THE CONSTITUTION OF THE NORTHEAST DISTRICT OF
KAPPA KAPPA PSI
Adopted March 17, 2007
Clarion University
Edward Savoy, President
THE CONSTITUTION OF THE NORTHEAST DISTRICT OF
KAPPA KAPPA PSI
Adopted March 17, 2007
Clarion University
PREAMBLE
Be it known that Kappa Kappa Psi, National Honorary
Fraternity for College Bandmembers, is an organization operating exclusively in
the field of the college and university bands, and for the following several
purposes:
1.
To
promote the existence and welfare of the college and university bands and to
cultivate at large a wholesome respect for their activities and achievements.
2.
To
honor outstanding band members 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 through
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 through 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 are located.
1. General
1.01 This document establishes and prescribes
the authorized regulations pertaining to the functions and the operations of
the Northeast District of Kappa Kappa Psi.
1.02
The
Northeast District of Kappa Kappa Psi recognizes the Northeast District of Tau
Beta Sigma as an equal affiliated organization with a parallel purpose,
function, and role in the college and university band setting.
1.03 The
governing body of the Northeast District of Kappa Kappa Psi shall be composed
of all the District Chapters
meeting in an annual Convention.
1.04 The
administrative body of the District shall be the Northeast District Council,
composed of the District Officers,
with the District Governor(s) serving as ex-officio members.
1.05
The
District Governor(s) shall have the power, on business transacted by the
District Council, to order a stay of execution until the proposed action can be
reviewed by the National Council.
1.06 The
date determining timeliness of all District submissions shall be the postmarked
date.
1.07 All
references to “documents in writing” require hard-copy submission.
2. Name
2.01 The
name of this organization shall be the Northeast District of Kappa Kappa Psi.
3. Constitution
3.01 This Constitution was officially adopted
at the annual Convention of the Northeast District. After adoption, it becomes effective subject to approval by the
National Council of Kappa Kappa Psi.
3.02 Any and all previous constitutions of
the Northeast District, together with any and all amendments thereto, shall
become void and are superseded by this Constitution.
3.03 The Northeast District Constitution
shall be stored and maintained on a computer in a format compatible with the
National Headquarters.
3.04 Archival versions of the Northeast
District Constitution shall be provided to the National Headquarters and
entrusted to the District Secretary/Treasurer.
3.05 The effect of this Constitution upon any
individual Chapter may be altered to conform with the college- or
university-wide regulations to which that Chapter is subject. (See Section
1.119 in the National Constitution of Kappa Kappa Psi.)
3.06 This Constitution is superseded by the
National Constitution of Kappa Kappa Psi unless otherwise stated and approved
by the National Council.
4. Constitutional
Amendments
4.01 Proposed amendments to this Constitution
shall be presented in writing at the regularly called District Convention, and
shall be referred at once to the Committee on Jurisdiction, which shall report
thereon at the same Convention. If seventy-five (75) percent of the votes cast
by voting delegates are favorable, the proposed amendment shall be declared
adopted, and it shall become effective subject to approval by the National
Council.
4.02 Under extreme circumstances between
regularly called Conventions and upon recommendation of the District President,
with approval of the District Council, a proposed amendment to this
Constitution may be submitted in writing to the Chapters of the District for
ratification. If a favorable vote from seventy-five (75) percent of all the
Chapters in good standing is received, the proposed amendment shall be declared
adopted, and it shall become effective subject to approval by the National
Council.
5. Title IX
Clarification
5.01 All
references to gender apply to both sexes.
6. Conduct
6.01 The Northeast District strictly forbids
members and Chapters from using banquet fees, Chapter fees, registration fees,
or any similarly labeled monies for purchasing alcoholic beverages at District
functions.
6.02 Any District Council member possessing
knowledge of an alleged violation of any section of the National Constitution,
District Constitution, or an alleged violation of policy as formally
communicated by the National Council or District Council, shall detail
immediately, in writing, any and all information on such incidents to the
National President, National Executive Director, and Northeast District
Governor(s).
7. Officers
7.01 The District shall be under the
jurisdiction of the District Governor(s), appointed by the National Council. In
addition, the District shall have a District President, District Vice President
of Colonization and Membership, District Secretary/Treasurer, District
Member-at-Large, and District Alumni Liaison.
7.02
The
District President’s duties shall be:
a.
Presiding
over all meetings of the District.
b.
Serving
as a seated and voting member of the National Chapter of Kappa Kappa Psi at the
National Convention.
c.
Serving
as a member ex-officio of all District Committees.
d.
Rendering
all possible service to the District Governor(s).
e.
Acting
in the absence of the District Governor(s) as the official representative of
the District whenever such representation shall be required.
f.
Distributing
the materials listed in Part I, Sections 8.02 and 8.03 of this Constitution to
the appropriate District Council members by December31
g.
Having
the option of appointing a non-biased member to act as Parliamentarian at the
District Convention.
h.
Providing
a form to every Chapter in the District two (2) months prior to District
Convention. The form shall require the Chapters to list:
1. The name of the Chapter delegate.
2. The
name(s) of the Chapter alternate delegate(s), if any.
3.
The
three (3) most desirable committees for the Chapter’s delegate, alternate
delegate(s), and/or written proxy to be seated on, in order of preference.
4.
The
name of another Chapter to act as written proxy.
i.
Contacting,
by telephone, two (2) weeks prior to the District Convention, those Chapters
not returning the delegate form (See Part I, Section 7.02h of the Northeast
District Constitution) and urging those Chapters to designate a written proxy.
j.
Sending
a letter to every Chapter in the District two (2) weeks prior to District
Convention listing:
1. The Chapter(s) to be
represented by proxy.
2. The Committees the
Chapter’s delegate, alternate delegate(s), or written proxy shall chair, if
any.
k.
Appointing
a Webmaster to maintain the Northeast District Website by May 15 for the
following year.
l.
