Bylaws of the Kentucky Chapter of the Southeast Region
Association for Learning Environments
Adopted February 20, 2007
(New Template) Amended July 2012
The Kentucky Chapter of the Southeast Region of the Association for Learning Environments (the Association), also known as Kentucky Educational Facility Planners (KEFP) 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. Community Education
To establish an educational program concerning the benefits to communities from supporting 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.
Article 2. Professional 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 statewide 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 state of Kentucky shall automatically become a member of this chapter. 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 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
Members shall be notified of all chapter meetings at least ten (10) days prior to such meeting. Each year annual meetings 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.
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.
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 term of office.
Amendments to Charter and Bylaws must be submitted to the Chapter Officers in written or electronic 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 email ballot. All amendments must be submitted to the International Board of Directors for final approval. [Section 10.1 requires 2/3 vote to amend the bylaws. We need to either change this section or 10.1 so they are consistent]
Article 6. Chapter Officials
Board of Directors
The Board of Directors shall consist of the Executive Officers, one member from each of the eight (8) educational regions (or an at-large member may be substituted for a region that does not have a qualified member willing to serve), and the Chapter Governor. The Board of Directors shall be elected by the membership of the Kentucky Chapter. The educational regional directors shall serve two-year overlapping terms and may serve consecutive terms. Regional directors from odd numbered regions shall be elected in odd numbered years. Directors from even numbered regions shall be elected in even numbered years. The regions are listed as shown in Article 9 of these bylaws. The Chapter shall elect a member, who is an active Association member, to serve as Kentucky Chapter Governor on the Association-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 bylaws 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 by the Board of Directors until the next election. 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. The Board of Directors shall serve as the nominating committee. The officers and the board members shall be elected at the annual meeting.
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 Executive Officers shall be the Past- President, President, President-Elect, Secretary and Treasurer. The Past-President, President and President-elect shall serve for a one (1) year term. The Vice President, the Secretary and the Treasurer will serve three (3) year terms. 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. The Director of the Division of Facilities Management, Kentucky Department of Education, shall be a permanent officer (ex officio) and may hold other positions on the Board of Directors.
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 Kentucky Region 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 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 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 –
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.
6.2.5 Treasurer –
It shall be the duty of the Treasurer to receive all monies paid to the chapter, and deposit the same in the chapter-designated bank. 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, 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
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.
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
On the dissolution of the Chapter, the balance remaining of Chapter designated funds shall be remitted to the Region.
Article 9. Educational Regions
Region 1: Ballard, Caldwell, Calloway, Carlisle, Christian, Crittenden, Fulton, Graves, Henderson, Hickman, Hopkins, Livingston, Lyon, Marshall, McCracken, Muhlenberg, Trigg, Union, Webster.
Region 2: Allen, Barren, Breckinridge, Cumberland, Daviess, Edmonson, Grayson, Green, Hancock, Hardin, Hart, Larue, Logan, Mclean, Meade, Metcalfe, Monroe, Ohio, Simpson, Todd, Warren.
Region 3: Jefferson
Region 4: Boone, Bullitt, Campbell, Carroll, Gallatin, Grant, Henry, Kenton, Oldham, Owen, Pendleton, Shelby, Spencer, Trimble.
Region 5: Anderson, Bourbon, Boyle, Clark, Franklin, Harrison, Jessamine, Marion, Mercer, Montgomery, Nelson, Nicholas, Powell, Scott, Washington, Woodford.
Region 6: Fayette
Region 7: Adair, Bell, Casey, Clay, Clinton, Estill, Garrard, Harlan, Jackson, Knox, Laurel, Lincoln, Madison, McCreary, Pulaski, Rock Castle, Russell, Taylor, Wayne, Whitley.
Region 8: Bath, Boyd, Bracken, Breathitt, Carter, Elliott, Fleming, Floyd, Greenup, Johnson, Knott, Lawrence, Lee, Leslie, Letcher, Lewis, Magoffin, Martin, Mason, Menifee, Morgan, Owsley, Perry, Pike, Robertson, Rowan.
Article 10. Bylaw Amendment
These bylaws may be amended by submitting a proposal in writing to the Board of Directors no less than thirty (30) days prior to the annual meeting. The Board of Directors shall define the proposed amendment for distribution to the membership at the annual meeting with recommendations(s). The proposal shall be placed on the agenda and approved or rejected by a two-thirds (2/3) vote of the member entitled to vote, who are present at the annual meeting.