Kappa Kappa Psi
Epsilon Iota
Mansfield University of Pennsylvania
Mansfield, Pennsylvania

CHAPTER CONSTITUTION AND BY-LAWS
(Revised 03/08)

PREAMBLE TO THE CONSTITUTION OF KAPPA KAPPA PSI

Be it known that Kappa Kappa Psi, National Honorary Fraternity for college bandmembers, is an organization operating exclusively in the field of college or university bands and for the following several purposes:

1. To promote the existence and welfare of the college or university bands and to cultivate at large a wholesome respect for their activities and achievements.

2. To honor outstanding bandmembers through privilege of membership extended as a reward for technical achievement and appreciation for the best in music.

3. To stimulate campus leadership and promulgate an uncompromising respect though the medium of the college band for gracious conduct, good taste, and unswerving loyalty.

4. To foster a close relationship between college bands and promote a high average of attainment by the performance of good music and selection of worthwhile projects.

5. To provide a pleasant and helpful social experience for all engaged in college band work and to cooperate with other musical organizations in any manner consistent with the purposes of the institution at which chapters located.

ARTICLE I � Name and affiliation

1.00 This organization shall be known as Epsilon Iota, a chapter of Kappa Kappa Psi, National Honorary Band Fraternity for college bandpersons and shall operate under the National Constitution and By-Laws of Kappa Kappa Psi and also under the by-laws set forth in this document. Epsilon Iota shall be affiliated with Mansfield University of Pennsylvania, Mansfield, PA..
1.01 Mission Statement.
Kappa Kappa Psi is a fraternal organization that promotes the advancement of college and university bands through dedicated service and support to bands, comprehensive education; leadership opportunities and recognition; for the benefit of its members and society.
1.02 School Policy.
See the Mountie Manual.

ARTICLE II - Membership

2.00 Active members of the fraternity must be members of the Mansfield University band program each semester that they attend classes for the entire semester.
2.01 The following bands constitute the Mansfield University Band Program: Marching Band, Concert Wind Ensemble, Symphonic Band, Jazz Ensemble, Jazz Lab Band, Basketball Band, and a band instrument in orchestra with approval from the sponsor.
2.02 An active member must follow the seven responsibilities of membership.
2.03 An active member may be granted conditional status if the cause for not meeting membership requirements includes any of the four following reasons: definite financial distress, class conflicts, academic stress causing the member�s QPA to fall below their given department standards, or provable health problems. Other extenuating circumstances, should they arise, may be dealt with on an individual basis.
2.04 The code of conduct (from the National Guide to Membership)
Brothers of Kappa Kappa Psi are looked to as role models and leaders by other members in the band and on campus. We can never know who is watching our actions or who will be affected by our deeds. It is therefore essential that we present positive qualities at all times. Being a Brother is not a part time commitment. As such, the example we set should shine constantly to inspire others. The following qualities define Brothers of Kappa Kappa Psi. These qualities described Bohumil Makovsky, our Guiding spirit. By following Boh�s example, we will teach and inspire others, as he taught and inspired our Founding Fathers.
HONOR: Brothers should conduct themselves with honor at all times. Our service to college and university bands serves as an example to others. We should take pride in these accomplishments and not let anything tarnish our honorable reputation.
INTEGRITY: The character of our brotherhood is based upon the principles of decency and sincerity. Our impeccable integrity lets others know we can always be trusted to keep our word.
RESPECT: Respect for others is a cornerstone of Kappa Kappa Psi. Our diverse membership is an asset that cannot be taken for granted. Using this strength to our advantage requires respect for others and their points of view. In return, we earn the respect from others by treating them as equals.
LOYALTY: Service to band programs and the Fraternity require people who are devoted to those organizations. Working together is the key to achieving our goals. Being loyal and dependable is therefore essential to our success.
2.05 Illegal Substances
The use of any illegal substances in letters is strictly prohibited. This is simply because of the national office of Kappa Kappa Psi and their views on drug use. This next statement is taken directly from the national constitution of Kappa Kappa Psi.
1.113 Recognizing the dangers and problems associated with the use and abuse of alcoholic beverages and controlled substances, Kappa Kappa Psi does not condone the use of alcoholic beverages or controlled substances at any Fraternity event, function, or meeting. Each chapter is encouraged to develop an alcohol and controlled substances awareness program highlighting the responsibilities and liabilities of alcohol and controlled substances possession, consumption, and distribution. The National Council shall have the authority to take disciplinary action against any district, chapter, or member found to be in violation of this policy.
2.06 Alcohol use in letters
Alcohol consumption in letters will be allowed for those brothers who are 21 or older as long as those brothers are in accordance with the appropriate behavior appendix. Brothers who are not 21 are not to consume alcohol while in letters. Any inappropriate behavior should be reported to the executive board and will be dealt with on a case by case basis. Please note that the brotherhood reserves the right to deem any other inappropriate behaviors as �unacceptable.� In order for the brotherhood to decide on �inappropriate� behavior, there must be a 2/3 vote instead of a majority.
2.10 A. Conditional members attending classes located on campus must meet the following requirements: attend one (1) meeting per month at the time of their choice with fines applying if that meeting is missed. Attend two (2) service projects and one (1) fundraiser in the semester, with a five dollar fine pertaining to each requirement not met. Be present at all three (3) rituals and joint ceremony unless an excuse is accepted by the recording secretary. And work one (1) hour a month in Soupy Sales with a three dollar fine applying for each missed hour.
B. Conditional members not attending classes on campus are strongly recommended to attend rituals and participate to the best of their ability, and are responsible for paying the dues as specified in article IX.
2.15 Candidates for membership must have participated in a Mansfield University band the semester prior to and of prospective initiation, unless the Chapter Sponsor makes exception.
2.16 Candidates for membership as well as brothers must be in good academic standing with the university (2.0 QPA). However, it is highly recommended that you maintain the standards as set by your department.
2.20 Candidates for Membership must be formally initiated after the completion of their instruction in the fraternity.
2.25 The number of total membership candidates cannot exceed one-half the total active membership unless the Chapter Sponsor makes exception.
2.30 All annual dues and fees must be paid up to date to maintain active membership.

