2013 sed convention packet

SED Convention Packet, RETURN MAIL ALL FORMS TO: Lee Commander of 14 Re 5511 110 Ave N, Pinellas Park FL, 33782 Re 5511 110 Ave N, Pinellas Park FL, 33782

TAU BETA SIGMA S O U T H E A S T D I S T R I C T

February 1, 2013 Dear Sisters and Brothers of the Southeast District: I am so excited to begin getting all of you in on our plans for SED convention. This year our schedule is jam packed with fun, exciting workshops, great fellowship and most important fantastic music. We will be having a talent show, a concert featuring our Concerto Contest winner, ritual, and a banquet, as well as our featured workshop from Lisa Croston on The History of Tau Beta Sigma Before 1946! The council has been working very hard to get everything together so you all can have a great time and we are excited to share the weekend with you! I am pleased to present you with these very important materials relating to the upcoming 2013 Southeast District Convention. This package includes the following: District Convention Checklist:

District Convention Website Update & Schedule SED Convention Packet:

Chapter Delegate Form Delegate Questionnaire Chapter Proxy Form Chapter Progress Report

District Officer Candidacy Procedures 2013 District Convention Bid Instructions

***Please mail these forms to me as soon as possible: Lee Commander 5511 110 Ave N. #E103 Pinellas Park FL, 33782 I hope that your chapter is excited about this year’s District Convention. If you have any questions, please email me at [email protected] or call me at (850)843-3630. I wish all of you a successful year and I can’t wait to see everyone in Tallahassee for 2013 Southeast District Convention! In the Bond, Lee Commander Southeast District President TAU BETA SIGMA



2013 District Convention Checklist Task Due Date Sent

Hotel Room Reservation See Hotel Information (fsused2013.org)

Varies based on Hotel. _____

SED Convention Packet (Post-mark all Items listed below by due date)

March 1, 2013 (Post-mark deadline)

_____

! Chapter Delegate Form ____

! Delegate Questionnaire ____

! Chapter Proxy Form… PLEASE SUBMIT EVEN IF YOU WILL BE ATTENDING CONVENTION!!! ____

! Chapter Progress Report ____

District Convention Registration (fsused2013.org)

Feb. 28, 2013 (Late Registration starts

March 1, 2013)

_____

Intent to Run for District Office Electronic Submission Emailed & Hard Copy Postmarked To District President

March 15, 2013 _____

Intent to Bid for 2014 District Convention Electronic Submission Due to District Presidents & Hard Copies of this information must be presented to the Joint Action Committee

March 31, 2013 _____

This 2013 SED Convention Packet may be downloaded in electronic format by sending an email request to: [email protected]

Should you have any questions or concerns, please contact Lee Commander (850) 843-3630.


TAU BETA SIGMA & KAPPA KAPPA PSI 2 0 1 3 S O U T H E A S T

D I S T R I C T

CONVENTION ! Hosted by the Joint Chapters of

The Florida State University Tallahassee, Florida

Alpha Omega April 5-7, 2013! Gamma Nu!

S C H E D U L E (As of February 2013)

FRIDAY April 5, 2013 3:00pm – 8:00pm Registration 5:00pm – 5:45pm Delegate/Committee Chair Meeting 6:00pm – 7:00pm Concert 7:30pm – 8:00pm Joint Opening 8:15pm – 9:00pm Separate Opening Seating of Delegates 9:30pm – until Ritual SATURDAY April 6, 2013 7:00am – 8:00 am Registration 8:00am – 8:15am Separate Session 8:30am – 9:45am Committee Meetings

Committee on Jurisdiction Committee on Membership Committee on Programs and Music Committee on Ways and Means Committee on Nominations (CLOSED)

Committee on History and Sisterhood Committee on Joint Action (CLOSED) 9:00am – 9:50am Workshops Phenomenal MEP Panel – TBA Utilizing TBS in your job search – Kevin Earnest Reworking and Revising your Chapter Constitutions – MiChel Causey


10:00am – 10:50am Featured Workshop Hstory of Tau Beta Sigma – Lisa Croston 11:00am – 12:00 pm Women in Music Speaker 12:00pm – 1:30 pm LUNCH 1:30 pm – 2:45pm Committee Meetings

Committee on Jurisdiction Committee on Membership

Committee on Programs and Music Committee on Ways and Means Committee on Nominations (CLOSED) Committee on History and Sisterhood Committee on Joint Action (CLOSED) 1:30pm – 2:30pm Workshops Staying Motivated – Nicole Burdick Going to National Convention – Sky Buffington Meaning of MOTS – Rebecca Snead – CLOSED Utilizing your alumni – Stephanie Salazar 2:45pm – 4:15pm Reading Band 2:45pm – 4:15pm Auxiliary Clinic 2:45pm – 3:30pm Song Rehearsal 3:30pm – 4:15pm Music Workshop - TBA 4:30pm – 6:30pm Separate Session 7:30pm- 9:30pm Banquet Wava Memorial 10:00pm – until Talent Showcase SUNDAY April 7, 2013 8:00am- 11:00am Closing Separate Session 11:15am – 12:30pm Joint Closing Session

R E G I S T R A T I O N & H O T E L I N F O R M A T I O N

Hotel information is available on the convention website fsused2013.org. PLEASE NOTE: you do not have to stay at the Convention Hotel but it is recommended. However, each individual chapter

can make other hotel accommodations.

