MIDWESTERN REGIONAL BY-LAWS

Transcription

1 MIDWESTERN REGIONAL BY-LAWS AS AMENDED THROUGH THE 1999 CONFERENCE Soror Lillian Marigny, Midwestern Regional Director Soror Joylynn Wilson, Midwestern Region Phylacter March 24-25, 2000 Overland Park, Kansas Page 1 of 13

2 TABLE OF CONTENTS Page ARTICLE I. ARTICLE II. ARTICLE III. ARTICLE IV. ARTICLE V. ARTICLE VI. ARTICLE VII. ARTICLE VIII. ARTICLE IX. ARTICLE X. ARTICLE XI. ARTICLE XII. ARTICLE XIII. ARTICLE XIV. ARTICLE XV. NAME OBJECTIVES MEMBERSHIP OFFICERS QUALIFICATIONS OF OFFICERS DUTIES OF REGIONAL OFFICERS STRUCTURE OF THE EXECUTIVE BOARD ELECTION AND TENURE OF OFFICE FINANCE DELEGATES TO REGIONAL CONFERENCES MEETINGS STANDING COMMITTEES AUXILIARIES AMENDMENTS DISSOLUTION/INUREMENT CLAUSE STANDING RULES Page 2 of 13

3 ARTICLE 1. NAME ZETA PHI BETA SORORITY, INC. MIDWESTERN REGION BY-LAWS (As Amended Through the 1999 Conference) The name of this organization shall be the Midwestern Region of Zeta Phi Beta Sorority, Inc. This organization shall incorporate the flower, colors, and insignia of the national body. ARTICLE II. OBJECTIVES The primary objectives of this organization shall be: to foster the ideals of sisterhood, service, scholarship, civic, and cultural endeavors, and finer womanhood; and to stimulate interest in, and among chapters of this region. The secondary objectives of this organization shall be: to foster sincere love and a strong sense of loyalty among the membership of the Midwestern Region; to support the national organization of Zeta Phi Beta Sorority, Inc., in developing its projects of national concern; to develop this organization through the establishment of undergraduate and graduate chapters; and to develop, promote, and assist Amicae, Amicette, and Archonette auxiliaries. ARTICLE III. MEMBERSHIP The financial (national, regional, and state obligations have been paid) graduate and undergraduate chapters located in the states of Colorado, Kansas, Missouri, Nebraska, Oklahoma, North and South Dakota, Iowa, Utah, Montana, and Wyoming shall comprise the membership of this organization. ARTICLE IV. OFFICERS The elected officers of this organization shall be the Grammateus, Assistant Grammateus, Tamias, Tamias Grammateus, the Representative to the National Nominating Committee Regional Nominating Committee Chairperson (elected only in non boulé years), and the Undergraduate Member-at-Large. The appointed officers of this organization shall be the Regional Director, the various state directors, the Phylacter and the Assistant Page 3 of 13

4 Section D. Section E. Phylacter, the Epistoleus, the Amicae Advisor, the Undergraduate Chapter Advisor, the Life Membership Representative, the Youth Advisor, and the Regional Musician. Vacancies in elected offices shall be filled by appointment of the Regional Director, except in case of the office of Grammateus, whose vacancy shall be filled by the Assistant Grammateus. Vacancies in appointed offices shall be filled by the appointment of the Regional Director. Vacancies in offices appointed by the Grand Basileus will be filled by appointment of the Grand Basileus. The Chairman of the Executive Board shall be an officer of the Midwestern Region. ARTICLE V. QUALIFICATIONS OF OFFICERS Section D. Section E. Elected or appointed officers must be financial and active at all Levels. Elected and appointed graduate officers must have attended at least two regional conferences and one boulé prior to their election and installation. They must be active with their chapter and possess leadership capabilities. The offices of Assistant Grammateus, Assistant Phylacter, and Undergraduate Member-at-Large are reserved for undergraduate sorors who are active in their chapter, full time students below the graduating senior year. If the undergraduate is attending her first regional conference, it should be considered her experience. Candidates for elected regional offices must be present at the Regional conference in order to elected. The Undergraduate Chapter Advisor, Amicae Advisor, Youth Advisor, and Life Membership Representative shall meet the qualifications pertinent to their office as specified in Article VI of these By-Laws. ARTICLE VI. DUTIES OF REGIONAL OFFICERS Officers appointed by the Grand Basileus: The Regional Director And various state directors, shall perform the duties outlined in the Current edition of the sorority s national constitution/by-laws, Having met the qualifications outlined in the referenced document. Elected Officers 1. The Regional Grammateus shall perform the duties normally associated with a recording secretary of an organization, including, but not limited to recording the proceedings of each Regional Conference, all meetings of the Executive Board, keeping accurate permanent record of all official business of the organization, and Page 4 of 13