ARTICLE III � Officers

3.00 The officers of this chapter shall consist of President, Vice President (Service and Administration, and Membership � in any combination deemed necessary and sensible), Secretary (Corresponding, Recording, and Alumni � in any combination deemed necessary and sensible), Treasurer, and Historian.
3.10 All officers will serve in the capacity outlined in the National Constitution and By-Laws and the Officer�s Handbook (See APPENDIX I).
3.20 All officers must prepare and submit a semi-annual budget to be accepted at the discretion of the chapter Treasurer.

ARTICLE IV � Committees

STANDING COMMITTEES
4.00 The chapter will have the following standing committees: Executive Fundraising, Activities, Membership, Service, Soupy Sales, and Ad Hoc.
4.01 With the exception of the Executive, Membership, and Service Committees all committee chairpersons and persons will be appointed by the President.
4.02 Committees are strongly recommended to meet once prior to each chapter meeting. However, if a meeting is missed by a brother a fine of $1.00 will be applied unless an excuse is given and accepted by the recording secretary.
4.03 A report will be given by the chairperson of each committee at the next business meeting following their committee meeting.
4.10 The Executive Committee will consist of the Chapter Officers and meetings will be called at the discretion of the President, who will serve as the chairperson of the committee.
4.11 All Executive Committee meetings will be open to all members unless designated closed by the President.
4.12 Chair persons of other committees may be called upon by the President to attend certain meetings of the Executive Committee.
4.20 The Fundraising Committee shall be in charge of organizing, coordinating, and executing all chapter fundraising projects, with the exception of Soupy Sales, according to the approved budget presented by the Treasurer.
4.30 The Membership Committee shall be in charge of initiation training, recruiting new members, cultivating an interest among eligible new members, and help with Re education, bookmaking, ritual set- up.
4.31 The chairperson of the Membership Committee shall be the Vice President of Membership.
4.40 The Activities Committee shall be in charge of organizing, coordinating, and executing all chapter activities with the exemption of fundraising, service, and membership committees.
4.50 The Service Committee shall be in charge of organizing, coordinating, and executing all chapter service projects.
4.51 The chairperson of the Service Committee shall be the Vice President of Service and Administration.
4.55 The Soupy Sales Committee shall consist of two managers: one from Epsilon Iota and one from Gamma Chi � Tau Beta Sigma. The Epsilon Iota manager shall be the chapter Treasurer (for details see ARTICLE XII AND APPENDIX II).
4.60 Ad-Hoc Committee will be formed at the discretion of the President to carry out functions prescribed by the President.
4.65 Any other extra Committees may be started at the discretion of the President.
4.70 The President will serve as an ex-officio member of all standing and ad-hoc committees.

