Board of Trustees Policy Manual

1. Purpose

   1. It shall be the purpose and duty of the Board of Trustees to assure that the Fraternity Constitution is upheld and, if necessary, to assume full authority to re-establish normal organization of the Fraternity.

2. Responsibilities

   1. The Board of Trustees shall be a fail-safe mechanism. If the Fraternity dissolves, the Board of Trustees has the responsibility to re-establish the Fraternity.
   2. The Board of Trustees shall interpret the National Constitution and Chapter By-Laws.
   3. The Board of Trustees shall be the Advisory body of Mu Beta Psi.
   4. The Board of Trustees shall assist the National Officers in any way requested.
   5. The Board of Trustees shall be the final arbitrator of inter- and intra-Chapter disputes. The Board of Trustees' decision shall be final.
   6. The Board of Trustees, along with the National Executive Committee shall be responsible for approval, denial and adjustment of the National Budget of Mu Beta Psi, upon consultation with the National Treasurer.
   7. The Board of Trustees shall be responsible for the long-term planning of the Fraternity.
   8. The Board of Trustees shall set the goals of the Fraternity with input from the Brotherhood.
   9. The Board of Trustees shall review at their Convention meeting, the National Officers who are not up for election at that convention. The Board of Trustees shall review any National Officer between six and eight months after convention, as requested by the Brotherhood.

3. Appeals to the Board of Trustees

   1. Appeals to the Board of Trustees should come as a last resort. All other avenues of redress should be exhausted.
   2. Appeals packages must include as a minimum:

      1. The dated original of the specification of charges.
      2. Dated and signed acknowledgment of receipt of the charges by the defendant.
      3. Dated response to charges from the defendant.
      4. Minutes of all Chapter meetings held from the time the charges were filed until the verdict was rendered.
      5. Minutes of all Brothers Court meetings held concerning the case.
      6. All evidence presented during the case.
      7. Dated original verdict when rendered.
      8. Dated originals of all appeals filed by the defendant, stating the basis for the appeal.
      9. Minutes of any appeal hearing or retrials of the case, with decisions or verdicts rendered.
      10. Letter from defendant requesting decision of the Board of Trustees and specifying the basis for the appeal.
   3. When this information is received by the Chair of the Board of Trustees, the Chair will determine if the information is complete per the above list. If the packet is deemed complete, the Chair of the Board of Trustees shall prepare summary packages for each Board member.
   4. Each Board member shall have thirty (30) days to review the information and request additional information if deemed necessary.
   5. The Chair will then set a hearing date and notify the defendant of same.

4. Organization And Requirements Of The Board Of Trustees

   1. The Board of Trustees shall be as defined in the National Constitution.
   2. A Board member may not concurrently be a permanent Board member and a Chapter representative.
   3. All Board members shall be nationally active members of Mu Beta Psi, National Honorary Musical Fraternity.
   4. All Board member shall attend a minimum of one Board of Trustees meeting per year to remain in good standing. Meetings may be attended personally or by alternate technology.
   5. Board Meetings may be called by the Chair or by request of ⅓ of the remaining Board of Trustees members to the Vice Chair.
   6. Permanent members shall not also serve on the Legislative Council.
   7. Quorum of the Board of Trustees shall be as defined in the National Constitution.
   8. Proxy Procedure shall be as follows:

      1. An absent Board member must send a sealed proxy on how to vote on specific issues, or
      2. A legitimate representative shall be sent to vote on all issues, or
      3. The representative may vote only on issues not covered by a sealed proxy.
      4. Sealed proxies shall be nullified by the amendment of the motion in question.
   9. Absences

      1. Absences shall be submitted to the Chair.
      2. Any member not meeting the minimum requirements shall be reviewed by the remaining Board Members
      3. Unresolved absences shall be the first order of business at all Board meetings.
      4. Any member not meeting the minimum requirements shall be reviewed by the remaining Board members.

5. Additional Requirements For Permanent Board Members

   1. Each permanent Board member must visit two different Chapters within a five (5) year period, beginning with 1995. The permanent Board member must file a report of each visit with the National Secretary and Chair of the Board of Trustees within sixty (60) days of such visit. It is recommended that none of these visits be at convention time.
   2. Each permanent Board member shall send a letter each September to every member of the Board of Trustees. This letter should introduce themselves and describe their duties and areas they advise.
   3. The permanent Board members shall assist with expansion in any possible way.
   4. The Chair of the Board of Trustees shall be a permanent member of the Board of Trustees, shall be elected annually and shall serve no more than four consecutive terms.

