1. ORDER OF BUSINESS VIA OLS MAILING
A. For the Chapter meeting, the President shall email a
copy of the agenda of the meeting to the OLS List no later than the day before
B. The Corresponding Secretary shall post the Opening
Ritual to the list after the President has called the meeting to order. She
shall also post the sign-in link for members to indicate their attendance to
the meeting at the same time.
C. All officers and committees shall post their reports
on the first day of the meeting.
D. All motions and seconds shall be posted no later than
the end of the business meeting.
E. Members are asked to keep all postings during the
meeting, 3rd Wednesdays to 4th Wednesdays, limited to Chapter business.
F. All members shall use the link posted with the Opening
Ritual to indicate their attendance prior to the closing of the meeting, by the
time they have read all reports and postings concerning Chapter business or
they may send their name to the Recording Secretary's personal email address
(not the bspols mailing list) with the word "PRESENT" in the subject
G. Any change of the meeting date shall be announced by
the President no later than a week prior to the regular meeting date.
H. In the event that the server is down, and the Chapter
is unable to conduct business on the third Wednesday of the month or the first
scheduled day of the meeting, the Executive Board shall postpone the meeting
until the server is running and in good order. The Corresponding Secretary
shall then submit the Opening Ritual, notifying all members that the meeting
I. The Recording Secretary shall post the minutes of the
previous month's meeting following the posting of the Opening Ritual. A copy of
the minutes shall be sent to International.
J. The President shall ask the Corresponding Secretary to
post the Closing Ritual on the evening of the 4th Wednesday.
K. Reports from the Teller Committee shall be posted by
the President as soon as possible after the close of the voting period. All
ballots shall be kept for a minimum of thirty (30) days from the date the
election closed before they are destroyed. All protests or questions regarding
any vote must be brought to the Executive Board within twenty-one (21) days of
the election closing. Information from ballots is to be stored with identifying
information removed, so that the ballots remain secret.
L. Before the close of the meeting, the President shall
invite all members to share in "Chapter Chatter" items to be posted
after the Closing Ritual and to continue throughout the month.
2. ORDER OF BUSINESS FOR ON LINE CALLED
- Call to Order and posting of agenda
- Opening Ritual
- Officer's reports
- Committee reports
- Old Business and Motions
- New Business and Motions
- Announcement of Program of the Month
- Chapter Chatter announcement
- Closing Ritual
3. CHAPTER YEAR
A. The Chapter year shall consist of 12 meetings, May
B. The Chapter birthday shall be on April 30th, (1999)
and shall be acknowledged in some special way by the members.
A. Membership of this Chapter shall be limited to 30
Inactive members of the Chapter will be placed on a
waiting list at the time they want to return to an active status if the
Chapter's active membership has reached 30 members.
B. Membership shall be made up of members of Beta Sigma
Phi listed with International as Active, Leave of Absence or Member at Large
status. A member must have taken at least the Pledge Ritual in a regular
chapter and stay current in her International dues.
C. All applications for membership shall be made through
the Vice-President. A new member to the OLS roster should be approved for
membership in the chapter by the OLS chapter members and the Executive board
before she is admitted to membership. Present chapter members will have the
opportunity to voice their comments re the proposed new member to the Executive
Board who will make the final decision.
D. There shall be no "leave of absence," only
active or inactive status. A member shall be placed on inactive status if she
is considered "Unexcused" and does not respond "Present" to
three consecutive meetings.
- A member in good standing may request a "Personal
Leave" by which she is unsubscribed from the OLS list for a period of up
to 3 months for such reasons as health, vacation, etc. If the time needs to be
extended, the approval of the Executive Board will be needed. Such a member
will also need to make arrangements where her Special Sister obligations are
- Members may be excluded from membership and the OLS
mailing list by unanimous vote of the Executive Board if they exhibit any
behavior unbecoming a Beta Sigma Phi. To be excluded, there must be 5 requests
sent via email to the Executive Board requesting removal of the member with
reasons explained. The Vice-President shall notify the member of the action
taken and reasons for removal. The Mailing List Coordinator shall be notified
by the Vice-President to have that member's name deleted from the OLS mailing
A. Elected Officers
Officers of this Chapter shall assume the same duties as
in a regular Chapter in addition to the following:
- President: The President shall direct meetings of
the Executive Board held by any method agreed upon by the members of the
- Vice President: Shall keep all members names and
email addresses current and accept applications for membership. She shall
notify the membership of new members and members who become inactive in the
- Recording Secretary: Shall email minutes of the
meetings to all members for review. The Recording Secretary, along with the
webmaster, will act as the Teller Committee and record any voting for the
- Corresponding Secretary: Shall email a copy of
any correspondence to the membership when directed to do so by the Executive
Board, and act as Sunshine Chairman for the Chapter.