ARTICLE V � Meetings

5.00 The chapter shall meet every weeks beginning with the first week of classes, unless otherwise indicated by the President or Sponsor.
5.10 The meeting day and time will be decided upon by the President at the previous meeting or the minimum of four day notice.
5.20 Special chapter meeting may be called at other times at the discretion of the President and/or Sponsor.
5.30 There will be a $5.00 fine levied for the absence of any member from a chapter meeting without a valid excuse.
5.31 Excuses for absences must be submitted twenty-four (24) hours in advance in writing and are subject to the discretion of the Recording Secretary, barring extenuating circumstances which will be dealt with on a case by case basis.
5.32 After missing 2 unexcused chapter meetings in a semester, the brother in question will be given a written warning against further unexcused absences.
5.33 After a third unexcused chapter meeting absence in a semester, the brother in question will appear before the Executive Committee to discuss that brother�s continued involvement with the chapter.
5.34 A member may leave early as long as an excuse has been approved by the Recording Secretary.
5.35 Arrival at a meeting ten or more minutes late, without a documented reason, will result in an unexcused absence, barring any extenuating circumstances, to be dealt with on a case by case basis by the Recording Secretary.

ARTICLE VI � Quorums

6.00 The quorum of the Executive Committee shall be 3/4 of the committee members.
6.10 The quorum of the chapter shall be one half (1/2) the active voting membership, plus at least two (2) members of the Executive Committee.

ARTICLE VII � Procedures

7.00 The chapter shall function according to Robert�s Rules of Order unless otherwise stipulated by the National Constitution and By-Laws.
7.10 The order of business for all regular chapter meetings will be as follows:
a) Call to Order
b) Opening Ceremony
c) Reading of the Minutes
d) Officer/Committee Reports
e) Old Business
f) New Business
g) Business for the Good of the Brotherhood
h) Adjournment
i) Closing Ceremonies
7.20 When deemed advisable, the order of business may be changed by the President.
7.30 When the President is unable to preside, the Vice President of Service and Administration shall temporarily assume the responsibilities of the President.
7.40 When voting on all membership issues, the Vice President of Membership and the President will not vote.

ARTICLE VIII � Elections

8.00 Nominations shall be made from the floor at the third (3rd) to last regular chapter meeting of the academic year.
8.10 The officers of the chapter will be elected at the second (2nd) to last regular chapter meeting of the academic year.
8.11 The procedure for elections will be as follows:
1. The candidates will present their platforms one at a time
2. The brotherhood will ask the candidates to leave
3. After hearing all of the platforms, the brotherhood will engage in the discussion phase of the vote, during which time the candidates will not be present.
4. The brotherhood will vote by secret ballot
8.30 The officers elect shall take office upon installation, which should occur by the last regular chapter meeting of the academic year.
8.31 The time between election and installation shall be used to acquaint new officers with their duties. The exiting officer shall meet with the entering officer at least once.
8.40 Should there a vacancy occur in the office of chapter President, the chapter Vice President shall become President. In this event, the Executive Committee shall appoint a chapter Vice President of Service and Administration. Should a vacancy occur in any other chapter office, the Executive Committee shall appoint a replacement.
8.5 Should the President be running for office, the Vice President of Service and Administration shall act as President on their behalf, therefore acting as a non-voting member, except in case of a tie; he/she shall cast the deciding vote.
8.6 If there is a tie, there shall be a re-vote. If a second tie occurs then the President will cast the deciding vote.

Article IX � Dues

9.00 Dues for the chapter shall be $20.00 annually, plus such dues as those levied by the National Office. Members who will be attending classes on campus only one semester may pay a $10.00 fee for one semester in addition to the National Dues.
9.10 Conditional brothers not attending class on campus are only required to pay � of the national dues. The remainder of the dues will be paid for by the chapter.
9.11 Dues must be paid by the due date set by the Treasurer each year.
9.12 An acceptable payment plan may be worked out between a brother and the Treasurer for payment of dues.
9.13 If a brother�s financial obligations are not met by the due date set by the Treasurer, the brother will be considered inactive.

ARTICLE X � Voting

10.00 All voting matters require a quorum in attendance.
10.10 All voting matters require a two-thirds (2/3) majority vote, excluding the election of officers, of the quorum in attendance.
10.20 The President is a non-voting member, except in the case of a tie, at which time he/she casts the deciding vote.
10.30 The election of officers and voting on sensitive issues (must be called for in the meeting by a brother) shall be by secret ballot so as not to offset the quorum in attendance.
10.40 All voting members will follow the Parliamentary Procedure.
10.50 When voting on bids there will be no abstentions.

