Bylawsof the UAPB SW Regional Joint Alumni Association
of Kappa Kappa Psi and Tau Beta Sigma
Draft update: May 7, 2020
Article I
Purposes
1.1 To provide an avenue for members of Kappa Kappa Psi Fraternity and Tau Beta Sigma Sorority in good standing to continue their fraternal affiliation past graduation.
1.2 To provide a medium of communication between the National Organizations and Alumni who are members of the UAPB SW Regional Joint Alumni Association.
1.3 To promote and assist the actives of the National Organizations in accordance with their ideals and traditions.
1.4 To keep the Alumni who are members of the UAPB SW Regional Joint Alumni Association informed of the work of the National Organizations.
1.5 To provide professional, organizational, and financial assistance to the National Organizations of Kappa Kappa Psi Fraternity and Tau Beta Sigma Sorority, college and university band programs, and music education issues through activities deemed appropriate by the UAPB SW Regional Joint Alumni Association.
Article II
Organization and Structure
2.1 The name of this organization shall be the "UAPB SW Regional Alumni Association of Kappa Kappa Psi Fraternity and Tau Beta Sigma Sorority," hereinafter designated as the Association.
2.2 The Association recognizes the National Organizations of Kappa Kappa Psi Fraternity and Tau Beta Sigma Sorority, hereafter designated as the National Organizations, as equally affiliated organizations.
2.3 The Association shall follow all policies and procedures as set forth by the National Organizations and National Alumni Association.
2.4 The National Constitution of Kappa Kappa Psi Fraternity and Tau Beta Sigma Sorority and the Constitution and Bylaws of the National Alumni Association shall take precedence in any conflict with the Association's Bylaws.
2.5 The Association must meet the minimum requirements as set forth in the National Alumni Association Constitution and Bylaws for recognition.
Article III
Amendments
3.1 All Association members may propose Amendments to the Bylaws. All proposed amendments to the Bylaws must be submitted in writing to the Secretary prior to a regularly scheduled meeting of the Association. All proposed amendments to the Bylaws submitted will be published for members to review 30 days prior to a regularly scheduled meeting of the Association. 3.2 The following guidelines will be used for proxy voting: A.) All UAPBKKYTBSAA members are entitled to be represented by proxy. No reasons needed.
B.) Any UAPBKKYTBSAA member may hold proxies for another, not to exceed 2. Total votes per person are 3 (2 proxies and own vote = 3).
C.) The President may hold and vote proxies but must withhold the personal vote unless in a tie breaking situation.
D.) Proxies must be submitted in writing to any UAPBKKYTBSAA officer. Proxies will be collected by the President at the beginning of the meeting and passed out prior to voting.
3.3 Amendments to the Bylaws shall require a three-fourths vote of the membership present at an Association meeting for ratification.
3.4 All other motions shall require a simple majority of the members present at an Association meeting for ratification.
3.5 The Executive Board of the Association may override the Bylaws of the Association with a three-fourths vote.
3.6 The Executive Board may propose additional amendments to the Bylaws during Executive Board meetings.
3.7 Amendments proposed by the Executive Board during Executive Board Meetings may be ratified via a special mailing. Ballots not returned shall be proxies of the Executive Board.
Article IV Officers
4.1 The Executive Board of the Association shall consist of the President, Vice- President of Membership, Vice-President of Projects, Secretary, and Treasurer. The succession of Officers upon vacancy of an office shall be decided by the remaining Executive Board. Each Officer shall serve without compensation for a term of District Convention to District Convention and must attend each South-West District Convention during their term. An Association member may be elected to concurrent offices with a minimum of two years. If member vacate the position before the 2 years the vacancy will be filled. Prior to declaring candidacy, membership dues must be paid in full.
4.2 The Association Chairperson shall serve as liaison between the Association and all other Kappa Kappa Psi Fraternity and Tau Beta Sigma Sorority Organizations. The President shall preside at all meetings.
4.3 The President(s) & Vice-President(s) shall be charged with maintaining and pursuing an increased level of membership in the Association. The President(s) & Vice-President(s) shall preside at all meetings in the absence of the President.
4.4 The Vice-President of Projects shall be charged with developing and pursuing service projects and social activities that benefit the Association and National Organizations. The Vice-President of Projects shall pursue the increased information exchange and interaction within the Western District.
