Bylaws of the Saskatchewan Chapter of the Pacific Northwest Region
Association for Learning Environments
Adopted: May 2012
Amended: July 2016
The Saskatchewan Chapter (the Chapter) of the Pacific Northwest Region (the Region) of the Pacific Northwest 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 Saskatchewan Chapter will be comprised of all members living within the boundaries of the Province of Saskatchewan.
The chapter seeks to attain the following goals and objectives:
Article 1. Advocacy
To establish an advocacy program encouraging all communities to support quality educational facilities as an integral part of a quality educational program.
To support the highest professional standards for all members through the exchange of ideas and practices associated with the design of educational facilities.
To encourage and assist in comprehensive educational planning by public and private school systems.
To review and make recommendations with regard to governmental regulations and codes pertaining to educational facilities.
Article 2. Education
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
To identify and disseminate educational facility research.
To promote research in the design and construction of educational facilities.
To review regulations and codes pertaining to educational facilities.
To help achieve the objectives and support the activities of the Association, its Regions and Chapters.
Article 4. Membership
Any member in good standing of the Association whose residence and/or place of business is in the geographical area of Saskatchewan shall automatically become a member of this chapter unless otherwise specified by the member. No additional dues are collected by this chapter.
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.
4.2.4 Stand for election.
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.
Non-Association members whose professional activities involve Pre-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 may be assessed a fee as established by the Board of Directors.
Article 5. Governance
Members shall be notified of all chapter functions at least ten (10) days prior to such meeting. It is recommended that Chapters hold Annual functions for its members, alternating locations from the north central to south end of the province. Each year an annual meeting of the members of the Chapter shall be held on or before February 15 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.
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. Election of officers may be conducted by email ballot and ratified by simple majority vote at the annual meeting of the members of the Chapter.
The officers shall administer the affairs of the chapter in accordance with the limits of authority set forth by the membership.
The fiscal year shall be from January 1 to December 31.
The chapter may generate income to fund activities through seminar fees, grants, donations, etc.
The address of the chapter shall be determined by the President during his/her term of office.
Amendments to Charter and Bylaws must be submitted to the Chapter Officers in written form 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 mail ballot. All amendments must be submitted to the Region Board of Directors and International Board of Directors for final approval.
Standing and special committees may be established at the discretion of the Board of Directors.
Article 6. Chapter Officials
Board of Directors
– The Board of Directors shall consist of the Executive Officers and at least three (3) members elected at-large by the membership of the Chapter. All directors shall be members in good standing with the Association. The term of the Board of Directors of the Chapter shall correspond with the term of the Region Board of Directors. 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 three (3) 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 majority approval 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.
The Board of Directors shall hold office for a term of (1) one year and excepting the positions of President and Past President, elections shall be held at the annual general meeting.
A majority of the Board of Directors at a meeting will constitute a quorum and all questions shall be decided by a majority of votes. Seconders are required and any question ending in a tie, the question will be decided in the negative.
All members of the Board will be entitled to one vote.
The Board of Directors shall hold meetings as often as the business of the Chapter warrants either by in person attendance or by teleconference attendance.
The Board of Directors and members of committees shall be paid a reasonable expense in attending meetings of the Board.
– Chapters shall be governed by at least four (4) officers. They may include: Past-President, President, President-Elect, Secretary, and Treasurer. Secretary and Treasurer will serve a three-year term; all other officers shall be elected for a one (1) year term. Chapters may choose to combine the Secretary and Treasurer position.
President – The President 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, with the consent of the board, appoint Committees deemed necessary or appropriate for conducting chapter business. The President can elect to attend either the International or Regional Conference on behalf of the Chapter, and will submit a written report to the executive on conference content. Based on annual approved budget, the costs of the travel, hotel and registration may be submitted for reimbursement by the Chapter.
The President shall cause to be submitted to the annual general meeting a report on the affairs of the Chapter.
President-Elect – The President-Elect shall serve as Vice-President and shall substitute for the President during his/her absence. 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 to attend the International or Regional Conference in the President's absence during his/her term of office.
Past-President – The Past-President shall assist the President as required. He/she shall provide continuity to the chapter leadership. The Past President shall act as chair of the Elections Committee.
Secretary – It shall be the duty of the Secretary to attend all meetings of the Chapter and Executive Board and to keep accurate minutes of all meetings. The Secretary 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.
Treasurer – It shall be the duty of the Treasurer to oversee all monies paid to the chapter, and insure deposit in the chapter-designated bank or credit union. The Treasurer shall disburse funds only at the direction of the Executive Board. It is also the responsibility of the Treasurer to submit a statement of financial position to the membership at each chapter meeting.
Governor – The Governor will be elected by and represent the members of Saskatchewan Chapter to the Region and International Organization. He/she shall be responsible for membership development to the Region. The Governor will serve a three (3) year term and shall be subject to a maximum two (2) term limit on the Board unless running unopposed. Based on annual approved budget, the Governor can submit their travel expenses to the Regional planning meetings. The Governor will submit a written report to the executive on meeting content. The costs of the travel, and registration may be submitted for reimbursement by the Chapter. The Hotel costs are to be covered unless by the Region, under the Officer Travel Funding Guideline Approved.
Article 7. Region and the Association
Policies and Procedures
– The Chapter hereby agrees to operate, generally, in accordance with policies and procedures adopted by the Region or the Association. 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. Deviation from Region and the Association policies and procedures is permissible to accomplish Chapter specific objectives in accordance with these bylaws upon written approval by the Region.
– 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 Board of Directors and the Association Board of Directors:
Amend these Bylaws or any other organizational document of the Chapter;
Incur debt or become obligated to pay money (other than obligations incurred in the ordinary course of the Chapter's operations);
Sell, lease, exchange, mortgage, pledge or otherwise dispose of all, or substantially all, the assets of the Chapter;
Dissolve the Chapter; or
Engage in any activities which the Association board of directors deems to be inconsistent with the Association's strategic or other plans.
Chapter Activities & Awards
The Chapter may recognize a member who has provided distinguished service to the Chapter and award that member with the Saskatchewan Merit Award. This Award would be presented at the annual conference. Nominations would be received and voted on by the Chapter Board.
The Chapter will endeavor to publish a newsletter for all Chapter members twice per year. This newsletter can be used to promote design, construction, reports, projects that are taking place within the province.
The Chapter will support a scholarship program entitled the "Gerry McCudden Memorial Scholarship Award". Applicants must be from a Saskatchewan School Division which is currently a member of the Association to apply for this scholarship.
The Chapter will support its members through a Conference Sponsorship program. Member will have the opportunity to apply to attend a Regional or International Conference. If selected the member will be required to submit a report to the executive, for distribution to the members, on the content of the conference and the benefits of attending.
– A person who has been a Association Member in good standing for twenty years has reached sixty (60) years of age, and has retired from compensated facility planning work may become an emeritus member entitled to all of the rights and privileges of the Association for the life of the member. A qualified member may be awarded an emeritus membership upon the recommendation by the Region to the Chief Executive Officer and a majority vote of the Board of Directors. Should the emeritus member re-enter the field of educational planning after this status is bestowed upon him or her, that member will notify the Association Headquarters that they are no longer eligible for the rights and privileges of emeritus status until such time when the member ceases employment. The member in this case will hold the title of emeritus with suspended privileges of that status. The Board in its discretion may waive one or more of the requirements due to special circumstances, upon recommendation by a Region board of directors. The Region must submit, in writing, to the CEO the circumstances and reasons why the member should be granted emeritus status without having met the minimum requirements.
On the dissolution of the Chapter, the balance remaining of Chapter designated funds shall be remitted to the Region.