To
ensure that on a monthly basis that all content on the District website is
appropriate and up to date.
7.03 The District Vice President for
Colonization and Membership’s duties shall be:
a.
Acting
as the presiding officer of the District in the absence of the District
President.
b.
Acting
as an advisor to new and rebuilding Chapters in the District.
c.
Serving
as a member ex-officio of the Committee on Expansion.
d.
Delivering
a colonization report annually to the Expansion Committee at District
Convention. This report will consist of detailed efforts including all forms of
correspondence with National Headquarters as well as the prospective colonies.
e.
Arranging,
organizing and promoting the Northeast District Day with Tau Beta Sigma.
f.
Presenting
to the Joint General Assembly a report on two or more possible locations for
District Day, along with a tentative date and cost.
g.
Informing
all colonies in the Northeast District of the District Convention site,
accommodations, and pertinent information.
h.
The
Vice President for Colonization and Membership will use the list of potential
colonies and match those schools with the local active Chapters; advise local
active Chapters of contact information and encourage contact and recruitment.
i.
Contacting
each Northeast District colony, Advising Chapter, and Advising Person(s) at
least once a month throughout the colonization process.
j.
Overseeing
and coordinating all aspects of the Regalia Registry and related programs.
7.04 The District Secretary/Treasurer’s
duties shall be:
a.
Recording,
publishing and distributing the minutes for all meetings of the District to all
Chapters in the District, and to all members of the District and National
Councils.
1. The minutes
shall be annotated to indicate any missing items such as District Officer reports,
resolutions, committee majority or minority reports, Chapter reports,
amendments, bylaws, motions, seconds, or vote totals excluding the vote’s
totals in the election of officers.
2. The minutes shall be paginated for easy
reference. The minutes of the proceedings shall include page references to
items being discussed, i.e. reports, etc.
3. Reports distributed to delegates in final
format by the close of separate sessions should be included in the mailing of
the District minutes.
b.
Controlling
the receipts and disbursements of all monies in the District in accordance with
Section 5.4 of the National Constitution (Finances).
c.
Serving
as a member ex-officio of the Committee on Finance.
d.
Submitting
a rough draft of the revised Constitution to the newly elected District
President, former chairperson of, and advisor to the Committee on Jurisdiction
within thirty days of the close of District Convention.
1. The above named persons shall have fourteen
(14) days to review the rough draft for accuracy and return it to the District
Secretary/Treasurer. In the event that contact with none of the above named
persons can be established, or if no corrected copies are returned, the
District Secretary/Treasurer shall publish the Constitution as revised in the
rough draft.
2. The District Secretary/Treasurer shall
distribute the revised District Constitution to the Chapters no later than
forty-five (45) days after the close of District Convention.
e.
Maintaining
an updated version of the Northeast District Constitution in the computer
format described in Part I, Section 3.03 of this Constitution.
f.
Correcting
any typographical errors in the District Constitution.
g.
Preparing
a list of possible modifications to the Northeast District Constitution based
on changes made to the National Constitution at the preceding National
Convention. This list shall be presented to the District President prior to the
District Convention.
h.
Preparing
a budget for both the current operating year and the upcoming year.
i.
Storing
prior versions of the Northeast District Constitution, beginning with the 1991
version, in the computer format described in Part I, Section 3.03 of this
Constitution, to preserve a historical record of the District.
j.
Contacting
the National Office to determine which Chapters, if any, have not paid their
membership dues and Chapter fees by September 25, advising those Chapters of
their responsibility, and offering assistance and guidance in fulfilling these
responsibilities.
k.
Compiling
a list of worthwhile fundraising projects, obtained from the Chapter
fundraising lists submitted in the Chapter Evaluation Report and distributing
said list to all delegates at the District Convention.
7.05 The District Member-at-Large’s duties
shall be:
a.
Encouraging
intra-district communication, including correspondence and visitations.
b.
Administering
all details of the District award system as outlined in Part I, Section 17 of
this Constitution unless otherwise noted.
c.
Compiling
a list of worthwhile service projects obtained from the Fall Activity Reports, and
at each of the three (3) Precinct Meetings, and distributing said list to all
delegates at the District Convention.
d.
Compiling
and distributing a mailing address, e-mail address, and telephone number list
of all Chapter and colony presidents throughout the District, at two (2) times
during the term of office:
1. Prior to June 1, in order that there may be
a list of summer contacts for all Chapters in the District
2. Prior to October 15, in order that there
will be a contact list for the school year. Additionally, the Member-at-Large
will acquire the names and telephone numbers of all Chapter officers for distribution
among the District Officers.
e.
Sending
out the Northeast District Chapter Evaluation Report, Northeast District
Personal Academic Achievement Award Application, and the Northeast District
Chapter Academic Achievement Award Application to every Chapter by October 31.
f.
Serving
as an ex-officio member of the Committee on Awards, provided that the home
Chapter of the District Member-at-Large is not eligible for an award.
g.
Sending
the Music Education Awareness Award Application to each Chapter by February 1.
7.06 The District Alumni Liaison’s duties
shall be:
a.
Working
with local alumni associations to keep these organizations informed of
Northeast District events, providing them a list of students who are nearing
alumni status, and distributing to those Brothers information regarding life
membership and the alumni associations available to them.
b.
Working
with the Northeast District Alumni Association representative and Northeast
District Alumni Association to encourage Life Membership and participation in
the National Alumni Association.
c.
Serving
as member ex-officio of the Committee on Alumni and Historical Affairs.
d.
Acting
as an advisor to the Alumni Officer from each Chapter.
e.
Compile
and submit a list of alumni-related announcements, stories, and updates for
publication at least once a term.
f.
Assist
the NEDAA with promoting its programs.
g.
Compile
an ongoing written history of the Northeast District.