Check out the official convention website for the latest updates and information: Fsused2013.org



2013 Chapter Delegate Form

The Chapter Delegate Form must be filled out and postmarked no later than March 1st, 2013. Please return this form along with your Delegate Questionnaire, Chapter Proxy Form, and Chapter Progress Report to Lee Commander, 5511 110 Ave N. # E103, Pinellas Park, FL 33782. Note: This year chapter delegates will be asked to work in committees PRIOR to convention in an effort to get more work accomplished during convention. Thus it is also expected that they will be present for the seating of delegate Friday night during Separate Session. When picking your delegate please chose someone who will be able to meet BOTH of these requirements as they are imperative to the continued improvement of the district.

Chapter Name: School:

OFFICIAL CHAPTER DELEGATE:

Mailing Address Email: Phone:

FIRST ALTERNATE DELEGATE:


SECOND ALTERNATE DELEGATE:


Please rank your preference of committees from 1 – 7, with 1 being the highest: Jurisdiction Membership Programs and Music Support History and Sisterhood Ways and Means Nominations Joint Action ______ ______ ______ ______ ______ ______ ______ Would you be interested in serving as a committee chair? Would you object to serving as a committee chair if needed? REMEMBER: To be seated as a Delegate, you must have an active membership card and be in good standing. If chosen to serve as a Committee Chair, you must attend a meeting on Friday April 5, 2012 at 5:00 pm. CHAPTER PRESIDENT’S PRINTED NAME CHAPTER PRESIDENT’S SIGNATURE DATE



2013 Chapter Delegate Questionnaire Please have the Official Chapter Delegate complete this questionnaire and return it with your Chapter Delegate Form postmarked no later than March 1st, 2013 to Lee Commander 5511 110 Ave N #E103, Pinellas Park, FL 33782. Chapter Name: Institution:

Have you attended any previous District Conventions?

If so, list which conventions you attended and the committees you sat on. Please include if you chaired the committee you were a part of:

Convention Committee Chair? Y/N

Have you attended any National Conventions?

Is your chapter submitting a bid for… District Convention: Yes No Eighth Note: Yes No How many members of your chapter will be attending convention (approximately)?

How many membership candidates will be attending convention (approximately)?

List any chapter members who MAY BE INTERESTED in running for a District Office:

Name Office Sought 1.

2.

3.

4.

Are there any topics that you think should be discussed at convention? Suggestions? Comments? CHAPTER PRESIDENT’S PRINTED NAME CHAPTER PRESIDENT’S SIGNATURE DATE



2013 District Convention Proxy Form

This form allows you to select another chapter to represent you in the seated delegation, should be late for delegate seating, or be absent for the duration of the convention this year. Please complete the District Convention Proxy Form, EVEN IF YOU ARE ATTENDING CONVENTION, and return it with your Chapter Delegate Form postmarked no later than March 1st, 2013 to Lee Commander 5511 110 Ave N. #E103, Pinellas Park FL, 33782. Chapter Name: Institution:

1st CHOICE PROXY:

Chapter:

School:

2nd CHOICE PROXY:

Chapter:

School:

3rd CHOICE PROXY:

Chapter:

School:

4th CHOICE PROXY:

Chapter:

School:

5th CHOICE PROXY:

Chapter:

School:

CHAPTER PRESIDENT’S PRINTED NAME CHAPTER PRESIDENT’S SIGNATURE DATE



2013 Chapter Progress Report

Chapter Information

Chapter Name:

Institution: City, State:

Director of Bands: Chapter Sponsor:

Email: Email:

Phone: Phone:

Officer Information

Month/Year Installed:

Term of Office: (Please Circle) Calendar Year Academic Year

Chapter Mailing

Address

Chapter Email:

Chapter Website:

Chapter Officer Title Full Name Email Phone

Immediate Past President:

Current President:

Vice President/ 1st VP:

2nd Vice President:

Secretary, Recording:

Secretary, Corresponding:

Secretary, Alumni:

Treasurer:

Others: (fill in)


2013 Chapter Progress Report – Page 2

Membership Information

Fall Term

Winter Term (If applicable)

Spring Term

# Active Members:

# Membership Candidates:

# Life Members:

# Conditional Members:

# Inactive Members:

Please briefly answer the following questions about your chapter. Please print legibly or type. You may attach additional pages if the space provided in not sufficient for your answer. 1. What annual social functions does your chapter sponsor? 2. In what annual joint projects does your chapter perform (if applicable)? 3. Has your chapter started any new programs (i.e. social, service) that you feel has strengthened

your chapter? 4. What service has your chapter provided for the band in the last year?

