Constitution & Bylaws
Bylaws
Article I- Elected and Appointed Officers of the Society
Article II- Regular Chapters
Article III- Alumni Chapter (Omega Omega)
Article IV- Regional Divisions
Article V- Committees
Article VI- Managing the Educational Fund
Article VII- Scholarships and Awards
Article VIII- Fees and Dues
Article IX- Code of Ethics and Conduct
Article X- Review and Amendments to the Bylaws
Article XI- Operations and Procedures Manual
Bylaws of Gamma Theta Upsilon
Article I - Elected and Appointed Officers of the Society
A. Elected Officers: President, First Vice-President, Second Vice-President, Executive Secretary, Comptroller, Historian, Alumni Chapter Chair, and Immediate Past-President.
1. Eligibility
Any member of the Society who is eligible to be a Chapter Sponsor, or who has in the past served as a Chapter Sponsor (Article III of the Bylaws) shall be eligible for election to the Offices of President, First Vice-President, Second Vice-President, Executive Secretary, Comptroller, Alumni Chapter Chair, and Historian.
2. Nominations
The Immediate Past- President shall chair a Nominating Committee appointed by the President and charged to prepare a list of nominees for all offices to be filled each fall. The Nominating Committee shall present at least one candidate for each office to the Executive Committee at its fall meeting. Additional nominations may be made from the floor at the Executive Committee meeting or the fall business meeting.
3. Elections
Election shall be by ballot with information necessary to conduct the election distributed by the Executive Secretary to the chapters within fifteen days following the fall Executive Committee meeting. Voting will remain open for 45 days following the distribution of the election materials. Each member of the Executive Committee and each active chapter may cast one vote for each office on the ballot. A plurality of votes cast shall be necessary to elect. Tallying of votes will be conducted by an ad hoc Tellers Committee chaired by the Immediate Past - President and including two members appointed by the Immediate Past - President who are not on the ballot.
4. Assumption of Office
The newly - elected officers will assume office on January 1 of the following year.
5. Duties of these elected Officers
(a) The President shall: (i) preside at all meetings of the Executive Committee and at business meetings, (ii) appoint Regional Councilors with consent of the Executive Committee, (iii) appoint all committees not otherwise provided for, with the consent of the Executive Committee; (iv) fill vacancies when they occur in other offices, with the consent of the Executive Committee, (v) serve on the Scholarship Committee and (vi) serve on the Financial Review Committee. The President also has the discretion of issuing Presidential Citation Awards. Additional duties consistent with the nature of the office will be required of the President as described in the Operations and Procedures Manual.
The President serves a two-year term followed by a two-year term as Immediate Past-President.
(b) The First Vice-President shall: (i) become acting President in the event of a vacancy in the office of President, (ii) preside at meetings in the absence of the President, (iii) inform geography departments and geography clubs in colleges and universities of the purpose and achievements of Gamma Theta Upsilon, (iv) work as advisor to the Regional Councilors, (v) Chair the Scholarship Committee, (vi) serve on the Financial Review Committee, and (vii) be responsible for the coordination of any Educational Fund solicitation. Additional duties consistent with the nature of the office will be required of the First Vice-President as described in the Operations and Procedures Manual.
The First Vice-President serves a two-year term.
(c) The Second Vice-President shall: (i) maintain contact with the sponsors of each chapter, (ii) request periodically, from each, reports of chapter activities, officers, and membership, (iii) compile and edit material to be included on the GTU website and (iv) serve as Chair of the Website Committee. Additional duties consistent with the nature of the office will be required of the Second Vice-President as described in the Operations and Procedures Manual.
The Second Vice-President serves a two-year term.
(d) The Executive Secretary shall: (i) maintain copies of all official documents and records of membership of the Society per the Document Retention and Destruction Policy, Article IX. Section H (ii) keep a record of the initiation of all members, (iii) ensure that all steps in the Member Initiation Process as described in the Operations and Procedures Manual are completed in a timely manner, (iv) provide to officers of the organization materials needed to fulfill duties assigned to them (v) Ensure that all steps in the Charter Application Process as described in the Operations and Procedures Manual are completed in a timely manner, (vi) inform all chapters of election announcements and of impending votes on proposed amendments to the Constitution and/or Bylaws at least 30 days prior to an election or vote, (vii) provide (if an amendment to either the constitution or the bylaws is approved) amended copies to all members of the Executive Committee within 30 days of passage, (viii) respond to requests for “Award for Excellence in Geography” Certificates and GTU ancillaries in a timely manner, and (ix) submit an annual report to Association of College Honor Societies with a copy to the Executive Committee. Additional duties consistent with the nature of the office will be required of the Executive Secretary as described in the Operations and Procedures Manual.
