Phi Mu Alpha Sinfonia Fraternity of America, Inc.
Province 27
Council Bylaws
PREAMBLE
The primary characteristics of
the Council are defined by the National Constitution, Article VIII.
These bylaws prescribe how the Council shall function, and include all rules
that the Council considers so important that they (a) cannot be changed without
previous notice to the members and by a two-thirds vote, and (b) cannot be
suspended, except clauses that provide for their own suspension under specified
conditions, or clauses in the nature of rules of order. These bylaws shall
govern the Council in all cases to which they are applicable and in which they
are not inconsistent with the Articles of Incorporation,
National Constitution, General Regulations for Collegiate Chapters,
and any policies the Fraternity may adopt.
ARTICLE I
Members
Section 1. Membership.
The
membership of this Council shall be the Province Officers and two delegates
from each chapter, colony, and alumni association within the Province.
Section 2. Delegate Eligibility.
Delegate members of the Council
shall be members in good standing and shall include the president (or, in his
absence, another Chapter executive committee officer) of each chapter, colony,
and alumni association within the Province, and an elected delegate (or, in his
absence, an elected alternate) of each Chapter, Colony, and Alumni Association
within the Province.
Section 3. Province Tax.
Province
Taxes shall be the amount of $5.00 per member per chapter, colony, and alumni
association within the Province and are due biannually, by March 1 and again by
November 1. The Province Governor shall notify chapters, colonies, and alumni
associations one month in arrears, and those chapters, colonies, and alumni
associations which have not paid within two weeks thereafter shall be
automatically placed on probation and lose their delegate representation until
all taxes have been paid.
ARTICLE II
Officers
Section 1. Collegiate Province Representative.
In
addition to those duties prescribed by the National Constitution, the
Collegiate Province Representative shall perform the duties prescribed by these
bylaws and the duties of a chairman as prescribed by the parliamentary
authority adopted by the Council. He shall be subject to orders of the Council.
Section 2. Assistant Collegiate Province Representative.
An
Assistant Collegiate Province Representative shall be elected at the annual
meeting. He shall visit Chapters, Colonies, and Alumni Associations as
requested by the Province Governor or Collegiate Province Representative. He
shall perform the duties prescribed by these bylaws and the duties of a
secretary as prescribed by the parliamentary authority adopted by the Council.
Section 3. Province Governor.
In
addition to those duties prescribed by the National Constitution, he
shall perform the duties prescribed by these bylaws and the duties of a
treasurer as prescribed by the parliamentary authority adopted by the Council.
Section 4. Deputy Province Governor.
In
addition to those duties prescribed by the National Constitution, he
shall perform the duties prescribed by these bylaws and the duties of a manager
as prescribed by the parliamentary authority adopted by the Council.
Section 5. Second
Assistant Collegiate Province Representative.
A
Second Assistant Collegiate Province Representative shall be elected at the
annual meeting. He shall visit Chapters, Colonies, and Alumni Associations as
requested by the Province Governor or Collegiate Province Representative. He
shall perform the duties prescribed by these bylaws and the duties of a
historian as prescribed by the parliamentary authority adopted by the Council.
Section 6. Province Alumni Coordinator.
A
Province Alumni Coordinator shall be appointed by the Province Governor. He
shall communicate province issues to alumni associations and other interested
alumni as needed. He shall also work with chapter alumni secretaries on alumni
newsletters, databases, and other activities. He also is responsible for the
development of new associations in the Province.
Section 7. Nomination Procedure, Time of Elections.
Nominations
shall be from the floor. Elections shall be at the Annual Meeting.
Section 8. Ballot Election, Term of Office.
Elected
officers shall be elected by ballot, unless there is only one candidate for an
office, in which case the Council may dispense with the ballot. Elected
officers shall serve for one year and until their successors are elected, and
their term of office shall begin the September following their election.
Section 9. Office-Holding Limitations, Vacancies.
No
member shall hold more than one office at a time. There shall be no limits to
how many terms a member may serve in the same office. Vacancies shall be filled
by appointment by the Province Governor.
ARTICLE III
Meetings
Section 1. Regular
Meetings.
The regular meetings of the
Council shall be held twice each academic year.
One regular meeting shall be in concurrence with Sinfonia Slam, and the
other shall be in concurrence with the Province Workshop.
Section 2. Annual Meetings.
The
regular meeting held in concurrence with the Province Workshop shall be for the
purpose of electing officers, receiving reports of officers and committees, and
for any other business that may arise.
