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. Amendments 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 opportunities 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 composed of the elected regional officers including President, Vice Presidents for each district, Vice President of Communication, and Alumni Representative. The Regional Coordinator shall serve as a nonvoting, ex-officio 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. 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.
  1. 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 conference.
  2. If the officer is unable to return to duties prior to Regional Officers' Training, the candidate placing second in the same election at Regional Conference shall assume that position provided that candidate still meets all other eligibility requirements for serving as a regional officer.

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 a President, a Vice President from each of the districts of the region, alumni representative, and a Vice President of Communication.
B. Term of office shall be a one-year term, beginning at the Regional Convention. 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. Remain an active member in good standing throughout the term of office.
  3. Be a member of a chapter within the district for which they are running.
  4. Except for the Alumni Representative, a candidate must be enrolled at a two-year college for the entire term of office.
  5. 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:
    1. Attend and engage in regular video conference meetings with the Regional Officers and Regional Coordinator;
    2. Attend all regional events and trainings;
    3. Create and execute two to three Regional Initiatives;
    4. Write Regional Hallmark entries.;
    5. Lead the Regional Conferences – preside over conferences and host/create educational workshops, host/create a fellowship event;
    6. Coordinate with Regional Coordinator on weekly meeting agenda;
    7. Maintain communication with and support the Executive Committee;
    8. Act on behalf of the Vice Presidents, if necessary.
  1. The District Vice Presidents shall:
  1. Attend and engage in regular video conference meetings with the Regional Officers and Regional Coordinator;
  2. Attend all regional events and trainings;
  3. Create and execute two to three Regional Initiatives;
  4. Write Regional Hallmark entries;
  5. Lead the Regional Conferences – preside over conferences and host/create educational workshops, host/create a fellowship event;
  6. Regular communication and outreach to chapters in their district.
  1. The Vice President of Communication shall:
  1. Attend and engage in regular video conference meetings with the Regional Officers and Regional Coordinator;
  2. Attend all regional events and trainings;
  3. Create and execute two to three Regional Initiatives;
  4. Write Regional Hallmark entries;
  5. Lead the Regional Conferences – preside over conferences and host/create educational workshops, host/create a fellowship event;
  6. Write weekly Executive Committee meeting minutes and publish in Regional files;
  7. Responsible for managing regional social media account(s).

       4. Alumni Representative shall:

  1. Attend and engage in regular video conference meetings with the Regional Officers and Regional Coordinator;
  2. Attend all regional events and trainings;
  3. Create and execute two to three Regional Initiatives;
  4. Write Regional Hallmark entries;
  5. Lead the Regional Conferences – preside over conferences and host/create educational workshops, host/create a fellowship event;
  6. Serve as an ex-officio member of the New York Regional Alumni Association.

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 that any office remains unfilled at the end of the Regional Convention, a virtual election may be held prior to the International Convention; results will be announced at the Regional Meeting at the International Convention.

 F. Removal from office

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

  1. Violation of the Phi Theta Kappa Constitution or Bylaws.
  2. Violation of the New York Region Bylaws.
  3. Violation of the Phi Theta Kappa Honor Code for Regional Officers.

2.  Removal Process

  1. A regional officer may be removed from office when a written petition for removal is received by the Advisory Board from either:
    1. the Regional Coordinator, the Associate Regional Coordinator, or
    2. two-thirds of the Regional Officers not named in the petition or
    3. at least two chapters in good standing.
  1. 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.
  2. 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 

  1. The Regional Coordinator is appointed for the region by Phi Theta Kappa Headquarters and is the chief administrative officer of the region. They 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.
  2. Term of Office of the Regional Coordinator is a one-year term, which is subject to renewal.
  3. The Regional Coordinator is appointed to office by the Executive Committee of Phi Theta Kappa International upon the recommendation of the Executive Director.
  4. 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.
  5. Responsibilities of a Regional Coordinator shall be:
    1. Serve as head of the region.
    2. Maintain regular communication with Headquarters.
    3. Attend and fully participate in the Regional Coordinator Meetings at the international Convention and other Coordinator meetings convened by Headquarters.
    4. Plan, attend and fully participate in all official regional meetings..
    5. Confer with the New York Regional Advisory Board and Executive Committee to plan regional activities and advise in setting Regional Goals.
    6. Hold a formal Regional Officer Orientation as soon as possible following their election.
    7. Encourage chapter participation in the Five-Star Chapter Program.
    8. Supervise the Regional Awards Program.
    9. Supervise the regional treasury.
    10. Communicate and support advisors to encourage engagement in Phi Theta Kappa throughout the region.
    11. Prepare and present a State of the Region Report at the Regional Convention.
    12. Work with New York Regional Officers to create and execute two to three Regional Initiatives, edit/submit Regional Hallmark entries, and determine regional goals.
    13. Submit requests for reimbursements with receipts within 30 days of incurring expense.
    14. Guide Regional Officers in preparing for regional conference roles as facilitators and workshop presenters.
    15. Co-organize and facilitate Advisor meetings at each Regional conference.