4.5 The Secretary shall record, publish and distribute minutes of all meetings and activities of the Association to the National Headquarters, the National Alumni Association Secretary, and Western District Board of Directors Representatives. The Secretary shall maintain a roster of all members and publish it to the National Headquarters and Association body annually.
4.6 The Treasurer shall maintain a complete and accurate record of all finances of the Association and publish a report of all funds at each Western District Convention.
Article V
Membership
5.1 All persons who meet the qualification of alumni or honorary membership in the Constitution of the National Organizations shall be eligible for membership in the Association.
5.2 Each member shall be required to pay yearly dues to the Association and must be a member of the National Alumni Association. The dues will cover a period from January 1 to December 31st.
5.3 Upon due cause, a member of the Association may be expelled following a favorable vote of three-fourths of the Executive Board. The member will be informed of the motion to expel and will be given the opportunity to respond prior to the vote. Having been expelled, the member shall return all regalia and property of the Association, and their name will be stricken from the Association roster.
Article VI
Finances
6.1 The fiscal year of the Association shall coincide with the National Organizations.
6.2 The financial policies of the Association shall be governed by a budget adopted by a majority of the members present at the South-West District or National Convention.
6.3 The Association annual membership fees shall be set by the Association membership with a majority approval of the members present at the South-West District or National Convention.
6.4 All funds received in payment of membership fees, private donation, or by any other means shall be used as the operating funds of the Association, unless otherwise specified.
6.5 A financial report of Association shall be prepared at the end of each fiscal year and shall be reviewed by the Association at the annual meeting.
Article VII
Meetings
7.1 A minimum of one monthly shall be held the first Sunday of every month.
7.2 A minimum of one monthly Executive Board meetings per year shall be held.
7.3 Special meetings of the Association may be called at any time by the President, upon written request of a majority of the Executive Board, or upon written request of fifty percent of the members of the Association. The current membership must be notified of special meetings thirty days prior to the meeting.
7.4 Robert's Rules of Order, unless otherwise specifically stated by the President, shall govern the deliberations of all component parts of the Association assembled in a meeting.
Article VIII
Rituals and Regalia
8.1 The Association will maintain the Kappa Kappa Psi Fraternity and Tau Beta Sigma Sorority traditions toward Rituals. The Association shall perform no National Organization Rituals.
8.2 The Association may create suitable ceremonies for its own use but may not incorporate text from the National Organization's Rituals. These ceremonies must be approved by three-fourths vote of the Association members present at the meeting.
Article IX
Committees
9.1 The President may create special committees as deemed necessary and appoint the Chairperson.
9.2 The Chairperson of Membership shall be the Chairperson of the Membership Committee. The Membership committee shall examine and submit to the Association all recommendations pertaining to membership.
9.3 The Vice-President of Projects shall be the Chairperson of the Activities Committee. The Activities committee shall examine and submit to the Association all recommendations pertaining to social events and service projects.
9.4 The Secretary shall be the Chairperson of the Publications Committee. The Publications committee shall prepare and distribute the Association Newsletter.
9.5 The Treasurer shall be the Chairperson of the Ways and Means Committee. The Ways and Means committee shall prepare an annual financial report.
Article X
Addendum
10.1 The Association expressly forbids and prohibits discrimination in any form by any part of the Association or by any person acting on behalf of the Association on the basis of race, gender, religious affiliation, sexual orientation and military status.
10.2 Neither the Association nor any Association member will act as an official representative of the National Alumni Association without prior written approval of the National Alumni Association and National Council of Kappa Kappa Psi and Tau Beta Sigma.
10.3 The Association neither approves of nor is responsible for actions of members of local chapters or Alumni Associations, which may result in injury to persons or damage to property.
10.4 Recognizing the policies of the National Council of Kappa Kappa Psi and Tau Beta Sigma and the National Alumni Association, the Association does not condone the use of alcoholic beverages or controlled substances at Association sponsored events, functions, or meetings. The Association, National Council, and National Alumni Association have the authority to take disciplinary action against any member found to violate this policy.
10.5 In the event of dissolution of the Association, any funds remaining shall be distributed to one or more regularly organized and qualified charitable or educational organizations to be selected by the Executive Board, in accordance with the purposes of the Association.