ARTICLE XI � Membership Education

11.00 The Vice President of Membership shall be in charge of all initiate instruction matters and shall serve in the capacity of teacher and moderator.
11.10 Instruction shall follow the National Membership Education Program with other items being added at the discretion of the chapter.
11.20 Practices not outlined in the National Membership Education Program or the Chapter Constitution is at the discretion of the Vice President of Membership and Membership Committee.
11.30 The Vice President of Membership will also be in charge of Re-Education.
11.40 University Policy
INITIATION PRACTICES POLICY
ALL organizations that require an initiation process must abide by the following rules and regulations when developing a program by which persons become members of the organization. The university believes that an effective organization is nurtured in an atmosphere of social and moral responsibility, respect for duly constituted authority, and loyalty to the principles of higher education. While social behavior cannot be legislated, an organization without morally sound precepts and practices is not a constructive influence on university students. An organization has a solemn obligation in the development of its pledges and members, and this responsibility extends alike to the institutions where it is represented, to parents and others who make possible the education of pledges for good citizenship and to the university of which it is a part. Despite the fact that much progress has been made, one of the most damaging instruments to any organization is the employment of a program of education that includes hazing. This unproductive, ridiculous and hazardous �tradition� has to rightful place in any university. The university defines hazing as any intentional action taken, or situation created, on or off university premises, to produce mental or physical discomfort, embarrassment, harassment or ridicule.
INITIATION RULES AND REGULATIONS
1. All activities shall be non-alcoholic for new, current, and alumni members.
2. No person shall engage in an activity that involves compelling a person to remain at a certain place or transporting someone without his or her knowledge or consent.
3. Chairing, �poling,� �pledge walks,� or other similar �traditional� activities, involving any person (new, associate member, members, affiliate, guest), are not permitted at any time.
4. No membership-related activity shall be required of any person (new, associate, member, affiliate, and guest).
5. In cases where membership-related activities are carried out in a campus residence hall, the ADRL of that particular building must approve the activity prior to the event.
6. Each organization must submit a new member program to the university upon request.
7. Any willful destruction, or removal, of public or private property is prohibited.
8. Membership-related activities should be kept within properly reserved space, and generally should not be conducted in �public.�
9. All new/associate member activities must end two weeks prior to the final exam period.
10. Actions and activities which are explicitly prohibited include but are not limited to the following:
11. Activities interfering with scholastic activities or participation in other university events;
12. Total nudity at any time or dress which is inconsistent with weather conditions;
13. Dropping food into mouths or forced consumption of any good, alcohol, or drug or other substance;
14. Paddle swats, beating, whipping, branding or any brutality of a physical nature.
15. Waking individuals during the night, therefore, depriving the individual of sleep and causing less than eight continuous hours of sleep any given night;
16. Creating excessive fatigue, require calisthenics, physical or psychological shocks, quests, treasure hunts or scavenger hunts;
17. Kidnapping individuals or read trips;
18. Assigning pranks such as stealing, panty raids or harassment of other organization;
19. Intentionally �messing up� an area for associates/pledges to clean;
20. Calling new/associate members names or yelling/screaming at them;
21. Requiring members to publicly wear apparel which is conspicuous and not normally in good taste;
22. Engaging in public stunts and buffoonery;
23. Forcing exclusion from social contact;
24. Forcing conduct that could adversely affect the mental health or dignity of the individual.
25. For purposes of definition, any activity described in this policy upon which the initiation of admission into, affiliation with or continued membership is an organization is directly or indirectly conditioned shall be presumed to be �forced� activity, the willingness of an individual to participate in such activity notwithstanding.
IMPLEMENTATION
Each organization is responsible for informing members (new, associate members, affiliates, guests) of the above policy. Individuals and/or organizations will be held responsible for group activity in the event that these policies are violated. Violations will be handled by the University Hearing Board and/or court action. In addition to the preceding university regulations, current Commonwealth of Pennsylvania law specifically states that �Any person who causes or participates in hazing commits a misdemeanor of the third degree.� Any penalties imposed under state law will be in addition to those imposed under institutional rule violations. Infractions in these areas shall be considered violations of university policies.

