BYLAWS
ARTICLE I—Florida International University Student Chapter "Chapter" as used herein shall refer to the SPJ Florida International University Chapter of the Society of Professional Journalists.
ARTICLE II—QUALIFICATIONS FOR MEMBERSHIP
Student Chapters
Section 1 — All student members in good standing with the national Society who are students at Florida International University may affiliate with the SPJ Florida International University by filing a membership form and complying with all chapter membership requirements, such as payment of chapter dues and initiation fees.
Section 2 — Student members in good standing automatically become post-graduate members of the Society upon graduation and may become professional members upon
application to the national headquarters. They may remain members of the SPJ Florida International University by paying the chapter's annual dues. In some areas there are several institutions of higher learning but only one of them has an active SPJ chapter. Some student chapters admit students from the other institutions. If that is the case, the following would be an appropriate addition to the bylaws. It may be appropriate to add provisions stating whether students from other institutions may hold office and/or vote in chapter elections.
Section 3 — Student members of the national Society who do not attend Florida International University but who reside or attend school nearby may associate with the SPJ Florida International University by complying with all chapter membership requirements, such as payment of chapter dues and initiation fees.
ARTICLE III—DUES
Section 1 — The amount of local dues to be paid by each member of the chapter shall be fixed by the officers subject to ratification by the professional membership when the officers propose to increase or decrease the annual dues. Professional chapters that set lower annual dues for retired, post-graduate, and student members and associates may wish to add the following.
Section 2 — The SPJ Florida International University extends chapter membership at special rates to retired members and members enrolled as full-time students. In either case, a member must notify the Secretary-Treasurer in writing of his or her retirement or enrollment in school to qualify for the special rate, which is 1/2 of the current regular chapter dues.
Dues for recent graduates who become members of the SPJ Florida International University are 1/2 of the current regular rate for the first year of membership.
ARTICLE IV—MEETINGS &PROGRAMS
Section 1 — "Meetings" as used herein shall mean regularly scheduled or special meetings that are publicized or announced and approved by the officers.
The National Bylaws no longer require chapters to hold a specified number of meetings
annually, and some chapters hold events, such as professional development programs, as their primary general membership gatherings. In such situations the following section sets a procedure for occasions when it is necessary to conduct chapter business at such events.
Section 2 — The officers shall give notice when chapter business is to be conducted at a regularly scheduled membership meeting or program at least seven days in advance by e-mail to members who have provided e-mail addresses and by U.S. Mail to all other members.
Depending on the level of technology available, chapters may select the most efficient means of notifying members of events. If the chapter has a website it should post notice there, but should not consider that to be adequate to inform chapter members, some of whom may visit the website infrequently.
Section 3 — At a chapter membership meeting or program a vote of a majority of the members in good standing who are present and voting shall be sufficient to approve any measure that requires a vote, except amendments to these bylaws.
Section 4 — At a meeting of the Executive Committee, a quorum consisting of a majority of the members of that body must be present to conduct any business.
Section 5 — Any action of the Executive Committee may be rescinded by a majority vote of the members in good standing present at a meeting of the chapter membership if notice has been given in accordance with Section 2 above that the action previously taken by the Executive Committee shall be put to a vote of the membership at the meeting.
Section 6 — ROBERT'S RULES OF ORDER shall be the parliamentary authority for all matters of procedure not specifically covered by these Bylaws.
Section 7 — All membership meetings and programs of the SPJ Florida International University shall be on the record and open to coverage by any or all communications media on an equal basis. Coverage of programs of the [name of chapter] shall be encouraged in order to acquaint the profession and public at large with the issues discussed by and before the
chapter membership. Individual guest speakers shall be apprised in advance that this is a chapter policy.
Section 8 — All meetings of the Executive Committee shall be open to all members of the national Society, except that when action is required between regular meetings the Executive Committee may vote by electronic or other means. When the Executive Committee has taken action outside a regular meeting that body must ratify the action by a vote at the next regular meeting.