Section 3. Special Meetings.
Special
meetings may be called by the Collegiate Province Representative, the Province
Governor or by the Province Collegiate Leadership Team. The purpose of the
meeting shall be stated in the call. Except in cases of emergency, at least two
weeks’ notice shall be given.
Section 4. Quorum.
A
quorum for meetings of the Council shall be half of the membership of the
Council and two-thirds of the collegiate chapters, each being represented by at
least one delegate. Both conditions must
be met for quorum to be satisfied.
ARTICLE IV
Province Leadership Team
Section 1. Team Composition.
The Province Governor, Deputy Province
Governor, Collegiate Province Representative, Province Alumni Coordinator,
Faculty Relations Chair, Colony Development Chair. The Assistant Collegiate Province
Representative and Second Assistant Collegiate Province Representative shall be
ex officio members of the Team without a vote. All Chairmen of a committee,
standing or special, shall be ex officio members of the Team without a vote.
Section 2. Team’s Duties and Powers.
The Province Leadership Team
shall have general supervision of the affairs of the Council between its
business meetings, fix the hour and place of meetings, make recommendations to
the Council, and perform such other duties as are specified in these bylaws. It
shall be the duty of this Team to prepare a budget for the fiscal year
beginning the first day of September, and to submit it to the Council at its
regular meeting during Sinfonia Slam. The Team may from time to time amend the budget
for the current fiscal year, but such amendments are subject to ratification by
the Council. The Team shall be subject to the orders of the Council, and none
of its acts shall conflict with action taken by the Council.
Section 3. Team Meetings.
Meetings of the Province
Collegiate Leadership Team shall be called by the Collegiate Province
Representative or by the Province Governor with at least 48 hours notice, which
may be given via email. The Team is authorized to meet by telephone conference
or through other electronic communication so long as all the members may
simultaneously pay attention to each other and participate during the meeting.
ARTICLE V
Team
Section 1. Definition.
A Team shall be a Committee as
defined by the parliamentary authority adopted by the Council.
Section 2. Colony Development Team.
A Colony Development Team of
three members shall be appointed at the annual meeting, whose duty it shall be
to support colonies through all phases of their development. This includes the
pre-colony phase and outreach to identify future colony possibilities. This
team works with colonies during both phases of the process and continues to
assist them during their first year as a chapter during the transition from
colony to chapter. The team shall report its recommendations as to colony
possibilities and information on current colony status at each regular meeting.
Section 3. Faculty Relations Team.
A Faculty Relations Team of at
least one member shall be appointed by the Province Governor promptly after the
annual meeting, whose duty it shall be to act as a support resource for all
faculty advisors within the province. This includes notifying them of province
initiatives, events, and policies. This team shall develop resources and
activities for faculty advisors. All faculty advisors within the province shall
be ex officio members of this committee.
Section 4. Program Team.
A Program Team of at least three
members shall be appointed by the Collegiate Province Representative promptly
after the annual meeting, whose duty it shall be to plan the program for
Sinfonia Slam, Province Workshop, and other events as may referred
to it by the Province Leadership Team. Other duties of the team shall include
those prescribed by the parliamentary authority adopted by the Council. This
committee’s report shall be submitted to the Council for its approval at each
regular meeting.
Section 5. Auditing Team.
An Auditing Team of three members
shall be appointed by the Collegiate Province Representative at the Sinfonia
Slam meeting, whose duty it shall be to audit the Council’s accounts at the
close of the fiscal year and to report at the annual meeting.
Section 6. Other Team; Province Governor’s and
Such other special teams shall be
appointed by the Collegiate Province Representative, subject to ratification by
the Province Governor, as the Council or the Province Leadership Team shall
from time to time deem necessary to carry on the work of the Council. The
Province Governor and Collegiate Province Representative shall be ex officio
members of all teams. All teams are authorized to meet by telephone conference
or through other electronic communication so long as all the members may
simultaneously pay attention to each other and participate during the meeting.
ARTICLE VI
Parliamentary Authority
The rules contained in the
current edition of Robert’s Rules of Order Newly Revised shall govern
the Council in all cases to which they are applicable and in which they are not
inconsistent with these bylaws and any special rules of order the Council may
adopt.
ARTICLE VII
Amendment of Bylaws
These bylaws may be amended at
any regular meeting of the Council by a two-thirds vote, provided that the
amendment has been submitted in writing at the previous regular meeting or in
the call to the meeting.