By-Law XIII of the Uniform Province By-Laws

Southwest Province Local Ordinances

 

The Constitution and By-Laws of Kappa Psi Pharmaceutical Fraternity, Incorporated shall be the Constitution for this Province of Kappa Psi Pharmaceutical Fraternity, Incorporated: all constitutions, by-laws and standing laws by which this Province was formerly governed are revoked.

 

ORDINANCE 1

TITLE

Sec. 1. This Province shall be known as Southwest Province, hereinafter referred to as the Province of Kappa Psi Pharmaceutical Fraternity, Incorporated, as designated by Alpha Chapter of Kappa Psi Pharmaceutical Fraternity, Incorporated, hereinafter referred to as the Fraternity.

Sec. 2. The Province may elect to incorporate, however, any application for incorporation must receive the approval of Alpha Chapter of the Fraternity prior to submission to the appropriate office of legal jurisdiction. Further, the Province may elect to form additional corporations, if needed, subject to the aforesaid provision of this section.

 

ORDINANCE 2

COMPOSITION OF THE PROVINCE

Sec. 1. The Province shall be composed of the Collegiate and Graduate Chapters within the boundaries designated by Alpha Chapter of the Fraternity.

 

ORDINANCE 3

DUES AND ASSESSMENTS

Sec. 1. Each Collegiate Chapter shall pay the annual per capita fees of $5 for all Chapter Members of record as of September 1st of the preceding year. Said payments shall be accompanied by a current chapter roster. Each Graduate Chapter shall pay the annual flat rate of $50, irrespective of the number of members. All dues and/or fees shall be for the calendar year and shall be postmarked by October 1st of each year. A late charge of $10 per month shall be assessed for any dues and/or fees not paid by the due date, up to a maximum of twelve months. The Southwest Province shall donate $200 to the Kappa Psi Foundation each year. This money shall be submitted during the Grand Council Convention by the delegate from the Southwest Province. In a year when GCC is not held, the Treasurer shall send the money to the Treasurer of the Foundation at an appropriate time.

Sec. 2. Any Chapter failing to pay its dues or fees by February 15th shall be automatically suspended from the Province and must remain suspended until all dues or fees, and late charges are paid in full. Exceptions may be considered at the discretion of the executive committee.

Sec. 3. Special assessments may be levied with the consent of two-thirds (2/3) of the Chapters of the Province. Each Chapter, regardless of size, shall have one (1) vote when balloting for special assessments.

Sec. 4. Notice of special assessments shall be given to the Chapters by the Province Secretary and shall be due within thirty (30) days after the posting of such written notice.

Sec. 5. Money raised by special assessment may be used only for the stated purpose for which the assessment is made. Any unused money must, on a pro-rated basis, be either refunded to the Chapter or credited toward the following year’s dues and/or fees, at the option of the individual Chapter.

 

ORDINANCE 4

PROVINCE ASSEMBLIES AND INTERIM MEETINGS

Sec. 1. Province Assembly shall be held twice annually. The subsequent Southwest Province Assemblies will follow the schedule below:

• Epsilon Beta

• Epsilon Epsilon

• Zeta Eta

• Delta Theta

• Gamma Rho

• Zeta Lambda

• Delta Pi/Epsilon Tau

• Delta Delta

• Gamma Omicron

• Eta Beta

Sub. Sec A. If a chapter is inactive, unable, or unwilling to host, the chapter shall notify the province executive board 3 months prior to the preceding assembly, and the host chapter shall pass to the next in line or the host chapter will be selected at the discretion of the Satrap after consultation with that Chapter.

Sub. Sec B. In the event a chapter is inactive, unable or unwilling to host, the time and place of these meetings shall be determined by the Province Executive Committee after consultation with the Chapters, or at the request of the Province Executive Committee, or at the request of at least two-thirds (⅔) of the Chapters of the Province.

Sec. 2. The Province Planning Committee Chairperson in conjunction with the Province Satrap and Secretary, shall notify the Chapters of the time and place of the Province Assembly and Interim Meeting at least two (2) months prior to the date of the meeting(s). The Province Planning Committee Chairperson in conjunction with the Province Satrap and Secretary, shall notify each Chapter and each member of the Executive Committee of the agenda for the Assembly or Interim Meeting at least ten (10) days prior to the meeting(s).