Section 9 — The financial records of the chapter and minutes of all meetings shall be open for inspection to members in good standing. Requests for inspection shall be made to the custodian(s) of such records and shall be made available, if practical, at the next meeting of the membership or the officers.
ARTICLE V—OFFICERS
Section 1 — The officers of the chapter shall be: President, Vice-President, Treasurer and Secretary.
PRESIDENT — The President shall be the chief executive officer and shall supervise, and direct the business and affairs of the chapter. The President shall see to it that the chapter conforms to the requirements of the national Society. The President shall have the power to delegate such functions to other officers as necessary. The President shall have the power to create committees of officers, directors, members, or any combination thereof, to further the business and affairs of the chapter. The President shall perform other functions customarily associated with such a title.
VICE PRESIDENT — The Vice President shall exercise the functions of the President in the absence or inability of the President, either temporarily or for the duration of the President's term.
Some chapters assign specific duties to this position. Consider adding the following. The Vice President shall supervise chapter fundraising, communications and programming.
SECRETARY —The Secretary shall record the minutes of meetings of the chapter membership and the Executive Committee, be custodian of chapter records, maintain chapter membership rolls, and maintain contact with the national Society. The Secretary shall perform such other duties as may be assigned by the President or Board, and provide all notices required by these Bylaws.
TREASURER —The Treasurer shall be the principal accounting and financial officer of the chapter. The Treasurer shall be responsible for the financial books of account for the chapter, will have custody of all chapter funds and securities, and will make disbursements of funds in accordance with chapter policies and at the direction of the Executive Committee. The Treasurer will perform all the duties incidental to the office.
IMMEDIATE PAST PRESIDENT — The Immediate Past President shall serve as an ex officio officer of the chapter.
CHAPTER ADVISER — The chapter Adviser must be a professional member in good standing of the National Society. S/he shall be recognized as the representative of the national Society and shall oversee all activities of the chapter membership and make recommendations, as s/he believes necessary, but will have no vote. The adviser shall be charged with the duties of attending meetings regularly and of providing, whenever possible, a permanent place of safekeeping for the books, documents and records of the chapter and its officers.
The chapter Adviser shall be chosen annually by [members of the chapter in good standing and may serve an unlimited number of terms.
Section 2 — If the President and Vice President are both unable to carry out their duties, executive power shall flow to the following officers, in order: the Secretary, Treasurer, or the Immediate Past President.
Section 3 — Officers’ terms shall begin after elections are held, and each shall serve for one year or until their successors have been selected and qualified.
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ARTICLE VI —ELECTIONS
Section 1 — There shall be an election to elect and identify officers by title for SPJ Florida International University.
Section 2 — In preparation for the annual election, in 2 months before the he President shall appoint a Nominating Committee to prepare a slate of candidates for each officer position to be filled.
Section 3 — No later than 45 days before the election the Nominating Committee shall forward to the President a slate of qualified candidates for officers by title for consideration by chapter officers.
Section 4 — Upon determination that each candidate is a member of the chapter in good standing and qualified to serve in the position for which s/he has been nominated, the [chapter officers shall, at least 30 days before the election publish the candidates’ names and qualifications for office to the chapter membership.
Section 5 — Any chapter member in good standing may nominate a candidate or candidates to run against the proposed slate. Nominations must be received by the chapter President no later than 14 days before the date of the election, and must include a statement of the candidate’s qualifications to hold the office for which s/he has been nominated. Upon verification that a candidate nominated in this way is a member of the chapter in good standing and qualified to hold the office sought, the chapter officers, shall, no later than 10 days before the date of the election publish the names of candidates and their qualifications by the same method used to publish the official slate.
Section 7 — All chapter members in good standing are eligible to vote.
Section 8 — No later than 3 days after the elections, a committee appointed by the President shall count the ballots and report the results of the election to the officers, which shall publish the outcome of the election to the members.
