (1) week of the close of
the District Convention. i.
To ensure on a monthly basis that all content on the District Website
is appropriate and up to date. j.
To revise and publish the Chapter Operations Materials Binder, paying
special attention to the table of contents page, and introduction, which will
be sent to the chapter presidents at the chapter address by September 15th. k.
To assist in improving inter-chapter relations. l.
To be the Alumni liaison for the Tau Beta
Sigma NED Council. The District
Secretary shall be in continuous communication with representatives in the
Northeast District Alumni Association as well as the National Alumni
Association. m. To serve as the advisor to
the Alumni Affairs Committe. 2.3.306 The responsibilities of the District Treasurer shall be as follows: a.
To keep an itemized report of receipts and disbursements to be included
in the yearly report. b. To act as advisor to the
Ways and Means Committee. c.
To organize and implement District fundraisers. d. To maintain and update a
logbook of individual chapter and District fundraisers of which a copy is to be
sent to each chapter by December 1. e.
To submit a semiannual financial report to the District Council by
October 1 and February 15 of each year.
This should show reimbursements as well as the budget. f.
The Treasurer shall submit a current budget update and the proposed
budget for the next year to the District Counselor and the District President
at least twenty-one (21) days prior to the Convention. g. To submit a separate end of
the year fund-raising report to the Ways and Means Committee, stating the
fund-raising projects undertaken during the year and their effectiveness. h. To collect the Special
Projects Fee by February 1st and implement a late fee of five (5)
dollars if necessary. 2.3.4 Removal and Replacement See National Constitution, Part 5, Section 4. 2.3.401 Should the office of District
President be vacated for any reason, the District Vice President of Membership
shall automatically succeed to the District Presidency until the following
District Convention. 2.3.402
Should the office of the District Vice President of Membership, District
Vice President of Special Projects, District Secretary, and/or the District
Treasurer be vacated, the District President and District Counselor shall
appoint the new officer. Any
appointment shall take place no later than thirty (30) days after the office in
question has been vacated. 2.3.403 Any District officer may be declared unfit for office by a majority vote of the District Council. Any Officer who is so declared shall be immediately relieved of her/his duties. All active chapters shall be notified of this action. 2.4 Appointed Positions 2.4.1 General 2.4.101 The appointed positions of the Northeast District shall be Convention Parliamentarian and District Webmaster. 2.4.102 Appointed positions shall not serve more than two (2) terms in the same position. 2.4.103 All appointed positions shall receive reimbursement as deemed appropriate by the Ways and Means Committee are incurred. 2.4.2 Candidacy for Appointed Positions 2.4.201 A
candidate for an appointed position shall be an Active member of a chapter in
the Northeast District, leaving temporarily for vacation periods. 2.4.202 If a
suitable Active candidate cannot be found, the District President may appoint a
member in good standing with the Sorority. 2.4.203 A candidate for an appointed position shall have completed one semester of active membership in the sorority and served as an officer or head of a committee. 2.4.3 Duties 2.4.301 The responsibilities of the Convention Parliamentarian shall be as follows: a.
To ensure that all meetings are run according to the current edition of
Robert’s Rules of Order –
Newly Revised. b. To answer all questions
pertaining to parliamentary procedure. c.
To revise and publish the District Constitution, and to distribute
copies of the Constitution and the Jurisdiction Committee Report to all
chapters in the District, each District Officer, the District Counselor, each
National Officer, and the National Headquarters within two (2) weeks of the
close of the convention. Exceptions
must be approved by the District Counselor. d. To collect and review
chapter constitutions with District Council and District Counselor in order to
ensure all is in accordance with National and District Constitutions. The District Parliamentarian shall serve
until her duties are discharged. e.
To serve as the Advisor to the Jurisdiction Committee. 2.4.302 The responsibilities of the District Webmaster shall be as follows: a.
To maintain the website, updating at least once a month, with content
approved by the district council. The website should include but not be limited
to:
i.
District Contact information including all chapters, district officers
and appointed positions
ii.
District Constitution
iii.
District Convention and Precinct information
iv.
Fall and spring packet information including deadlines b. District Webmaster will
serve from Convention to Convention. c.
The out-going Webmaster shall relinquish all materials for the new
webmaster no later than one (1) week after convention and assist the new
webmaster in the first monthly up-date. d. To post an online copy of
the Northeast Notes, fall and spring, on the Tau Beta
Sigma Northeast District Website 2.4.4 Removal and Replacement 2.4.401 Should an appointed
position be vacated for any reason, the District President shall appoint a new
person in their place. Any appointment shall take place no later than thirty
(30) days after the position in question has been vacated. 2.4.402 Anyone serving in an
appointed position may be declared unfit for that position by a majority vote of
the District Council. Anyone so declared shall be immediately relieved of her
duties. All active chapters shall be notified of this action. 2.5 Finances See National Constitution, Part 5, Section 4. 2.501 District
funds may be used for the following purposes: a.
