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Beta Xi

Chapter Bylaws Ratified March, 2012

March 2012

Beta Xi Chapter Bylaws

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Phi Mu Alpha Sinfonia Fraternity of America, Inc.

Beta Xi Bylaws Chapter Bylaws

Adopted on [DATE]

ARTICLE I

Name and Governing Documents

Section One – Name

This organization shall be known as the BETA XI CHAPTER OF PHI MU ALPHA SINFONIA

FRATERNITY OF AMERICA, INC.

Section Two – Constitutional Authority

The Beta Xi Chapter of Phi Mu Alpha Sinfonia Fraternity is organized in accordance with Articles XII and XIII of the National Constitution of Phi Mu Alpha Sinfonia Fraternity of America, Inc.

Section Three – Governing Documents

The Beta Xi Chapter of Phi Mu Alpha Sinfonia Fraternity shall be organized and shall function in

accordance with the Phi Mu Alpha Sinfonia Fraternity National Constitution, the General Regulations for Collegiate Chapters, the Province 3 Bylaws and the Beta Xi Chapter Bylaws.

Section Four – Eligibility

Article II, Section II of the Phi Mu Alpha Sinfonia National Constitution states that no man under the age

of 18 shall be permitted to hold any class of membership. Additionally, no man will be considered for

membership if he is a member of any other secret national fraternal society in music.

Section Five – Non-Discriminatory Clause

This organization and its members shall not discriminate against any individual(s) for reasons of color,

disability, gender identity or expression, national origin, race, religion, sexual orientation, or veteran

status. Per the Phi Mu Alpha Sinfonia National Constitution, Article II, Section II, Paragraph II, “Membership is restricted to males, as permitted under 20 U.S.C. 1681 (a)(6)(A) and as evidenced by the

letter of exemption from Title IX provided by the United States Department of Education received

December 21, 1983.”

ARTICLE II

Financial Obligations

Section One – Chapter Dues

In addition to the national per capital tax detailed in Article VIII, Section One of the General Regulations for Collegiate Chapters, each collegiate member of the Beta Xi Chapter shall pay chapter dues of $30

annually, payable in two installments of $15 each, due at a time set by the chapter treasurer no later than

one week prior to October 15 and March 15 of the academic year.

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Section Two – Initiation Fee.

Each probationary member shall be required to pay the Initiation Fee as set forth in the General

Regulations for Collegiate Chapters, Article XVI, Section Two. This is a requirement for initiation and is

to be paid no later than the day of the National Exam. The Executive Committee will consider any

probationary member who has not paid his fee for removal from the probationary process.

Section Three– Failure to Remit Dues

All members in good standing who have failed to remit the sum total amount of dues owed to the chapter

shall be automatically suspended without the necessity of a chapter vote, per Article XVI, Section One of

the National Constitution.

Section Four – Fines

Any member who has accumulated chapter fines is expected to pay them off at the next business meeting

after which the fine was given out. If a member in good standing has outstanding fines come the due date

for chapter dues, then the total due to the chapter will be the sum of national dues, chapter dues, and

outstanding fines.

Section Five – Chapter Accounts

The Beta Xi chapter shall hold at least one checking account which shall serve as the chapter treasury. All

accounts shall require two signatures for the use of chapter funds. Any two of the following three chapter

officers can sign for the use of chapter funds: Treasurer, Faculty Advisor, and President.

ARTICLE III

Officers

Section One – Officer Slate

As defined by Article X, Section III of the General Regulations for Collegiate Chapters, with the addition

of a Province Council Representative

Section Two – Nominations

As defined by Article X, Section II of the General Regulations for Collegiate Chapters.

In addition, each member who has been nominated for a position must post a letter of intent to the Phi Mu

Alpha board as well as the chapter Google account no later than the Friday following nominations.

Section Three – Elections

In addition to Article X, Section IV of the General Regulations for Collegiate Chapters, elections shall be

held during the last regularly scheduled meeting of the Autumn Semester.

Each candidate will be given three minutes to discuss their platform as well as two minutes worth of questions. Additional time may be granted to questioning with a proper motion to extend debate. A

person will be granted extra time via 2/3 majority of the chapter.