ARTICLE VII—FILLING UNEXPIRED TERMS
Section 1 — Vacancies among Officers, other than the President, due to death, resignation or other cause shall be filled by a majority vote of the chapter officers present at any meeting at which a quorum of the Executive Committee present. Officers appointed under this section shall serve until the next chapter election.
ARTICLE VIII —REMOVAL FROM OFFICE
Section 1 — It shall be grounds for removal from office if any officer has failed to attend three regularly scheduled, consecutive meetings, or any five meetings between during his/her tenure without an excuse approved by the officers.
Section 2 — Upon recommendation of the President, and after giving at least seven days’ notice to the officer, upon a vote of two-thirds of the remaining officers [and directors] at the next regular meeting of the officers, the officer [or board member] shall be removed from office.
The Chapter Adviser may be removed by a vote of 75 percent of the voting members of the SPJ Florida International University present and voting.
ARTICLE IX—AUDITS
The chapter shall conduct a review of its finances at least once a year. The Treasurer shall present all relevant financial records to a committee of three chapter members who are neither officers nor board members for this review.
Each chapter needs to have a provision that insures its financial integrity. How this is done depends on the size and sophistication of the chapter. Larger chapters may wish to require, in their bylaws, that an outside firm be hired to conduct a formal audit annually
or at some other regular interval, i.e. biennially.
ARTICLE X—COMMITTEES
The President is authorized to appoint such committees, as s/he deems necessary.
Chairmen of the committees may be officers or regular chapter members.
If the chapter has sufficient active members it should consider appointing committees to address professional development and membership, as well as the Society’s core missions: Freedom of Information, Ethics, Diversity. Other articles of the bylaws suggest ad hoc committees, including nominating and audit committees.
ARTICLE XI—STATEMENT OF COMPLIANCE WITH CAMPUS REGULATIONS
Campus chapters — Colleges and universities may require specific statements regarding adherence to institutional rules, regulations and policies. The examples that follow are not intended to be exhaustive. Chapter leaders need to find out what their institutions require. The — is a not-for-profit organization. — Shall adhere to all guidelines set forth by the [name of institution and published policy statements]. — Shall not discriminate on the basis of age, color, ethnicity, gender, national origin, disability or handicap, race, religion, sexual orientation. This policy will include, but is not limited to recruitment, membership, organization activities, or opportunities to hold office. — Shall comply with all University and campus policies and local, state, and federal laws. — Shall not conspire to engage in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.
Section 1 — The chapter shall be represented at each National Convention and
Regional Conference by at least one delegate and alternate elected by the [officers/Board of Directors] from among the chapter’s members in good standing.
Section 2 — The chapter will strive to defray travel costs and registration fees for delegates who attend the Convention.
ARTICLE [NO.]—DISBANDING THE CHAPTER
Upon the decision to terminate the chapter, whether by dissolution, disbandment, revocation pursuant to the national Bylaws, or otherwise, any remaining chapter funds shall be distributed to an adjoining active Society chapter then in good standing, to the
Society or to the Sigma Delta Chi Foundation, as directed by the chapter’s governing body, or, in the absence of action within 60 days of termination by the local governing body, by the Board of Directors of the national Society.
ARTICLE —AMENDMENTS
Section 1 — Amendments to these Bylaws may be proposed by the officer sat a regular meeting of the officers, or by no fewer than 15 chapter members in good standing. Regardless of whether the officers agree with the proposal, they must present the proposal to the SPJ Florida International University membership for a vote no later than the next annual election of officers. The officers must provide members the text of the proposed amendment(s) at least 60 days before the next annual election. If the officers oppose the proposed amendment(s) they may issue a statement explaining their reasons for opposition and/or alternative amendments, and circulate their report at least 30 days before the next annual election.
Section 2 — To become effective, proposed amendments must receive a 2/3 vote of the chapter members in good standing voting in accordance with procedures set out in
Section 3 — Amendments become effect immediately, unless otherwise specified.