Nevada California Region

Bylaws: NV/CA Region Phi Theta Kappa

This information includes the purpose of the Bylaws, the responsibilities of the members of its Executive Board, and general guidelines for conferences, etc.

Preamble

We, the members of Phi Theta Kappa in the Nevada/California Region, hereby establish these bylaws uniting our chapters in scholarship, leadership, fellowship, and service. We recognize the academic excellence of our students, encourage continued achievement, and enhance the development and growth of this society through the pursuit of lifelong learning.

Chapter I. Name of Organization

The name of this organization shall be known as the Nevada/California Region of Phi Theta Kappa.

Chapter II. Purpose of Organization

The purpose of this organization shall be three-fold:

1. To achieve the goals and purpose of the International Phi Theta Kappa Honor Society.
2. To promote participation and fellowship among Phi Theta Kappa members throughout Nevada/California.
3. To inspire all community college students to move toward new heights of intellectual achievement.

Chapter III. Divisions of Organization

Section 1 - Members shall consist of:

Part A Phi Theta Kappa chapters in Nevada/California that meet the requirements for membership in the International Phi Theta Kappa Honor Society and that are in good standing. A chapter in good standing shall be defined as one which has paid all regional fees, has maintained a current Chapter Annual Report on file at International Headquarters, and has a list of current chapter officers on file with the Regional Coordinator.

Part B Each chapter must pay fees of five dollars ($5.00) per inducted member at the time of his/her induction.

Part C Alumni shall be entitled to all the privileges of active membership except the right to vote or hold office.

Section 2 - Districts of the Nevada/California Region shall be:

a) Northwest California b) Northeast California c) Southwest California d) Southeast California e) Nevada as designated in the current Regional Handbook.

Section 3 - The Executive Board shall consist of:

Part A The Regional Coordinator

Part B Coordinator’s Advisory Committee members as appointed yearly by the Regional Coordinator after mailing a request for input from the Nevada/California Phi Theta Kappa advisors. The number of advisors on the Coordinator’s Advisory Committee is not to exceed the number of student officers on the Executive Board. This should include the Alumni Advisor. Names of advisors appointed will be presented for a sustaining vote of the advisors present at the Regional Convention prior to the year of service appointed. Any dissenting vote will be invited to a discussion of advisors at the same convention. If deemed necessary, adjustments may be made to the original presentation of names and taken again to the advisors for a sustaining vote.

Part C Student officers elected at the Regional Convention.

Section 4 - Committees shall consist of:

Part A Standing committees appointed by the Regional Coordinator, the Regional President or the Executive Board. These committees may have any number of members as is deemed necessary.

Part B Members of the standing committees appointed by the Regional Coordinator, the Regional President, or the Executive Board. Members of standing committees must be re-appointed every two years. Standing committees for which no members are appointed every two years will be deemed to have been dissolved.

Part C Ad hoc committees created by the Regional Coordinator, the Regional President, or the Executive Board as needed and for such period of time as deemed advisable.

Chapter IV. Election of Officers

Section 1 - Process

Part A Officers shall be elected by a simple majority vote (50% + 1 vote) of the delegates at the Regional Convention, each active chapter designating one member to serve as the chapter’s voting delegate. A runoff election will be held between the two candidates receiving the highest number of votes if a majority vote is not received.

Part B At the convention prior to the election, nominees should deliver a speech not to exceed three minutes and participate in a question/answer caucus. If the nominee is unable to attend due to an emergency situation, he/she should send a representative. While these bylaws allow for candidates to miss the convention and caucus prior to the election, such action is not condoned except in personal emergencies.

Part C Officers shall be installed at the last session of the Regional Convention and shall assume the duties of office immediately afterwards. New officers will participate in a brief orientation with the outgoing officers at an Outgoing/Incoming Officer Breakfast the day after the installation of the new officers. A more in-depth orientation will take place at the Summer Planning Session.

Part D At the behest of a chapter and/or the Regional Coordinator, an officer may be removed from the duties and privileges of office by a 2/3 vote of the remainder of the Executive Board after the said officer has been given an opportunity to respond to the allegations either in writing or in person.

Part E The Regional Coordinator may appoint a replacement for a regional officer who, for any reason, is removed from office, or for an officer who resigns from office, or for lack of a candidate for an office.

Part F The Regional Coordinator has the responsibility of soliciting nominations two weeks prior to the deadline of the general election.

Section 2 - Requirements

Part A Candidates may not be voting delegates unless they are the only representative from their chapter attending the regional convention.

Part B Candidates must be present at the convention in order to participate in the election and should be required to meet with voting delegates in a caucus prior to the election to explain their qualifications and to answer questions from the delegates unless excused by the Regional Coordinator.