7.07 Potential
candidates for district office are required to submit by opening gavel of first
separate session: five (5) packets of: Resume, cover letter, list of goals and
plans to meet them, recommendation letter from sponsor and/or Director of
Bands, recommendation letter from his/her Chapter, and one copy of his/her
official transcripts to the District Secretary/Treasurer. The transcript must
reflect a cumulative GPA of at least 2.5 on the 4.0 scale and/or a C+ on the
letter grade scale as well as current enrollment in a declared or undeclared
full-time degree program. The District Secretary/Treasurer shall then
distribute these materials to the chair of the Nominations committee.
a. Potential candidates for District Office
who are unable to meet this deadline may petition the District
Governor(s) for exemption.
7.08
The
District Officers shall be elected by secret ballot from the candidates deemed
qualified by the Committee on Nominations.
7.09
A
Brother may not be elected to more than one (1) Office at any one (1) District
Convention, and shall serve no more than four (4) total terms on District
Council.
7.10
During
their entire term of office, each District Officer:
a.
Shall
be responsible for maintaining a cumulative GPA of at least 2.5 on the 4.0
scale and/or a C+ on the letter grade scale.
b.
An
Active or Associate member of a Chapter in good standing of the Fraternity.
c.
Enrolled
in a college or university full-time, undergraduate or graduate degree program
within the boundaries of the District.
7.11 The District Officers shall be charged
with providing the following to the District Governor(s):
a.
Provide
to the District Governor proof of class registration two (2) weeks after their
add/drop period ends and two (2) weeks after the beginning of each subsequent
grading period.
b.
Provide
to the District Governor proof of a cumulative GPA of at least 2.5 on a 4.0
scale and or a C+ within two (2) weeks after receiving his/her grades for each
respective grading period.
c.
If
after election, a District Officer is unable to maintain full-time status, the
District Officer may remain in office upon approval of both of the District
Governor(s) and a majority of the remaining Council.
7.12 If, by request in writing of
seventy-five (75) percent of the Chapters of the District in good standing, an
officer is determined to be unfit for said office, this District Officer shall
be immediately relieved of his duties.
7.13 Each District Officer shall communicate
with the Chapters and colonies of the District at least once every two (2) months.
7.14 If by simple majority vote of the
District Council it is deemed that an Officer is not fulfilling the duties of
his office the District Council shall:
a.
Contact
the District Governor(s) for consultation.
b.
Notify
said Officer both verbally and in writing.
c.
Notify
all Chapters and colonies, citing specific problems.
d.
Meet
two (2) weeks after initial notification to vote on removal. A seventy-five
percent (75) vote shall be needed for removal. If a favorable vote of
seventy-five (75) percent of the Chapters of the District in good standing is
obtained, the District Officer shall be immediately relieved of his duties.
7.15 Should any District Office, other than
that of President, become vacant for any reason, the District President shall
appoint a replacement officer.
7.16 A vacancy in the office of District
President shall be filled by the District Vice President for Colonization and
Membership.
7.17 The District Council shall be required to hold a council
meeting at least once during the academic year prior
to February 1.
8. Chapters
8.01 Only a Chapter that has paid off all of
its District and National Dues and is not under suspension, or charter
revocation as described in the National Constitution shall be considered a
Chapter in good standing.
8.02 A copy of the Fall Packet must be sent to the District
President and the District Governor(s) no later than December 1st. The Fall Packet shall consist of:
a. The
Northeast District Chapter Evaluation Report
b. A
copy of the Chapter Membership Education Program included but not limited to:
1. A description of any Chapter recruitment activities
2. A description of any membership education activities
3. Any packets or materials distributed to a membership class
4. Any quizzes or exams given to the class.
c. Alumni
Directory containing an updated list of alumni names and contact information.
d. List of Active, Conditional, and Associate
Brothers in their last term of college or university affiliation in the
Northeast District, and their contact information.
e. A
list of Chapter fundraisers.
f. A complete copy of the Fall Activity
Report including all attached pages and Sponsor’s signature.
8.03 Every Chapter must send a copy of the Chapter Summary Report
to the District Governor(s) and District President by June 1.
8.04 Every Chapter must send a delegate fee of ten (10) dollars
and a ten (10) dollar fee in support of music education to the District
Secretary/Treasurer no later than February 15th. Failure to send payment by this date will
result in a late fee of fifteen (15) dollars.
A Chapter will not be permitted to seat a delegate or proxy until all
fees have been paid. The District Council,
with approval of the Governor(s), reserves the right to waive the delegate fee
if deemed appropriate for that year.
9. Committees
9.01 The Committees of the District shall be
the following: Alumni and Historical Affairs, Awards, Expansion, Finance,
Jurisdiction, Membership Education, and Nominations which shall meet separately;
Convention Site and Publications shall meet jointly with Tau Beta Sigma.
9.02 Additional Committees may be appointed
by the District President as needed.
9.03 The Committee on Alumni and Historical Affairs
shall be charged with:
a.
Reviewing
the activities of the nationally recognized alumni organizations.
b.
Examining,
recommending, and submitting to the District Convention all policy regarding
expansion of Life and Alumni Association membership.
c.
Promoting
measures to improve relations between undergraduate Chapters and their alumni.
d.
Working
with the Northeast District Alumni Association representative to provide all
Active, Conditional, and Associate Brothers in their last term of college or
university affiliation in the Northeast District with information regarding
Life and other alumni association
memberships.
e.
Examining
the actions and projects of the Northeast District Alumni Liaison and making
recommendations concerning the duties of that office.
9.04 The Committee on Awards shall not include any Brothers representing a Northeast District A. Frank Martin Award finalist and shall be charged with:
a.
Hearing
presentations of the Northeast District A. Frank Martin Award finalists. These
presentations will be closed as defined in Part I, Section 18.02h of this
Constitution.
b.
Selecting
the recipient of the Northeast District A. Frank Martin Award.
c.
Examining
the awards process of the District for relevance and fairness, and making any
recommendations concerning this to the District Convention.
