Regional Bylaws

Preamble Article I. Name of the Organization Article II. Purpose of the Organization Article III. Division of Organization Article IV. Regional Meetings and Procedures
Article V. Finance Article VI. Amendmetns Article VII. Parliamentary Authority VIII. Regional Awards Article IX. Regional News Letter

 

Preamble

We, the members of the New York Region of Phi Theta Kappa International Honor Society, vow to support scholarship and academic excellence two-year community, junior, vocational, technical colleges, and two-year division of universities throughout our region. We establish these bylaws to uphold and promote the mission and vision of Phi Theta Kappa and to develop, foster, and support the growth of all chapters, and provide greater services to our schools and community within the New York Region by pursuing excellence in the society's hallmarks of scholarship, leadership, service, and fellowship.

 

Article I. Name of the Organization

This organization shall be known as "New York Region of Phi Theta Kappa International Honor Society."

 

Article II. Purpose of the Organization

The purpose of this organization shall be to provide the means through which Phi Theta Kappa chapters within the New York Region may better achieve the goals and purpose of the international organization, which states: "The purpose of Phi Theta Kappa shall be to recognize and encourage scholarship among two-year college students. To achieve this purpose, Phi Theta Kappa shall provide opportunity for the development of leadership and service, for an intellectual climate for exchange of ideas and ideals, for lively fellowship for scholars, and for stimulation of interest in continuing academic excellence." Phi Theta Kappa shall seek to promote fellowship among all members and alumni throughout the region, by encouraging participation of individual members in Phi Theta Kappa activities, developing leadership and service, and supporting an intellectual climate for the exchange of ideas and ideals.

 

Article III. Division of Organization

Section I. Regional Organization

A. The Region shall consist of all chartered chapters within New York State.

Section II. Regional Districts

A. The Region shall be divided into three districts: Northern, which generally consists of chapters in the Upstate New York area, Southern, which generally consists of chapters in and around New York City and Long Island, and Western, which generally consists of all chapters in and around Buffalo, Rochester, and Syracuse.

Section III. Executive Committee

A. The Executive Committee shall be comprised of the elected regional officers including President, Vice Presidents for each district, and Executive Secretary. The Regional Coordinator shall serve as a nonvoting, ex-officio member of the Executive Committee. An Alumni Representative shall serve as a non-voting, non-funded member of the Executive Committee.

B. Each member of the Executive Committee shall serve on the Committee for the full term by virtue of elective office.

C. The duties of the Executive Committee shall consist of the following:

  1. 1. To perform all functions specifically designated to the Executive Committee by these Bylaws. 2. To select one of its members to act as Regional Officer Pro-Tempore if an officer of the New York Region of Phi Theta Kappa is unable to perform the duties of the office and to assume those duties and responsibilities until the officer is again able to discharge them.
  • a. If the officer is unable to return to office, the Officer Pro-Tempore shall serve in that office until a new officer is elected at the next regional convention.
  • b. If the officer is unable to return to duties prior to Regional Officers' Training, the candidate placing second in the same election at Regional Convention shall assume that position provided that candidate still meets all other eligibility requirements for serving as a regional officer.
  • c. If there are no candidates remaining or willing to accept the duties of that office, the office will remain vacant for the term.

Section IV. Regional Officers

A. The regional officers shall be comprised of a President, a Vice President from each of the districts of the region, alumni representative, and an Executive Secretary.

B. Term of office shall be a one-year term. A Phi Theta Kappa member may only serve as a regional officer once.

C. Qualifications to be eligible for a regional office, a candidate must:

  1. Be an active member of a local chapter in good standing. (A chapter in good standing is defined as having paid regional fees at least once during the previous year and having submitted its annual report to International Headquarters).
  2. Except for the Alumni Representative, a candidate must be enrolled at a two-year college for the entire term of office
  3. Must sign the Phi Theta Kappa Honor Code for Regional Officers.