5 publishing the minutes of each regional conference, after approval by the Minute-Approving Committee, insuring that each regional officer receives at least two (2) copies within 60 days after the close of the Regional Conference. 2. The Regional Assistant Grammateus shall perform the duties normally associated with an assistant secretary, including, but not limited to assisting the Grammateus in recording the minutes of the Regional Conference and board meetings, and serving as the chairperson of the Minute-Approving Committee (with two (2) others appointed by the Regional Director). She shall fulfill the duties of the Grammateus in case of the illness or the absence of the Grammateus at the Regional Conference or board meeting. 3. The Regional Tamias-Grammateus shall perform the duties normally Associated with a financial secretary, including, but not limited to receiving all monies from the chapters within the region and from all other sources, keeping a permanent record of same, and transmitting receipts/acknowledgements to chapters within ten (10) days of receiving monies. She shall send all monies to the Regional Tamias, within ten (10) days of receipt and shall also prepare an annual report for submission at the Regional Conference. A copy of the report given to the Regional Tamias shall be sent to the Regional Director. She shall send to the Regional Director and all financial chapters a written report on the financial status of the chapters and their current address, (60) days prior to a regional conference. 4. The Regional Tamias shall perform the duties normally associated With a treasurer of an organization, including, but not limited to disbursing monies to pay regional bills, upon receipt of a properly executed voucher signed by the Regional Director. She must prepare an annual report showing all income and all disbursements for submission at the Regional conference. She shall prepare quarterly reports for submission to the regional director, with a copy to the Tamias-Grammateus, and serve as chairperson of the Budget/Finance Committee. A proposed budget must be submitted for approval of the Executive Board at the meeting prior to the conference with a copy to the Regional Director (30) days before the conference. The Regional Tamias shall be bonded under a joint bond with the Regional Director, Tamias Grammateus, and the Chairperson of the Executive Board. 5. The Regional Undergraduate Member-at-Large shall work with the Undergraduate Chapter Advisor to coordinate undergraduate activities within the region. It shall be her responsibility to voice the concern of undergraduate sorors at the Executive Board meetings. Page 5 of 13

