BETA SIGMA PHI CITY COUNCIL CONSTITUTION AND BY-LAWS (Revised July 15, 2004)
We the undersigned, desiring to form a City Council for the Chapters of Beta Sigma Phi Sorority in Amarillo, Texas do hereby propose, sign and file the following Constitution and By-Laws.
ARTICLE I The name of this organization shall be the AMARILLO, TEXAS CITY COUNCIL OF BETA SIGMA PHI.
ARTICLE II The purpose of this organization shall be to coordinate and promote inter-chapter activities, to establish Beta Sigma Phi ideals and to acquaint the City with our aims and achievements.
ARTICLE III Membership of the AMARILLO, TEXAS CITY COUNCIL OF BETA SIGMA PHI shall consist of the president, the elected Representative of each Chapter, and an alternate to be elected from each Chapter for a term of one year. Additional membership may be added at the discretion of the Council and upon a majority vote of City Council members.
ARTICLE IV The Officers of the Council shall be President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary and Treasurer, with duties as outlined in the City Council By-laws and as the name implies.
ARTICLE V Meetings shall be held once each month, Except July. Special meetings may be called at the discretion of the President.
ARTICLE VI Two-thirds (2/3) of the members shall comprise a quorum, with each regular member having one vote. Alternates may vote only when acting in the absence of regular members.
ARTICLE VII The organization shall have the power to raise and disburse money to further the aims and purposes set forth herein, after such aims have been approved by each Chapter.
ARTICLE VIII The Constitution may be amended at any regular meeting of the AMARILLO, TEXASCITY COUNCIL by a two-thirds vote of its members, providing said Amendment has been submitted in writing at a previous meeting of the AMARILLO, TEXAS CITY COUNCIL OF BETA SIGMA PHI.
BY-LAWS ARTICLE I-NAME The name of this organization shall be the AMARILLO, TEXAS CITY COUNCIL OF BETA SIGMA PHI.
ARTICLE II-PURPOSE The purpose of this Council is to promote inter-chapter harmony and to provide a way for the members of Chapters to correlate their plans and activities for citywide events.
ARTICLE III-MEMBERSHIP SECTION 1 Membership in the Amarillo City Council shall be composed of two representatives; the President of each Chapter and one alternate for reach Chapter, effective at the annual meeting in May. SECTION 2 (A) Representatives to Council shall be the incoming President and an Elected Representative. (B) Each chapter shall have one vote. (C) Alternates shall vote ONLY in the absence of regular Council member and shall not serve on any standing committee. (D) A Representative’s Term of Office shall be one year and may be re-elected. SECTION 3 It shall be the duty of all representatives to attend the Amarillo City Council Meetings.
ARTICLE IV-OFFICERS The officers of the AMARILLO, TEXAS CITY COUNCIL OF BETA SIGMA PHI shall be the President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer.
ARTICLE V-EXECUTIVE BOARD AND ITS DUTIES SECTION 1 The Executive Board of the AMARILLO, TEXAS CITY COUNCIL OF BETA SIGMA PHI shall be comprised of the officers of the Amarillo City Council. SECTION 2 It shall be the duty of the members of the Executive Board to attend all called meetings, each voting member to have one vote. Two consecutive unexcused absences shall constitute disqualification for membership on the Executive Board. SECTION 3 The Treasurer shall present a statement of conditions to the remaining members of the Executive Board (President, First Vice-President, Second Vice-President, Recording Secretary and Corresponding Secretary) whose duty it shall be to examine the Treasurer’s books prior to the first meeting in September. SECTION 4 It shall be the duty of the Executive Board to make rules for its own government. Should a vacancy occur on the Executive Board, such vacancy shall be filled by an election from the Council membership.
ARTICLE VI-DUTIES OF OFFICERS SECTION 1 It shall be the duty of the President to preside at all meetings of the Amarillo City Council and its Executive Board. She shall follow the Order of Business set forth under standing rules for regular Chapter business meetings, as shown in the Chapter manual. She shall serve as a member Ex-Officio on all committees except the Nominating Committee. SECTION 2 It shall be the duty of the First Vice-President to serve in the absence of the President. She shall be chairman of the membership committee, assisting with all transferees. It will be her responsibility to contact all transferees and extend an invitation to attend a city council meeting. She shall prepare a written list of all transferees to be given to each chapter president. SECTION 3 It shall be the duty of the Second Vice-President to assist the President and the First Vice-President. She shall be the chairman of the social activities. She shall also act as hostess for the Council. SECTION 4 It shall be the duty of the Recording Secretary to take the minutes of all meetings of the Council and the Executive Board, retaining these in a permanent record book. She shall also make a record of all members present and absent. She shall send a complete report once each month no later than the twenty-firth (25th) of the month to the International Office on the forms provided and attach thereto a transcript of the minutes of all meetings of the Council and the Executive Board. She shall also prepare and mail copies of the Council minutes to each Chapter represented in the Council. SECTION 5 It shall be the duty of the Corresponding Secretary to attend to all correspondence for the Amarillo City Council and the Executive Board and to keep a carbon copy of all such correspondence. She shall prepare ballots for the Council and perform such duties as shall be assigned to her. SECTION 6 It shall be the duty of the Treasurer to receive all money belonging to the Amarillo City Council and disburse same upon vote of the Council members and upon a warrant signed by the President and Secretary. She shall deposit the Amarillo City Council funds in the depository designated by the Council; keeping a record of the account of the Council in a bound book, accessible at all times to the Council. She shall be prepared to give a financial statement at the regular meetings of the Amarillo City Council and shall submit a complete financial statement with vouchers at the first meeting in May.
