By-laws of the Illinois Regional Alumni Association

Click button below for a printable version of the Illinois Alumni Association By-laws.
Alumni By-laws

 

Preamble Article I. Name of the Organization Article II. Membership Article III. Officers and Duties Article IV. Executive Board
Article V. General Elections Article VI. Resignation or Removal from Office Article VII. Advisor(s) VIII. Meetings Article IX. Finances
Article X. Amendments Article XI. Quorum Article XII. Robert's Rules of Order Article XIII. Dissolution

 

Preamble

We, the members of Illinois Regional Alumni Association of Phi Theta Kappa Honor Society, do hereby associate ourselves to continue to uphold the purpose of Phi Theta Kappa; provide a continuous fellowship of Phi Theta Kappa members; and support the people, programs, and priorities of Phi Theta Kappa.

Article I. Name of the Organization

The name of the organization shall be: Illinois Regional Alumni Association of Phi Theta Kappa Honor Society. Acceptable abbreviations of this name are “Illinois Regional Alumni Association” or “IRAA”.

 

Article II. Membership

The membership of Illinois Regional Alumni Association shall consist of all who meet the obligations set forth by the alumni association.

Section 1. General Membership

A. A member shall be a former member of Phi Theta Kappa who has terminated active membership in good standing and who was enrolled for at least one (1) year in a college.

B. A member of Illinois Regional Alumni Association shall be any former member of Phi Theta Kappa who was inducted into a chapter in the Illinois Region or a former member of Phi Theta Kappa from another region in the Society who resides within the state of Illinois and who has paid Illinois Regional Alumni Association fee.

C. Membership is open to all qualified persons without regard to race, creed, religion, gender, sexual orientation or national origin.

D. Membership in Illinois Regional Alumni Association is not exclusive. A member may also be a member of another alumni association.

Section 2. Honorary Alumni Members

A. An honorary member shall be a person who has rendered distinguished service to the Illinois Regional Alumni Association or the Illinois Region.

B. Honorary members shall not have the right to vote, hold office, or officially represent the Illinois Regional Alumni Association or Phi Theta Kappa Honor Society. Nor shall honorary members be asked to pay membership fees to the Illinois Regional Alumni Association.

C. Any member of The Illinois Regional Alumni Association may nominate an individual for consideration as an honorary member. A majority vote of the Executive Board shall confer honorary member status.

Article III. Officers and Duties

The officers of the association shall be: President, Vice President, Secretary, Treasurer, Public Relations Secretary and one (1) District Representative from each of the four (4) Illinois Districts.

Section 1

The duties of President shall be to preside over all association meetings; enforce the bylaws; serve as chair of the Executive Board; appoint all necessary committees; plan, organize and direct the planning of the annual meeting; call any special meetings; and attend the Illinois Regional Officer Training and Summer Planning Session or designate a member of the Executive Board to attend in their stead when invited by the Regional Coordinator.

Section 2

The duties of the Vice President shall be to serve as the acting President in the absence of the President; serve as a member of the Executive Board; assist in the planning of the annual meeting; help plan events and activities with the District Representatives that encourage unity and aid to the Illinois Region and its members; ensure that each District Representative maintains communication throughout their respective District and the Illinois Region as a whole; and be an ex-officio member of all committees.

Section 3

The duties of the Secretary shall be to keep the records of all meetings; maintain a roster of members; handle all report and form correspondence with Phi Theta Kappa International Headquarters; and serve as a member of the Executive Board.

Section 4

The duties of the Treasurer shall be to ensure the collection of monies paid to the association; keep necessary financial records; ensure that the Advisor(s) are the second signature on all association financial accounts; coordinate all fundraising efforts; make association expenditures; render regular financial reports to the membership as requested; and serve as a member of the Executive Board.

Section 5

The duties of the Public Relations Secretary shall be to correspond with the Illinois Region alumni as a whole, other Phi Theta Kappa alumni chapters, and Phi Theta Kappa International Headquarters; be responsible for the Illinois Regional Alumni Association website, social media, and newsletter; take pictures or ensure that pictures are taken at all alumni activities and events; promote the Illinois Regional Alumni Association supported activities; coordinate the communication with the other districts within Illinois; and serve as a member of the Executive Board.

Section 6

The duties of the District Representatives shall be to serve as members of the Executive Board contributing the ideas, feelings, motivations, and other events within their district.

Article IV. Executive Board

The Executive Board shall consist of all elected and appointed officers. The Illinois Regional Coordinator, Associate Regional Coordinator, and The Illinois Regional Alumni Association Advisor(s) shall be non-voting, ex-officio, members.