6 6. The Regional Nominating committee Chairperson-Representative to The National Nominating Committee shall be responsible for the implementation of the nominating process between regional conferences. She shall present the proposed slate of officers at the Executive Board meeting prior to the Regional Conference. Also, she shall serve as the Midwestern Region s representative to the National Nominating Committee, performing such duties as directed. Officers appointed by the Regional Director 1. The Regional Phylacter shall advise the Regional Director on parliamentary procedures, when requested, using the National Constitution and By-Laws, the Regional By-Laws and Standing Rules, and the National Handbook, as well as Robert s Rules of Order Newly Revised. She shall serve as the chairperson of the By- Laws Revision Committee. 2. The Regional Assistant Phylacter shall assist the Phylacter in the performance of her duties. 3. The Regional Amicae Advisor will be available for consultation with The Regional Director and the Regional Amicae President in planning and implementing the Amicae program at the Regional Conference. 4. The Regional Undergraduate Chapter Advisor, who must have been Initiated as an undergraduate and/or served as an advisory to a local undergraduate chapter, shall advise and assist undergraduate chapters throughout the region in their academic, social and service activities. She shall stimulate interest among the undergraduate membership. She shall be responsible for planning and implementing the Undergraduate Program as the Regional Conference. 5. The Regional Youth Advisor, who must have advised a local youth group and is possible a former Archonette/Amicette shall advise and assist Youth groups throughout the region. She shall be responsible for planning and implementing the Youth program at the Regional Conference. It is recommended, but not required, that she be a member of the hostess chapter of the Regional Conference. 6. The Regional Life Membership Representative, who must be a Life Member, shall encourage a close fellowship among Life members in the region, and shall plan a program for implementation at each regional conference. This program could be, but is not limited to, awarding a scholarship to an undergraduate soror of the adoption of a undergraduate soror to be sent to a boule. She shall be responsible for communicating with her national counterpart, as well as with Life Members within the region. Page 6 of 13

7 7. The Regional Epistoleus shall be responsible for publicizing regional activities and events to the fullest extent possible, and for keeping a scrapbook of the same. This scrapbook should be displayed at each regional conference. Section D. The Chairperson of the Executive Board shall preside at all meetings of the Executive board. She shall approve all vouchers presented by the Regional Director for reimbursement when the Regional Director is the payee. She shall sign all the checks when the Regional Director is the payee or when an alternate signatory is needed. ARTICLE VII. STRUCTURE OF THE EXECUTIVE BOARD Section D. The Executive Board, subject in every manner to the Midwestern Region shall transact business as necessary between regional Meetings, subject to ratification a the next meeting of the Midwestern Regional Conference. The Executive Board of this organization, which shall meet within the (24) hours following the last session, shall consist of all elected and appointed regional officers, the Regional Director, the state directors, chapter basilei (graduate and undergraduate), and the (3) immediate past regional directors in attendance, all having voting privileges. The quorum for an executive board meeting shall be one-third (1/3) of the eligible voting strength. The immediate past regional director shall serve as the chairperson of the Executive Board. The Executive Board may also meet, either in session, by conference telephone call or mail, at other times during the year at the call of the Regional Director or upon the written petition of three (3) elected board members. The quorum for these meetings shall consist of four-fifths (4/5 or 80%) of the board members. Roll call votes will be required during conference call meetings, with a two-thirds (2/3) vote required for approval of business items. Ballots are to be returned to the Regional Director within (10) days after mail meetings, with the provision that unreturned ballots will be counted in the affirmative, and a two-thirds (2/3) vote is necessary for approval of business items. ARTICLE VIII. ELECTION AND TENURE OF OFFICE The Regional Nominating Committee shall consist of the Chairperson, elected at a regular election and two other sorors appointed by the Regional Director. Before the next election, it shall be their duty to nominate the officers for the next Page 7 of 13