Sec. 3. The Province Executive Committee may postpone any Assembly or Interim Meeting in case of an emergency.

Sec. 4. The Province Executive Committee shall conduct an Interim Executive Committee Meeting between Province Assemblies for the purpose of planning the next Province Assembly and/or conduct any other Province business.

 

ORDINANCE 5

COMPOSITION OF THE PROVINCE ASSEMBLY

Sec. 1. The Assembly shall be the supreme legislative, judicial and executive body for the Province. Appeals of its decisions may be made to Alpha Chapter or to the Grand Council when in session assembled. The decision of the Grand Council shall be final.

Sec. 2. The Province Assembly shall consist of the Collegiate Chapters, Graduate Chapters and the elected Province Officers.

Sec. 3. Each Chapter in good standing shall be entitled to two (2) votes in the Assembly. Each Province Officer, who is not a Chapter Delegate, shall be entitled to one (1) vote. In the case of Chapters, two (2) votes may be cast by a single delegate.

Sec. 4. The Chapter Secretary should notify the Province Secretary, at least fourteen (14) days prior to the Assembly, of the names of the Chapter’s Delegates. Any changes are to be reported to the Province Secretary at the opening of the Province Assembly.

Sec. 5. Any Chapter unable to send a Delegate to the Province Assembly may confer its proxy on any Delegate of another Chapter represented at the Assembly. The certificate of Proxy must be in writing, signed by the Regent and Secretary of the Chapter and must be forwarded or presented to the Province Secretary prior to the opening of the Province Assembly. Any Chapter represented by proxy shall not be entitled to travel funds and/or any other Assembly reimbursement.

Sec. 6. Each Collegiate Chapter represented by a Delegate (not a proxy representation) shall not be reimbursed for expenses to province Assemblies

Sec. 7. The Province Treasurer will will pay the early registration fee for each Province Officer in attendance at each Province Assembly as provided in By-Law XIII, Ordinance 5.

Sec. 8. Each Grand Council Deputy (Chapter Counselor) shall be a non-voting Member of the Province Assembly and shall have the registration fee for the Assembly waived. Further reimbursements may be made by the Grand Council Deputy’s respective Chapter.

Sec. 9. The Province shall provide a forum in which the Grand Council Deputies (Chapter Counselors) may meet for the purpose of discussion and free exchange of ideas.

 

ORDINANCE 6

OFFICERS: ELECTION AND DUTIES

Sec. 1. The Province Officers shall be: Immediate-past Satrap, Satrap, Vice Satrap, Secretary, Treasurer, Historian, Chaplain, and Webmaster. These Officers shall be elected from the Collegiate and Graduate Members in the Province, with the exception of the Province Supervisor(s) and the Immediate-past Satrap.

Sec. 2. The Grand Regent shall appoint a Province Supervisor and/or Assistant Supervisor as Province Officers. The Province Supervisor and/or Assistant Supervisor shall not have voting rights within the Province.

Sec. 3. All Province Officers except Province Supervisor(s) and Immediate-Past Satrap, shall be nominated and elected on an annual basis at the Spring Province Assembly. Installation shall be upon the same day as the election. Election shall be by secret ballot with a simple majority needed to elect. Officers shall serve until their successors have been elected and properly installed. If an elected Officer is unable, refuses, or neglects to perform the duties of Office, the Province Executive Committee shall declare the Office vacant and the Satrap shall appoint a successor to serve until the next Assembly. Brothers must be in attendance at the meeting in order to be eligible for election, unless there are extenuating circumstances as reviewed by the province executive committee.

Sec. 4. The Province Officers shall administer the affairs of the Province. Their duties shall be those usually attending their respective Office, comparable to the functions of Officers of the Grand Council as indicated in the Constitution and By-Laws of the Fraternity.

Sec. 5. The Province Executive Committee may designate a particular Chapter to serve as a “Permanent Archives,” and a member of that Chapter shall be appointed by the Satrap to serve as “archivist.”

 

ORDINANCE 7

COMMITTEES

Sec. 1. The Province shall have the following standing committees: Executive, Legislative, Auditing, Province Assembly Planning, Philanthropy, Resolutions, and Awards. Each committee shall provide a brief report on their findings with the assembly during committee reports.

Sec. 2. The Province shall have such special Committees as may be needed from time to time. Special Committees may be created at the will of the Satrap, by vote of the Province Executive Committee, or by vote of the Province Assembly.