Section 1. The duties of the Executive Board shall be to handle all questions not specifically dealt with in this document; make recommendations to the membership; and to file an annual report to Phi Theta Kappa Headquarters by the stated deadline.

Section 2. The Executive Board shall meet at the call of the President but at least once per year. All meetings shall be open to any member who wishes to attend.

Section 3. All decisions concerning by-laws shall be advisory. Any vote on recommended by-law changes, which to go into effect, must be approved by a simple majority of those present and voting during any official meeting of the association.

Section 4. The decision to vote on proposals related to the operations of the Illinois Regional Alumni Association in person at the regularly scheduled annual meeting, or by other means of communication, shall be at the discretion of the Executive Board.

Section 5. A quorum shall consist of at least two-thirds (⅔) of the voting members of the Executive Board.

Article V. General Elections

Elections shall be held at the regularly scheduled annual meeting of the association. Voting shall be by secret ballot; those present and voting shall constitute quorum. All officers are elected at-large.

Section 1. Qualification for Officers

A. All current members who have paid the Alumni Association fee are eligible to become officers.

B. Officers must be alumni members in good standing who have met and continue to meet the qualifications of membership.

Section 2. Terms of Office

A. The terms of office for the President and Vice President shall be for one year, from the annual meeting to the annual meeting. Upon completion of the one-year term as Vice President, the Vice President shall serve a oneyear term as President.

B. The terms of office for the Secretary and Public Relations Secretary shall be for two year staggered terms. The Secretary will be elected in odd years; the Public Relations Secretary will be elected in even years.

C. The Treasurer will serve a term at the appointment of the Executive Board, to be confirmed by the membership by a majority vote.

D. The terms of office for the four District Representatives shall be for one year.

Section 3. Nominations

Nominations for office shall be received no later than two (2) weeks prior to the annual meeting. Nominations shall be provided to the members in good standing no later than one (1) week prior to the annual meetings. Nominations will also be accepted from the floor at the annual meeting if an office for election has one or fewer candidates nominated. Nominations will only be accepted for candidates who are members in good standing and eligible to run for office.

Section 4. Voting

A. All members in good standing present at the annual meeting shall have the opportunity to vote, excluding the President.

B. An advisor, or someone appointed by the advisor, shall be present when counting the votes.

C. In the event of a tie, the President shall cast the deciding ballot.

D. In the event that an office other than the offices of President or Vice President remains unfilled, the President and Vice President may appoint an individual, after consultation with the Executive Board. The appointment must then go to vote to the Executive Board, and must be ratified by a two-thirds (⅔) vote. In the event the President and Vice President decide to nominate different individuals to appoint, a majority vote of the Executive Board will decide the appointment.

E. In the event that the office of President or Vice President is unfilled, any member of the Executive Board may nominate a member in good standing for appointment to the President or Vice President position. The appointment must then go to the Executive Board, and must be ratified by a two-thirds (⅔) vote. The individual that is chosen to serve as the Vice President will go on to serve as the President the following year.

F. Honorary members may not vote.

Section 5. Installation of Officers

The installation of officers shall take place immediately following the vote at the annual meeting.

Article VI. Resignation or Removal from Office

Section 1. An officer in the Illinois Regional Alumni Association shall be allowed to voluntarily resign his/her office prior to the end of their term and stay a member in good standing. The resigning officer must notify the Executive Board and Alumni Advisor(s) at least fifteen (15) days prior to the effective date of their resignation.

Section 2. A majority vote of the Illinois Regional Alumni Association Executive Board and concurrence of the Alumni Advisor(s) shall be necessary to remove an officer.

Section 3. Upon the resignation or removal of an officer, the President shall appoint a person to complete the officer’s term. If the President is removed from office, the Vice President shall assume the office of President and appoint a person to fill the vacant Vice President office.

A. In the event the office of President becomes vacant and the President and Vice President have completed less than half of their terms, the Vice President will assume the role of President for the rest of the President’s term and then step down. The appointed Vice President will then assume the office of President.

B. In the case that the President and Vice President have completed more than half of their terms, the Vice President will assume the office of President for the completion of the term and then carry on to be the President for the next term. The Executive Board has the option to decide whether or not to appoint a Vice President to serve for the remainder of the current term. If a Vice President is appointed, then that member will have to run and win the election for the office of Vice President in the next general election to keep the seat.

Section 4. All appointments for vacant offices must be approved by a two-thirds (⅔) vote of the Executive Board.

Article VII. Advisor(s)

Section 1. An advisor for the alumni association shall be selected by the Executive Board and approved by the Illinois Regional Coordinator and International Headquarters. A co-advisor may be selected as needed, but he/she must also be approved by the Illinois Regional Coordinator and International Headquarters.

