1 the Sigma Beta Chapter of Phi Mu Alpha Sinfonia

The Sigma Beta Chapter of Phi Mu Alpha Sinfonia Bylaws

Adopted:

January 31, 2013

Revisions: December 5th 2014 March 21st, 2016 January 29th, 2017 September 20, 2017

Table of Contents

ARTICLE I ...... 3 TITLE AND OBJECT ...... 3 ARTICLE II ...... 3 OFFICERS ...... 3 ARTICLE III ...... 5 DUTIES OF OFFICERS ...... 5 ARTICLE IV ...... 7 MEETINGS ...... 7 ARTICLE V ...... 10 CHAPTER COMMITTEES ...... 10 ARTICLE VI ...... 11 PROBATIONARY MEMBERS ...... 11 ARTICLE VII ...... 13 CHAPTER REGULATIONS ...... 13 ARTICLE VIII ...... 15 SPECIAL OBSERVATIONS ...... 15 Article IX ...... 15 AMENDMENTS ...... 15 Article X ...... 16 DISSOLUTION ...... 16

Bylaws for the Sigma Beta Chapter of Phi Mu Alpha Sinfonia University of North Carolina at Charlotte

ARTICLE I

TITLE AND OBJECT

Section 1: Title. This organization is the Sigma Beta Chapter of Phi Mu Alpha Sinfonia Fraternity of America, Inc.

Section 2: Object. This chapter will uphold the object as found in the National Constitution (Art. I, Sec. 2) which is as follows: The Object of this Fraternity shall be for the development of the best and truest fraternal spirit; the mutual welfare and brotherhood of musical students; the advancement of music in American, and a loyalty to the Alma Mater.

Section 3: Eligibility. This chapter will be open to all male students of The University of North Carolina at Charlotte. There is to be no discrimination on the basis of race, ethnicity, national origin, sexual orientation, disability or religion. (National Constitution, Art. II Sec. 2).

ARTICLE II

OFFICERS

Section 1: Chapter Officers. The chapter will annually elect men to the positions of president, vice-president, secretary, treasurer, historian, warden, alumni relations officer, fraternity education officer, music director.

Section 2: Officer Qualifications. Any member in good standing at the time of nominations may be considered for an office. The chapter should refer to Title III, Article IV, Section 2 of the General Regulations for Collegiate Chapters when questions arise on officer qualifications. Section 3: Elections. 1) At the meeting two weeks prior to the designated election date the floor will be opened for officer nominations for proceeding term of chapter officer leadership.

2) Election Procedure. Presidential candidates are allowed five minutes to speak, while all other officer candidates are allowed three minutes. After a candidate has spoken, the candidate may have a maximum of two (2) people speak on his behalf for no longer than two minutes. After the candidates speak and have brothers talk in their behalf, the candidates will be excused. The voting members will then proceed to discuss the candidates. Maximum of 10 minutes for presidential candidates and a maximum of 5 minutes for all other officer positions.

3) Voting. Elections are determined by a majority vote of members present, voting, and in good standing. Voting will be conducted by secret ballot.

4) Runoff. In elections concerning three or more candidates, where no clear majority can be determined, a runoff will be held between the two candidates with the most votes in the first round of voting.

5) Installation and term of office. Each elected candidate shall be installed using official installation procedures at no later than the end of the spring academic semester. The term for all offices shall be split into three sections. a) Training Period: Training period will be the summer immediately after installation. Contents of the training are solely at the discretion of the incumbent officer of each respective position with exception of the officer training session happening on the Sunday afternoon preceding the first day of classes. b) Nominative Term: The nominative term consist of the time period between the first official chapter meeting of the year and reading day of the spring semester. Officers assume the full responsibilities of their respective offices as stated in the General Regulations, Art. XI c) Transition Period: Transition Period lasts from the end of the spring semester to the first official chapter meeting of the fall semester. It is the responsibilities of the each officer to make sure that the new officers are trained appropriately.

Section 4: Impeachment. Any officer who is unable or unwilling to carry out the duties of his office, as defined by these bylaws and general regulations, or is guilty of conduct unbecoming of a Sinfonian, or uses their office for personal benefit may be removed by two-thirds majority vote of members in good standing, present and voting at any official chapter meeting.