D. Duties of officers of the New York Region shall be as follows:

1. The President shall:

  • a. Collaborate with host chapters with planning Regional HIA/Leadership conference in fall and the Regional Convention in spring, and preside over conference and host educational workshops.
  • b. Serve as a member of and preside at meetings of the Executive Committee.
  • c. Maintain frequent communication with the district Vice Presidents and attend district meetings of the New York Region.
  • d. Act on behalf of the Vice Presidents, if necessary.
  • e. Confer regularly with the Regional Coordinator, Associate Regional Coordinator and Regional Advisory Board.
  • f. Submit semiannual reports of activities to the Regional Coordinator, Associate Regional Coordinator and International Headquarters.
  • g. Time permitting, initiate with the Executive Secretary an annual honors study topic project for the region, with assistance from the Executive Committee, Regional Coordinator, Associate Regional Coordinator, and Advisory Board.
  • h. Communicate with Regional officers, Regional Coordinator, and Associate Regional Coordinator weekly.
  • i. Create and distribute an agenda for weekly meetings at least 3 days prior to the meeting.
  • j. Ensure that each officer is following through on duties laid out in this document.
  • k. Attend Regional Officer Training and planning meetings for both regional conferences.

2. The Vice Presidents shall:

  • a. Serve as members of the Executive Committee and attend all its meetings.
  • b. Collaborate with host chapters with planning Regional HIA/Leadership conference in fall and the Regional Convention in spring, and preside over conference and host educational workshops.
  • c. May form committees within their districts for the purposes of the New York Region.
  • d. Submit semiannual reports of activities to the Regional Coordinator, Associate Regional Coordinator and International Headquarters.
  • e. Perform whatever other duties are required for the orderly operation of the New York Region.
  • f. Communicate with Regional officers, Regional Coordinator, and Associate Regional Coordinator weekly.
  • g. Attend Regional Officer Training and planning meetings for both regional conferences.

3. The Executive Secretary shall:

  • a. Serve as member of the Executive Committee and attend all its meetings.
  • b. Collaborate with host chapters with planning Regional HIA/Leadership conference in fall and the Regional Convention in spring, and preside over conference and host educational workshops.
  • c. Record and keep a permanent record of minutes of the Regional Convention, all New York Regional Officer meetings, including all conference calls, and distribute copies of the minutes or proceedings of meetings to the Executive Committee, the Regional Advisory Board, and to the member chapters upon request.
  • d. Time permitting, initiate with the Executive Secretary an annual honors study topic project for the region, with assistance from the Executive Committee, Regional Coordinator, Associate Regional Coordinator, and Advisory Board.
  • e. Report on the activities and outcomes of regional goals, annual service, and if completed, the honors study topic projects at the annual Regional Convention.
  • f. Assist the President and Vice Presidents in the performance of duties required for the orderly operation of the New York Region
  • g. Communicate with Regional officers, Regional Coordinator, and Associate Regional Coordinator weekly.
  • h. Attend Regional Officer Training and planning meetings for both regional conferences.

4. Alumni Representative shall:

  • a. Serve as a liaison between the active membership, Zeta of New York, and alumni members.
  • b. Assist the Regional Coordinator and Regional Officers in matters concerning the New York alumni chapters.
  • c. Promote and coordinate alumni chapter participation in regional activities, meetings, and events.
  • d. Provide information to the designated regional webmaster, and the Director of Publications at headquarters about NY region alumni chapter activities.
  • e. Serve as a voice for alumni members at meetings of Regional Executive Committee.
  • f. Maintain communication with all alumni chapters.
  • g. Communicate with Regional officers, Regional Coordinator, and Associate Regional Coordinator weekly.