      1. The Chair of the Board of Trustees shall publish an agenda to all Board members at least thirty (30) days prior to each meeting.
      2. The Chair of the Board of Trustees shall schedule at least two (2) meetings per year, one (1) of which shall take place at National Convention. Telephone conference calls or alternative technology may constitute a meeting of the Board of Trustees.
      3. The Chair of the Board of Trustees shall make every effort to attend all meetings of the Board of Trustees, National Executive Committee and Legislative Council.
   5. The Vice Chair of the Board of Trustees shall be a permanent member of the Board of Trustees, shall be elected annually and shall serve no more than four consecutive terms.

      1. The Vice Chair of the Board of Trustees shall chair any Board of Trustees meeting at which the Chair is not present.
      2. The Vice Chair of the Board of Trustees shall assist the Chair in any way requested.
      3. The Vice Chair of the Board of Trustees shall facilitate the formation and implementation of the Strategic Plan and accompanying National Goals to be updated and adopted by the start of each fiscal year.
   6. The Chair and Vice Chair of the Board of Trustees shall take office upon the adjournment of the meeting at which they are elected, if the election meeting is not during a National Convention. If the election meeting is during a National Convention, the Chair and Vice Chair of the Board of Trustees shall take office upon the adjournment of the National Convention.
   7. The Chair shall appoint each remaining permanent member as an advisor of a specified area of Fraternity operations to serve a term of four years. Any changes in operational areas may be made by unanimous consent of all permanent members.

      1. The specified areas are Records Management, Risk Management, Membership, and Standards.
      2. The duties of the Records Management Advisor shall be as follows:

         1. To oversee the National Officers to ensure that all National records are preserved properly.

            1. To assist the National Secretary with daily records retention, per their duties as described in National Policy.
            2. To assist the National Historian with archives preservation, per their duties as described in National Policy.
         2. To assist the National Historian and National Secretary in any way requested.
         3. To serve as a non-voting member of the National History and Archives Committee.
         4. To perform any other duties as may be deemed necessary to effectively safeguard the Fraternity from legal liability.
      3. The duties of the Risk Management Advisor shall be as follows:

         1. To maintain a current copy of the National Constitution, National Policies and Chapter By-Laws with all enacted amendments.
         2. To annually review the By-Laws of each Chapter to ensure that they are not in conflict with the National Constitution or National Policies, if they have been changed.
         3. To annually review the Expansion By-Laws, if they have been changed.
         4. To review the Informal Initiation Ritual of each Chapter every two (2) years to ensure that they are not in conflict with the National Constitution or National Policies, if they have been changed.
         5. To notify the Chair and the National President of any situation that comes to their attention which may be a violation of the National Constitution or National Policies.
         6. To maintain original legal documentation regarding incorporation, annual corporate filings, and other such legal matters.
         7. To remain abreast of current statutes to ensure that the Fraternity operations do not violate any state or federal laws.
         8. To update the National President, National Secretary, National Historian and Chair of the Board of Trustees of any changes in said documents and/or laws.
         9. To conduct a review of the Fraternity liability insurance policy, to include evaluation of coverage and costs at least once every three years.
         10. To perform any other duties as may be deemed necessary to effectively safeguard the Fraternity from legal liability.
         11. To perform any other duties as may be deemed necessary to effectively enforce and enhance Fraternity operations and policies.
      4. The duties of the Membership Advisor shall be as follows:

         1. To maintain a current copy of all Maintenance and Expansion policies with all enacted amendments.
         2. To assist the National Vice Presidents with maintenance and expansion efforts, as necessary.
         3. To ensure that Chapter education and initiation rituals are performed in accordance with National Policies.
         4. To serve as a non-voting member of the National Committee on Chapter Maintenance and the National Committee on Expansion.
         5. To perform any other duties as may be deemed necessary to effectively safeguard the Fraternity from legal liability arising from Fraternity activities.
      5. Duties of the Standards Advisor shall be:

         1. To advise any Brother, Chapter, or National Body on the correct, proper, and appropriate usage or display of Fraternal symbols.
         2. To resolve disputes about the correct, proper, and appropriate usage or display of Fraternal symbols.