Section 5: Resignation. Any officer may resign his office for any reason at any time as long as probable cause for the resignation can be found as deemed by the current leadership council (i.e. Monetary, Academic, Acts of God, Death).

Section 6: Vacancy. In the event of a vacancy, the next officer in the chain of command or the EC must assume responsibility until said vacancy is filled. Nominations for the vacancy will take place at the next meeting where quorum is present, and elections for said vacancy will be held one (1) week after the nominations.

1. Officers who are on suspension must immediately vacate their office. Nominating and election procedures will follow in the next business meetings as outlined above.

ARTICLE III

DUTIES OF OFFICERS

Section 1: Executive Committee. The Executive Committee (EC) will consist of the following officers:

 President

 Vice President

 Secretary

 Treasurer

1. The EC will have established meeting times prior to weekly business meetings to discuss and deliberate items pertaining to the chapter, its needs, and its members. The remaining officers may be invited to Executive Committee Meetings at the discretion of the President. See Article IV, Section 2 for attendance rules and regulations. 2. Swing Vote: In the event that the executive committee is split between votes, then there is need for a swing vote. In this case, the faculty advisor will be informed of the situation and then asked to cast a deciding vote. 3. The EC is also responsible for giving out official notices regarding attendance, probation, and suspension for each unexcused absence.

Section 2: Officer Duties. All officers will refer to the General Regulations, Art. IV Sec.5-13 for his duties. Each officer will also perform the duties listed below. The following order will serve as the chain of command. 1. President. The president must oversee all chapter activity. The president presides at chapter meetings, guides the conduct of the affairs of the chapter, and performs other duties the chapter specifies. With the chapter Secretary, he prepares the chapter report twice a week. The president will also serve as the Executive Committee Chair. He will act as the Parliamentarian at all meetings where Robert’s Rules of Order is used. When voting comes into play, he may remove himself from the vote to stay impartial, can also serve as the tie breaker. The president is also responsible for representing the chapter at any function that requires his presence. The president is also responsible for any official chapter mail. In addition to the responsibilities of the president, the president has the first choice on performing Spirit of Orpheus, whenever the song

may need to be sung. If he chooses not to perform it, the chapter may vote on, hold auditions, or assign any other Sinfonian to do so. He will also serve as the liaison between the University and the chapter. 2. Vice President. The vice president may take the place of the President if the president is unable to perform his duties. The vice president is also responsible for assisting the President in making decisions for the chapter. The vice president is also responsible for overseeing and maintaining rapport with any organized committees within the chapter. The vice president may also serve as the Fraternal Education Officer if both elected and accepted as such. He will also perform a financial audit, which is to be submitted by the Treasurer twice a year. He is responsible of maintaining a rapport with the Department of Music, creating the Master Class stagehand schedule, and Audition Schedule. 3. Fraternity Education Officer. The Fraternity education officer (FEO) is responsible for planning and organizing the initiation of new members. All paperwork and events pertaining to the Probationary Member (PM) process are planned and executed by the FEO. He is chiefly responsible for developing Fraternity education programs. These include programs for chapter members designed to advance the Object of the Fraternity, as well as probationary membership program designed to develop responsible and mature chapter members through productive and cooperative activities. He is also responsible for planning recruitment events and social functions pertaining to recruitment. He can also serve as the chapter’s Vice-President. 4. Secretary. The secretary is responsible for tracking all business meeting minutes and attendance records. The secretary will document all information exchanged at business meetings and provide reports following each business meeting to inform all members of chapter business. Minutes should be kept as a soft copy and logged in the chapter’s records at the end of each semester. The secretary must keep attendance at business and other chapter functions and will maintain quorum at official meetings. The secretary will maintain the administrative portion of the chapter’s Ginsystems site. He will also maintain the chapter and department of music calendar as well. In addition, he will author an article for the Consort as well as the Red & Black. 5. Treasurer. The Treasurer receives and pays out chapter funds and is personally responsible for all Fraternity funds in his possession. Twice each school year, he sends to the chapter President a statement of the chapter finances, and provides information about chapter finances when asked by the chapter President or the national staff. He sends complete financial statements to the Faculty Advisor. He collects and, through the chapter President, submits to the national headquarters all taxes and dues. He deposits, in an approved bank or with the right school officer, the funds of the chapter, and he pays, or causes to be paid, all claims against the chapter with the approval of the chapter executive committee. The treasurer must submit all records to VP for audits twice a year. 6. Historian. The historian is responsible for archiving all chapter activity. This includes paperwork, photography, and the chapter scrapbook. And through the chapter President, the Historian of the chapter helps the national staff in preparing all national publications by making prompt and full reports of all local news and other facts which the Fraternity seeks. He will maintain the external Ginsystems site. Updates the community board in Robinson Hall 2nd floor twice a semester. In addition, he will maintain the chapter’s social media accounts.