E. Election to office

  1. Elections of officers shall be held annually at the regional convention.
  2. A candidate must be in attendance at the regional convention in order to run for an office.
  3. After a candidate announces their intention to run for an office, they must be nominated by a member in attendance.
  4. A candidate must prepare and deliver a speech to the region not to exceed two minutes.
  5. A simple majority vote of the designated chapter-voting delegates shall be necessary to elect the regional officers.
  6. In the event of inclement weather or other measure whereas no members from a district are able to attend the regional convention this special provision can be enacted:
  • a. If there are any members from that district who are interested in running for a regional office that has not been filled by vote at the regional convention, and will be in attendance at the Phi Theta Kappa International Convention may submit their candidacy no later than three weeks prior to the start of the International Convention.
  • i. Candidacy can be submitted either in writing to any of the elected regional officers, to the regional coordinator, associate regional coordinator, or through post on the regional Facebook or Twitter page.
  • ii. The candidate must submit a video of their speech to the regional coordinator or any elected regional officer not to exceed two minutes to be posted on one or all of the following, Facebook, YouTube, and/or the regional website.
  • iii. An election will be held at the regional meeting at the International Convention.
  • iv. A simple majority vote of the designated chapter-voting delegates shall be necessary to elect the regional officers.
  1. 7. In the case of a tie, each candidate will need to speak for 1 minute and there will be a re-vote.

F. Removal from office

1. A regional officer may be removed from office for any of the following:

  • a. Violation of the Phi Theta Kappa Constitution or Bylaws.
  • b. Violation of the New York Region Bylaws.
  • c. Violation of the Phi Theta Kappa Honor Code for Regional Officers.

2. Removal Process

  • a. A regional officer may be removed from office when a written petition for removal is received by the Advisory Board from either:
    • i. the Regional Coordinator, the Associate Regional Coordinator,
    • or
    • ii. two-thirds of the Regional Officers not named in the petition or
    • iii. at least two chapters in good standing.
  • b. The regional officer must respond to the charges in the petition in writing to the Regional Coordinator within 14 days of receiving the petition. If no response is received, the office will be considered vacant.
  • c. The removal is subsequently supported by a vote, conducted by the Regional Coordinator, of 2/3 of the combined Advisory Board and Executive Committee.

3. Appeal Process

a. The regional officer removed from office by the Regional Coordinator may appeal the decision by filing a written notice with the Regional Advisory Board no later than 14 days following notification of removal from office. Within 14 days of receiving such written notice from the regional officer, the Regional Advisory Board will appoint a three person tribunal, involving at least one active member, to review the appeal and render a decision which is final.

Section V. Regional Coordinator

A. The Regional Coordinator is appointed for the region by Phi Theta Kappa Headquarters and is the chief administrative officer of the region. He/She shall supervise all regional activities, plan and implement programs with the regional officer team within the region, and to facilitate communications between chapter advisors and International Headquarters.

B. Term of Office of the Regional Coordinator is a one-year term, which is subject to renewal.

C. The Regional Coordinator is appointed to office by the Executive Committee of Phi Theta Kappa International upon the recommendation of the Executive Director.

D. The Regional Coordinator shall meet the qualifications and fulfill the responsibilities outlined in the Phi Theta Kappa Constitution and Bylaws and as stated by Phi Theta Kappa's Board of Directors.

E. Responsibilities of a Regional Coordinator shall be:

  1. Serve as head of the region.
  2. Work directly with the Director of Regional Programs at Headquarters.
  3. Attend and fully participate in the Regional Coordinator Meetings at the international Convention and other Coordinator meetings convened by Headquarters.
  4. Oversee the election of a Coordinator Advisory Committee, explain the responsibilities of the committee, and serve as a member.
  5. Attend and fully participate in all official regional meetings, assist host chapter in directing and planning of the Regional Convention in spring and the HIA/ Leadership Conference in fall.
  6. Confer with New York Regional Advisory Board to plan regional activities and advise in setting Regional Goals, with both Regional Officers and the Regional Advisory Board, for the coming year.
  7. Hold a formal Regional Officer Orientation as soon as possible following their election.
  8. Communicate frequently and consistently with Headquarters and respond to requests in a timely manner.
  9. Encourage chapter participation in the Five-Star Chapter Program.
  10. Supervise the Regional Awards Program.
  11. Supervise the Regional Awards Program.
  12. Supervise the regional treasury (and submit to Headquarters an annual financial report).
  13. Appoint for a defined term the region’s Presidential Ambassador.
  14. Supervise a structured orientation and/or mentoring program for new advisors, as needed, as developed by the Coordinator Advisory Committee.
  15. Report to the Chapter Programs Department at Headquarters the chapters, advisors, and members who deserve recognition other than through the Society’s Awards Program
  16. Report promptly changes in advisor information.
  17. Submit to Headquarters a State of the Region Report
  18. Work with New York Regional Officers on a weekly basis via phone conference to set Regional goals and conduct leadership training.
  19. Submit requests for reimbursements with receipts within 60 days of incurring expense.
  20. Guide Regional Officers in preparing for regional conference roles as facilitators and workshop presenters.