The Executive Secretary position shall be filled for a one- year term in 2013 and for a five -year term in 2014 and every five years thereafter.
(e) The Comptroller shall: (i) receive all monies due the Society and provide for their safe-keeping in reputable financial institutions satisfactory to the Executive Committee. The financial institutions shall be designated in the Comptroller's reports, (ii) keep a record of all receipts and expenditures and submit balance sheets and reports at each Executive Committee and official business meeting of the Society, (iii) provide copies of the forms submitted annually to the IRS to the Executive committee for review,(iv) prepare a budget proposal for each upcoming year at each fall meeting and a budget report for the past year at each spring meeting, (v) be empowered to discretely and judiciously invest monies of the Society and report annually on the status of those investments, their location, and the income derived there from, (vi) chair the Educational Fund Committee and as chair shall circulate proposed projects, provide the Committee Report to the Executive Committee, and coordinate, with the First Vice-President, fund-raising solicitations, and (vii) submit financial records to a professional accountant who shall prepare and submit to the IRS all financial documents required in the Sarbanes-Oxley Act on an annual basis. Additional duties consistent with the nature of the office will be required of the Comptroller as described in the Operations and Procedures Manual.
The Comptroller position shall be filled for a three- year term in 2013 and for a five -year term in 2016 and every five years thereafter.
(f) The Historian shall: (i) maintain an historical record of the Society, (ii) implement the Documents Retention and Destruction Policy per Article IX, Section H of the Bylaws, and (iii) forward appropriate materials to the archives. Additional duties consistent with the nature of the office will be required of the Historian as described in the Operations and Procedures Manual.
The Historian position shall be filled for a five- year term in 2013 and every five years thereafter.
(g) The Immediate Past-President shall: (i) chair the Nominating Committee , (ii) serve as Chair of the ad hoc Tellers Committee and oversee voting during election of officers, and (iii) serve on the Financial Review Committee. Additional duties consistent with the nature of the office will be required of the Immediate Past - President as described in the Operations and Procedures Manual.
(h) The Alumni Chapter Chair shall (i) maintain a database of Alumni Chapter members, (ii) maintain contact with Alumni Chapter members informing them of GTU activities, (iii) provide names and mailing addresses of current members to the Editor of the Geographical Bulletin, (iv) solicit new members, (v) collect dues and forward funds to the Comptroller on a regular basis, and (vi) serve on the Educational Fund Committee. Additional duties consistent with the nature of the office will be required of the Alumni Chapter Chair as described in the Operations and Procedures Manual.
The Alumni Chapter Chair serves a three-year term.
B. Elected Student Officers: Junior Representative, Senior Representative
1. Eligibility
Two positions have been created for student officers. Because the elections are staggered, one position is called the junior, the other the senior position. The position of Student Representative is open to any student member in good standing with her/his respective chapters.
2. Nominations
The senior Student Representative will contact all chapters requesting interested students to send a letter of application and a resume to the Immediate Past-President. The Immediate Past-President and the Nominating Committee will screen these applications and submit a slate of candidates to the Executive Committee. The Immediate Past-President will then notify the candidates if they are on the ballot. Nominations will also be accepted from the floor at the fall business meeting.
3. Elections
In each fall election one student will be elected to the position of Student Representative.
4. Length of Office Term
Each Student Representative will serve a term of two (2) years. The terms of office will be staggered, with a new Student Representative being elected each fall.
5. Duties
Each Student Representative shall serve as liaison between student members of Gamma Theta Upsilon and the Executive Committee. It is the responsibility of the Student Representative to report news and events from the society’s business meetings to students throughout the chapters and to inform the Executive Committee of student activities and concerns.
C . Elected Officer: Editor, The Geographical Bulletin
1. Nominations
The President will create an ad hoc search committee to fill the position of editor. This committee will draft a call for applications, a job description and an application evaluation rubric and submit these to the Executive Committee for approval. Applications will then be solicited, received and evaluated by the ad hoc committee and a recommendation made to the Executive Committee.
2. Election
The Executive Committee shall vote on the ad hoc committee’s recommendation.
3. Term of office
The editor serves a three- year term, renewable by a majority vote of the Executive Committee.
4. Assumption of office
Normally the term of office begins on January 1 following the election; however extenuating circumstances might require that duties begin at an earlier date to be determined by the President.
5. Duties
The Editor’s duties include solicitation of manuscripts, appointment and coordination of an editorial board, layout, design, printing and distribution of the Bulletin, and providing the Executive Committee with details regarding the publication’s costs, subscription base and other issues germane to the publication’s quality and timeliness.