ARTICLE XII � Joint Chapter Operation

12.00 Epsilon Iota and Gamma Chi, Tau Beta Sigma, shall have the following similar standing committees:
a. Service
b. Membership
c. Activities/Recreation
d. Soupy Sales
12.10 The committee chairpersons of the similar committees set forth in article XII 12.00 shall work together to coordinate, organize and execute joint events and functions that are assigned to them by the Presidents.
12.15 The Soupy Sales Committee shall consist of only the two Business Managers, unless decided otherwise by the joint chapter membership (See APPENDIX II: II-B).
12.20 Ad-Hoc joint committees may be created at the discretion of the Presidents, after joint chapter discussion, to work on a specific event or function.
12.30 The Presidents and/or the Sponsors may call a full joint chapter meeting if necessary. An appointed secretary will take minutes at any such meeting.
12.31 If a motion is made by a brother, it will be seconded by a sister and vice versa.

ARTICLE XIII � Awards

13.00 There shall be one chapter award presented at the end of the academic year: The Brother of the Year Award.
13.10 The Brother of the Year Award shall be voted on by all eligible brothers and the sponsor.
13.15 The award shall acknowledge an active, conditional, alumni, or life brother who has fulfilled his/her role as a member of the chapter and has gone out of the way to live up to the ideals of the Ritual of the Third Degree and the Oath of the Joint Ceremony of Epsilon Iota, Kappa Kappa Psi-Gamma Chi, Tau Beta Sigma.
13.20 Brothers who are initiated in the spring semester shall not be eligible for the award.
13.30 The Bertrum Francis Award will be given at a Spring Semester Band Concert. It will acknowledge an outstanding contributor to the Band program at Mansfield University.
13.31 The Bertrum Francis Award will be voted on by Secret Ballot.
13.32 The brotherhood reserves the right to not give out The Bertrum Francis Award if there isn�t an acceptable candidate for that semester.

ARTICLE XIV � Amendments

14.00 These by-laws may be amended by a two thirds (2/3) majority vote of the quorum in attendance at any regular chapter meeting.
14.10 All proposed amendments must be submitted in writing to the Recording Secretary upon proposal.

ARTICLE XV- Fines

15.01- A $5.00 fine will be implemented for an unexcused absence at a meeting.
15.02- A $10.00 fine will be implemented for an unexcused absence at a ritual.
15.03- A $1.00 fine will be implemented for an unexcused absence at a committee meeting.
15.04- A $3.00 fine will be implemented for an unexcused absence at a service project, band concert, or brother recital, unless otherwise stipulated by the brother.
15.05- For procedures of fining for missing soupy sales, see Appendix II article 4.
15.10- Valid excuses may consist of, but are not limited to: family emergency, professional obligations (this includes school work), and illness. The final acceptance of excuses is at the discretion of the chapter by a two-thirds vote.
15.20- Any brother that has not paid his or her fines by the last day of classes will be considered inactive.
15.21- All fines will be issued and collected by the Recording Secretary.

APPENDIX I: OFFICER DUTIES AND RESPONSIBILITIES (Adapted from KK-TBS Chapter Operations Handbook)

PRESIDENT
1. Preside at chapter meetings
2. Official chapter delegate at District and National functions whenever necessary. If the President can not attend, then a delegate will be voted upon by the brotherhood.
3. Send National reports to National Office by the deadline.
4. Appoint all committee chairs and members, with the exception of the membership and service committees.
5. Serve as a member of ex-officio of each committee. 6. Chair the Executive Committee.
7. Develop agendas for all meetings.
8. Sign all forms for membership dues and initiate registration and any other forms that come up.
9. Enforce fraternity policy and school policy, especially the policies concerning controlled substances and hazing.
10. Have a working knowledge of parliamentary procedure.
11. Communicate frequently with the sponsor.
12. Communicate as needed with the Tau Beta Sigma President.
13. Co-preside over joint meetings.
14. Have working knowledge of National, District, and Chapter constitutions.
15. Make sure officers are fulfilling their duties.
16. Communicate with the District President as needed.
17. Make chapter aware of necessary correspondence.
18. Along with the chapter sponsor, the chapter officers and members set annual and long range goals for the chapter and follow up on these goals� progress.
19. Prepare and submit new officer�s list to both the National office and the Mansfield University Office of Student Affairs.