Section VI. Associate Regional Coordinator shall:

A. When determined to be necessary, the Associate Regional Coordinator is appointed by the Advisory Board and is the associate administrative officer of the region. He/She shall assist in supervising all regional activities, planning and implementing programs with the regional officer team within the region, and facilitating communications between chapter advisors and International Headquarters.

B. Term of Office of the Associate Regional Coordinator is a one-year term, which is subject to renewal.

C. Responsibilities of the Associate Regional Coordinator shall be:

  1. Maintain communication with and assist the Regional Coordinator and the Advisory Board in regional activities.
  2. Assist the Regional Coordinator in the orderly operation of New York regional activities as requested.
  3. Assist the Regional Coordinator in planning and conducting regional meetings/events.
  4. Stand in for the Regional Coordinator for all New York Region events and activities when necessary.
  5. Supervise the regional treasury (and submit to Headquarters an annual financial report), including administration of budget for New York Regional officers’ travel and food per diems.
  6. Submit requests for reimbursements with receipts within 60 days of incurring expense.
  7. Create and distribute an agenda for weekly meetings at least 3 days prior to the meeting.
  8. Take minutes at all Advisory Board meetings and send to the Advisory Board, the Regional Officers, and the Executive Board or Member chapters upon request.
  9. Work with New York Regional Officers as needed via phone conference to set regional goals and conduct leadership training.
  10. Guide Regional Officers as needed in preparing for regional conference roles as facilitators and workshop presenters.
  11. Organize and facilitate Advisor meetings at each Regional conference.
  12. Oversee New York Regional Advisory Board elections at each Regional Convention, explain the responsibilities of the committee, and serve as a member.
  13. Supervise the Regional Awards Program, including ordering trophies and creating certificates.

Section VII. Advisory Board

A. An Advisory Board consisting of four members, one from each district (northern, southern and western) and one at-large shall provide guidance and assistance to the Regional Coordinator and Associate Regional Coordinator in the conduct of activities. The Regional Coordinator and Associate Regional Coordinator shall be permanent, voting, ex-officio members of the board. Other members shall be advisors of member chapters in good standing.

B. Each Advisory Board member shall serve a four-year term, which is subject to renewal. Terms shall be staggered so that one-fourth of the Advisory Board is subject to replacement or renewal annually.

C. Election of Advisory Board members will take place at the annual Regional Convention by advisors in attendance. Advisory Board members shall be elected by a simple majority of advisors present at the annual regional convention.

D. Responsibilities of the Advisory Board

  1. Assist the Regional Coordinator and Associate Regional Coordinator in planning and conducting regional meetings/events.
  2. Review and recommend fiscal policies to the Associate Regional Coordinator including, but not limited to: regional fees, officer per diem and travel stipend limits, and regional scholarships.
  3. Review the bylaws of the New York Region and make recommendations for changes to the Regional Coordinator, Associate Regional Coordinator, Executive Committee and membership.
  4. Review and recommend regional honors study topic projects, and other projects to the Regional Coordinator, Associate Regional Coordinator, Executive Committee and membership.
  5. Assist in soliciting and collecting regional hallmark award entries from chapters and mailing them to judges.
  6. Assist the Regional Coordinator and Associate Regional Coordinator in the orderly operation of New York regional activities as requested.
  7. In accordance with Phi Theta Kappa International stipulations, the Advisory Board will be responsible for the management and disbursement of the PTK NY Region Endowment funds.