SED Convention Packet, RETURN MAIL ALL FORMS TO: Lee Commander of 14 Re 5511 110 Ave N, Pinellas Park FL, 33782

2013 Chapter Progress Report – Page 3 5. What services has your chapter provided for the university in the last year? 6. What services has your chapter provided for the community in the last year? 7. What is something that is very unique about your chapter? 8. How do you feel your chapter has improved in the last year? 9. How do you promote leadership and organization in your chapter? 10. What contributions did you make to Music Education in the past year?


2013 Chapter Progress Report – Page 4 11. Did you submit articles to the Eighth Note in the past year? 12. Did you submit materials to the District Scrapbook in the past year? CHAPTER PRESIDENT’S SIGNATURE CHAPTER SPONSOR’S SIGNATURE DATE



Procedures for 2013-2014 District Officer Candidates

Important Due Date: March 15th, 2013 All persons intending to run for District Office should email the following “Candidate Preview” information to Lee Commander ([email protected]) by March 15th:

! Letter of Intent (1 page) ! Short Bio (half page) ! Resume (1-2 pages) ! Professional Photograph (minimum resolution of 200 dpi)

You will receive a confirmation email when your information has been received. PLEASE NOTE, serious candidates should submit this information on time as all candidate information will be posted online. FURTHERMORE, as an added bonus, this information will be on display at the convention site for all to see.

Eligibility

! Candidates MUST be at least a sophomore student and have been an active member of the Sorority, in good standing, for at least two full academic quarters or one academic semester at the time of election.

Qualifications

! Candidates shall have more than ordinary business or professional ability. ! Candidates shall be capable of representing the Sorority and district when called upon to do so ! Candidates shall have the best interests of the Sorority at heart. ! Candidates MUST be willing and able to devote the necessary time to the execution of the duties imposed by the office to which elected.

Being a Candidate

1. CANDIDATE PREVIEW. Candidates SHOULD submit their “Candidate Preview” information by March 15th to better publicize their intent. 2. FORMAL ANNOUNCEMENT. The Nominations Committee Chair will call for the formal announcement of candidates, by office starting

with President, during the 1st Separate Session of convention. 3. SPEECHES. Candidates will present a 1-2 minute speech during the Nominations process. 4. Q & A BY OFFICE. A brief Q & A session will be held for the candidates of each office. 5. ELIGIBILITY VERIFICATION. Candidates MUST prepare a Candidacy Packet for eligibility verification and for their interview with the

Nominations Committee; ten (10) copies of these packets MUST be turned in to the Nominations Chair at the time of the candidate’s formal announcement, and the chair will schedule an interview time with all candidates at the close of the 1st Separate Session.

6. CANDIDACY PACKETS. Candidacy Packets MUST (at minimum) include the following: A. Letter of recommendation from candidate’s chapter; B. Letter of recommendation from candidate’s sponsor and/or advisor; C. Letter of verification stating that the candidate is in good academic standing (i.e. official letter from educational institution’s

registrars office, academic advisor or faculty member); D. Cover letter stating with personal information and goals for office if elected; E. Resume of activities and achievements, including a brief summary of educational progress and goals

7. DELEGATE HANDOUTS. Any candidate handouts must by distributed to the delegation PRIOR to the start of the 3rd Separate Session.


Procedures for 2013-2014 District Officer Candidates (Continued)

Nominations Committee & Election Process

! The Nominations Committee Chair will schedule interviews with all candidates. ! The Nominations Committee meetings shall be closed for all business and shall:

o Review all submitted Candidacy Packets to determine eligibility; o Interview each eligible candidate; o Nominate one qualified member for each office; and o Present the slated names to the delegation at the time of their committee report during the Final Separate Session.

! Election procedure is by majority vote and taken by secret ballot starting with the office of District President. Officer’s not elected for an office will be eligible for “trickle down.”

! PLEASE NOTE: Although this is not a required deadline and anyone can announce their candidacy up until convention, nominations from the floor will NOT be accepted if the Candidate has not been through the aforementioned election process.

Additional Information can be found in the District Operations Handbook.


TAU BETA SIGMA & KAPPA KAPPA PSI

THINKING ABOUT BIDDING FOR THE

2014 SOUTHEAST DISTRICT CONVENTION? !

PLEASE submit your “Intent to Bid” to both District Presidents by March 31st, 2014 including the information listed below under Items 1 & 2.

For your bid to be considered by the Joint Actions Committee at convention, the bid packet information must be presented to the appropriate co-chair by the end of the first separate session. For any questions regarding bidding for the 2014 SED Convention, please contact SED President Lee Commander at [email protected].

2013 sed convention packet

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