8 Section D. Section E. Section F. Section G. Section H. administration. Their report is to be given at the Executive Board meeting prior to the Regional Conference. Nominations from the floor will be in order at the time specified on the agenda of the Regional Conference. A Regional Elections Committee of three (3) sorors shall be appointed by the Regional Director, after the close of nominations, with input from the state directors, to conduct the elections. All elected regional officers shall be elected by a plurality ballot vote at a regular meeting of the Regional Conference, except when there is but one candidate for an office, in which case a voice vote may be taken. Elected officers, except the Regional Tamias, the Regional Tamias- Grammateus, and the Regional Representative to the National Nominating Committee-Nominating Committee Chairperson, shall be elected for a term of one (1) year and/or shall serve until their successors are elected. These offices may be reelected for one (1) additional year. The Regional Tamias, Regional Tamias-Grammateus and the Regional Representative to the National Nominating Committee- Nominating Committee Chairperson shall be elected for a term of (2) years or until their successors are elected. The Regional Tamias will be elected in odd-numbered years, while the Regional Tamias-Grammateus will be elected in even-numbered years. The Regional Representative to the National Nominating Committee- Nominating Committee Chairperson will be elected in non-boulé years. Appointed regional officers serve at the pleasure of the Regional Director and are not restricted to terms in office. However, their appointment must be reconfirmed at each regional conference. All officers, whether elected or appointed, shall turn over all materials of their office to their successors within sixty (60) days after going out of office. ARTICLE IX. FINANCE Section D. The fiscal year for this organization shall coincide with that of the national body. Regional chapter taxes shall be paid to the Regional Tamias- Grammateus at the time that national obligations are paid. Regional taxes for sorors shall be paid to the Regional Tamias- Grammateus through their local chapter at the same time that national obligations are paid. Registration fees for attendees at regional conferences shall be set by the Regional Director, after consultation with the hostess Page 8 of 13

9 Section E. Section F. Section G. Section H. Section I. Chapter. Sorors attending any part of the regional conference shall pay the full registration fee. There shall be a special interest-bearing checking account for each Regional conference for the sole purpose of depositing conference receipts and disbursing conference obligations. Signatories for this account shall be the Regional Director, Regional Tamias, and the Regional Marshall. The Regional Director, elected and appointed officers, and state directors shall receive complimentary registration at regional conferences. The payment of other travel-related expenses will be made as voted upon at the previous regional conferences subject to budgetary constraints. Delegates to the regional conference, may from time to time, vote for local chapters to cooperate in having fund-raising activities to meet the financial obligations of the region. Each outgoing Regional Director must leave in the treasury a sum equal to the unpaid bills or obligations for which her administration is responsible. ARTICLE X. DELEGATES TO REGIONAL CONFERENCES The apportionment of delegates to a regional conference shall coincide with the number set for a boulé of the sorority. All officers of the Midwestern Region shall receive a vote at the Midwestern Conference and Executive Board. Life Members shall be seated and have a vote at the Regional Conference. ARTICLE XI. MEETINGS There shall be an annual meeting known as the Midwestern Regional Leadership Conference held at a place rotated among the States, as recommended by the Time and Place Committee. The state directors, officers, committee chairperson, coordinators, and Chapter basilei shall submit written reports of their activities to the Regional Director, for inclusion in the conference s delegate kits, at Least (30) days prior to a regional conference. Sometimes the Regional Director will direct state directors to collect the chapter basilei reports. Addendum to financial reports will be accepted at the Executive Board Meeting. The quorum for a regional conference shall be set at one-third (1/3) of the eligible delegates. Emergency meetings of the Midwestern Region may be held upon a Page 9 of 13

10 ARTICLE XII. STANDING COMMITTEES written request sent to the Regional Director. A simple majority of financial graduate chapters, who must then bear the expense of such a meeting. At least (30) days written notice to chapters and officers must be given for emergency meetings. ARTICLE XIII. The following shall be standing committees for this organization: Budget/Finance, By-Laws Revision, Fundraising, Publicity, Scholarship, Program, National Projects, Necrology/RePledge, the Undergraduate Council, the Graduate Basilei Council, Nominating, Election, Audit, Recommendations/Resolutions and other committees as specified in the current edition of the sorority s handbook. The Regional Director shall schedule sufficient time, either prior to or during a regional conference for committee meetings. AUXILIARIES Zeta Amicae and Zeta Archonette/Amicettes and Pearlettes (4-8) shall be sponsored by graduate chapters of Zeta Phi Beta Sorority, Inc., and shall be governed by the rules and regulations found in current sorority materials. ARTICLE XIV. Section D. Section E. AMENDMENTS These By-Laws may be amended by a two-thirds (2/3) vote of the delegates present and voting at a regional conference, a quorum being present. A proposed amendment shall be sent, in writing, to the Regional Grammateus and the Regional Director, at least (60) days prior to the conference. A copy of all proposed amendments shall be mailed to the Regional Director, each financial chapter and the Regional Phylacter at least (45) days prior to a regional conference. No article or section of these By-Laws, including the Standing Rules, shall conflict with those of Zeta Phi Beta Sorority, Inc. If any amendment to the sorority s Constitution or By-Laws makes a Corresponding amendment to these By-Laws necessary, or causes them to be in conflict with the sorority s rules, these By- Laws shall be deemed to be amended automatically according to the amendments adopted by the vote of the sorority. Such changes shall be reflected in the next publication of the By-Laws. These changes will be noted at the next leadership conference. Page 10 of 13