E. In the event of a vacant Advisory Board position, the Regional Coordinator and Associate Regional Coordinator, with input from the remaining members of the Advisory Board, will appoint a replacement to serve out the remainder of the vacancy. An attempt will be made to appoint this replacement from the appropriate district. Failing that, the appointment will be made without regard to that district.

Section VIII. Membership

The Categories of membership shall be active, alumni, provisional, and honorary.

A. Active Members

  1. Membership in the New York Region of Phi Theta Kappa shall consist of Phi Theta Kappa chapters at accredited two-year community, junior, vocational, technical colleges, and two-year division of universities in New York State that have been chartered by Phi Theta Kappa International Honor Society and are in good standing. Good standing in the region shall be defined as a chapter with paid up regional dues and having on file at International Headquarters a current annual activity report.
  2. Regional dues are $5.00 for each new member a chapter inducts. This is a onetime fee, payable to the region via submission of said dues to international with payment of international dues at the time the new member is inducted into the chapter.
  3. In order for a chapter to exercise its voting rights and participate in regional activities it must be considered as in good standing.

B. Alumni Members

  1. An alumni member shall be a former member of the society who terminated active membership in good standing and is no longer enrolled in a two-year community, junior, vocational, technical colleges, and two-year division of universities in New York State. Alumni members shall be entitled to all the privileges of active members except the right to vote or hold a regional office, excluding the title of Alumni Representative.

C. Provisional Members

  1. A provisional member shall be a student at a two-year community, junior, vocational, technical colleges, and two-year division of universities in New York State who has not yet fulfilled all the requirements of membership in an active Phi Theta Kappa chapter, but who has demonstrated an active interest in the society. A provisional member shall not have the right to vote, hold regional office, or represent a chapter at regional meetings.

Section IX. Chapter Advisors shall:

A. Maintain communication with and assist the Regional Coordinator and Associate Regional Coordinator and the Advisory Board in regional activities.

B. Oversee all chapter activities including the development of the chapter calendar and implementation of all planned projects and programs.

C. Maintain and allocate chapter funds.

D. Advise chapter on all matters.

E. Correspond with regional coordinator and Associate Regional Coordinator when necessary.

F. Represent the chapter to the college administration when necessary

G. Chapter Advisors are the vital link and support for each chapter and are urged to assist members on an active basis as time commitments and professional obligations allow.

 

Article IV. Regional Meetings and Procedures

Section I. Meetings

A. The Region will conduct two annual meetings, one in the fall semester and one in the spring semester. It is preferred that each district hosts one meeting per year.

B. All Chapters will be notified of all official regional meetings in a timely manner.

C. Any Chapter in good standing shall be eligible to host and attend official regional meetings.

D. Business meetings may be held at any official regional meeting as needed.

E. Meeting minutes shall be sent to all chapters in the region upon demand.

F. Each host chapter with the assistance of the Regional Advisory Board, The Regional Officers executive board will, provide a suitable time, place and agenda for that meeting.

G. Host chapters shall be responsible for the following:

  1. Arranging hotel and food contracts, which should be signed by Regional Coordinator or Associate Regional Coordinator.
  2. Assist Advisory Board in creating an agenda.
  3. Host one fellowship event.
  4. Choose Keynote speakers for General Sessions.
  5. Communicate with the Regional Officer team on planning details.

H. Annual Convention shall be an annual convention held prior to the International Convention, preferably in February or March. Plans for the convention shall be determined by the Regional Coordinator, Associate Regional Coordinator, the Executive Committee and the Advisory Board.

I. There shall be an annual Honors in Action/ Leadership Conference. The conference shall be held in the fall semester. Plans for the conference shall be determined by the Regional Vice Presidents for the hosting district in consultation with the Regional Coordinator, Associate Regional Coordinator, the Executive Committee and the Advisory Board.

Section II. Procedures

The procedural rules governing the meetings of the New York Region shall be Robert's Rules of Order, Revised, except as specified and set forth herein.

A. Voting: The persons allowed to vote at the meetings shall be as follows:

  1. 1. Annual Convention: Each chapter in good standing shall be entitled to one vote at the Annual Convention. The official delegate who is present and recognized at the annual convention shall cast this vote. Any candidate for a regional office cannot be their chapter’s delegate.