ARTICLE VII-MEETING AND QUORUMS SECTION 1 The Amarillo City Council meetings shall be each month at a time specified by the existing Council. The first meeting of the incoming Council in June shall be an educational meeting for the benefit of new members. SECTION 2 Special meetings of the Amarillo City Council may be called by the President or upon written request of any three members. SECTION 3 The annual meeting of the Amarillo City Council shall be in May, at which time the new Officers shall be installed and the annual report shall be made. SECTION 4 Two-thirds (2/3) of the membership of the council shall constitute a quorum.
ARTICLE VIII-ELECTIONS AND APPOINTMENTS SECTION 1 The Officers of the Amarillo City Council shall be elected by ballot at a special called meeting preceding the monthly meeting, a list of all nominees having been reported by the Nominating Committee. (A) Eligibility – a member of any degree of Beta Sigma Phi shall be eligible to hold an office in City Council. (B) The nominating committee shall be elected at the meeting in March so that a full slate of officers may be presented at the first meeting in April. These names shall be taken back to the chapters for discussion and voted on at the second meeting in April. The newly elected chairman for the nominating committee will be given the opportunity to address the delegation, in order to request that member delegates submit names of any known candidates for all offices to the committee. (C) No chapter shall have more than one officer, either elected or appointed as a member of the Executive Board. (D) A president of a chapter shall not serve as president of City Council. Officers are to serve no more than two years in the same office of City Council. (E) A Parliamentarian shall be appointed by the Executive Board. SECTION 2 Additional nominations for the elective offices may be made from the floor. SECTION 3 A majority vote shall elect. There shall be at least two members nominated for each office.
ARTICLE IX-PARLIAMENTARY ORDER Roberts Rules of Order, Revised 1914, shall be the authority on all questions of parliamentary laws not covered by the by-laws.
ARTICLE X-FINANCES SECTION 1 Dues and/or assessments collected from each chapter shall be deposited in a general operating fund of the Council. All monies received either by donation or ticket sales for the annual Queen of Hearts shall be deposited in the Beta Sigma Phi charity trust account, an account separate and apart from the general fund. Any proceeds from a fund-raising project in the name of the charity and sponsored by Council, shall be deposited in the trust account. SECTION 2 Any deficits incurred on projects sponsored by the Council must be defrayed by the Amarillo City Council treasury. SECTION 3 Each Chapter shall be responsible for yearly dues in the amount of $35.00 to Amarillo City Council. Dues to Council may not be changed without a majority approval of each chapter. The amount of $35.00 plus an assessment of $5.00 per member payable to Amarillo City Council. The member count will be accessed on the number of members in the Chapter on Beginning Day and will be verified by copies of the Chapter Rosters mailed out to the Chapters by Beta Sigma Phi International. (A) New chapters shall be exempt from payment of dues the first year. (B) In order that City Council can operate within the dues collected from each Chapter, a budget shall be submitted by the Executive Board at the August meeting, stipulating approximate amounts allowed for city activities.
ARTICLE XI-BOARD OF REGENTS There is hereby constituted a Board of Regents, consisting of the past (active) Presidents of Amarillo Beta Sigma Phi Council. The retiring City Council President automatically becomes a member of the Board, but will not assume Chairmanship of the Board for one year. During this period the Chairman will be the President who preceded her in office. This Board shall have no authority, but will serve in an advisory capacity only. The Board of Regents specific assignment will be the selection of the Woman of the Year. An approved outline will be provided to chapters for nominations for Woman of the Year.
ARTICLE XII - EVENTS AND PROJECTS SECTION 1 Queen of Hearts – A Valentine presentation shall be held annually in February with each Chapter Queen, being recognized. All net proceeds will be given to the charity selected as Citywide Project. SECTION 2 Woman of the Year – Beta Sigma Phi Chapters in Amarillo shall honor Amarillo’s Woman of the Year annually with a tea. The Council shall decide the date and place. The Board of Regents shall determine which nominee has performed the greatest service to the City of Amarillo, Texas during the years in question. The City Council President and Chairman of the Woman of the Year Tea committee are the designated representatives to inform the honoree of her selection. Letters for nomination of Beta Sigma Phi Woman of the Year should be made available to the Chapter Presidents at the May City Council meeting and be returned at the September City Council meeting. The advantages of this would be twofold: (1) The Chapters would have the entire summer to prepare their outline of nomination and (2) The Board of Regents could meet early in September to select the Woman of the Year from among those nominated and allow approximately two (2) months time for preparation by the Woman of the Year Tea Committee.
SECTION 3 A majority vote with prior notice will allow suspension of any event for one year.
ARTICLE XV - GENERAL The outgoing City Council President shall be presented a mini jewel pin at the end of her year in office.