9.05 The Committee on Expansion shall be
charged with:
a.
Examining,
recommending, and submitting to the District Convention all policy regarding
expansion within the district.
b.
Meeting
with all current colonies and all Chapters installed since the last Convention
present at Convention to discuss their status in the colonization process.
9.06 The Committee on Finance shall be
charged with:
a.
Reviewing
the performance of the District over the preceding operating year against the
budget approved at the preceding District Convention, including the performance
of District Council members against budgeted allowance for items such as travel
and communication, and reporting this performance to the current Convention.
b.
Comparing
the current working budget with the budget approved by the previous year’s
Committee on Finance. Any variation
between these two budgets shall be examined and taken into consideration when
determining the following year’s budget.
c.
Reviewing
the budget for the next operating year as presented by the District Secretary/Treasurer,
submitting additions, deletions, and modifications as necessary, then
presenting this budget to the current Convention.
9.07 The Committee on Jurisdiction shall be
charged with:
a.
Reporting
on all proposed amendments to the District Constitution at District Convention.
b.
Reviewing
the District Constitution in its entirety for ratification at each District
Convention.
c.
Ensuring
the conformance of the District Constitution with the National Constitution of
Kappa Kappa Psi.
d.
Reviewing
and reporting on tabled constitutional issues from the immediate past National
and District Conventions and presenting them in the form of resolutions.
9.08 The Committee on Membership Education
shall be charged with:
a.
Reviewing
and expanding the list of problems and solutions by providing an open forum at
District Convention, including Membership Candidates, to discuss problems and
new ideas in the Chapters’ Membership Education Programs.
b.
Reviewing
and expanding the list of Chapter retention ideas from the previous year.
c.
Examining
the publication of a suggested Post-Initiate Education Program.
c.
Compiling
a list of ways to increase membership and campus awareness of Kappa Kappa Psi.
9.09 The Committee on Nominations shall be
charged with:
a.
Carefully
investigating the eligibility for members for election to the District Council.
b.
Holding
individual interviews with the candidates; these interviews shall be open to
all Brothers of the District who wish to attend.
c.
Evaluating
all eligible candidates and choosing those whom the Committee feels are most
qualified for each office through criteria such as, but not limited to, the
following:
1. Knowledge of the office, its constitutional
requirements, and its relationship with other offices.
2. Access to transportation for visitations,
Precinct Meetings, and the next operating year’s Convention, and, when
applicable, the upcoming Biennial National Convention.
3. Experience in the Fraternity leadership,
including local Chapter elected or appointed offices or committee chairs held,
and performance in those capacities.
4. Verbal and written communication skills and
time management skills.
5. Access to word processing, photocopying,
telephone, and mailing services.
6. Knowledge of the following: Title IX
legislation, directives of the National Council, National Headquarters, and
National Chapter on substance abuse, hazing, and discrimination policies and
penalties, Kappa Kappa Psi National and District Constitutions and
parliamentary procedure.
7. When applicable, the following: performance
in office as a District Officer, including performance against Northeast
District Constitutional charges, and performance as appointed District Convention
Committee chair or member.
8. Potential time conflicts such as the
following: academic load, including senior recitals, senior projects, and
student teaching, ensemble participation, local Chapter elected or appointed
offices, work requirements, and other extracurricular activities.
9. Proof of a cumulative GPA of at least 2.5
on the 4.0 scale and/or a C+ on the letter grade scale presented at the time of
convention.
d.
Recommending
one (1) candidate for each office from those candidates the Committee feels are
qualified.
e.
Making
recommendations as necessary for the modification of District Officer job descriptions.
9.10 The Committee on the Convention Site and
Publication shall meet jointly with Tau Beta Sigma, and shall be charged with:
a.
Receiving
and recommending guidelines for the selection of host Chapters of the next
District Convention to the current District Convention; these guidelines shall
be published in the District Publication (See Part I, Section 14.01 of the
Northeast District Constitution).
b.
Reviewing
all District Convention bids and recommending all those the Committee feels are
qualified.
c.
Recommending
one (1) Convention site from those the Committee deems qualified.
d.
Reviewing
and recommending guidelines for the production and distribution of the District
Publication to the District Convention.
e.
Reviewing
and recommending guidelines for the selection of the Chapters to publish the
District Publication.
10. Delegates and
Proxies
10.01 Each active Chapter of the Fraternity in
good standing with the District shall be represented by a delegate, alternate
delegate, or proxy. Each Chapter not in good standing with the District shall
not be represented at the District Convention.
10.02 The Active and Associate members of a
Chapter shall elect a delegate and one (1) or more alternate delegates, if
possible, at a regularly called meeting of that Chapter.
10.03 Each delegate and alternate delegate of a
Chapter shall have an official statement signed by the local president and
sponsor to the effect that they have been duly elected by their Chapter prior
to the start of District Convention.
10.04 A proxy shall be considered as anyone who
is seated in place of an official delegate. A proxy shall be an Active,
Associate, or Life member of the Fraternity and shall be a member of a Chapter
in the District. The proxy holder is responsible for relaying all pertinent
information to the Chapter for which they are seated.
10.05 Each official delegate or proxy shall have
a vote at regularly called District Convention.
10.06 Each official delegate shall serve for the
duration of the Convention to which he has been appointed.
10.07 Should official Chapter delegates appear
following the seating of the proxies and before the second separate session
recesses, the proxies shall relinquish their seats to the official Chapter
delegates.
10.08 A Chapter may submit a written proxy
designation representation by another Chapter at District Convention. The Proxy
must be submitted prior to the opening of separate session of Convention.
10.09 All delegate forms (See Part I, Section
7.02h of the Northeast District Constitution) shall act as a letter of proxy
and each proxy shall be seated accordingly.