Section VI. Associate Regional Coordinator shall:

  1. An Associate Regional Coordinator will be appointed by the Advisory Board and will serve as the associate administrative officer of the region.
  2. Term of Office of the Associate Regional Coordinator is a one-year term, which is subject to renewal.
  3. 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 conferences/events.
    4. Stand in for the Regional Coordinator for all International and New York Region events and activities when necessary.
    5. Assist with supervision of the regional treasury.
    6. Submit requests for reimbursements with receipts within 30 days of incurring expense.
    7. Oversee and maintain the Regional files.
    8. Assist Regional Coordinator in working with New York Regional Officers, setting regional goals, and conducting leadership training, as needed.
    9. Assist in guiding Regional Officers, as needed, in preparing for regional conference roles as facilitators and workshop presenters.
    10. Co-organize and facilitate Advisor meetings at each Regional conference.
    11. Assist with overseeing New York Regional Advisory Board elections at each Regional Convention, explaining the responsibilities of the committee, and serving as a member.
    12. Assist with supervision of the Regional Awards Program.

Section VII. Advisory Board

  1. The Advisory Board shall consist of one to two advisors per district (Northern, Southern and Western) and one At-large advisor. All members shall be advisors of member chapters in good standing.
  2. Advisory Board members will be appointed by the current members of the Advisory Board.
  3. The Advisory Board shall provide guidance and assistance to the Regional Coordinator and Associate Regional Coordinator in the conduct of activities.
  4. The Regional Coordinator and Associate Regional Coordinator shall be permanent, voting, ex-officio members of the board.
  5. Each Advisory Board member shall serve a four-year term, which is subject to renewal. When possible, terms shall be staggered.
  6. Responsibilities of the Advisory Board
    1. Assist the Regional Coordinator and Associate Regional Coordinator in planning and conducting regional conferences/events.
    2. Review and recommend fiscal policies to the Regional Coordinator and 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.
    4. Assist in coordinating regional hallmark award entries and scholarship applications.
    5. Assist the Regional Coordinator and Associate Regional Coordinator in the orderly operation of New York regional activities as requested.
    6. 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.
  7. 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, may appoint a replacement to serve out the remainder of the vacancy. An attempt will be made to appoint this replacement from the appropriate district.

Section VIII. Membership

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

  1. 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 report.
    2. Regional dues are $5.00 for each new member a chapter inducts. This is a one time 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.
  1. 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.
  2. 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 conferences.

Section IX. Chapter Advisors shall:

  1. Maintain communication with and assist the Regional Coordinator and Associate Regional Coordinator and the Advisory Board in regional activities.
  2. Oversee all chapter activities including the development of the chapter calendar, participation in the Five Star Chapter program, and implementation of all planned projects and programs.
  3. Maintain and allocate chapter funds.
  4. Correspond with Regional Coordinator and Associate Regional Coordinator when necessary.
  5. Represent the chapter to the college administration when necessary
  6. Assist members on an active basis as time commitments and professional obligations allow.
  7. Submit yearly Chapter Activity Report to Regional Coordinator prior to Regional Convention.
 
Article IV. Regional Conferences and Procedures

Section I. Conferences

  1. The Region will conduct two annual conferences, one in the fall semester and one in the spring semester. It is preferred that conference locations rotate by district whenever possible.
  2. All Chapters will be notified of all official regional conferences in a timely manner.
  3. Any Chapter in good standing shall be eligible to host and attend official regional conferences.
  4. Business meetings may be held at any official regional conference as needed.
  5. Business Meeting minutes shall be sent to all chapters in the region upon demand.
  6. Each host chapter with the assistance of the Regional Advisory Board, as needed to plan regional conferences .
  7. Host chapters shall assist Regional Leadership with the following:
    1. Suggest possible conference venues. ,
    2. Assist Advisory Board in creating an agenda.
    3. Host one fellowship event.
    4. Finding Keynote speakers for General Sessions.
    5. Communicate with the Regional Advisory Board on planning details.
  8. Regional Convention shall be an annual convention held prior to the International Convention, preferably March. Plans for the convention shall be determined by the Regional Coordinator, Associate Regional Coordinator, t and the Advisory Board.
  9. There shall be an annual Fall Conference. The conference shall be held in the fall semester. Plans for the conference shall be determined by Regional Coordinator, Associate Regional Coordinator, and the Advisory Board.

Section II. Procedures

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

  1. Voting: The persons allowed to vote at the conference shall be as follows:

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.

  1. Special Meetings: Special regional business meetings may be called at any time by the Executive Committee or Advisory Board.
  2. 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.

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 and Associate Regional Coordinator shall serve as custodians of regional funds. The coordinators and Executive Committee shall report on the financial state of the New York Region during the State of the Region address.

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 regional 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

  1. Proposed amendments to these bylaws can be initiated by the Executive Committee or any chapter and shall be submitted in writing to the Regional Coordinator and Associate Regional Coordinator at least 30 days prior to any regional conference.
  2. The proposed amendment will be communicated to all member chapters at least 14 days prior to any regional conference.
  3. The amendment shall be presented at any regional conference for discussion and possible approval.

Section II. Ratification

  1. Approval of an amendment shall require a two-thirds vote of the delegates voting at any regional conference.
  2. After approval, the amendment shall be added to the bylaws.

Section III. Final Interpretation

  1. Final interpretation of these bylaws shall be the responsibility of the Regional Coordinator in consultation with the Executive Committee and Advisory Board.

Section IV. Interim Amendments

  1. Upon finding that “time is of the essence” concerning bylaw amendments, the Executive Committee and Advisory Board may pass an Interim Amendment by a majority vote
  2. Interim Amendments shall expire, unless ratified by two-thirds majority vote of delegates at the next regional conference.
  3. Interim Amendments shall be made available to every chapter representative at conference registration.
  4. At the 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

  1. 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 their 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 Website

Section I. The New York Region will maintain and update the New York Regional webpage in coordination with Phi Theta Kappa International Headquarters.