West Virginia Chapter


Bylaws of the

West Virginia Chapter of the Southeast Region

Association for Learning Environments

Adopted – March 2005
(New Template) Amended July 2012

Introduction

The West Virginia Chapter of the Southeast Region of the Association for Learning Environments (the Association) is a Non-Profit Organization made up of individuals whose professional activities involve a responsibility of one or more of the following areas: planning, designing, constructing, equipping, administering and/or maintaining the physical environment of education. The Chapter seeks to further the goals of education by providing services, activities, and knowledge related to the development of superior educational facilities. The purpose of this Chapter shall be to assist the Association and the Region implement their programs, to serve as a vehicle for the local activities of the Association and the Region, and to provide a forum for members of the Chapter to meet and discuss matters of common interest and concern.

The chapter seeks to attain the following goals and objectives:

Article 1. Advocacy

1.1

To establish an advocacy program encouraging all communities to support quality educational facilities as an integral part of a quality educational program.

1.2

To support the highest professional standards for all members through the exchange of ideas and practices associated with the design of educational facilities.

1.3

To encourage and assist in comprehensive educational planning by public and private school systems.

Article 2. Education

2.1

To promote educational and quality professional development opportunities for facility planning professionals and educational institutions, agencies and personnel through workshops, conferences, exhibits, and meetings with related associations.

Article 3. Research

3.1

To identify and disseminate educational facility research.

3.2

To promote statewide research in the design and construction of educational facilities.

3.3

To review regulations and codes pertaining to educational facilities.

3.4

To help achieve the objectives and support the activities of the Association, its Regions and Chapters.

Article 4. Membership

4.1

Any member in good standing of the Association whose residence and/or place of business is in the state of West Virginia shall automatically become a member of this chapter. No additional dues are collected by this chapter.

4.2

Membership privileges shall include:

    4.2.1 The right to vote at chapter meetings.
    4.2.2 Receipt of chapter mailings.
    4.2.3 Participation in chapter activities.

4.3

Individual members in good standing are entitled to one vote for all chapter business and elections. Official designated representatives of Corporations/Institutions that are members in good standing are entitled to the same privileges as individual members.

4.4

Non-Association members whose professional activities involve PK-12 facility administration, planning, design, construction, equipping, or maintenance may attend chapter meetings as a non-member. However, should non-members desire to be kept informed of chapter activities, functions and meetings, they will be assessed a fee as established by the Board of Directors.

Article 5. Governance

5.1

Members shall be notified of all chapter meetings at least ten (10) days prior to such meeting. Each year an annual meeting of the members of the Chapter shall be held at such time, and at such place as shall be fixed by the Board of Directors, for the purpose of electing directors, and for the transacting of such other business properly coming before the meeting.

5.2

Matters requiring approval, including the election of officers, shall be by a simple majority vote of those present at the chapter meeting. The number of members present at a Chapter Meeting shall constitute a quorum for purposes of transacting business at that meeting.

5.3

The officers shall administer the affairs of the chapter in accordance with the limits of authority set forth by the membership.

5.4

The fiscal year shall be from January 1 to December 31.

5.5

The chapter may generate income to fund activities through seminar fees, grants, donations, etc.

5.6

The address of the chapter shall be determined by the President during his term of office.

5.7

Amendments to Charter and Bylaws must be submitted to the Chapter Officers in written or electronic format for distribution to the chapter membership a minimum of ten (10) days before voting. Approval requires a simple majority vote of members present, or a simple majority of email ballot. All amendments must be submitted to the International Board of Directors for final approval.

Article 6. Chapter Officials

6.1

Board of Directors – The Board of Directors shall consist of the Executive Officers and three (3) members elected at-large by the membership of the West Virginia Chapter and the West Virginia Chapter Governor. The Chapter shall elect a member, who is an active Association member, to serve as Chapter Governor on the SE Regional Board of Directors for the term of three-years. The Chapter Governor will be liaison for communications between the Regional Board and the Chapter Board and shall serve as a member of the regional membership committee. All directors shall be members in good standing with the Association. The Board shall be in full control of the management of the affairs of the chapter as subject to the by-laws and directives of its membership. Meetings of the Board shall be held at least two (2) times per year. Each director shall be given at least seven days notice of upcoming meetings. A vacancy in an executive office or director position may be filled until the next election by presidential appointment with concurrence of the Board of Directors. Should the office of president-elect become vacant, the Board of Directors shall conduct a special election of the membership to fill the vacant position. Officers or directors may be removed from the Board of Directors, with or without cause, by a two-thirds (2/3) vote of the members present at a meeting called for that purpose.