In the event a Chapter cannot attend a District Convention, their
delegate and proxies shall be assigned, in Greek alphabetical order
sequentially year to year, to a Chapter within their Precinct. If there are no
alternates available within the Precinct, the proxy shall be seated in Greek
alphabetical order from year to year from the remainder of the District
Chapters.
10.10 Each Chapter shall have no more than three
(3) delegates, including regular delegates, written proxies and alternate
delegates seated as proxies during the course of the District Convention.
11. District
Convention
11.01 A regularly called meeting of the District
shall be held every year, the location of which to be determined by the
preceding District Convention. In the absence of a selection at that
Convention, the District Governor(s) and Counselor(s) shall determine the next
Convention site.
11.02 Any Chapter wishing to submit a bid for District
Convention shall send written letters of intent to each member of the Joint
District Council, the District Governor(s), and the District Counselor, no
later then December 1, prior to the upcoming District Convention. Any Chapter
wishing to submit a bid must also send a written letter of recommendation from
its Director of Bands to each member of the Joint District Council, the
District Governor(s), and the District Counselor.
11.03
In
conjunction with the National policy, the following criteria must be included
in bids submitted by
Chapters wishing to host District Convention.
a.
Letter
from Administration
b.
Letter
from both Chapters sponsor when applicable
c.
Letter
from Director of Bands
d.
Overview
of meeting facilities
e.
Projected
Accommodations
f.
Financial
statements from both Chapters when applicable
g.
Tentative
Convention Budget
h.
Membership
statistics from both Chapters when applicable
i.
Dining
facilities
j.
Parking
k.
Transportation
l.
Contact
Information
m.
Preferred
and alternate dates
n.
Entertainment
11.04 Official delegates from a majority of the
Chapters in good standing of the District, together with at least fifty (50)
percent of the District Officers shall constitute a quorum at the District
Convention.
11.05 Prior to the start of the District
Convention each Chapter shall have an official statement signed by the Chapter
president and sponsor listing all Chapter members and membership candidates who
will attend the Convention, and verifying that all members listed have met all
National and local obligations to be classified as Active Brothers, Conditional
Brothers, Associate Brothers, or membership candidates. This statement shall be
presented to the host Chapter as a part of the registration process. The host Chapter will then turn this
information over to the District President.
11.06 Only Active, Associate, Conditional,
Alumni, Life, and Honorary members, in addition to those persons actively
enrolled in a Membership Education Program at an established Chapter or colony,
may attend District Convention. Active members must, upon registering at each
District Convention, produce a valid National Membership Card or have their
status vouched for by the highest ranking officer of their delegation. If it is
determined by the Northeast District Council that a Chapter has Inactive
members attending a District Convention, that Chapter shall be declared to be
not in good standing, and shall therefore forfeit their eligibility for any and
all District awards for that operating year, and shall immediately give up all
delegate and alternate delegate(s) seats on the floor of the Convention. The
host Chapter for the next District Convention shall be allocated funds, the
amount of which to be determined at the preceding District Convention.
11.07 In general, the order of business at all
District Conventions shall be:
a.
Seating
of delegates.
b.
Appointment
of Committees.
c.
Reports
of the District Officers.
d.
Reports
of the alumni associations and colonies of the District.
e.
Unfinished
business.
f.
New
business.
g.
Reports
of the Committees.
h.
Installation
of Officers.
i.
Closing
ceremonies.
The general order of business
may be changed by the District Governor(s) or the District President.
11.08 The current edition of Robert’s Rules
of Order shall govern the deliberation of all component parts of the
District assembled in meeting, unless otherwise stated.
12. District
Convention Host Chapter
12.01 The date of the District Convention shall
be determined by the host Chapter, subject to the approval of a majority of the
District’s Chapters. The host Chapter must notify the Chapters of the District,
each member of the Joint District Council, the District Governor(s), the
District Counselor, and the National Headquarters of the date of the District
Convention within sixty (60) days of notification of being chosen host.
12.02 A Chapter hosting a District Convention
shall provide for the registration of all members attending the meeting. At
minimum the registration process shall record the person’s name, active Chapter
or colony affiliation, and membership status as one of the following: Active,
Associate, Conditional, Alumni, Life, Honorary, or individual enrolled in a
Membership Education Program at an established Chapter or colony.
12.03 A District Convention host Chapter may
charge only reasonable registration fees for expenses directly related to
Convention business, including the following: publishing, photocopying, and
mailing of pre-registration information, publishing and photocopying for
registration packet contests, registration packet folders, pencils/pens, etc.,
meeting room rental and maintenance, photocopying of required Committee reports,
Constitutions, other documentation as requested by District Council members or
Committee chairs during the course of the Convention, and food or beverages
provided for breakfast, lunch, or dinner including the District Convention
banquet.
12.04 The District Convention host will be responsible for providing
copies of the minutes and constitution to the general
assembly.
12.05 District Convention attendees shall not
be obligated to pay to the host Chapter additional monies above and beyond
those described above as registration fees and banquet fees, or those described
in this Constitution as delegate fees.
12.06 The host Chapter will provide a finalized list of registered
convention attendees with Chapter designation and
status in order of Chapter designation to the President and
Secretary/Treasurer. These must be
post- marked within two weeks
of District Convention for that year.
12.07 Each host
Chapter shall compile a chronological operations manual of information, which details their activities during the
year prior to, and including the District Convention, and contact information
for the convention Committee Chairs.
This operations manual shall be given to the new District Convention
host no later than two (2) weeks after District Convention.
12.08 The host
Chapter shall be responsible for submitting a post convention report, and any
profit realized by the host Chapter during the District Convention from
District Convention fees to the District Secretary/Treasurer for deposit into
the District account. The report and
profit must be postmarked or received within thirty (30) days of the close of
the current Convention. Any Chapter who
fails to meet this deadline shall be declared ineligible for District awards;
it is the Secretary/Treasurer’s duty to inform the host Chapter that they have
an additional (14) days from the original deadline to return District funds
before forfeiting their right to be represented by a Delegate, Alternate
Delegate, or proxy at the subsequent District Convention.