11 ARTICLE XV. DISSOLUTION/INUREMENT CLAUSE The Midwestern Region shall use its funds only to accomplish the objectives in these By-Laws. No part of these funds shall inure or be distributed to any officer or soror for their own personal use or for their immediate family, unless as reimbursement for a previously approved budgetary item. Any funds remaining, should the Midwestern Region dissolve or consolidate with another region, shall be returned to the financial chapters within the region on a per capita basis. All financial chapters must receive written notice of a dissolution meeting. By-Laws Revision Committee Chairperson Soror Joylynn L. Wilson, Midwestern Regional Phylacter Page 11 of 13

12 Zeta Phi Beta Sorority, Inc. Midwestern Regional Leadership Conference Standing Rules The Regional Conference shall be held annually on the 4 th weekend in March except when that weekend is Easter weekend, in which case the meeting shall take place the 4 th weekend in April. 2. Time will be set aside on the agenda of each regional conference for meeting of the various states. These meetings shall be in addition to, rather than a replacement for, the meeting held within the states. 3. To the extent possible, officers of the Midwestern Region shall come from all financial chapters within the region, with a reasonable attempt made to rotate offices among the chapters. 4. Appointed officers shall come from chapters not having elected regional officers. 5. Chapter taxes shall be payable to the Regional Tamias-Grammateus at the same time that national obligations are due. Delinquent chapters will be assessed $10.00 as per National guidelines. Delinquent chapters will be denied delegate seating at the next regional conference. 6. Chapters will be assessed $10.00 per graduate soror and $5.00 per undergraduate soror. The scholarship tax will be $2.00, payable to the Regional Tamias- Grammateus through the chapter at the same time that national obligations are due. Delinquent assessment shall be the same as national. Chapters will be assessed $3.00 per person penalty as per National. 7. Special rules of order may be adopted by the Midwestern Region as necessary. 8. No soror may hold more than one regional office (elected or appointed) at the same time. 9. The hostess chapter shall be responsible for providing the Sergeant-at-Arms and at least (2) ushers at a regional conference. 10. These By-Laws and standing rules shall be published atleast once every two (2) years, incorporating changes approved by the organization. Page 12 of 13

13 11. The scholarship committee shall be authorized to approve scholarship requests from financial and undergraduate sorors, not to exceed the amount set by the organization. 12. Registration packets and other information concerning the upcoming regional conference shall be mailed to each financial chapter (or soror, if possible) by January at least (90) days prior to the conference. 13. As a courtesy of the regional treasury, a love token will be presented to the Regional Director, by the immediate past Regional Director, at the appropriate time during the conference. Funds not to exceed $ will be disbursed from the regional treasury for this gift. 14. Candidates for national office, endorsed by the region, should receive moral and financial support, as determined at the time of endorsement. 15. In all matters not provided for in the Constitution and By-Laws of Zeta Phi Beta Sorority, Inc., this organization shall be governed by the current edition of Robert s Rules of Order. 16. These standing rules may be amended or rescinded at a regional conference by a two-thirds (2/3) vote of those delegates present and voting. By-Laws Revision Committee Chairperson Soror Joylynn L. Wilson, Midwestern Regional Phylacter Page 13 of 13