7. Warden. The Warden guards the door at chapter meetings and manages the circulation of Initiation Ritual scripts. He is personally responsible for the ballot box and the chapter ritual equipment. He will keep an inventory log (I.E. Ritual equipment, all chapter possessions) and update it when necessary. The warden is also responsible for securing space for chapter meetings and functions if necessary. 8. Alumni Relations Officer. The Alumni Relations Officer (ARO) is responsible for keeping track of all chapter alumni and any Sinfonians in the area. He will compile a list of addresses and contact information for former members and any Sinfonians in the area. The ARO is also responsible for notifying national headquarters of any changes in address as well as other chapters or alumni associations in the area. He is responsible for creating and distributing an annual alumni newsletter. ARO helps in coordinating chapter alumni functions, and informs and invites local and chapter alumni to chapter events. He is a liaison between the chapter and any alumni associations in his locality. ARO will also be responsible for planning at least one event for alumni once a term. He performs other local duties as his chapter may designate but may not hold another chapter office. 9. Assistant Fraternity Education Officer. The Assistant Fraternity Education Officer (AFEO) is responsible for planning and organizing all chapter-wide social functions. He will also assist the FEO in recruitment events and social functions pertaining to recruitment. The AFEO will also be responsible for assisting the FEO with the planning and organization of PM events. In addition, he will be responsible for communicating with other fraternities and sororities on campus as well as planning 1 social event per term.

10. Music Director. The music director will coordinate all public performances for all chapter ensembles pending approval by the EC. He is also responsible for rehearsing the chapter in preparation for ritual and any other public performances. In addition, the Music Director must organize an American Music Recital to be held once a term. Music Director will be in charge of organizing Mills Music Mission. Music Director must attend at least 3 Probationary Member classes to teach basic repertoire. He must also plan out musical goals for the chapter at the beginning of the academic term.

ARTICLE IV

MEETINGS

Section 1: Business Meetings. The chapter will decide a meeting time at the planning meeting for the following term. The chapter may not meet, if deemed necessary by the president and EC. The Warden is responsible for reserving the room at the designated dates and time. A chapter meeting is considered official only if it is opened and closed by the Guide to Ceremonies by the

presiding officer designated by the president.

Section 2: Order. This chapter will use Robert’s Rules of Order as its primary guide during the business portions of all meetings. The chair must possess a working knowledge of Robert’s Rules of Order and may use the Parliamentarian as an aide (President, Art. IV Section 2. Subsection 1). 1. Attendance. Attendance to Chapter meetings is mandatory for all active members in good standing. Attendance is recommended for probationary members and suspended members. The Executive Board members are required to attend all meetings regarding matters of the Executive board and all other chapter members are recommended to attend. 2. Excuses. Excuses must be provided either verbally or through direct contact to the secretary 24 hours in advance. The secretary must record all excuses presented to him. The EC will evaluate excuses. If deemed invalid and the member does not show up, an absence will be recorded. Members are allowed 2 absences from chapter business meetings with the exception of the EC. Any EC members are allowed zero (0) invalid excuses from both business meetings and EC meetings. 3. Absences. Any member with three (3) unexcused absences in any given semester will be placed on suspension. Suspensions will take effect immediately. Any member who is placed on suspension due to outstanding absences will have to appear at the following weekly EC meeting and provide explanation for the absence. If a member on suspension for attendance fails to appear before the EC at the designated meeting time, his absence will remain marked unexcused and his suspension will stand.