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Section Four – Installation and Term

Officers are installed within a week of being elected, using the official installation ceremony. The length of each officer’s term shall be each calendar year, extending from the beginning of spring semester and

concluding at the end of the autumn semester. Each elected officer shall serve a term of one year, holding

any one office no more than two terms.

ARTICLE IV

Officer Duties

Section One – President

The President shall be responsible for all the duties appointed to him in Article XI, Section One of the

General Regulations for Collegiate Chapters.

In addition, the President shall be the chair of the Executive Committee.

Section Two – Vice President

The Vice President shall be responsible for the duties appointed to him in Article XI, Section Two of the General Regulations for Collegiate Chapters.

In addition, the Vice President shall serve as the coordinator of all chapter standing committees,

excluding the Executive Committee. He shall oversee each committee meeting at least once per semester. The Vice President shall also serve as the chapter’s parliamentarian, being the keeper of the National

Constitution, General Regulations, the Province Three By-Laws, Chapter By-Laws, and Roberts Rules of

Order.

Section Three – Secretary

The Secretary shall be responsible for the duties appointed to him in Article XI, Section Three of the

General Regulations of Collegiate Chapters.

In addition, the Secretary shall keep track of attendance of active members to all meetings and chapter

events. The Secretary shall be the recorder of all chapter meeting and Executive Committee meeting

minutes, and shall be responsible for the distribution of each to the chapter. He shall notify all active

members of the date and time of all chapter functions, as well as any changes in scheduled programs. He will provide an ushering schedule for all major School of Music events at the beginning of each semester.

Section Four – Treasurer

The Treasurer shall be responsible for the duties appointed to him in Article XI, Section IV of the General

Regulations for Collegiate Chapters.

In addition, the Treasurer shall submit a semi-annual chapter budget. He shall be responsible for

collecting and keeping an accurate record of all dues from collegiate members, as well as any money owed or other excessive fines. He shall present a weekly update as to the status of the chapter’s funds at

the weekly business meeting. The Treasurer shall serve as the chair of the finance committee.

Section Five – Historian

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The Historian shall be in responsible for the duties appointed to him in Article XI, Section Five of the

General Regulations for Collegiate Chapters.

In addition, the Historian shall keep an up-to-date, photographic record of all chapter activities. He will

create a yearly scrapbook highlighting all chapter events that have taken place over the last year. He shall

update and preserve the family trees, update the chapter bulletin board with upcoming chapter events on a regular basis, and be responsible for the slideshow presented at Omega Night (The Ceremony for

Graduating Brothers).

Section Six – Warden

The Warden shall be responsible for the duties appointed to him in Article XI, Section VI of the General Regulations for Collegiate Chapters.

In addition, the Warden shall be in charge of reserving locations for chapter functions, as well as

maintaining the quality of all chapter materials in the Beta Xi chapter room. The Warden shall be in charge of all keys of the chapter and distribute them to chapter officers as necessary.

Section Seven – Alumni Relations Officer

The Alumni Relations Officer shall be responsible for the duties appointed to him in Article XI, Section

VII of the General Regulations for Collegiate Chapters.

In addition, the Alumni Relations Officer shall update all chapter alumni of current chapter events on a

regularly basis, He shall inform any local alumni associations of graduating brothers, as well as adding them to the alumni listserv associated with the chapter prior to sending their permanent information on to

nationals.

Section Eight – Fraternity Education Officer

The Fraternity Education Officer shall be responsible for the duties appointed to him in Article XI,

Section Eight of the General Regulations for Collegiate Chapters.

In addition, the Fraternity Education Officer shall organize the voting process for probationary members,

as well as handling all bid disbursement. The Fraternity Education Officer shall also be responsible for continuing member education among the active members of the chapter. He shall be the chair of the

membership development Committee.

Section Nine – Province Council Representative

The Province Council Representative shall be the primary liaison between Beta Xi and other chapters

located within the province. He is responsible for organizing trips to obtain the traveling province trophy, knowing the date, time, and location of all province workshops, as well as being the primary informant of

all major province events such as chapter initiations, fundraisers, etc.

Section Ten – Faculty Advisor

The Faculty Advisor shall be responsible for the duties appointed to him in Article XI, Section Nine of the General Regulations for Collegiate Chapters.