            1. The Standards Advisor’s decisions may be appealed to the Board of Trustees. The Board of Trustees’ decision shall be final.
         3. To maintain all Fraternal symbols and to document their histories.
         4. To serve as a non-voting member of the National Information Technology Committee.
   8. Each permanent member of the Board of Trustees and the National Secretary shall have copies of the following:

      1. Articles of Incorporation
      2. National Constitution
      3. National Policy Manual
      4. Board of Trustees Policy Manual
      5. All current Chapter Informal Initiation Rituals, as updated
      6. Formal Initiation Ritual
      7. All binding motions
      8. All approved National budgets
      9. All National Convention minutes
      10. All Board of Trustees meeting minutes
      11. Any insurance policies held by the National Fraternity
      12. All current Chapter By-Laws and amendments, as updated
      13. Expansion By-Laws and amendments, as updated
      14. Name, address and phone numbers of:

          1. Fraternity lawyer
          2. Fraternity accountant
          3. Fraternity insurance agent
      15. All Chapter and National financial reports
      16. All audit reports issued by the Fraternity-retained accountant
      17. Copies of original and current legal and financial documents indicating the Fraternity’s corporate and tax-exempt status.

6. Specialized Advisory Positions

   1. Specialized Advisory Positions are appointed by the Board during a regular meeting of the Board.
   2. Specialized Advisory Position appointments are confirmed by a ⅔ vote of the Legislative Council.
   3. Specialized Advisory Positions serve at the pleasure of the Board, and may be appointed, re-appointed, or terminated at any regular Board meeting.
   4. Specialized Advisory Positions may be created for any role requiring specialized knowledge or skills outside of those held by the Permanent Board members. They are to provide long-term oversight and guidance in accordance with the Board’s responsibilities.
   5. Chief Financial Officer (CFO)

      1. The duties of the Chief Financial Officer shall be:

         1. File all necessary financial paperwork with the State of North Carolina.
         2. Maintain tax-exempt status and file all necessary financial paperwork with the United States Federal Government.
         3. Advise Chapters on tax-exemption and facilitate achievement of state tax-exemption.
         4. Audit Chapters and the National Organization.
         5. Advise the National Treasurer.
         6. Assist the National Treasurer in maintaining accurate, organized records, and in establishing financial policies.
         7. Oversee the management of the Fraternity investments.
         8. Provide financial perspectives to the Board of Trustees.
         9. Advise Chapters on best practices, financial controls, financial crisis management, and long-term financial planning.
         10. Advise the National Finance Committee.
         11. Generate financial statements.
         12. Prepare and present the annual budget.
         13. Maintain the historical financial records and original documentation regarding tax exempt status, correspondence from the IRS, copies of IRS tax returns, and other documentation with outside agencies regarding financial affairs.

7. Selection And Terms Of Chapter Representatives

   1. The selection of Board members representing the Chapters will be done in accordance with the Fraternity Constitution.
   2. If a Chapter representative resigns before the normal time, the Chapter will select a new representative.
   3. Only Chapters in good standing shall have a representative on the Board of Trustees.

8. Replacement Of Permanent Board Members

   1. The Board of Trustees shall solicit names of qualified individuals from the Brotherhood within sixty (60) days of the vacancy of a position of a permanent member of the Board of Trustees.
   2. Applications from candidates for the position must be submitted to the Chair of the Board of Trustees and the National Secretary at least thirty (30) days prior to the next meeting of the Board of Trustees.

      1. Applications shall be kept confidential by all members of the Board of Trustees.
      2. Applications shall contain a letter of petition, a Mu Beta Psi resume, and an employment resume (if applicable).
   3. The Board of Trustees shall review the applications at their next meeting, and recommend candidate(s) for each open position.
   4. Approval by three-fourths (¾) of the Legislative Council is required for a candidate to become a permanent member.

      1. Voting may be done by alternative technology or at a National Convention.
      2. All votes must be an approval or a denial. No abstentions will be allowed.
      3. The Legislative Council shall have up to thirty (30) days within which to approve or deny the recommended candidate(s).
   5. A newly-elected permanent member may assume the duties of said position immediately upon notification of approval by the Chair of the Board of Trustees.

9. Policy

   1. This policy shall be revised as necessary by the Board of Trustees.
   2. This policy shall be approved as stated in the National Constitution.

Last Amended February 15, 2022
Christopher Ciarlariello
Acting National Secretary