4. Truancy. Any member present only after open will be considered tardy. Any member attending the meeting after fifteen (15) minutes will be considered absent from the meeting. An accumulation of three (3) tardy in the same academic semester will count as one (1) absence. The member will still be fined in accordance to Article VII, Section 6.

5. Dismissal. Members may be dismissed if they are no longer needed for a portion of a business meeting. Members may also be dismissed if they do not come prepared for the meeting.

6. Duration. All members must remain for the duration of the meeting unless the meeting lasts longer than originally planned, a member is dismissed from the meeting, or if a valid excuse is given and recorded by the secretary. Entry and exit of all business meetings shall be at the discretion of the Warden. Section 4: Quorum. A simple majority (One half (½) + One (1)) of chapter members in good standing constitutes quorum. No business other than closing may be transacted without presence of quorum. Section 5: Voting. Voting will be done by a show of hands or secret ballot, either written or marble vote; whichever is deemed desirable or dictated by the chapter’s bylaws. Members on

suspension cannot vote. (See Article VI, section 2; subsection F, subsection c for probationary process voting.) a) Absentee Ballots for Chapter Officer Elections. Absentee Ballots may only be accepted with official documentation and approval of the EC.

Section 6: Musical Events. Any musical event deemed required by the EC is subject to the above absence policy if the events in question are brought up in New Business at least one (1) meeting before the event(s) and are posted for no fewer than five (5) days before the event.

ARTICLE V

CHAPTER COMMITTEES

All committees will be governed by the Vice President and will make reports to the brotherhood as deemed necessary. Committees may be created or disbanded at the discretion of the President. There will be no limit on how many committees the President can create or disband.

Section 1: Creation. Any chapter member may make a motion to create a committee. The installment of the committee requires the EC’s approval for the committee.

Section 2: Dissolution. Disbandment of a committee shall occur through a majority vote following a recommendation from the EC or upon completion of the event.

Section 3: Chairmen. The chairmen will be decided on a volunteer basis on approval upon the EC. The President shall be responsible for appointing all chairmen within two (2) business meetings of his installment when there is no volunteer or does not get approved. The President has the right to assign chairmen on a semester-by-semester basis upon evaluation of the chairman. In circumstances where the chairman is unable to fulfill his duties as written in Article V, Section four (4), the immediate removal of the chairman is possible through a one half (1/2) vote in addition to the president’s approval.

Section 4: Chairmen Duties. The Chairman of a committee shall be responsible for reporting all financial information and budgets to the treasurer and/or the chapter, supervising individual committee actions, and updating chapter members on committee projects. Accountability for any financial discrepancies of committee reports will be held by the chairman of said committee. Each committee chairman shall present a proposed plan at the first meeting of the committee outlining the responsibilities of each member, budget, schedules, etc... Additionally, each committee chair will be responsible for creating, updating, and revising a notebook containing all aspects of their committee. Each committee chairman shall be responsible for taking minutes at committee meetings and updating the vice president after each meeting.

ARTICLE VI

PROBATIONARY MEMBERS

Section1: Probationary Membership.

1. Definition. A man seeking membership in the Sigma Beta Chapter of Phi Mu Alpha Sinfonia is on a probationary status with the chapter and at all times must be willing to assume the responsibility for all assignments and obligations of his probationary membership.

2. Qualifications. A student must be enrolled as a full-time student and in good academic standing with the university. This chapter will refer to Article II, section 7 of the National Constitution and to Article VII of the General Regulations of Collegiate Chapters for honorary membership.

3. Probationary Period. At the pinning ceremony, the PM is paired with a Big Brother (See Article VI, Section 3 for qualifications). During the probationary period, each PM will receive a copy of Themes for Brotherhood and a Probationary Membership pin. PMs should consult all available sources for information during the probationary period.

4. Probationary Goat Book. The PM’s goat book is a small notebook used to track and record information and events during their time as PMs. Information and events include, but are not limited to: The Object of the Fraternity, information and questions from any type of member, and meetings had with members of the Fraternity. This book must remain on the PM’s person at all times.

5. Probationary Attire. Each PM is given a pin at the pinning ceremony by their Big Brothers. They are to wear this pin at all times while on campus for classes, school, extracurricular, or chapter functions. For each designated PM event, PMs are required to wear pin attire (see Article VII, Section 1 for a description of appropriate pin attire). The FEO may also give each PM rules and guidelines for attire whenever he deems necessary while the PM is on campus for classes, school, extracurricular, or chapter functions. Section 2: Probationary Requirements.

