Guidance Document of the Louisiana Chapter of the Southern Region

The name of the organization is Association for Learning Environments (“Association”), Louisiana Chapter.

Adopted December 2023

ARTICLE I – ORGANIZATION

Section 1. Members

Categories. Membership in the Association shall consist of four categories: Individual, Institutional, Corporate, and Student in accordance with the definitions of the global bylaws (Article 1; Section 1). The Louisiana Chapter area to be served consists of the state of Louisiana.

Section 2. Regional Organizations

Through the Association Region/Chapter Policy & Procedure Handbook, regions will be established for the purpose of geographical representation on the Board of Directors. Regions may also host “regional meetings” and other programs specific to the members within the geographic boundaries established by the Board of Directors. Each established region will select a representative(s), through Association Region/Chapter Policy & Procedure Handbook, to serve on the Board of Directors. The Global Board of Directors shall establish a ratio, through the Association Board Policy, for the number of Board members from each region.

Section 3. Chapter Organizations

Through the Association Region/Chapter Policy & Procedure Handbook, chapters will be established for the purpose of geographical and/or topical interest representation within the organization. Chapters may also host “chapter meetings” and other programs specific to the members within the geographic and/or topical interest boundaries established by the Global Board of Directors. Each established chapter will select a representative(s), through Association Region/Chapter Policy & Procedure Handbook, to serve in the House of Delegates.

ARTICLE II – BOARD OF DIRECTORS

Section 1. Representation

The region or chapter shall be managed by a Board of Directors. The Association shall establish and maintain a policy and procedure handbook as a governance document for the directives and operation. The number of Directors shall be established through the Association Region/Chapter Policy & Procedure Handbook.

Section 2. Election and Term of Office

The officers and directors shall be nominated and elected by their respective region/chapter membership in accordance with association election policy. Each director shall serve a term as deemed by the chapter/region policy, or until a successor has been elected and qualified. Election policy and qualifications for officers/directors shall be established through the Association Region/Chapter Policy & Procedure Handbook.

Section 3. Quorum

A majority of directors shall constitute a quorum.

Section 4. Regular Meeting

The Board of Directors shall meet at least 4 times per year for the purpose of transacting such business as may be deemed appropriate. All meetings are open for attendance by any member in good standing, except for an established executive session of the Board of Directors.

Section 5. Removal or Vacancy

The Board of Directors shall have the power to remove a director of the region/chapter board upon a two thirds (2/3) vote of a quorum for cause. Cause shall be stated in the Association Region/Chapter Policy & Procedure Handbook. Any vacancy that occurs for any reason may be filled by the region or chapter President for the remainder of that Director’s term.

ARTICLE III – OFFICERS

Section 1. Number of Officers

The officers (Executive Committee) of the region/chapter shall be a President, President Elect, Immediate Past President and Secretary. The responsibility of this committee is to make decisions in a time of emergency or when the board as a whole cannot be available. The committee will respond back to the Board for belated approval. The President has the authority to call this committee together and must notify the other Board members of its intent.

Each chapter board will identify a delegate to sit on the house of delegates as described in Article IV. The board may also opt to add At Large Directors to the general board as deemed necessary to conduct business for the region/chapter. The qualifications and election process shall be defined in the Association Region/Chapter Policy & Procedure Handbook.

The executive officers shall perform the duties described within these bylaws and additional duties as stated in the Association Region/Chapter Policy & Procedure Handbook.

President. The President shall serve for one year. The office of president shall automatically be filled by the person elected as President-Elect during the preceding year. The President will act as Chair of the Board of Directors and shall conduct the business of the Region/Chapter in accordance with the Global Bylaws and the Association Region/Chapter Policy & Procedure Handbook. He/she may call special meetings of the Board or Executive Committee whenever it is deemed necessary. He/she shall also call a meeting when requested by a majority of the membership. He/she shall perform all duties commensurate with the office.
President Elect. The President-Elect shall be nominated and elected by the membership in accordance with the procedures detailed in the Association Region/Chapter Policy & Procedure Handbook. The President-Elect will automatically succeed to the office of President after a one-year term. In the absence or disability of the President, the President-Elect shall preside and exercise the power of the President.
Immediate Past President. The President shall succeed to the office of Immediate Past President upon completion of a one-year term in office. The Immediate Past President shall assume the Chairmanship of the Nominating Committee.
Secretary. The Secretary shall be responsible for performing such administrative duties as may be directed by the Board of Directors, including, but not limited to recording minutes and communication of meetings and documents to board. The Secretary shall be nominated and elected by their respective region/chapter membership in accordance with the election procedures detailed in the Association Region/Chapter Policy & Procedure Handbook.
House of Delegate Representative. One delegate from each officially recognized chapter of the association will represent their chapter in the HoD. A delegate will be selected by the chapter to serve a three-year term.

Section 2. Term of Office

The term of executive office positions and other directors shall be defined for each region/chapter in the Association Region/Chapter Policy & Procedure Handbook. The officers shall take office starting on January 1 of each year. The fiscal and officer term year shall be from January 1 to December 31.

Section 3. Succession of Position

The succession of the officers shall be President Elect, President, Immediate Past Chair.

ARTICLE IV – HOUSE OF DELEGATES

Section 1. Representation

Each chapter of the Association shall appoint a representative to serve as a member of the House of Delegates. Terms and qualifications of service shall be established by the Global Board of Directors through the global Board Policy. The Chair Elect of the Global Board of Directors shall preside as the Chair of the House of Delegates.

Section 2. Roles and Responsibilities

The House of Delegates shall serve as a communications conduit from the Global Board of Directors to the leadership of the established chapters within the Association. The House of Delegates shall also serve as a ratifying body via simple majority vote for Association strategic plans and other significant/material decisions made by the Board of Directors as identified through Board Policy.

Section 3. Meetings

The House of Delegates shall meet at a minimum of twice per year via virtual or physical means. There is no quorum requirement for holding a meeting.

ARTICLE V – MEETINGS

Section 1. Annual Meeting

An annual meeting of the Region/Chapter membership shall be held once each calendar year for the purpose of transacting business as may properly come before the meeting. Other regular meetings of the membership may be held throughout the year.

Section 2. Notice

Written notice of all meetings shall be provided under this section or as otherwise required by law. The Notice shall state the location (physical or virtual), date, and hour of the meeting and if for a special meeting, the purpose of the meeting. Such notice shall be electronically sent to all directors of record prior to the meeting. Meeting agendas must be published and sent to all directors at least 10 days prior to all meetings.

Section 3. Place of Meeting

Meetings shall be held at a location (physical or virtual) designated by the association staff or President of the Region/Chapter. A director participating in a meeting by this means shall be deemed to be present in person at the meeting.

ARTICLE VI – PARLIAMENTARY AUTHORITY

The latest edition of Robert’s Rules of Order shall be the guidelines on all questions or parliamentary law and proceedings. This authority shall govern the Association in all cases to which the rules therein are applicable, and in which the said rules are not inconsistent with the Articles of Incorporation and Bylaws.