B. Qualifications, Nominations, Elections, and
Installation of Officers
a. All officers of the Chapter shall be in good standing with OLS and
International and have access to a computer.
a. Nominations shall be made by the Nominating Committee.
b. Nominations from the membership shall be accepted by the Nominating
Committee until one week before voting begins.
c. Nominees and their qualifications shall be submitted to the membership via
the OLS mailing list .
d. A candidate for office may post to the list her qualifications, BSP history,
offices held, and a brief statement concerning her personal goals for the
office and the Chapter for the coming year. No solicitations advocating the
election of any nominee are to be distributed by any media.
e. A final slate of nominees shall be submitted to the membership via the OLS
mailing list for a vote at the Chapter meeting.
a. The Teller Committee will count the votes and report the final results to
the President, who will inform the membership.
b. Any tie votes will be re-submitted to the membership as soon as possible
with the same procedures of voting and notification
c. Elections shall be held during the March meeting of the Chapter, in keeping
with the traditional timeframe set by International.
a. Officers shall be installed during the April meeting, for the sorority year
May 1st to April 30th.
b. The newly-elected officers shall be installed via email by posting their
response to the installation rituals.
c. The outgoing President shall conduct the installation or appoint someone to
act in her place.
6. EXECUTIVE BOARD
A. Executive Board meetings shall be held as necessary,
at the discretion of Executive Board members.
B. Minutes of the meeting shall be kept by the Recording
Secretary, and submitted to International along with the Chapter meeting
A. Committees shall be appointed by the Executive
B. Members shall inform the newly-elected President of
their interest in serving on a committee via email immediately after
C. Members may jon committees at any time of the year
with Board approval.
D. The committees shall assume the same duties as in a
regular chapter committee unless otherwise specified. All business shall be
reported by the chairman on the OLS mailing list.
E. Standing Committees:
- Program & Social
a. Shall coordinate members who will be responsible for the combined monthly
program and social.
- Special Sister
a. Shall be responsible for selecting Special Sisters.
b. Shall provide on line reminders and ideas.
a. Shall be responsible for greetings sent to members via email.
b. Cyber cards shall be sent to a sister on the occasion of sickness, death of
an immediate family member (including parents), engagement, wedding, and birth
or adoption of a child.
c. The committee shall report significant events in the lives of sisters to the
membership as soon as possible.
d. Members learning of significant events in the lives of sisters shall report
them to the committee as soon as possible.
e. The Sunshine Committee shall post a list every month of members who have
birthdays and anniversaries during that month.
- Cyber Council
a. Three members shall represent On Line Sigma at the Cyber Council. These
members shall be elected at the February meeting, and hold office from April
30th to April 30th each year.
a. Shall be responsible for counting all votes (with exception of WOY) via
email and report the count to the President.
a. Responsible for organizing the annual reunion of the Chapter. Chairman will
be the person who volunteeres to host the reunion in her area.
F. Other committees shall be appointed as needed by the
President with the approval of the Executive Board.
G. The List Administrator shall be responsible for
maintaining the OLS mailing list.
H. The website administrator / webmaster shall be
responsible for timely and accurate maintenance of the chapter website
(currently at http://www.bspsisters.ca/ols ).
A. A member commits to read all Chapter reports, and sign
in to the attendance link for each monthly meeting. She also commits to
participating in the monthly program and social, as well as voting during
elections and on motions brought before the Chapter.