1. Demeanor. The demeanor a PM exhibits toward Phi Mu Alpha and its members will have much to do with his acceptance as a Brother into the Fraternity. The chapter may reconsider any PM who fails to exhibit positive demeanor. If for any reason a man's demeanor deteriorates during the PM period, he will be brought before the chapter for counseling and/or questioning at a time determined by the chapter and the probationary member in question. 2. Scholarship. There will be an examination of the PM’s grade point average. All members are expected to strive for scholastic excellence in all subject areas. The minimum GPA for the membership into the Sigma Beta Chapter will follow in accordance to UNC Charlotte's Greek life office.

3. Attendance. All PMs are required to attend all events and activities as determined by the FEO unless a valid excuse is presented to him. Excuses will be brought to the EC by the FEO in order to determine their validity. If a PM fails to attend any event designated by the FEO as well as fails to provide a valid excuse deemed valid by the EC, he will be immediately expelled from Probationary Member status.

Section 3: Big Brothers.

1. Requirements: In order to be eligible, a Brother seeking the mentor role of Big Brother shall abide by the following: a. He must not be a newly initiated brother and has been a collegiate brother for one (1) probationary member class. b. He must have completed all requirements and obligations for any previous little Brother. c. He must not be the FEO unless no other acceptable applicant can be found. d. He must be in good academic standing with one previous active semester. e. He must be in good financial standing with the chapter. f. He must attend all probationary votes for the majority of their duration. g. He must attend all significant probationary events (i.e. pinning ceremony, color nights, final ritual, etc.). Refer to Article VII Section 6 Subsections 2. 2. Big Brother Obligations: Each Big Brother shall have the following obligations to his little Brother:

a. A big brother must attend 2 probationary classes. b. To assure that their little attends all PM events/meetings c. To provide moral support and companionship throughout the Probationary process 3. Assignments: Littles will be assigned to active members that wish to be a Big Brothers a. Priority:

i. Brothers who have not yet had a little ii. Graduating Brothers iii. Executive members

ARTICLE VII

CHAPTER REGULATIONS

Section 1: Pin Attire. Pin attire is designated by the chapter as a button down dress shirt, a tie, dress slacks, and dress shoes. Jackets are optional. The pin, whether collegiate or probationary, is to be worn on the left side. Whenever pin attire is called for an event, whether collegiate, probationary, alumni, or honorary, these are the guidelines that should be followed. . A member shall not wear his pin with blue jeans or tennis shoes. A member shall not wear his pin on ties, vests, watch pockets, coat lapels, collars, or coat sweaters.

Section 2: Financial Obligations

1. Dues. Dues are levied upon every active member of the chapter in each of the fall and spring semesters. Dues consist of a national tax and a chapter tax. An individual province tax is collected annually. Each member must pay dues or have a payment plan in place with the chapter treasurer by the deadline set by the Executive Board prior to the start of the semester. If any Chapter member has not paid before the Deadline, he will be put on automatic Financial Suspension.

a. PMs have a separate dues structure laid out by the chapter FEO. PMs are exempt from chapter dues. The chapter treasurer will collect all Probationary dues and funds three weeks before initiation.

b. Members on suspension are not required to pay dues while on suspension.

Section 3: Alumni and Honorary Members. There will be no dues assessed on alumni or honorary members of this chapter. Honorary members must be presented with the Fraternity pin, membership certificate (shingle), and songbook at the chapter's expense. Following the eighth semester of collegiate membership or until the collegiate member graduates or leaves the sheltering institution; undergraduate members may opt for either alumni or active status. Graduate members may transfer to alumni status at any time, as long as all fees are paid and a letter stating this fact is presented to the chapter.

Section 4: Academic Standing. Members of this chapter will maintain the grade point average required for their successful continuation at the college or university in good standing. Each semester, members will fill out a grade report form. The faculty advisor is to review this report; any discrepancies are to be reported to the EC. Any member falling below the standard may present himself to the EC. The committee will decide with what action to proceed, if any. (Article VII, Section 6).The standard grade point average is 2.5 on the UNC Charlotte’s Greek Life Office of Fraternity and Sorority Life. If a Brother falls below a 2.5 grade point average, they will be placed on immediate probation (see Article VII, Section 7).