6.2

Executive Officers – Chapters shall be governed by at least four (4) officers. They may include: Past-President, President, President-Elect, and Secretary and Treasurer. Secretary/Treasurer will serve a three (3) year term; all other officers shall be elected for a one (1) year term. In conjunction with the International and Regional terms of office, each new chapter officer's term of service shall begin at the close of the fall Association International conference, following their election.

    6.2.1 President – The President shall be a voting member of the Board of Directors and shall preside at all Chapter and Executive Board meetings and shall be an ex-officio member of all committees. In the President's absence, the President-Elect shall preside over any such meeting. The president shall direct the activities of the chapter officers, and shall appoint Committees deemed necessary or appropriate for conducting chapter business. Committee reports shall be submitted to the Board of Directors for approval. It shall be the duty of the Chapter President or designee to serve as the Chapter representative to the Southeast Association Board of Directors. The President or designee shall attend Regional and International Conference during his/her term of office. Expenses for registration, travel and lodging may be reimbursed by the chapter at the discretion of the Board of Directors.

    6.2.2 President Elect – The President-Elect shall serve as Vice- President and shall substitute for the President during his/her absence. The President-Elect shall also be charged with the duty of promoting membership. By election to office, the President-Elect shall succeed the incumbent President at the end of his/her term of office. It shall be the duty of the President-Elect or designee to attend the Regional Conference during his/her term of office. Expenses for registration, travel and lodging may be reimbursed by the chapter at the discretion of the Board of Directors.

    6.2.3 Past-President – The Past-President shall assist the President as required. He/she shall provide continuity to the chapter leadership.

    6.2.4 Secretary/Treasurer – It shall be the duty of the Secretary/Treasurer to attend all meetings of the Chapter and Executive Board and to keep accurate minutes of all meetings and receive all monies paid to the chapter, and deposit the same in the chapter-designated bank. The Secretary/Treasurer shall have charge of all correspondence of the chapter, shall keep the record of all members of the chapter, and shall send all notices of meetings as required. The Secretary/Treasurer shall disburse funds only at the direction of the Executive Board. It is also the responsibility of the Secretary/Treasurer to submit a statement of financial position to the membership at each chapter meeting, and to submit annual financial reports to the Association Headquarters at the end of each fiscal year. The complete financial transactions of the Association, which include Regions and Chapters, are to be examined annually by a Certified Public Accountant. The Association Board at its discretion may request a "review" in lieu of a "full audit."

Article 7. Region and the Association

7.1

Policies and Procedures – As a chapter of the Region and the Association, the Chapter hereby agrees to be bound by all policies and procedures which the Region or the Association may adopt from time to time. Such policies and procedures may include: policies concerning (i) financial reporting and fiscal management, (ii) contracts with third party vendors and others, (iii) restrictions on public endorsements or public positions on issues or events affecting the Region, the Association or its members, (iv) Chapter affiliation with other organizations, (v) periodic reporting of Chapter activities to the Region and the Association, (vi) educational conferences or programs that may compete with conferences or programs sponsored by the Region or the Association, (vii) amendments of these Bylaws or similar documents, or (viii) such other matters as determined by the Region or the Association from time to time.

7.2

Prior Approval – In addition to any restrictions or limitations contained in policies and procedures adopted by the Region or the Association, the Chapter shall not take any of the following actions without the prior written consent of the Region and the Association:

    7.2.1 Amend these Bylaws or any other organizational document of the Chapter;

    7.2.2 Incur debt or become obligated to pay money (other than obligations incurred in the ordinary course of the Chapter's operations);

    7.2.3 Sell, lease, exchange, mortgage, pledge or otherwise dispose of all, or substantially all, the assets of the Chapter;

    7.2.4 Dissolve the Chapter; or

    7.2.5 Engage in any activities which the Association board of directors deems to be inconsistent with the Association's strategic or other plans.

Article 8. Dissolution

8.1

On the dissolution of the Chapter, the balance remaining of Chapter designated funds shall be remitted to the Region.