B. A member shall be excused from meetings or the
deadline to post "Present" for the following reasons:
- Out of town.
a. Out of town members knowing in advance that they will be out of town shall
notify the Recording Secretary prior to the meeting date with their explanation
to be excused.
- Hardware problems
- Server problems
C. Server and/or hardware problems shall be reported to
the Recording Secretary as soon as possible and will be counted as an excused
D. If a member does not have daily access to a computer
and is unable to meet the deadline to reply "Present," she shall
inform the Recording Secretary of this fact and request an extension of up to
four days to reply "Present." This request must be made for each
month it is needed.
E. Members must sign in to the meeting using the
attendance link at some time during the week of the meeting. If a member can't
attend a meeting for any of the excused reasons, she must notify a member of
the E xecutive Board beforehand, or will be considered absent.
A. The Teller Committee shall email a ballot to the
membership at the close of the monthly meeting. The ballot shall contain all
necessary information for voting.
B. The choice of a vote of "YES" to approve,
"NO" to disapprove, or "ABSTAIN" to abstain from the motion
shall be placed on the ballot next to each item.
C. The voting period shall be six days from the posting
of the Closing Ritual.
D. If there is not a majority reporting their votes to
the Teller Committee, the President may resubmit the motion for a vote at the
next meeting, requesting the membership to reply. If a majority again does not
reply, the motion shall be ruled defeated by the President.
10. OLS AND BETA SIGMA PHI INFORMATION ON THE
A. The Executive Board must approve all information that
is placed on the Internet concerning the Chapter. The webmaster shall notify
the chapter of changes/additions to the web site, and the executive will
communicate with the webmaster if changes/corrections are needed.
B. A member must give permission before her email address
or other personal information can be posted on the Internet. The executive
board and committee chair email links will be on the Officers' page on the web
site. The other members' email addresses will only be placed on the private
"members only" area of the website, along with their location (city
and/or country), and "scrapbook information".
C. No member web pages shall contain information about
the Chapter without Executive Board approval. Member web pages may contain
indication that the member is a member of OLS, and a link to the OLS website.
D. No member shall use the Beta Sigma Phi name or any
emblems or information related to International without the approval of the
International Executive Board.
E. Any OLS internet site approved by International and
the OLS Executive Board shall be submitted to link to The Beta Journal.
11. SPECIAL SISTERS
A. Special Sisters will be revealed and new Special
Sisters assigned at the December meeting. Participation is optional; however, a
sister must notify the Special Sister Committee before the end of November if
she wishes to participate. If the committee is NOT notified, it will be assumed
that a sister does NOT wish to participate and NO Special sister will be
B. By participating, a sister commits to taking part in
Special Sister exchanges for the entire year. If circumstances require
withdrawal from Special Sister participation, a sister will give the committee
one month's notice.
C. New members choosing to participate will be assigned
Special Sisters as they join OLS.
D. We will exchange cyber greeting cards with our Special
Sisters for all holidays and other special occasions. One actual gift will be
exchanged for the year. Revealing Day will be Christmas, at which time a new
Special Sister year begins.
E. For those of our Sisters who are not married, their
anniversary will be 6 months after their birthday.
F. Virtual gifts or cards shall be sent for other
significant days of the year.
Special Recognition: Woman of the Year
- A Woman of the Year will be recognized by our chapter in
accordance with the Guidelines and Point System as set forth in
Attachment A to these Standing Rules.
- A Woman of the Year committee will serve to calculate
all points earned for each chapter member during the year. The committee will
consist of the immediate past Woman of the Year and another chapter member as
appointed by the President.
- After all points are calculated by the Woman of the Year
Committee then the three members with the most points will be voted on by all
members of the chapter.
- All point sheets and record of votes shall be kept on
file for 30 days.
A. Beta Sigma Phi International has given online chapters
"official" status. A member can now progress to the next higher
degree in an online chapter, depending upon years in her current degree and
active participation in Online Sigma.
B. "Virtual" members (those currently in a
"land" chapter) will progress according to membership in their
respective land chapters.
- Amendments to the Standing Rules of On Line Sigma shall
require 2/3 of the members counted as present to pass a vote.