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====== By-Laws of the Alumni Association ======
DATE OF RATIFICATION - June 10, 1994

DATE LAST AMENDED –  March 7, 2019 by Haley Vingsness, Alumni Association Secretary

===== Mission Statement =====

To be an association of Alumni dedicated to promoting the purposes of Mu Beta Psi, National Honorary Musical Fraternity, through continued service and fellowship to the Brotherhood.

===== Article Ⅰ — Name =====

The name of this organization shall be Mu Beta Psi, National Honorary Musical Fraternity, Alumni Association, Inc.

===== Article Ⅱ — Purpose =====

  - To promote a better fellowship among Brothers of Mu Beta Psi, National Honorary Musical Fraternity, including those who no longer have collegiate status.
  - To advance music to its proper place as a continuing part of one's life.

===== Article Ⅲ — Membership =====

  - The membership of the Alumni Association shall consist of two classes: Initiated and Honorary.
  - All Brothers of Mu Beta Psi, National Honorary Musical Fraternity, who have graduated or left college or are students at an educational institution that does not host an active collegiate Chapter, and are not active in a collegiate Chapter, are eligible for Initiated membership.
  - Honorary membership shall be conferred, at the discretion of the Alumni Association, upon those individuals who have considerably furthered the purposes of Mu Beta Psi, National Honorary Musical Fraternity. Honorary membership shall be approved by a two-thirds (⅔) majority vote of the total Active membership of the Alumni Association.
  - Each member shall hold the status of Active, Special Active, Associate, or Inactive.
    - Active status shall be bestowed upon those members who have paid all dues and fees for the current year.
    - Special Active status shall be bestowed upon Brothers who wish to become members between the end of the school year and the next Mid-Year meeting without being assessed Chapter dues. Special Active members must meet all of the following criteria:
      - The member held Active status in a collegiate Chapter at the end of the sheltering institution's most recently-ended school year.
      - The school year for the collegiate Chapter at which the member is active has ended.
      - The member has paid National Dues via a collegiate Chapter to meet National active requirements as established in the [[policies:finance|National Finance Policy of Mu Beta Psi]].
      - The member has committed to obtaining Active status in accordance with [[policies:chapters:|Chapter governing documents]].
      - The member terminates all rights of Active membership at their collegiate Chapter, in accordance with Article Ⅲ, Section 2.
    - Special Active status shall expire at the beginning of the Mid-Year Meeting. Should a Mid-Year meeting not take place, Special Active status shall expire upon the deadline for dues submission as set by the Treasurer.
    - No member shall be eligible for Special Active status before the end of their collegiate Chapter's school year nor after the beginning of the Mid-Year Meeting.
    - Special Active members are not required to pay Chapter dues for the duration of Special Active status.
    - Special Active members shall have all the rights and privileges bestowed upon Active members.
    - Active and Special Active members are considered to have met National active status requirements.
    - Associate status shall be bestowed upon those members who have paid Associate-level dues as stated in the finance policy.
    - Associate members shall have the following rights and privileges:
      - Associate members shall have the right to access all Alumni Association meeting minutes, e-mail lists, publications, and correspondence through regular Alumni Association channels or by request to the Secretary.
      - Associate members are not counted in quorum determination or in determining the outcome of Alumni Association votes, but are encouraged to actively participate in Alumni Association discussions.
      - Associate members are not considered to have met National active status requirements.
    - Inactive status shall be bestowed upon all members who have not paid all dues and fees for the current year.
    - Inactive members are considered not to have met National active status requirements.
  - A Brother in violation of the [[policies:chapters:alumni:bylaws|Alumni Association By-Laws]] may be brought before the Board of Trustees.
    - Any charge brought against a member shall be presented in the form of a petition to the Board of Trustees.
    - The decision of the Board of Trustees shall be final.