D. Appointed Officers of the Society: Regional Councilors
1. Eligibility
Any member of the Society who is eligible to be a Chapter Sponsor, or who has in the past served as a Chapter Sponsor shall be eligible for appointment to the position of Regional Councilor.
2. Nominations
The President welcomes nominations of individuals from each regional division to be considered for the office of Regional Councilor.
3. Regional Councilors are appointed by the President to three - year staggered terms.
4. Assumption of office.
Normally terms of office begin on January 1 following the appointment, however the President has the discretion to begin a term of service sooner if needs dictate.
5. Duties
Regional Councilors serve as voting members of the Executive Committee. They are to: (i) remain in contact with all chapters, active and inactive, within each region (ii) seek to have new chapters established, (iii)encourage inactive chapters to reactivate and (iv)serve as a source of advice and information to active chapters. Regional Councilors shall report on chapter activity within their regions at each official business meeting and shall assist the Executive Secretary in updating the chapter database.
E. Appointed Officers of the Society: Recording Secretary
1. Nominations
The President solicits nominations of individuals to be considered for the office of Recording Secretary.
2. Term of office
The Recording Secretary is appointed by the President to a three-year term of office.
3. Assumption of office
Normally terms of office begin on January 1 following the appointment, however the President has the discretion to begin a term of service sooner if needs dictate.
4. Duties
The Recording Secretary shall: (i) keep an accurate record of all the proceedings of the Executive Committee and of business meeting and (ii) distribute minutes of Executive and business meetings within 30 days of each meeting;
Article II. Regular Chapters
A. A faculty member or other person responsible to the Department shall serve as Chapter Sponsor. The sponsor must be a member of the Society.
B. Each chapter shall hold a minimum of one meeting per academic year.
C. Election to membership in a chapter shall be offered at least once during each academic year to those who qualify.
D. Any member of the chapter may submit, at any regular meeting, the name of a person for honorary membership. Such membership shall be extended only after a favorable vote by at least two-thirds of the chapter's active membership.
Article III. - Alumni Chapter (Omega Omega)
A. The Alumni Chapter shall have a Chair elected to serve a term of three years.
B. Application for Alumni Chapter Membership must be made to the Chair of the Alumni Chapter.
C. One-year, two-year, three- year and lifetime memberships are available in the Alumni Chapter.
D. Privileges of Alumni Chapter members are the same as those of regular members.Article IV. - Regional Divisions
A. Regional Divisions shall generally correspond to those of the Association of American Geographers.
B. Each Regional Division shall have a Councilor appointed by the President.Article V. Committees
A. Educational Fund Committee
1. Membership. The Committee consists of the Comptroller (chair), the First Vice -President, the Second Vice-President, and the Omega Omega Chair.
2. Duties. The Committee shall: (i) manage the Educational Fund, (ii) review all proposed expenditures to be supported by the Fund and (iii) present each proposed project to the Executive Committee with a recommendation. The Committee may solicit the membership of the Society and other sources, e.g., foundations and societies, for contributions to the Fund.
B. Scholarship Committee
1. Membership. The Scholarship Committee consists of the President, First Vice - President (Chair) and the Second Vice-President.
2. Duties. The Scholarship Committee shall: (i) review all scholarship applications and make awardee recommendations to the Executive Committee.
C. Nominating Committee
1. Membership. The Nominating Committee consists of the Immediate Past - President (Chair), the senior Student Representative and one additional member appointed by the President.
2. Duties. The Nominating Committee shall: (i) solicit nominations for elected officers and (ii) present a slate of candidates for approval to the Executive Committee.
D. Website Committee
1. Membership. The Website Committee consists of the Second Vice-President (Chair), the junior Student Representative, the Alumni Chapter Chair and one additional person to be appointed by the President.
2. Duties. The Website Committee shall(i) oversee the content and design of the Society’s web site, (ii) assure its timeliness and accuracy and (iii) retain the services of a Web master as needed.
E. Financial Review Committee
1. Membership. The Financial Review Committee consists of the President, the First Vice-President and the Immediate Past-President. The Comptroller will serve as consultant to this committee.
2. Duties. The Financial Review Committee will review financial records and documents to assure that the financial operations of the organization meet legal and ethical standards. The Committee shall review Gamma Theta Upsilon’s 501(c) 3 status every five years.
F. Awards Committee
1. Membership. The Awards Committee consists of the Second Vice-President (Chair), the Senior Student Representative, and one additional person appointed by the President.
