Laureate Eta Nu
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2020 - 2021

Page ID: chap-10

 CHAPTER- STANDING RULES   (Download Standing Rules PDF)

 1. In the event of a death in the immediate family of a member, a floral arrangement will be sent.  Immediate Family is defined as spouse, children, mother, father, sister and brother.

 
2. A bride's tray will be presented to a member at the time of her marriage.  A silver cup or piggy bank will be presented to a member at the birth of her baby.
 
3. Until a member has requested a Leave of Absence by letter, she is considered an active member and responsible for all dues and privileges.  A leave will not be granted until all outstanding obligations are paid.  When a member writes a letter asking for a Leave of Absence, her HCC dues shall be included therein.  At that time she automatically relinquishes her Secret Sister.
 
4. A candidate for President of the Chapter shall have served on an executive board prior to nomination.
 
5. The Chapter Woman of the Year (WOTY) shall be elected at the first meeting in March by secret ballot with no nominations from the floor.  The CAPA Committee will appoint the outgoing WOTY to count the ballots and be responsible for writing the letter to HCC with her qualifications.  The Woman of the Year shall be presented with a WOTY Pin (and an appropriate gift) at Founder’s Day.  Her ticket to Founder's Day and corsage are to be paid by the Chapter.
 
6. The Chapter Sweetheart shall be elected by secret ballot at the second September meeting.  The outgoing Sweetheart shall count the ballots and present a sweetheart brooch to her at the cocktail party honoring her.  Her ticket to the Sweetheart Ball and corsage are to be paid by the Chapter.
 
7.  Any member not fulfilling a Chapter-paid reservation will reimburse the Chapter for the cost of said reservation.  
 
8. Any member not having an absence from a meeting during the year shall be presented an appropriate gift not to exceed $5.00 (traditionally, the Perfect Attendance pin).  Perfect attendance shall be on the following basis:  current active members attending all meetings from the 2nd meeting in May through the 1st meeting in May of the following year.  Members may make up an absence by attending a meeting of another chapter within the chapter year or by attending a called meeting.  (Called meetings must have minutes to report to International and a program is presented).  Such called meeting is limited to one (1) called meeting per year.  Transferees and Progressees having perfect attendance in their former chapters can justify their attendance by same as above.  Pledges must attend meetings September through May to qualify for perfect attendance.
 
9. Except in the case of severe illness in the family, any member having three (3) consecutive unexcused absences shall take a Leave of Absence until such time as she can be active.
 
10. The alternating HCC Representatives shall be either the outgoing President or a member appointed by the incoming Executive Board.
 
11. Prospective members are to attend two (2) meetings and one (1) social before being invited to join this Chapter.
 
12. Members of this Chapter are expected to attend all meetings.  When unable to do so because of illness, illness in the family, being out of town, or having to work, a member will call a member of the Executive Board to request an excused absence.
 
13. Incoming members shall pay pro-rated dues until the next chapter billing period.
 
14. Final bills for the sorority year must be submitted to the treasurer for payment by April 30th to guarantee reimbursement.  Books are to audited by the first meeting in May.  Exceptions are subject to Executive Board approval.
 
15. The duties and functions of the Standing Committees are as follows:  
 
A.  Program:  This committee, guided by the Chair, shall meet within one month after its appointment.  It shall work in planning and presenting the chapter cultural programs and in arranging for the open discussions in which all members are given an opportunity to participate.  This committee shall be responsible for making assignments and conducting the cultural program according to the official Beta Sigma Phi program material prescribed by the Executive Board and furnished by the International Office.  It shall also be responsible for maintaining the chapter's program library.  It shall also be the duty of this committee to secure speakers for special events, to assist the members with suggestions as to the presentation of assignments, and to do any and all things possible to advance the cultural and educational interests of the chapter.
 
B.  Membership:  This committee, guided by the Vice President as Chair, shall meet within one month of its appointment.  It shall pass on recommendations for membership under the provisions of the constitutions and in the manner required under the Rules and Regulations of the Executive Board.  It shall be the duty of the Membership Committee to keep in view a full roster of ten (10) to fourteen (14) active members and to direct and augment its effort to this end. The Membership Committee shall assist the Chair, as rush captain, in the supervision of rushing activities.  It may recommend that the chapter sponsor the formation of new chapters.  This committee's aim shall be to do any and all things that will contribute to the membership growth of Beta Sigma Phi.
 
C.  Social:  This committee, guided by the 2nd Vice President as Chair, shall meet within one month of its appointment.  The calendar for social events for the year shall be outlined and submitted to the chapter for adoption.  The Social Committee shall work in cooperation with the Rosebud Committee to serve as a contact committee extending traditional and customary courtesies to the sick, the bride-to-be, and to those who have cause to be consoled or congratulated by the sisterhood.  It shall work in cooperation with the Ways & Means Committee or any other committee where activities partake of the nature of both. It shall work in cooperation with the sponsor, in the event the chapter has a sponsor, to maintain the social ideal of Beta Sigma Phi.  The Social Committee shall meet as often as its duties require and shall do any and all things possible to stimulate and cement friendships and to encourage, plan, and execute affairs that are socially correct.
 