ARTICLE V

Committees

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Section One – Executive Committee

The Executive Committee shall act in accordance Article XII, Section One of the General Regulations for

Collegiate Chapters.

In addition, the Executive Committee of the Beta Xi chapter shall consist of the President, Vice-President,

Secretary, Treasurer, Historian, Fraternity Education Officer, Alumni Relations Officer, Province Council

Representative, and Warden.

Another duty of the Executive Committee shall be to act as a disciplinary review board. The committee

shall review any case of active member “misconduct”, defined as any action that is deemed harmful to the

interests and reputation of Phi Mu Alpha Sinfonia. Any member under review shall be notified in writing of the location and time of their hearing. The member in question can also represent themselves in writing

given to the Executive Committee.

Section Two – Additional Standing Committees

The additional standing committees of the Beta Xi chapter shall be known as the finance, social, music, and membership development committees.

Section Three – Finance Committee

The finance committee’s primary purpose shall be to find new sources of income for the chapter, whether

it be through fundraising, sponsorships, or other such methods that generate income for the chapter. The

committee shall also be responsible for informing chapter members of scholarship opportunities available through the Sinfonia Education Foundation as well as the Central Ohio Alumni Association. The

committee shall be chaired by the Treasurer.

Section Four – Social Committee

The social committee shall plan social events within the chapter, such as brotherhood events, the chapter

semiformal, and the chapter formal. The social committee shall also be in charge of social events outside of the chapter, such as the semi-annually barbeques as well as the School of Music Gala. The chairman of

the committee shall be appointed by the Vice President.

Section Five – Music Committee

The music committee shall be responsible for all stages of planning of chapter music events. This includes Valentine’s Day serenades, American Music Recitals, chapter concerts, the chapter’s Mill’s

Music Mission, Homecoming sings, and Christmas Caroling. The chairman shall be made up of section

leaders for each voice part, appointed by the committee chairmen in collaboration with the Vice President. The chairman of the committee shall be appointed by the Vice President.

The chairman shall be responsible for setting the date for each of these events at least one month in

advance. This includes all publicity for said events. Rehearsals and repertoire should be arranged by the chairman.

Section Six – Membership Development Committee

The membership development committee shall aid in the Fraternity Education officer’s duties of

recruiting potential members, carrying out probationary member meetings, and continued education of

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collegiate members. In addition to education, the committee will be responsible for organizing special

ceremonies of the chapter, such as color nights, the initiation ritual, and Omega Night. The committee

shall be chaired by the Fraternity Education Officer.

Section Seven – Service Committee

The service committee shall be in charge of organizing the creation and organization of community

service events within the chapter that expand out in the college and local community. The committee shall

be chaired by the Vice President.

Section Eight – Special Committees

Special committees may be appointed according to the provisions set forth in Article X, Section Two of

the General Regulations for Collegiate Chapters.

ARTICLE VI

Special Events and Observances

Section One – Special Observances

The chapter shall observe both Founder’s Day (October 6) and Chapter Day (May 29) in accordance with Article XII, Section IX of the National Constitution.

Section Two – American Music Recital

The chapter shall present annually at least one program devoted exclusively to the music of American

Composers.

Section Three – Mills Music Mission

The Beta Xi Chapter shall annually present at least one Mills Music Mission in the community.

Section Four – School of Music Ushering

Each active member is responsible for ushering at least one concert during the academic year. If there are

more concerts than active members over the course of the year, those who have been active longer in the

fraternity will have preference to excusing themselves from this duty. Each member must attempt to usher at least one concert during the academic year.

Section Five – Wearing of Letters

The brothers of the Beta Xi Chapter will be encouraged to wear fraternity letters and/or other memorabilia

in public every Wednesday of the academic year.

Section Six – School of Music Barbeques

Once per semester, the Beta Xi chapter shall host a public barbeque open to all university students. This will be financially supported by the School of Music. The Fall Semester barbeque shall serve as a

welcoming event and the Spring Semester barbeque as a farewell event.