Section 5: Special Assessment. Special assessment may be levied upon each member of the chapter by the affirmative vote of three-fourths of quorum.

Section 6: Fines. 1. Any member absent from either initiation or an initiation rehearsal must be fined $15 unless the member has an approved excuse at least 24 hours before the event. 2. Any member absent from any color night must be fined $15 unless the member has an approved excuse at least 24 hours before the event. 3.. Only the President, Secretary, or Treasurer may impose fines. The president or secretary must notify the secretary and treasurer so that they may note the infraction. The secretary must notify the member of the fine within one week of the infraction. The secretary should let the member know the amount of the fine and the reason for assessment. The fined member may appeal any fine to the EC within one week of receiving the infraction. The EC may remove any fine it deems was given inappropriately, unjustly or unnecessarily.

Section 7: Probation. 1. Reasons. Missing 2 events/chapter meetings will now result in an automatic 2 week probationary period where the member cannot vote. Following the next two weeks, the member can vote again, however if the same member then misses another event/chapter meeting, totaling 3 absences, the member is put up for suspension. Should the member not be put on suspension and he miss a 4th meeting he is again put up for suspension again. Furthermore, this process is repeated if a brother continues to miss events/chapter meetings and remain off suspension. 2. Recourse. Once a member has been placed on probation, his right to vote will be revoked for a period of two weeks or until the problem has been rectified by measures deemed appropriate by the EC. Fines will also be issued (see Article VII, Section 6 for fine details). Fines must be paid in full before being taken off probation. After being taken off of probation, the member retains their right to vote.

Section 8: Suspension. 1. Reasons. A member may be put on suspension for any of the following reasons: three (3) or more unexcused absences from required functions, failure to remit financial obligations by the stated or contracted deadline, one (1) unexcused absence from the initiation or an initiation rehearsal, and other causes deemed adequate and reasonable. 2. Recourse. Once a member is placed on suspension, his right to vote will be revoked indefinitely. Fines will also be issued if applicable (see Article VII, Section 6 for fine details). Fines must be paid in full before being taken off suspension. The Brother on suspension needs to appear before the EC within a week after receiving the suspension in order to create resolutions.

ARTICLE VIII

SPECIAL OBSERVATIONS

Section 1:Recognition Day. The day of the first regular meeting of each month is Phi Mu Alpha Recognition Day. It is the responsibility of each Active Member to display in an appropriate manner his membership. If it is a "Formal" Recognition Day, each member is to wear pin attire. The Vice President may refuse entry to the meeting to any improperly attired Active Member.

Section 2: Anniversaries. The chapter must celebrate two anniversaries: Founder's Day (October 6th), and Chapter Day (March 27). A ceremony must be held to observe these days. Pin attire must be worn to observe these days.

Section 3: Other Observations. The chapter shall present other activities at its discretion.

Section 4: Letters. Only initiated members in good standing may display the Greek letters ΦMA and the fraternal crest.

Section 5: Graduation. All good standing collegiate brothers transitioning to alumni status via graduation will be presented with a stole at the chapter’s expense, provided the chapter is able to afford it, at the graduating brother’s ceremony.

Article IX

AMENDMENTS

Any amendments to these By-Laws must be approved by 2/3 majority vote of members in attendance and said members are in good standing. All good standing members must be notified five days in advance on the topic of the ratification prior to the vote. All amendments must bear the signature of all members that voted to accept such amendments. The Executive Committee will revisit and audit the Bylaws every two academic years to make sure everything is maintained.

Article X

DISSOLUTION

Section 1: Dissolution. In the event that the Sigma Beta chapter of Phi Mu Alpha Sinfonia becomes inactive or disbanded, all funds remaining in the chapter treasury will be donated to a charity of the chapter’s choice with preference to a charity that supports music first, all other charities second. This choice shall be made by 2/3-majority vote.

By signature heron, we the Officers of the Sigma Beta Chapter of Phi Mu Alpha Sinfonia do hereby acknowledge and cast one vote for the acceptance and implementation of these By-Laws.

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President Date Secretary Date