VICE PRESIDENT OF SERVICE AND ADMINISTRATION:
1. Chair service committee.
2. Preside at chapter meetings in the absence of the president.
3. Have a copy of the National and Chapter Constitution and Robert's rules of order at all chapter and joint meetings.
4. Advise the Chapter President as needed.
5. Make sure meetings are run in compliance with the National and Chapter Constitutions and Robert's Rules of Order.
6. Responsible for forming committees to revise the chapter constitution in compliance with article 1.10.

VICE PRESIDENT OF MEMBERSHIP
1. Prepare and present membership education program calendars.
2. Plan and run all information/rush/recruitment events.
3. Chair Membership Committee and delegate responsibilities among the members of the committees.
4. Attend and supervise all membership education meetings and activities.
5. In charge of Ritual presentation.
6. Utilize the approved National Membership Education program
7. Update and inform the brothers of trainee progress.
8. Coordinate all joint initiation events with the Tau Beta Sigma Vice President
9. Keep an accurate list of those eligible for little brothers and little sisters.
10. Check with the sponsor about pre-pledging requirements.
12. Sign and distribute bids for prospective membership.
13. Assemble chapter education handbook for each trainee.
14. Understand fully the hazing policies of Kappa Kappa Psi, the University and the State.
15. Be in charge of Post Initiate Education.
16. Shall not vote on membership issues, for example, discussing prospective members and voting on bids.

TREASURER
1. Control receipts and disbursements of all monies of the chapter.
2. Responsible for keeping records of all chapter finances.
3. Provide a financial report at each chapter meeting.
4. Sign appropriate forms for membership dues, initiate registration, and chapter fee.
5. Prepare a budget [based on the officer submitted and approved budgets within two weeks.
6. Sit on the Fundraising committee.
7. Prepare all C.C.S.I. forms with the proper signatures when depositing and/or withdrawing money from the chapter account.
8. Set a date for the payment of active dues and work out reasonable payment plans if necessary.
9. Present any financial problems or suggestions to the chapter when necessary. 10. Prepare supply orders.
11. Serve as Epsilon Iota manager of Soupy Sales.

RECORDING SECRETARY
1. Record minutes of all chapter meetings.
2. Type the minutes from the previous meeting and present them at the next chapter meeting or by email within 48 hours for approval and submission to the chapter files.
3. Take attendance at all chapter/joint events.
4. Accept and judge all excuses from brothers for non-attendance.
5. Compile and distribute a chapter directory in August, January, and May.
6. Maintain a permanent record of all members with updated information.
7. Be accessible to a word processing program.
8. Maintain and update chapter email.

CORRESPONDING SECRETARY
1. Communicate with other district chapters-a minimum of one newsletter per semester.
2. Submit articles to Northeast Notes by the deadline.
3. Submit articles to the Podium by the deadline.
4. Maintain and update the national email account.

ALUMNI RELATIONS OFFICER
1. Compile and update the chapter alumni directory.
2. Submit necessary reports and information to the District Alumni Chair.
3. Create and distribute the Epsilon Iota Alumni Newsletter to all alumni of Epsilon Iota, honorary brothers still present at Mansfield University, and all active brothers of Epsilon Iota (if deemed necessary) once every semester.
4. Make graduating members aware of Life Membership.

HISTORIAN
1. Maintain chapter scrapbook
a. Access to a good camera.
b. Presence at chapter events.
c. Good taste in appropriate photographs
d. Save copies of appropriate programs, posters, etc.
e. Creativity.
2. Maintain and update a written chapter history.
3. Maintain and update a written Mansfield band history.
4. Maintain and update the chapter website.
5. Be in charge of brother of the week and sister of the month.
6. Maintain and update the board in the band room.