B. Special Meetings: Special regional business meetings may be called at any time by the executive board.

C. Quorum: New York Regional Officers and official delegates present at any properly called meeting shall constitute a quorum for the transaction of business.

 

Article V. Finance

Section I. The Society shall be operated exclusively for educational purposes and shall be tax exempt.

Section II. An annual fee assessment per new member initiated in each chapter shall be determined by the Advisory Board upon recommendation by the Regional Coordinator and Associate Regional Coordinator and subject to approval by Phi Theta Kappa International Honor Society. The current fee is $5.00

Section III. All fees, donations, and other types of financial income shall be expended by the Regional Coordinator and Associate Regional Coordinator, with approval from the Advisory Board, with the purpose of contributing a percentage of the income to the New York Regional Endowment each year.

Section IV. No financial obligation shall be incurred by any officer, committee, or chapter advisor except as authorized by the Regional Coordinator, the Associate Regional Coordinator, and the Advisory Board.

Section V. The regional coordinator shall serve as custodian of regional funds. The coordinator and executive board shall publish a financial report to be presented at each official regional business meeting.

Section VI. The regional budget is considered public information to the regional membership and to Phi Theta Kappa.

Section VII. The region may opt to award scholarships in the form of paid registrations to regional events, or in any other form approved by the executive board.

Section VIII. The region shall provide funds to purchase regional awards to be presented to members/chapters at the annual convention.

Section IX. The region shall provide funds for speakers at conferences and thank you gifts for those speakers.

Section X. The fiscal year of the Region shall be from January 1 to December 31.

Section XI. If the New York Region organization should cease to operate, the assets shall be contributed to the International Phi Theta Kappa organization.

 

Article VI. Amendments

Section I. Procedure

A. Proposed amendments to these bylaws can be initiated by the Executive Board or any chapter and shall be submitted in writing to the Regional Coordinator and Associate Regional Coordinator at least 30 days prior to the annual Regional Convention.

B. The proposed amendment will be communicated to all member chapters at least 14 days prior to the annual Regional Convention.

C. The amendment shall be presented at the annual regional convention for discussion and possible approval.

Section II. Ratification

A. Approval of an amendment shall require a two-thirds vote of the delegates voting at the annual regional convention.

B. After approval, the amendment shall be added to the bylaws.

Section III. Final Interpretation

A. Final interpretation of these bylaws shall be the responsibility of the regional coordinator in consultation with the executive board and advisory board.

Section IV. Interim Amendments

A. Upon finding that “time is of the essence “concerning bylaw amendments, the executive board may pass an Interim Amendment by a majority vote

B. Interim Amendments shall expire, unless ratified by two-thirds majority vote of delegates at regional convention.

C. Interim Amendments shall be made available to every chapter representative at conference registration. At International Convention, notice of Interim Bylaw Amendments will be given to chapter representatives at the beginning of the regional business meeting.

Section V. Harmony with International Phi Theta Kappa

A. Amendments to the New York Region Bylaws may not conflict with the Constitution or Bylaws of International Phi Theta Kappa.

 

Article VII. Parliamentary Authority

Section I. Robert’s Rule of Order, Newly Revised, will be the parliamentary guide at all regional business meetings in the region unless otherwise instructed.

Article VII. Regional Awards

Section I. To be eligible to compete for the regional awards program, a chapter must be active in the region, that is (1) current with dues for that academic year, (2) participating in the Five-Star Chapter Development Program, and (3) considered to be in good standing.

Section II. To be eligible to compete for the regional awards program, a member must be active (as defined in his/her chapter bylaws), and whose chapter is also active (as defined in Section I)

Section III. All awards will be presented at the regional convention. Awards include but are not limited to: Hallmark Awards, Distinguished Chapter, Distinguished Chapter Officer, Distinguished Chapter Member, Distinguished Advisor, Five-Star Chapter Development Level, and Regional Hallmark Awards

Article IX. Regional News Letter

Section I. The New York Regional Newsletter, The Excelsior, is to be published as often as possible each year.