Part C Candidates must be nominated by their chapters and their names received in writing by the Regional Coordinator.

Part D Candidates must be members of a chapter in good standing and meet all requirements of membership in that chapter in order to be elected.

Part E Candidates must sign and adhere to the Honor Code for Regional Officers as adopted by the Phi Theta Kappa Board of Directors in October 1998.

Part F Regional officers must be attending an accredited two-year community, junior, vocational, or technical college throughout their term in office.

Part G Officers may serve two, but no more than two, terms on the Executive Board.

Chapter V. Powers and Duties of the Executive Board

Section 1 - The President shall:

Part A Have open and consistent communication with the Regional Coordinator.

Part B Preside over and delegate to other officers the conducting of the Regional Leadership Conference, the Regional Convention, and the Regional Honors Institute.

Part C Direct regional activities and projects in conjunction with the Regional Coordinator.

Part D Appoint committees or direct the Executive Board to do so.

Part E Promote, delegate, and, when necessary, direct the updating of the Regional Website and the Regional Newsletter, Silver and Gold.

Part F Be responsible to find at least one nominee to replace this position for the coming year.

Section 2

There shall be the same number of Vice Presidents as there are districts in the Nevada/California Region. The District Vice Presidents shall:

Part A Maintain ongoing communication with the chapters in each respective district.

Part B Write a chapter for each regional newsletter in which they inform the rest of the region about Phi Theta Kappa activities in their district.

Part C Collect Phi Theta Kappa data, pictures, and memorabilia as requested.

Part D By common consent or by lot, serve as acting President in the absence of the President.

Part E Attend or send a representative to any Phi Theta Kappa chartering ceremonies in their area if invited.

Part F Assist and communicate with the President and/or Regional Coordinator.

Part G Be responsible to find at least one nominee to replace this position for the coming year.

Part H Be responsible, at the Summer Planning Session, for presenting at least one bid for the Leadership Conference and the Regional Convention from his/her district.

Section 3 - The Secretary/Historian shall:

Part A Keep accurate records of all Executive Board Meetings in a consistent format in compliance with Roberts Rules of Order.

Part B Send copies of the minutes to each member of the Executive Board within one week of the meeting.

Part C Make reports to International Headquarters only after approval by the Regional Coordinator.

Part D Work with the Regional Coordinator to maintain a list of chapter officers, advisors, and their addresses.

Part E Establish and publicize deadlines for the submission of newsletter Chapters then solicit content from Regional Vice Presidents, chapters, alumni, and appropriate outside sources for the newsletter.

Part F Work with the Regional Coordinator to establish and maintain a mailing list and a mailing process for the newsletter.

Part G Be responsible to find at least one nominee to replace this position for the coming year.

Chapter VI. Powers and Duties of Advisors

Section 1 The Regional Coordinator, appointed by the Executive Director, serves as the leader of the region and, when conducting meetings, is a nonvoting, ex-officio member of the Board. If not conducting, the Coordinator has the option of participating in Board votes provided the number of advisors is less than the number of students present at the vote. The Coordinator facilitates the integral relationship among chapters in the region, between Headquarters and the chapters, and between Phi Theta Kappa and the two-year college. According to the Official Policy Statement adopted by the International Board of Directors in October, 1998 the Regional Coordinator shall:

Part A Serve as head of the region.

Part B Work directly with the Director of Regional Programs at Headquarters.

Part C Attend and fully participate in the Regional Coordinator Meeting at the International Convention and other Coordinator meetings convened by Headquarters.

Part D Oversee the election of a Coordinator Advisory Committee, explain the responsibilities of the committee, and serve as a member.

Part E Attend and fully participate in all official regional meetings, directing the planning of the Conference, Convention, and Honors Institute.

Part F Hold a meetings to plan regional activities and set goals for the coming year.

Part G Hold a formal Regional Officer Orientation as soon as possible following the election of officers.

Part H Communicate frequently and consistently with Headquarters and respond to requests in a timely manner.

Part I Administer the Five-Star Chapter Development Program.

Part J Supervise the Regional Awards Program.

Part K Collect regional fees and supervise the regional treasury.

Part L Appoint for a defined term the region’s Administrative Ambassador.

Part M Supervise a structured orientation and/or mentoring program for new advisors as developed by the Coordinator Advisory Committee.

Part N Supervise the development and distribution of regional written and electronic communications which include newsletters, handbook/directory, and other necessary communications.

Part O Report promptly changes in advisor information.

Part P Report to the Chapter Programs Department at Headquarters the chapters, advisors, and members who deserve recognition other than through the Society’s International Hallmark Awards Program.