2. Duties. The Awards Committee shall: (i) select the winner of the Chapter of the Year Award and the Website of the Year Award, and (ii) recommend individuals to the Executive Committee for the Distinguished Service and Endowment Awards.
Article VI. - Managing the Educational Fund
A. Monies earned or derived from the fund shall be used to support research, publication, lectures, scholarships and other activities not a part of the Society's regular operational functions.
B. Proposed projects requiring expenditures of the Educational Fund shall be submitted to the Educational Fund Committee at least thirty (30) days prior to any Executive Committee meeting. The Educational Fund Committee will evaluate proposals and bring recommendations to the Executive Committee.
C. Funding of a proposed project shall be by a two thirds (2/3) affirmative vote of the Executive Committee.
D. Any fund-raising solicitation shall be approved by a majority vote of the Executive Committee.
Article VII. – Scholarships and Awards
A. The Society shall award scholarships annually, the stipends to be determined by the Executive Committee.
B. Applicants must be regular members of GTU.
C. Selection criteria will be based on service to GTU, service to the Department, academic performance, and recommendation of worthiness.
D. The First Vice-President will ensure that all steps in the Scholarship Award Process, as stipulated in the Operations and Procedures Manual, are completed in a timely manner.
E. The following scholarships are supported by the GTU Educational Fund:
1. The Robert G. Buzzard Scholarships
One to a senior who will enter graduate school the next year and one to a graduate student who plans to continue graduate work.
2. The Benjamin F. Richason Jr. Scholarship
Available to a junior or senior who has either career or graduate school aspirations.
3. Orland Maxfield Scholarship
Available to a junior or senior who has either career or graduate school aspirations.
4. Alice Rechlin Scholarship
Available to a junior or senior who has either career or graduate school aspirations.
F. Privately funded scholarships may also be awarded.
G. The following awards may be regularly presented:
1. Honors Chapters, Presidential Honors Chapters, and Chapter Anniversary Awards may be presented annually to chapters demonstrating excellence (criteria to be outlined in the Policies and Procedures Manual).
2. The “Award for Excellence in Geography” Certificate. Chapters are entitled to present this Certificate each year to a deserving member. Criteria may be established locally for the selection of this outstanding individual.
3. The “Distinguished Service Award” may be presented in recognition of outstanding efforts in helping GTU develop and carry out its program over a sustained period of time.
4. The “Endowment Award” may be presented to individuals, organizations or corporations in recognition of significant financial contributions to GTU.
5. The “Presidential Citation Award” may be presented in recognition of special, personal and meritorious contributions to the operation or advancement of GTU.
6. The “Best Student Paper Award” may be presented in recognition of the best article published in the Geographical Bulletin.
7. The “Website of the Year Award” may be presented in recognition of the best chapter website.
Article VIII. - Fees and Dues
A. The charter fee for chapters shall be seventy dollars ($70.00). This fee will be payable to the Comptroller upon approval of the application of the charter. Each chapter will receive a charter suitable for framing.
B. The initiation fee for each class of membership shall be as follows:
1. Regular Members - Forty dollars ($40.00). Each initiate will receive a Certificate of Membership and a GTU lapel pin with the GTU insignia.
2. Honorary Members - Expenses, including certificates, pins and local dues, shall be borne by the chapter issuing the membership. The initiation fee is the same as for Regular Members.
C. Alumni Chapter Membership Fees are payable according to the following dues structure:
1. One-year term - Ten dollars ($10.00)
2. Two-year term - Eighteen dollars ($18.00)
3. Three-year term - Twenty-five dollars ($25.00)
4. Lifetime memberships fees are based on age: <40 $400; 40-55 $250; >55 $150
Article IX. – Code of Ethics and Conduct 1
Gamma Theta Upsilon’s Code of Ethics and Conduct requires officers to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of Gamma Theta Upsilon, officers are expected to practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations.
A. Officer’s Covenant
Each elected or appointed officer of the Society is required to sign a Covenant Statement prior to beginning a term of office. The Covenant Statement acknowledges that the duties of the office each individual is about to assume have been explained, that each individual knows what is expected of him/her, and that each individual agrees to meet those expectations.
B. Conflict of Interest.
Conflicts of interest can take many forms, the most common being a situation in which an officer, or an immediate family member of an officer, of an organization stands to benefit financially by the actions of the organization. It is the policy of Gama Theta Upsilon, that should an officer become aware of a potential conflict of interest, that individual must disclose the potential conflict to the President of the organization. If the President must make a disclosure, it should be made to the First Vice-President. The individual must then recuse himself/herself from any discussion or action involving the potential conflict of interest.