Sec. 3. All Committees, except the Executive, shall consist of at least three (3) members, be appointed by the Satrap from the Collegiate and Graduate Members of the Province, and serve at the pleasure of the Satrap. An attempt will be made to include at least one (1) Brother from each Chapter on all standing committees.

Sec. 4. The Executive Committee shall consist of the Province Officers; the Satrap shall be Chairman of this Committee.

Sec. 5. The duties of the Committees, unless otherwise stated, shall be comparable to the duties of similar Committees of the Grand Council.

Sec. 6. All committees are authorized to meet by electronic communication media so long as all members have the ability to participate.

 

ORDINANCE 8

DELEGATE AND ALTERNATE DELEGATE TO THE GRAND COUNCIL

Sec. 1. Elections of the Province Delegate and Alternate Delegate to the Grand Council Convention shall occur at the Province Assembly immediately prior to the Grand Council Convention in the same manner as elections of the Province Officers. The Province Delegate and the Alternate Delegate will serve a one (1) year term. If the Province Delegate and Alternate

Delegate are both unable to attend, a member will be selected by the Satrap. The Province Delegate and Alternate Delegate to the Grand Council may hold another Office in the Province. The duties of the Province Delegate and Alternate Delegate will be assigned by the Satrap or the Executive Committee.

Sec. 2. The Province Delegate shall submit a written report of the Grand Council to the Province Secretary and Province Historian at least thirty (30) days prior to the next Province Assembly.

Sec. 3. The Province Delegate shall be reimbursed from the Province treasury for the early registration fee for the Grand Council Convention.

 

ORDINANCE 9

ORDER OF BUSINESS FOR PROVINCE ASSEMBLIES

Sec. 1. The order of business for Province Assemblies shall be: Call to Order; Opening Ritual; Roll Call and Seating of Delegates; Welcoming of Visiting Brothers; Minutes of Previous Assemblies; Reading of Communications; Officer and Committee reports; Chapter Reports; Special Speakers; Old Business; Report of Chapter Counselors Session; New Business; Election and Installation of Officers; Closing Ritual; and Adjournment.

 

ORDINANCE 10

QUORUM

Sec. 1. A quorum shall consist of the Delegates from not less than one-half (1/2) of the Chapters,

including proxies, of the Province.

 

ORDINANCE 11

PARLIAMENTARY PROCEDURE

Sec. 1. Parliamentary conduct at all meetings shall be closely adhered to and shall be governed by the current edition of Robert’s Rules of Order - Newly revised.

 

ORDINANCE 12

AMENDMENTS (LOCAL PROVINCE ORDINANCES)

Sec. 1. Any amendments to these By-Laws shall be in the form of Local Province Ordinances to be a part of By-Law XIII. All Local Province Ordinances shall be subordinate to and consistent with these By-Laws and the Constitution and By-Laws of the Fraternity. Organization of Local Province Ordinances shall be such that the Arabic numeral of each Ordinance shall indicate content corresponding to and in modification of the numerically equivalent Roman numeral By- Law. Local Province Ordinances may consist of more than one (1) section, in which case, the order of sequence shall be similar to the order of sequence in the respectively modified By-Law.

Sec. 2.At Province Assemblies, motions to amend shall be presented to the Delegates at any Session prior to the Final Session, in writing, and shall be voted upon at the Final Session of the Assembly. A two-thirds (2/3) vote of the Assembly is necessary to adopt an amendment (ordinance) to By-Law XIII.

Sec. 3. Duly adopted Local Province Ordinances of By-Law XIII shall be deemed to be in force upon adoption by the Province, unless disapproved by the Grand Counselor or the Legislative Committee of the Grand Council. Enforcement of any newly adopted Local Province Ordinance may be delayed for a decision of legality from the Grand Counselor or the Legislative Committee of the Grand Council upon a motion, approved by simple majority of the Province Assembly.

Sec. 4. Should formal charges be brought against any Chapter or Member of the province for an alleged violation of any Local Province Ordinance, less than one-hundred-twenty (120) days old, that had not received written approval of the Grand Counselor or the Legislative Committee of the Grand Council, the Chapter or Member so charged shall be entitled to demand a continuance of all proceedings, pending written decision concerning the legality of such Ordinance from the Grand Counselor or the Legislative Committee of the Grand Council; such decision shall be transmitted by certified mail.