12.09 The post-convention report will include,
but is not limited to the following:
a. Financial statements from the host Chapter
for Convention, including a breakdown of where the money was spent, how much
was spent, and what it was spent on.
b. The participant statistics, including the
number of people registered for Convention, the number in attendance, and the
number in attendance at the banquet.
c. Membership statistics, including the numbers
of how many sisters, brothers, and membership candidates
were in each host Chapter at the time of Convention, and how many of these individuals
participated in running the Convention.
d. A letter from each co-chair of the
Convention, including the good aspects of Convention, the bad aspects (i.e.,
what problems the host Chapters ran across in planning/hosting Convention), and
any incidents that occurred during the Convention.
e. A copy of the final schedule for the
Convention, including meeting times for the respective joint, separate, and
committee meetings and workshops and registration fees.
13. Budget
13.01 The performance of the District against
the budget approved at the preceding District Convention, including the
performance of District Council members against budgeted allowances for items
such as travel and communication, shall be reviewed by the Committee on Finance
and reported to the current Convention. The Committee on Finance shall also
propose a budget to the current Convention for the next operating year, citing
specific line items for income and expenses.
a. The budget must include a reasonable
discretionary fund that can be used with majority Council and Governor(s)
approval for necessary unbudgeted expenses.
13.02 District Officers shall have an amount
allocated at the District Convention prior to their term from the District
Treasury.
a.
These
monies shall be used only for reasonable expenses directly related to their
duties and obligations as described in each District Officer job description,
and as related to general communications with Chapters, colonies, and
prospective colonies in the District.
b.
All
officers that have monies to be reimbursed for the fiscal year ending with each
District Convention must submit receipts within forty-five (45) days after the
close of said District Convention. If receipts are turned in after forty-five
(45) days have expired, they will be considered null and void and the monies
will not be paid.
c.
Any
expenses incurred by District Council members over the allocated amount
submitted for reimbursement over the operating year may submitted with detailed
receipts, explanation, and appropriate documentation, shall be reviewed by the
Committee on Finance who will make a recommendation to the District
Secretary/Treasurer and District Governor(s) concerning final approval.
d.
Such
requests shall be presented to the Committee by the close of the first
Committee meeting at the District Convention.
13.03 No monies shall be allocated, approved, or
reimbursed for the purpose of housing any District Council member in hotel
accommodations when traveling on District business, except under extreme
conditions which shall be documented to the Committee on Finance for possible
consideration.
13.04 Any requests for reimbursement by the
District Governor(s) and by the Chapter producing the District Publication
shall be presented to the Committee on Finance prior to the close of the first
meeting of the Committee. No reimbursement requests shall be considered without
presentation of expenditure receipts. In the event that a host Chapter for a
precinct meeting District Convention requests reimbursement from the District,
an estimated budget must be presented to the Committee before the close of the
first meeting of the Committee.
13.05 In the event that the total amount of
District Council expenditures exceeds the allocated amount, each Officer will
receive a percentage of the allocated amount that is equal to the percentage of
his share of the total District Council expenditure.
14. Publications
14.01 The official Publication of the Northeast
District shall be Northeast Notes, to be printed two (2) times per
academic year. The first publication shall have a submission deadline on November
1, and shall be sent out no later than December 1. The second publication shall
have a submission deadline on February 15, and shall be handed out at the
Northeast District Convention.
14.02 Northeast Notes shall be funded to
the extent determined by the Committee on Finance at the previous District
Convention.
14.03 Any Chapter wishing to submit a bid for
the District Publication shall notify each member of the joint District
Council, the District Governor(s), and the District Counselor by February 15.
In the event that no bids are recommended by the Committee on Convention Site
and Publication, the District Council shall appoint a Chapter to publish Northeast
Notes within thirty (30) days of the upcoming Convention.
14.04 The following criteria shall be used in
selecting the Chapter which shall publish the District Newsletter:
a.
Current
and projected financial status of separate Chapters and the joint Chapter, if
one exists.
b.
Projected
membership of separate Chapters and the joint Chapter, if one exists.
c.
Letter
of support from the faculty advisor, Director of Bands, and Chapter sponsors.
d.
Projected
cost of publication.
e.
Proposed
publishing facilities.
f.
Sample
newsletter reflecting Chapter’s publication ability.
14.05 In the absence of a selection of a Chapter
to publish Northeast Notes at the preceding Convention, the District
Council shall select that Chapter within thirty days of that Convention. The
District Council shall then notify all Chapters and colonies of the District of
this selection, along with the address and telephone number of the publisher
contact.
14.06 One (1) copy of the District Publication
shall be sent to each of the following: all National Council Members, all Board
of Trustees members, all Northeast District Officers, Presidents of all other
Districts, District Counselor/Governor(s), and Nationally recognized alumni
associations. In addition, one (1) copy shall be sent to the National Archive,
and each active Chapter and colony in the District.
15. Alumni
15.01 Alumni Associations shall be established
as outlined by the National Fraternity.
15.02 The District Alumnus-at-Large must be
recognized by the National Office as a Life or Alumni member in good standing.
15.03 The District Alumnus-at-Large shall be
selected by all alumni Brothers in attendance prior to the opening separate
session of the District Convention by a simple majority of all votes cast.
15.04 The District Alumnus-at-Large is selected
by the alumni as their representative; therefore, the appointment is not
subject to approval of the District President.
15.05 The District Alumnus-at-Large has a
non-voting seat on the floor of the Convention and shall serve as an ex-officio
non-voting member of the Committee on Alumni and Historical Affairs.
16. Precincts
16.01
The Northeast District shall be
divided into three (3) Precincts.
a.
Southern
Precinct: Maryland, Delaware, Virginia, and the District of Columbia
b.