C. Whistleblower Policy
1. Reporting Responsibility. It is the responsibility of all officers to comply with the Code of Ethics and Conduct and to report violations or suspected violations in accordance with this Whistleblower Policy.
2. No Retaliation. No officer who in good faith reports a violation of the Code shall suffer harassment or any form of retaliation. An officer who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including dismissal as an officer. The Whistleblower policy is intended to encourage and enable officers and others to raise serious concerns within the Society prior to seeking resolution outside the Society.
3. Reporting Violations. The Society maintains an open door policy and suggests that officers share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases that would be the President. However, if you are not comfortable speaking with that individual, you are encouraged to seek out another officer who you are comfortable in approaching.
4. Compliance Officer. The President serves as compliance officer of the Society unless the complaint involves the President, in which case, the First Vice-President assumes that responsibility. If the complaint/allegation involves financial matters, the President will call upon the Finance Review Committee to aid in the investigation.
5. Acting in Good Faith. Anyone filing a complaint concerning a violation or suspected violation of the Code must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
6. Confidentiality. Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
7. Handling of Reported Violations. The Compliance Officer will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
D. Removal from the Executive Committee
If a member of the Executive Committee fails to keep the terms of the Covenant Statement by failing to perform the duties expected and agreed upon or exhibiting behaviors that violate basic tenants of the Code of Ethics and Conduct, the Executive Committee may remove that person from office. The individual will be told of the problem(s) and will have opportunity to account for his/her actions/inaction. The Executive Committee may request a letter of resignation. Should that letter not be forthcoming, that individual may be removed from office by a majority vote of the Executive Committee.
E. Liability Issues.
Gamma Theta Upsilon shall carry liability insurance to cover its officers as they conduct the business of the Society.
F. Transparency
Federal laws and guidelines require that 501(c)3 organizations maintain a high degree of openness or transparency regarding their operations. Therefore the Society will post on its website, in a timely manner, copies of its Constitution and Bylaws, minutes of its last four meetings, reports of its officers, financial statements, its Strategic Plan, its Operations and Procedures Manual and its Chapter Handbook.
G. Document Ownership.
All documents created or received as part of the operations of the Society are the property of the Society. Each officer, as he/she leaves office, is expected to transfer all Society documents in his/her possession to the individual assuming the office he/she is vacating or to the GTU historian.
H. Document Retention and Destruction
1. Purpose. In accordance with the Sarbanes-Oxley Act, which makes it a crime to alter, cover up, falsify or destroy any document with the intent of impeding or obstructing any official proceeding, this policy provides for the systematic review, retention and destruction of documents received or created by Gamma Theta Upsilon in connection with the transaction of organization business. This policy covers all records and documents, regardless of physical form. The policy is designed to ensure compliance with federal laws and regulations, to eliminate accidental or innocent destruction of records and to facilitate the Society’s operations by promoting efficiency and freeing up storage space.
2. Document Retention. The Society follows the document retention schedule outlined in the Operations and Procedures Manual. That schedule details for how long certain documents should be kept and how records should be destroyed. Electronic documents will be retained as if they were paper documents. Therefore any electronic files, including records of donations made online, that fall into one of the document types on the schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an email, the message should be printed in hard copy and kept in an appropriate file or moved to an “archive” computer file folder.
3. Emergency Planning. Gamma Theta Upsilon officers are expected to store records in a safe, secure and accessible manner. Documents and financial files that are essential to keeping the Society operating in an emergency will be duplicated or backed up at least every month. The Comptroller and Executive Secretary are to exchange their back-up files monthly.
4. Document Destruction. The Society’s Historian is responsible for the ongoing process of indentifying its records which have met the required retention period and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding.
Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.
5. Compliance. Failure on the part of officers to follow this policy can result in possible civil and criminal sanctions against Gamma Theta Upsilon and officers and possible disciplinary action against responsible individuals. The Comptroller and Historian will periodically review these procedures with legal counsel or a certified CPA to ensure that they are in compliance with new or revised regulations.
Article X. – Review and Amendments to the Bylaws
The Bylaws may be amended upon recommendation of a majority of the Executive Committee voting and by an affirmative vote of a majority of chapters casting ballots A proposed amendment shall be circulated among the chapters at least one month prior to a vote on it.
The Bylaws shall be reviewed a minimum of once every five years.
Article XI. –Operations and Procedures Manual
Gamma Theta Upsilon will create and maintain an Operations and Procedures Manual that will support the articles of these Bylaws. Matters not covered in the Bylaws may be covered in the Operations and Procedures Manual. Amendments to the Operations and Procedures Manual shall be by a majority vote of the Executive Committee and do not require chapter approval.
Bylaws approved by the EC 4/17/2008
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