===== Article Ⅳ — Organization =====

  - All matters of Alumni Association concern shall be acted upon by an Alumni Association meeting comprised of the Active members.
  - Officers of the Alumni Association shall be President, Vice President, Secretary, Treasurer, and Member-at-Large.
    - All Officers shall be elected at the Alumni Association Mid-year Meeting.
    - President and Member-at-Large shall hold office for two years.
    - The Vice President shall hold office for a term of two years.
    - The Secretary and Treasurer shall hold office for a term of four years with a review to be conducted after the first two years of the term.
    - Any Active member shall be eligible to hold office in the Alumni Association.
  - The duties of the President shall be as follows:
    - To preside over all meetings of the Alumni Association.
    - To appoint standing or ad-hoc committees as deemed necessary to transact Alumni Association business.
    - To fill vacancies in offices between Alumni Association Mid-year Meetings, subject to the approval of the Alumni Executive Committee.
    - To serve as chairman of the Alumni Executive Committee.
    - To perform other duties generally assigned to the office or otherwise assigned to the office by action of an Alumni Association meeting or the Alumni Executive Committee.
  - The duties of the Vice President shall be as follows:
    - To preside over any meetings of the Alumni Association in the absence of the President.
    - To succeed the President should the President's office become vacant at any time.
    - To foster and promote expansion of the Alumni Association.
    - To perform other duties generally assigned to the office or otherwise assigned to the office by action of an Alumni Association meeting or the Alumni Executive Committee.
  - The duties of the Secretary shall be as follows:
    - To preside over any meetings of the Alumni Association in the absence of the President and Vice President until the Alumni Association meeting body selects an Active member to preside over the Alumni Association meeting.
    - To maintain an accurate list of membership.
    - To keep and publish minutes of Alumni Association meetings.
    - To handle all Alumni Association correspondence.
    - To maintain a historical record of Alumni Association activities.
    - To preserve the records of the Alumni Association and the Alumni Executive Committee.
    - To provide a monthly report of Alumni Association activity and reports of all correspondence to each Active Brother and to any Inactive Brother who so requests.
    - To perform other duties generally assigned to the office or otherwise assigned to the office by action of an Alumni Association meeting or the Alumni Executive Committee.
    - To maintain a copy of the Formal Initiation Ritual.
  - The duties of the Treasurer shall be as follows:
    - To maintain accurate financial records and to disperse Alumni Association funds as designated by an Alumni Association meeting.
    - To send a written receipt for all funds received within two weeks of receiving said funds.
    - To send quarterly financial reports to each Active Brother and present a year-to-date statement at each Alumni Association meeting.
    - To perform other duties generally assigned to the office or otherwise assigned to the office by action of an Alumni Association meeting or the Alumni Executive Committee.
  - The duties of the Member-at-Large shall be as follows:
    - To serve as the Alumni Association's Member-at-Large as prescribed by the [[policies:|governing documents]] of Mu Beta Psi, National Honorary Musical Fraternity.
  - An officer may be impeached for cause by a two-thirds (⅔) majority vote of the Active membership.
    - Impeachment proceedings may be initiated by any Active member submitting a written notice of intent to all Active members at least thirty (30) days prior to the impeachment proceedings.
    - The written notice of intent shall include a statement of charges against the officer.
    - Costs incurred in preparing and mailing the notice of intent shall not be reimbursed from Alumni Association funds.
    - Impeachment proceedings may only be conducted during a regular Alumni Association meeting session or a properly-called emergency session of the Alumni Association.
  - The Alumni Association shall elect an Assistant Member-at-Large from the active membership who, along with the Secretary, will represent the Alumni Association at any meeting of Mu Beta Psi, National Honorary Musical Fraternity.
  - If the offices of President and Vice President become concurrently vacant, the Alumni Executive Committee shall call an emergency meeting of the Alumni Association to hold special elections for President and Vice President.

===== Article Ⅴ — Committees =====

  - The Alumni Executive Committee shall be comprised of all officers and standing committee chairpersons.
    - Alumni Executive Committee meetings shall be called by the President or by a petition of three (3) voting members, with notice given to all members at least five (5) days in advance.
    - The Alumni Executive Committee shall have the voting power of the Alumni Association between Alumni Association meetings, subject to any restrictions imposed at any meeting.
    - The Alumni Executive Committee shall grant Honorary memberships following the approval of the Alumni Association.
  - The standing committees shall be the Alumni Executive Committee, Gathering Committee, Music Makers Fund, and Properties Committee.
  - The standing committees shall have the organization and powers as defined in the [[policies:chapters:alumni:bylaws|Alumni Association By-Laws]] or by the Alumni Association meeting in session.
  - Ad-hoc committees may be established by the President as deemed necessary to transact non-recurring Alumni Association business.