Central
Precinct: Pennsylvania, New Jersey, West Virginia
c.
Northern
Precinct: New York, Connecticut, Rhode Island, Massachusetts, Vermont, New
Hampshire, and Maine
16.02 All precinct meetings shall be held once a
year and shall be completed at least two weeks prior to the beginning of
District Convention. The District Council will be responsible for promoting the
Precinct Meetings. The purpose of Precincts Meetings shall be to bring Chapters
together to exchange ideas on an informal level. It will be the responsibility of the District Council to meet
with each present Chapter on an individual basis.
16.03 The District Council will be responsible for actively recruiting Chapters to bid for Precinct Meetings.
16.04
The
following criteria are needed to bid to host a Precinct Meeting:
a.
Letter
from Administration
b.
Letter
from both Chapter sponsors when applicable
c.
Letter
from Director of Bands
d.
Overview
of meeting facilities
e.
Projected
accommodations
f.
Financial
statements from both Chapters when applicable
g.
Tentative
precinct budget
h.
Membership
statistics from both Chapters when applicable
i.
Dining
facilities
j.
Parking
k.
Transportation
l.
Contact
information
m.
Preferred
and alternate dates
n.
Entertainment
16.05 A Chapter hosting a Precinct Meeting shall
provide for the registration of all members attending the Meeting. At minimum
the registration process shall record the person’s name, active Chapter or
colony affiliation, and membership status as one of the following: Active,
Associate, Conditional, Alumni, Life, Honorary, colonist, or individual
enrolled in a Membership Education Program at an established Chapter or colony.
16.06 The host Chapter for subsequent Precinct
Meeting shall be decided at the current Precinct Meeting. Precinct bids shall
be presented before the Joint Assembly of the respective Precinct Chapters at
their Precinct Meeting. A question and answer session shall immediately follow
the presentations. The Joint Northeast District Councils of Kappa Kappa Psi and
Tau Beta Sigma shall then meet to determine the location of the next Precinct
Meeting. The selected Chapter shall then be responsible for contacting the
Chapters in their Precinct for finalizing plans for the Meetings. If no bids
are received, the selection of the following year’s precinct meeting will be
left to the Joint Northeast District Council, which with the following four (4)
terms, must select a host Chapter with in ninety (90) days post Convention.
a.
Timely
completion of Chapter’s district and national obligations
b.
Officer’s
impressions of the potential host Chapters
c.
Pursuing
at least two (2) potential host Chapters
d.
Chapter’s
willingness to host
16.07 Only Active, Associate, Conditional,
Alumni, Life, and Honorary members, in addition to those persons actively
enrolled in a Membership Education Program at an established Chapter or colony
may attend Precinct Meetings. Active members must, upon registering at each
Precinct Meeting, produce a valid National Membership Card or be vouched for by
the highest ranking officer in attendance from his Chapter to ensure that all
current National and local obligations to be classified as Active have been met.
If it is determined by the Northeast District Council that a Chapter has
Inactive members attending a Precinct Meeting, that Chapter shall be declared
to be not in good standing and shall therefore forfeit their eligibility for
any and all District awards for that operating year, and shall immediately give
up all Delegate and Alternate Delegate(s) seats on the floor of the Convention.
17. Precinct Host
Chapter
17.01 A Precinct Meeting host Chapter may
charge only reasonable fees for expenses directly related to Precinct Meeting
business, including the following: publishing, photocopying and mailing of the
pre-registration information, publishing and photocopying for registration
packet contents, registrations packet folders, pencils/pens, etc., and food or
beverages provided for breakfast, lunch or dinner. No other fees are to be collected by the host Chapter.
17.02 A revised budget for precinct meeting
must be submitted to the District Secretary/Treasurer forty-five (45) days
prior to the precinct meeting.
17.03 Any profit realized by a Precinct Meeting
host Chapter shall be returned to the District-Secretary Treasurer for deposit
into the District account by the opening of the first separate session of the
upcoming District Convention. Any
Chapter who fails to return said profit by this date shall therefore forfeit
their eligibility for any and all District awards for that operating year and
shall lose the right to be represented by a delegate or alternate delegate at
the upcoming District Convention. In
addition a report will be submitted to the District Secretary/Treasurer by the
opening joint session of the upcoming District Convention. This report will include, but is not limited
to the following: number of participants, registration fee, total cost
incurred, total gained or lost at said meetings. It is strong recommended that host Chapters collect as many
receipts regarding the meeting as possible as they expedite the business
regarding reimbursement.
17.04 Each
Chapter selected to host a Precinct Meeting shall publish, in writing, the date
of the Meeting, as well as preliminary housing and registration information at
minimum to all Chapters within that Precinct, all Nationally recognized alumni
associations, all District Council members and the District Governor(s) by
November 1 of the year preceding the Precinct Meeting. Said Chapters will also
publish, in writing, final housing and registration fee information, as well as
detailed directions and maps by January 15 of the year of the Precinct Meeting
and distribute as above.
18. District Awards
18.01 The Governor’s Cup for the Most Improved
Chapter shall be presented according to the following guidelines:
a.
Any
recommendation may be sent to the District Governor(s) and District
Member-at-Large by no later than five (5) days after the close of the last
precinct meeting of the year of the District Convention at which the award
would be presented.
b.
A
Chapter may be nominated by their sponsor, their Director of Bands, another
Chapter, or the District Council. A Chapter may nominate no more than one (1)
other Chapter.
c.
The
Governor’s Cup for Most Improved Chapter will be awarded to the selected
Chapter for a period of one (1) year, after which time a plaque will be given
to recognize the award. The Committee
on Finance at the previous Northeast District Convention will allocate
sufficient funds for these awards.
At the discretion of the
District Governor(s), this award need not be given.
18.02 Finalists for and the winner of the
Northeast District A. Frank Martin Award shall be selected according to the
following guidelines:
a.