D.  Publicity:  This committee, guided by the Chair, shall extend through the mediums of the press, radio, and television the aims and accomplishments of the chapter's activities.  It shall at all times endeavor to give the public an accurate account and intelligent understanding of Beta Sigma Phi as an educational, social, and service factor.  The committee shall make a survey of the avenues of publicity open to the Chapter and shall learn what news is and how to prepare it.  It shall ask for the advice and help of the local newspaper, the society editor, club editor, and news reporter.  All items for publication should relate to Beta Sigma Phi's purpose as an educational, social, and service organization and be presented in a concisely written, neatly typed form with careful respect for deadlines. All activities of the chapter that might make interesting articles for “The Torch” of Beta Sigma Phi should be sent to the International Office, attention of the Editor, typewritten and with good clear pictures that help to tell the story. Deadlines require that all material sent for “The Torch” reach the International Office at least twelve (12) weeks prior to the date of publication.
 
E.  Ways & Means:  This committee, guided by the Chair, shall meet within one month of its appointment.  It shall be the duty of the Ways & Means Committee to review the chapter's annual budget and to plan for money-making projects that will provide adequate funds to meet the chapter's needs as set forth in its annual budget. Systematic plans for raising money shall be made and followed regularly.  The Ways & Means Committee shall work in cooperation with the Social Committee where activities partake of the nature of both.  It shall keep alert to the financial welfare of the chapter and to anticipate its needs in this direction.
 
F.  Service:  This committee, guided by the Chair, shall meet within one month of its appointment.  It shall be the duty of the Service Committee to keep alert to opportunities for service and to make recommendations accordingly to the chapter.  It shall work in cooperation with the Ways & Means Committee or any other committee where the service activities require the cooperation of such committees.  The Service Committee shall meet as often as is necessary to maintain the chapter program of service and shall do any and all things possible to further the Beta Sigma Phi ideal of loyal and loving service to others.
 
16. The duties and functions of the Special Committees are as follows:
 
A. Audit:  This committee shall consist of two (2) qualified members and the outgoing Treasurer, to examine the Treasurer's financial records.  This committee will be available to the Treasurer for consultation at any time.  The Audit Report shall be made at the last May meeting.
 
B.  CAPA/Yardstick:  The CAPA (Council Acknowledgment of Participation and Achievements) and Yardstick Committee compile a list of member and chapter participation in various activities for submission to both the HCC and the International Office.  The committee is also responsible for the Woman Of The Year (WOTY) ballots, keeping the name of the WOTY secret until Founder's Day and writing the letter to City Council giving the qualifications of the WOTY.  Traditionally, she assigns this to the outgoing WOTY.
 
C.  Rosebud:  The spirit of the Chapter's friendship towards its members is carried on by this committee.  It shall serve as a contact committee extending traditional and customary courtesies to the sick, the bride-to-be, and to those who have cause to be consoled or congratulated by the sisterhood.  It shall be the duty of the Rosebud Committee to see to the acquisition of the following items at the direction of the Executive Board:  
For the Current Year:
Bride's Tray
Baby Cup/Spoon
Corsages for City Council functions:
Chapter Sweetheart
WOTY
President
For the Next Year, by the first meeting in March, awards for honored members:
Chapter Sweetheart Brooch
WOTY Pin
Officer Guards
Committee Stars
 
Perfect Attendance Pins
 (The Executive Board determines and provides a list)
 
D. Scrapbook/Historian/Photographer:  This committee has the responsibility of preparing the chapter scrapbook, capturing forever all Chapter and HCC functions in pictures and souvenirs.  The finished product is entered into judging contests sponsored by HCC, Space Area and Texas State Conventions.  As a final token, the scrapbook is presented to the President of the chapter as a lasting memento of her year of leadership and love given to the chapter and her sisters.
 
E.  Secret Sister:  This committee is responsible for recommending monetary guidelines for Secret Sister exchanges, maintaining a list of preferred gifts for each member, maintaining a confidential cross-reference of current Secret Sisters and Members, and obtaining appropriate gifts as necessary for new members that have not yet received a Secret Sister.  The Chair reads up-coming anniversaries, birthdays and other significant events at each meeting.
 
F.  Telephone:  This committee is responsible for notifying all members of meetings, socials and other events as requested by the Executive Board and committee chairs.
 
G.  Yearbook:  This committee has the responsibility of preparing the chapter yearbook as a useful guide for chapter and HCC functions.  This yearbook shall show not only the calendar of chapter and HCC functions, but shall also be a useful reference guide.
 
Committee Expenditures:  The Chapter will allocate funds in the annual budget for committee expenses.  Committee chairmen of Standing Committees and Special Committees must authorize all reimbursable expenditures of their respective committee and will endeavor to stay under budget.  Committee Chairmen may authorize expenditures up to the annual budgeted amount, but may not exceed the budget without approval by majority vote of the Chapter.  The Chapter President, only, has authority to approve expenditures exceeding the budget, by obtaining a majority telephone vote.