===== Article Ⅵ — Meetings =====

  - Alumni Association meetings shall be open to all Brothers of Mu Beta Psi, National Honorary Musical Fraternity, but the Alumni Association meeting body shall consist of the Active membership present.
    - Main motions brought to the meeting floor must be presented in writing by a member of the Alumni Association meeting body.
    - Only Active members may vote on Alumni Association business.
    - The presiding officer of the Alumni Association meeting may vote only in the event of a tie or whenever his/her vote would affect the outcome of a motion.
  - Alumni Association meetings shall be held at least twice each year.
    - The Alumni Association Convention Meeting shall be held in conjunction with the National Convention of Mu Beta Psi, National Honorary Musical Fraternity.
    - The Alumni Association Mid-year Meeting shall be held each year between National Conventions. The time and place of the meeting shall be decided by the Alumni Association meeting body.
  - The Alumni Association may hold //online// meetings using Internet technology. The Alumni Executive Committee may call such meetings at any time during the year, provided that all Active members are notified at least fourteen (14) days in advance. Online meetings convened to conduct impeachment proceedings shall be considered emergency meetings and must follow the provisions thereof.
  - Emergency meetings may be called at any time during the year by the Alumni Executive Committee, provided that all Active members are notified at least thirty (30) days in advance and a quorum is assured.
  - The President shall preside over Alumni Association meetings.
    - The Vice President shall preside over the Alumni Association meeting in the absence of the President.
    - In the absence of both the President and the Vice President, the Secretary shall preside over the Alumni Association meeting until the Alumni Association meeting body elects an Active Brother to preside over the Alumni Association meeting.
  - The Alumni Association meeting body cannot transact Alumni Association business unless the Secretary, or alternate, is present at the Alumni Association meeting.
    - The Secretary must appoint an alternate from the Active membership in the event of an impending absence.
    - In the absence of the Secretary or alternate, the Alumni Association meeting body shall appoint an alternate from the Active membership.
    - The alternate will serve only to record the minutes of the Alumni Association meeting, provide records requested by the Alumni Association meeting, and act as presiding officer, if necessary, as defined in Article Ⅵ, Section 5.2.
  - During each Alumni Association meeting, the order of the business shall be as follows:
    - Roll call of Active members and determination of a quorum.
    - Reading, correction, and approval of the minutes of the previous meeting.
    - Reports of all officers.
    - Reports of all committees.
    - Old business.
    - New business.
    - Announcements.
    - Adjournment.
  - The order of business may be modified by the presiding officer to conduct the Alumni Association meeting in an efficient manner.
  - [[wp>Robert’s Rules of Order]] shall govern all Alumni Association meetings.
  - A quorum of the Active membership is required at all Alumni Association meetings at which any official business is conducted or legislation is enacted.
    - A quorum shall consist of a majority of the Active membership present at the Alumni Association meeting.
    - Active members not in attendance shall be considered present in determining a quorum for specific legislation through submission of a written proxy, as defined in Article Ⅵ, Section 11.
  - Proxies may be submitted by Active members who are not present at the Alumni Association meeting.
    - Proxies must be written and signed by the Active member not in attendance and presented at the time that a vote is called.
    - A proxy may only be exercised on the specific legislation for which it is so designated.
  - Legislation may be voted upon between Alumni Association meetings by mail ballot.
    - All mail ballots must be submitted to the Secretary for distribution to the Active membership.
    - At least thirty (30) days must be allowed for submission of votes to the Secretary.

===== Article Ⅶ — Alumni Association Funds =====

  - Revenues and expenditures shall be governed by a budget to be approved by a majority of the Active membership.
  - The Alumni Association meeting in session shall have the power to establish the amount of Alumni Association dues.
  - Disbursements from Alumni Association funds shall be for Alumni Association publications, expansion activities, correspondence, and other operating expenses.

===== Article Ⅷ — Emblem and Colors =====

  - The emblem of the Alumni Association shall be the same as that for Mu Beta Psi, National Honorary Musical Fraternity, with the added designation of "Alumni Association".
  - The colors of the Alumni Association shall be the same as those of Mu Beta Psi, National Honorary Musical Fraternity.

===== Article Ⅸ — Amendments =====

  - These By-Laws may be amended by a two-thirds (⅔) majority vote of the Active membership.
    - Any proposed amendment must be submitted in writing at least thirty (30) days prior to an Alumni Association meeting.
    - A mail ballot may be conducted as defined in Article Ⅵ, Section 12.

===== Article Ⅹ — Ratification =====

These By-Laws shall become effective immediately upon approval by two-thirds (⅔) of the Active membership.
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