Section 2. In the event that the advisor position becomes vacant, the Executive Board shall recommend an advisor. A co-advisor may be recommended as needed. The Regional Coordinator and International Headquarters must then approve the selection(s).

Section 3. The advisor shall be a member of the faculty or staff of a college with an active Phi Theta Kappa chapter, a current or former advisor, or alumnus.

Section 4. The advisor(s) shall perform all duties and responsibilities as defined by the Phi Theta Kappa International Headquarters, including collecting the fees paid by new association members.

Article VIII. Meetings

Section 1. Meetings shall be called by the President and set at the discretion of the Executive Board. Discussions of an online nature may be counted as an official meeting, provided that it is planned and announced to the membership a minimum of seven (7) days in advance.

Section 2. An annual meeting is mandatory for the purpose of electing the officers and the conducting of official business. This annual meeting shall be held during the Illinois Regional Convention. The annual meeting cannot be conducted online.

Section 3. Committees and subcommittees shall be ad-hoc. Each group shall select their Chairperson by a consensus of the members of the respective committee. The Chairperson of the committee shall call committee meetings. Procedures at such meetings are left to the discretion of the committee Chairperson. Reports of each meeting shall be given to the alumni association as a whole at the subsequent alumni association meeting.

Section 4. The Illinois Regional Alumni Association shall also conduct a business meeting during the Illinois Region’s Honors Institute / Leadership Conference each year at the discretion of the Executive Board.

Article IX. Finances

Section 1. All requests of $100 and under to be paid from association funds must be approved by the President and/or the Vice President, as well as the Treasurer and one other Executive Board member, in advance of disbursement of the funds. All requests for money to be paid from association funds between $100 and $500 must be presented in writing for the approval of the Executive Board. Approval must be obtained in writing from a simple majority of the Executive Board. All requests for money to be paid from association funds over $500 must be presented in writing for the approval of the Executive Board. Approval must be obtained in writing by a twothirds (⅔) vote of the Executive Board.

Section 2. All approved financial requests must be submitted in writing to the Treasurer, and must be accompanied by receipts.

Section 3. The Illinois Regional Alumni Association requires a $30 one-time fee for all new association members to be collected by the association advisor(s) or appointee.

Section 4. The Treasurer shall be responsible for ensuring all fees and other monies paid are deposited in the designated bank account(s).

Section 5. All accounts held in the name of the association shall be verified monthly by the President and annually by the Executive Board, followed by a written report presented to the membership by the Treasurer or President. The Treasurer will arrange to have the monthly statement from the bank holding the association account(s) to be sent to the President and the Advisor(s) monthly.

Section 6. A statement of financial position of the association will be made available upon request in writing to any current member.

Article X. Amendments

Amendments to these by-laws shall be submitted to the Executive Board and Advisor(s) in writing, for submission forty-five (45) days prior to the Annual Meeting.

Section 1. Voting on Amendments

A. Voting on any amendment shall take place at the Illinois Regional Alumni Association Annual Meeting held at the Illinois Regional Convention.

B. All members in good standing, present at the meeting, excluding the President (unless there is a tie), will have the opportunity to vote.

C. The Advisor(s), or someone appointed by an Alumni Advisor(s), will count the votes.

D. In case of a tie, the President will cast the deciding vote upon the proposed amendments.

Section 2 Ratification

Amendments shall become effective upon the ratification by a two-thirds (⅔) majority of the voting membership present, and when approval has been received by Phi Theta Kappa Headquarters.

Article XI. Quorum

Section 1 A quorum shall consist of members present at any announced alumni association meeting.

Section 2 All proposals submitted for approval, including proposed amendments to by-laws, must be made available to all members of the Illinois Regional Alumni Association. Further, members must be given at least thirty (30) calendar days to submit responses to the Executive Board.

Article XII. Robert’s Rules of Order

All meetings shall be conducted using Robert’s Rules of Order as a guide publication. Robert’s Rules of Order shall govern any situation not covered in this document or under consideration by the Executive Board. In all cases, the most up-to-date version of Robert’s Rules of Order will be used.

Article XIII. Dissolution

Section 1 The association may be dissolved one (1) year after a vote of the general membership to dissolve the association. However, any ten (10) persons eligible for membership under these by-laws may, by unanimous vote, rescind any action to dissolve the association, within one (1) year of such action, and call for a reorganization meeting.

Section 2 Upon a successful vote to dissolve the association, all funds held in its treasury and in all its account(s) shall be frozen, except for the payment to creditors as of that date. Any remaining funds shall be turned over, in full, to Phi Theta Kappa International Headquarters within thirty (30) days of the final dissolution of the association, with the understanding that any remaining funds shall be turned over to the Illinois Region of Phi Theta Kappa.