APPENDIX II-OPERATING PROCEDURES FOR SOUPY SALES
I. Joint Operation
Gamma Chi-Tau Beta Sigma and Epsilon Iota-Kappa Kappa Psi will operate soupy Sales jointly. All profits and/or losses will be divided equally between the two organizations.
II. Soupy Sales Committee
A. The Soupy Sales committee will consist of two business managers, one from each organization.
1. Additional committee members may be added to the committee if deemed necessary by the joint chapter membership.
B. Business Manager�s Responsibilities
1. One business manager�s main responsibility will be record keeping and fines. The other business manager�s main responsibility will be purchasing and stocking Soupy Sales.
2. Both business manager�s will be responsible for handling the C.C.S.I. account, setting the opening date of business each semester, making sure the cash box has change, and determining the selling price for items.
3. Every brother and sister will be responsible for seeing that the room is kept neat and clean.
III. Work Requirements
A. Every active brother and sister is required to work one hour each week that Soupy Sales is open for business during the semester.
1. Each person should work an hour by himself or herself. You may double up with permission from the business managers.
C. Any brother is sister who does not fulfill this obligation will be assessed a fine (See Section IV)
D. If you feel that academics/course load prevents you from working Soupy Sales at a set time and day, you may request an excuse from your obligation. Both business managers and both chapter Presidents must approve this excuse. You then work once a week at any time that fits your schedule best.
E. If your schedule prevents you from working Soupy Sales for the whole semester, the above procedure applies here as well. You would then work whenever you could.
2. Only a brother or sister must be in Soupy when it�s open
IV. Fines
A. If a brother/sister misses working Soupy Sales during a week without advance notification to the business manager in charge of fines, he/she will be fined in the following manner:
1st miss- verbal warning
Every miss after that is a $3.0 fine. The fine will not increase unless you miss another hour. It will then increase to the average the brotherhood made that week.
B. You may work additional hours or helping purchasing supplies to lower your fine only with the approval of the business manager in charge of fines.
C. All fines must be paid by the last day of exams of each semester.
V. Supplies
A. The following items will be considered standard stock for Soupy Sales: candy bars, soda, juice, penny candy, chips and pretzels, pop-tarts, napkins, cups, coffee, tea, hot chocolate, creamer and sugar.
B. Other items may be incorporated as specials at the discretion of the business managers.
C. Supplies may be purchased anywhere the business managers deem convenient and economical.
VI. Book Keeping
A. Cash box
1. One ledger book will be kept with the cash box at all times.
2. The amount of money in the cash box should never exceed $150.00. When it reaches $125.00, inform a treasurer
3. Work period
a. When a brother/sister works Soupy Sales, he/she shall record is as �Work Period� in the ledger.
b. The only other column that will be written in during a work period will be the column labeled �TRANSACTION.� At the end of the work period, the worker will total up his/her sales and place this figure in the �TRANSACTION� column in the row with their name. NO BROTHER OR SISTER MAY WRITE IN ANY OTHER COLUMN UNLESS INSTRUCTED BY THE BUSINESS MANAGER TO DO SO!
c. At the beginning of the day, one of the business managers will count the money in the box and place the figure in the column labeled �BALANCE.� Likewise, after the last work period of the day, one of the business managers will again count the money in the box and total the figures in the �TRANSACTION� column. The figure for the amount of money actually in the box will be placed in the column labeled �BALANCE.� In the �TYPE OF TRANSACTION� column, the balance reading will be labeled as opening and losing respectively.
d. All brothers and sisters must pay, no IOU�s
4. Other Transactions
a. Only the business managers may subtract money from the cash box. The reason for the subtraction must be placed in the ledger. At no time can a brother or sister change previous amounts in the ledger. If there is a discrepancy, put a question mark next to the number in question.
b. Additions and subtractions made by the business managers shall be recorded as �DEPOSIT AND ADJUSTMENT� or �WITHDRAWAL ADJUSTMENT.�
B. C.C.S.I. Account
1. One ledger book will be kept for the purpose of keeping record of the balance in the C.C.S.I. joint account.
2. Business managers only are permitted to record transactions in this ledger as well as withdraw money from the account.
C. Receipts
1. All receipts shall be kept for five years, with the current year�s receipts kept in a folder in Soupy Sales.
VII. Expenditures
A. Business Mangers may use money from the cash box for replenishing supplies.
B. Money for inexpensive joint purchases may be taken out of the cash box with the permission of the business managers and both chapter Presidents.
C. Money can only be withdrawn from the C.C.S.I. account by a favorable vote (2/3) of the full joint membership.
VIII. Profits and Losses
A. At the beginning of the school year, the profits from Soupy Sales from the previous year may be split equally between Gamma Chi and Epsilon Iota.
1. $200.00 must be left in the cash box and $50.00 must be divided unless it is necessary for the financial stability of the individual organizations.
IX. Miscellaneous
A. Keys
1. One key will remain in the cash box at all times and may not be removed under any circumstances.
2. Each business manager will have a key.
3. No brother/sister may have a key for personal use.
B. Brothers and sisters are encouraged to work more than one hour a week. However, working three (3) hours one week does not excuse you from work obligation during the following two (2) weeks.
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