Section Seven – School of Music Gala

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The Beta Xi chapter shall organize and host a School of Music Gala (a dinner/dance) once per academic

year during the Spring Semester. This event shall be open to all students of the campus. In the case of

limited resources, the chapter may vote to suspend the dance by simple majority vote. This vote can occur no later than the last meeting of Fall Semester.

ARTICLE VII

Discipline

Section One – Attendance

All active members in good standing are required to attend all chapter meetings and events. Active members are also required to attend two probationary meetings, while those who possess a “little brother”

during the current probationary process must attend three probationary meetings. Attendance will be

recorded by either the Secretary (meeting or event) or the Fraternity Education Officer (probationary meetings). The Fraternity Education Officer shall in turn report probationary member attendance to the

Secretary.

A collegiate member in good standing is allowed to have three unexcused absences during the year, with

no more than two accruing in one semester. If a member accumulates more than three unexcused

absences, the member will be fined a sum of five dollars for the absence. The fine for each meeting after

this one will increase by five dollars, maxing out at fifteen dollars for the sixth unexcused absence as well as any other absence following the sixth. Any member who accumulates more than the three unexcused

absences will be brought up by the Executive Committee for suspension. A member may appeal this

decision to the Executive Committee. The unexcused absences only apply for general business meetings.

Any member who misses a ritual or special event (Defined as pinning ceremony, color nights, Omega

Night, Initiation, Mill’s Music Mission, American Music Recital, or other event deemed by the chapter) will be fined fifteen dollars.

Section Two – Excused Absences

Any member who must miss a chapter meeting must file their reason with the Secretary at least three days

prior to the meeting. The decision as to whether or not the reason is acceptable is at the discretion of the

Executive Committee.

Any member who must miss a ritual or special event (As defined in Article VII, Section One) must file

their reason with the Secretary at least two weeks in advance. The decision as to whether or not the reason

is acceptable is again at the discretion of the Executive Committee.

If emergency situations arise, such as serious illness or a family emergency, a simple notification to the

Secretary will suffice, regardless of how soon it is to the event. These “emergency” circumstances will be reviewed by the Executive Committee and may serve as an excused absence.

Section Three – Failure to Usher assigned concerts

If any member fails to meet their obligation of ushering a concert for the School of Music, (as highlighted

in Article VI, Section 4 of the Beta Xi Chapter by-laws), he will be fined at the equivalent price of

missing a chapter meeting, increasing any amount owed as if a chapter meeting or event was missed. If a

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member is unable to make their assignment it is their responsibility to find a replacement for the concert.

No excuses, save for “emergency situations”, will be accepted.

ARTICLE VIII

Probationary Membership

Section One – Invitation and Ceremony

Probationary members will be chosen based on Article III, Section One of the General Regulations for

Collegiate Chapters

Point of clarification, the vote to grant someone a formal bid is a simple majority of all members in good

standing who are present at the meeting in which bid voting takes place.

Section Two – Length of Probationary Process

The length of the probationary process is such as laid out in Article III, Section Two of the General Regulations for Collegiate Chapters

In addition, the Beta Xi chapter shall hold two probationary classes. The first shall occur in the Fall

semester while the other occurs in the Spring semester

Section Three – Content

As defined in Article III, Section Three of the General Regulations for Collegiate Chapters.

Section Four – Hazing

As defined in Article III, Section Four of the General Regulations for Collegiate Chapters.

Section Five – Fair Consideration

As defined in Article III, Section Five of the General Regulations for Collegiate Chapters.

Section Six – Retention Voting

As defined in Article III, Section Six of the General Regulations for Collegiate Chapters.

Section Seven – National Examination

As defined in Article III, Section Seven of the General Regulations for Collegiate Chapters.

Section Eight – Final Vote

As defined in Article III, Section Eight of the General Regulations for Collegiate Chapters.

ARTICLE IX

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Amendments and Reviews

Section One – Amendments

These bylaws may be amended by a two-thirds affirmative vote of the collegiate members of Beta Xi

chapter who are present and voting at any regular business meeting, provided that the proposed amendment was presented in writing at a previous meeting.

Section Two – Reviews

These bylaws shall be reviewed at least once every year and following any major changes to the

governing documents listed in Article I, Section Two of these bylaws. These bylaws shall be reviewed no later than December of the year of a National Assembly.