Part Q Submit to Headquarters a State of the Region Report.

Part R Submit requests for reimbursements with receipts within 60 days of incurring expense.

Section 2 - An Administrative Ambassador shall:

Part A Be appointed by Phi Theta Kappa Headquarters in consultation with the Regional Coordinator.

Part B Be an administrator of a college(s) with a chapter(s) in good standing.

Part C Participate, at least once a year, at a Nevada/California regional meeting. Ideally this would include an address which presents the issues and agenda that the administration feels is important to the progress of two-year institutions, or meet with chapter advisors to discuss regional goals and issues, or open an opportunity for dialogue with Phi Theta Kappa members.

Part D Promote Phi Theta Kappa in the Nevada/California Region by communicating current society programs.

Part E Arrange, as needed, a representative from the Nevada/California Region to address a CEO’s meeting.

Part F Promote Phi Theta Kappa to other college presidents to help the society reactivate chapters, establish new chapters, establish Phi Theta Kappa honors courses and seminars, and encourage chapter participation in regional and national programs.

Part G Serve a term of two years and may succeed himself or herself for additional terms.

Part H Participate in the Academic All-State ceremonies for Nevada or for California.

Part I Write a Chapter or report upon request for the Regional Newsletter or to be published on the Regional Listserv.

Section 3 The chapter advisors of all chapters shall:

Part A Act as liaisons between their chapters and the regional organization.

Part B Maintain communication with the Regional Coordinator.

Part C Submit names and addresses of their chapter officers to the Regional Secretary and the Regional Coordinator immediately upon election.

Chapter VII. Conventions, Conferences, and Business Meetings

Section 1 - Regional Leadership Conference

Part A The Regional Leadership Conference will be held in the Fall.

Part B The host chapter for the Leadership Conference shall be chosen by a majority vote of the Executive Board at the Summer Planning Session.

Part C Any chapter wishing to host the Leadership Conference will follow regional guidelines as set forth in the Bylaws and the Board recommendations as described in the current Regional Handbook.

Part D The host chapter, with the approval of the Regional Coordinator, shall: -Provide an appropriate time and location. -Accommodate a conference agenda provided by the Regional Coordinator.

Section 2 - Regional Convention

Part A The regional convention shall be held in the Spring.

Part B The host chapter for the regional convention shall be chosen by a majority vote of the Executive Board at the Summer Planning Session.

Part C Any chapter wishing to host the Regional Convention must follow regional guidelines as set forth in the Board recommendations as described in the current Regional Handbook.

Part D The host chapter with the approval of the Regional Coordinator, shall: -Provide an appropriate time and location. -Accommodate an agenda provided by the Executive Board.

Section 3 - Regional Honors Institute

Part A The Regional Honors Institute is organized by a committee of advisors as approved by the Executive Board.

Part B A host chapter opportunity will be extended by the Executive Board to a chapter in the region in a timely manner, preferably at the Regional Convention prior to the upcoming year’s Summer Planning Session.

Section 4 - Executive Board Business Meetings

Part A Business meetings may be held at the Regional Convention, Regional Leadership Conference, Summer Planning Session, Regional Honors Institute, the Winter Summit Meeting, the annual International Convention of Phi Theta Kappa, or on-line.

Part B A special meeting may be called at any time by the Regional Coordinator.

Part C. Minutes of all meetings shall be sent to all regional chapters upon demand.

Part D Robert’s Rules of Order shall be the parliamentary guide at all regional business meetings when necessary.

Chapter VIII. Amendment Procedures

Section 1 The Executive Board or any chapter may initiate an amendment, in writing, to the Regional Coordinator and to the Executive Board at least 45 days prior to the Regional Convention or the Regional Leadership Conference.

Section 2 - Presenting the Amendment

Part A Written copies of a proposed amendment must be sent to each chapter at least twenty-one (21) days prior to the meeting at which the amendment will be presented to the general assembly.

Part B Amendments may be voted on only at a Regional Leadership Conference, Convention, Institute, or by return mail ballot signed by an advisor and an officer from that chapter.

Section 3 Amending the constitution shall require a 2/3 affirmation vote of all chapters in good standing which are present at the meeting at which the amendment is presented or, if voted by mail, follow the procedure in Section 2, Part B.

Chapter IX. Ratification

Section 1 These bylaws shall become effective upon 2/3 vote of all chapters present at the meeting at which the amendment is presented to the general assembly in the Nevada/California Region or which return a 2/3 affirmation vote by mail.

Section 2 Final interpretation of this constitution shall be the responsibility of the Regional Executive Board, the Regional Coordinator, and the Executive Director.