Publication of the Northeast
Notes. b. District Officer Expenses. c. Anything else deemed necessary by the District Council or District Counselor. 2.502 The
deadline for submission of receipts for the Northeast
Notes shall be at the start of the 2.503 A Delegate Fee of twenty (20) dollars per chapter must be received by the District Treasurer by February 1st. A late fee of five (5) dollars will be added if necessary. 2.504 Each district officer shall provide monthly reports by e-mail or postal mail to the District Treasurer and Counselor accounting financial activities for the month. This will be due by the 5th day of the following month. Each district officer must also submit one up-to-date reimbursement form to the district treasurer by September 15 and another up-to-date reimbursement form by January 15.There shall be a thirty (30) day extension from the closing of business of convention to submit receipt for reimbursement, provided that the District officer presented an estimated amount to the ways and means committee, and it was put into the budget. 2.505 District
Officers not completing projects by the designated deadlines shall not receive
reimbursement for any aspect of those projects. If extenuating circumstances arise,
District funds may be used to reimburse the officer with the approval of the
District President, District Treasurer, and District Counselor. 2.506 In
the event of financial profit at a Precinct meeting due to Registration fee,
any profits received by the host chapter will be forwarded to the Northeast
District treasury with documentation of an itemized budget by opening joint
gavel of Northeast District Convention.
In the event of financial loss at a Precinct Meeting, the host chapter
can submit documentation to the Kappa Kappa Psi secretary/treasurer and the Tau
Beta Sigma treasurer for reviews by the Joint Council. The Joint Council, the Governors, and
Counselor shall decide the amount of reimbursement, if any. 2.507 In
the event of financial profit at a District Convention due to registration fee,
any profits received by the host chapter will be forwarded to the Northeast
District treasury by National Guidelines.
In the event of financial loss of at a District convention, the host
chapter can submit documentation to the Kappa Kappa Psi secretary/treasurer and the Tau
Beta Sigma treasurer for reviews by the Joint Council. The Joint Council, the Governor(s) and
Counselor shall decide the amount reimbursement, if any. 2.6 Meetings See National Constitution, Part 5, Section 5. 2.6.1 District Convention 2.6.101 There
shall be an annual meeting of the District, known as the Northeast District
Convention. The location of the
next Convention shall be determined at each preceding Convention. In the
absence of a selection at that convention, the district Governor(s) and
Counselor(s) shall determine the next convention site. 2.6.102 Any chapter wishing to submit a bid for the Northeast District Convention must submit a letter of intent and a written letter of recommendation from its Director of Bands to every member of the Joint District Council, the District Governor(s), and the District Counselor by December 1st of the year prior to the Convention at which the bid will be presented. 2.6.103 Preliminary Convention bids may be presented for feedback to the Joint District Councils, Governor, and Counselor on or before February 1 prior to the convention of which the final bid will be presented. 2.6.104 In the event that no chapter submits a letter of intent to bid for the Northeast District Convention by the stated deadline, the District Council, in conjunction with the Northeast District Council of Kappa Kappa Psi, shall seek a host chapter(s) prior to the Convention at which the bid is due. 2.6.105 The following criteria must be included in bids submitted by chapters wishing to host a District Convention: a.
Letter from Administration b. Letter from both Chapter
Sponsors c.
Letter from Director of Bands d. Meeting Facilities e.
Projected Accommodations f.
Financial Statement g. Tentative Budget h. Membership Statistics i.
Dining Facilities j.
Parking k.
Transportation l. Contact Information (Electronic Mail and Telephone) m. Preferred and Alternate Dates n. Entertainment 2.6.106 Each host chapter shall compile a chronological operations manual of information which details their activities during the year prior to, and including the District Convention, and contact information for the convention committee chairs. This operations manual shall be given to the new District Convention host no later than two (2) weeks after District Convention. 2.6.107 The date of the District Convention shall be determined by the host chapter. The host chapter must notify the chapters in the District, each member of the Joint District Council, the District Counselor, the District Governor(s), each national Officer, and National Headquarters of the date of the District Convention within sixty (60) days of notification of being chosen host. 2.6.108 The host chapter shall submit
to the Credentials and Resolutions Committee a listing of all registered
Convention attendees by the beginning of the first committee meeting at
District Convention. The listing
shall include name, chapter designation, and membership status. An updated list shall be presented by
the beginning of the final committee meeting. A finalized list shall be presented to
the outgoing District President and outgoing District Secretary within two (2)
weeks of the close of convention. 2.6.109 The host chapter shall be
responsible for submitting a post convention report, and any profit realized by
the host chapter during the District Convention from District Convention Fees
to the District Treasurer for deposit into the District account. The report and profit must be postmarked
or received within thirty (30) days of the close of the current Convention. 2.6.110 If no letters of intent
to host District Convention are received by Dec. 1st, the Joint
District council shall begin actively searching for a convention site. 2.6.2 Precinct Meetings 2.6.201 The Northeast District shall
be divided into three (3) Precincts: CENTRAL
Precinct: NORTHERN
Precinct: SOUTHERN
Precinct: 2.6.202 The purpose of the Precinct Meetings shall be to discuss fundraising, service projects, and other ideas not discussed at District Convention, including Pre-Convention issues. It is recommended that these meetings be held by the end of February of the new year and be attended by at least one (1) member of each chapter in the Precinct. 2.6.203 Precinct bids shall be presented before the joint assembly of the respective precinct chapters at their precinct meeting. A question and answer session shall immediately follow the presentations. The Joint Northeast District Council of Kappa Kappa Psi and Tau Beta Sigma shall then meet to determine the location of the next meeting. 2.6.204 A Precinct Meeting host chapter may charge only reasonable fees for expenses directly related to Precinct meeting business, including the following: publishing, photocopying and mailing of the pre-registration information, publishing and photocopying for registration packet contents, registration packet folders, pencils/pens, etc., and food or beverages provided for breakfast, lunch, or dinner. 2.6.205 The following criteria must be included in bids submitted by chapters wishing to host a precinct meeting: a. |