To
be considered for the Northeast District A. Frank Martin Award, a Chapter must
meet all National and District constitutional obligations.
b.
Chapters
will be evaluated based on their Chapter Evaluation Report. Chapters are strongly urged to show proof of
advocacy of music education awareness or a completed Music Education Awareness
Award application.
c.
All
Chapters successfully completing the application process will receive a District
Council Citation. Chapters must be in good standing with the National Chapter
by District Convention as per National guidelines.
d.
Chapters
must be in good standing with the National Chapter by District Convention as
per National guidelines.
e.
The
District Member-at-Large shall schedule a meeting at which the District Council
shall determine the Top Five Chapters, notifying all the Chapters of the
District of the results by no later than five (5) days after the
close of the last precinct meeting.
f.
The
District Member-at-Large will present a report to the Awards Committee at their
first meeting explaining the selection process used by the District Council to
select finalists from all applicants.
g.
The
Committee on Awards shall hear presentations of the Northeast District A. Frank
Martin Award Finalists and shall then select the Northeast District A. Frank
Martin Award recipient in the following manner:
1. Each Committee member and, if desired, a
National Representative without Chapter ties in the Northeast District, shall
after listening to the presentations, rank, in order, the nominated Chapters.
2. Each ranking will be awarded points as
follows: first choice, five (5) points; second choice, four (4) points; third
choice, three (3) points; fourth choice, two (2) points; fifth choice, one (1)
point.
3. These rankings will be given to the
Committee Advisor and tallied.
4. The Chapter with the most points shall be
awarded the Northeast District A. Frank Martin Award. In the event of a tie, a
re-ranking of the tied Chapters will take place.
h. Attendance at the committee meeting shall
be limited to National Officers, District Governor(s), Committee Advisor, and
seated delegates. Finalists for the Northeast District A. Frank Martin Award
will receive certificates and the Chapter awarded will receive the District A.
Frank Martin Award for outstanding Chapter in the District in recognition of
their achievements for one (1) year, after which time a plaque will be given to
recognize the award. Sufficient funds will be allocated for these awards by the
Committee on Finance at the previous Northeast District Convention.
18.03 The District Outstanding Sponsor Award
will be determined in the following manner:
a.
A
Chapter may nominate their Sponsor(s) by submitting the following information
about their Sponsor(s) to the Member-at-Large by no later than five (5) days
after the close of the last precinct meeting of the year of the District
Convention at which the award would be presented.
1. Name
2. Position/Affiliation with School Chapter
(e.g. Director of Bands and Honorary)
3. Number of years serving as Chapter Sponsor
4. An essay answering the following two
questions:
a) What makes your Chapter Sponsor unique?
b) How does your sponsor support the band,
Kappa Kappa Psi, and their relationship?
b.
If
after review of all submitted applications no suitable recipients are found,
this award need not be given.
c.
The
awards committee shall review all applications recommended by the District
Council for the Outstanding Sponsor Award and select no more than one recipient
each year focusing on the following criteria:
1. Support of the school band program and
Chapter
2. Fostering a spirit of cooperation between
brothers and other band members.
3. Serving to further the goals and ideals of
Kappa Kappa Psi.
d.
The
District Council shall review the information submitted at a regularly called
meeting and nominate three (3) to five (5) sponsors eligible for the award.
18.04 The Music Education Awareness Award shall
be presented according to the following guidelines:
a.
A
completed application must be submitted to the District Member-at-Large by no
later than five (5) days after the close of the last precinct meeting of the
year of the District Convention at which the award would be presented.
b. Award(s) shall be presented to Chapter(s) who provide outstanding
service projects to primary or secondary music education.
c.
Award(s) shall be presented to deserving Chapter(s), if any, at the
Northeast District Convention.
18.05 The recipient of the Northeast District
Personal Academic Achievement Award (NEDPAAA) will be determined in the
following manner:
a.
An
Active or Associate brother who is a full-time student at a college or
university.
b.
Maintaining
a 3.5 grade point average or above for the previous calendar year.
c.
Application
with transcripts or grade reports must be received by the District Governor by no
later than five (5) days after the close of the last precinct meeting of the
year of the District Convention at which the award would be presented.
d. The
District Governor(s) will be in charge of reporting eligible Brothers for this
award prior to District
Convention to the Member-at-Large.
18.06 The recipient of the Northeast District
Chapter Academic Achievement Award (NEDCAAA) will be determined in the
following manner:
a.
A
Chapter in good standing with the Fraternity.
b.
Maintaining
a 3.0 grade point average or better for the previous calendar year.
c.
Application
with verification from the Chapter Sponsor and President must be received by
the District Member-at-Large by no later than five (5) days after the close of
the last precinct meeting of the year of the District Convention at which the
award would be presented.
1.01 The Joint Chapter of the Northeast
District of Kappa Kappa Psi and Tau Beta Sigma shall be comprised of the seated
delegates of each organization meeting together in Convention.
1.02 Robert’s Rules of Order, current
edition, shall govern all Joint Chapter meetings.
1.03 Voting delegates for Joint Chapter
Sessions shall be the same voting delegates as during the separate sessions.
1.04 Joint Chapter Sessions shall be
governed by the presiding Officers of Kappa Kappa Psi and Tau Beta Sigma
jointly. All Officers from each organization shall be responsible for
performing their duties as coordinated by the presiding Officers.
1.05 The agenda for joint sessions shall be
determined jointly by the presiding Officers, prior to each session.
1.06 Motions brought forth by Kappa Kappa
Psi require a second from Tau Beta Sigma and vice versa.
1.07 A simple majority of all delegates,
from each separate organization shall be required to pass a joint motion.
1.08 At the final joint session reports
shall be given from all Joint Committees. The Northeast District of Kappa Kappa
Psi recognizes the decisions of the Joint Chapter and avows to pursue those
ends in the manner most consistent with the best interest of the Fraternity.