Guidance Document of the Midwest Great Lakes Region
Association for Learning Environments
Adopted May, 1970
Amended May, 1972
May, 1976
May, 1978
October, 1987
April, 2004
(New Template) February, 2012
July 2015
September 2017
April 2018
April 2019
March 2020
These bylaws supplement the bylaws of the parent organization, the Association for Learning Environments (the Association), and are the official bylaws of the Midwest Great Lakes Region. These bylaws are not intended to contradict those of the parent organization. These bylaws may be revised in accordance with Article XV as required by changes made by the parent organization or the regional Board of Governors.
ARTICLE I – NAME
Section 1.1
The name of the regional affiliate of the Association shall be the Midwest Great Lakes Region.
ARTICLE II – GEOGRAPHIC AREA SERVED
Section 2.1
The Midwest Great Lakes Region shall consist of the states of Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, Wisconsin, and the province of Ontario, Canada.
ARTICLE III – PURPOSE
Section 3.1
The purpose of these bylaws is to facilitate the implementation of the principles, policies, and procedures of the Association as specified in its Articles of Incorporation.
Section 3.2
The purposes of the Midwest Great Lakes Region of the Association are:
3.2.1 To exchange, publish and/or disseminate current or emerging ideas, concepts and promising practices in educational facilities planning.
3.2.2 To improve the training programs for educational facility planning specialists in colleges and universities.
3.2.3 To promote, advocate for and encourage excellence in the design and use of educational facilities and other built learning facilities.
3.2.4 To join in association with other groups, associations and individuals similarly interested in the promotion of excellence in the design, construction, and use of educational facilities.
3.2.5 To promote the goals, objectives and purposes and Strategic Plan of the International Board of Directors of the Association.
3.2.6 To promote training and quality professional development opportunities for facility planning professionals and educational institutions.
3.2.7 To advocate for a continual improvement to the built learning environment reflecting advances in learning methodology and pedagogy.
3.2.8 To provide a forum for Midwest Great Lakes Region members of the Association to discuss matters of common interest and concern.
3.2.9 To serve as a vehicle for communications, professional growth, and effective decision making in assisting the Association Board of Directors and its Executive Director in attaining its goals.
ARTICLE IV – POWERS
Section 4.1
The Midwest Great Lakes Region of the Association shall have such powers as may be needed to operate for the charitable, scientific, or educational purposes as specified by the Articles of Incorporation of the Association.
ARTICLE V – MEMBERSHIP
Section 5.1
Any individual, institution, or firm who is a member in good standing with the Association, and resides within the Region shall be considered a member of the Midwest Great Lakes Region. Other categories of membership, such as Emeritus or Retired/Permanently Disabled as designated by the Board of Directors of the Association, shall be recognized by the region.
Section 5.2
Membership in the Region will be terminated in accordance with Section 5.9 of the Association Bylaws.
ARTICLE VI – ORGANIZATION
Section 6.1
The leadership and coordination of the activities of the Midwest Great Lakes Region shall be provided by a Board of Directors.
Section 6.2
The Board of Directors shall consist of:
- Officers: President, Vice President, President-Elect and Past President
- Secretary / Treasurer
- Regional Representative to the Association Board of Directors
- Chapter Presidents or Delegates
- Governors
The Board of Directors shall establish policy, set conditions of the Region, and be responsible for its governance. All officers and governors must be members in good standing with the Association and shall have the right to vote at all meetings of the Region.
An Executive Committee shall include the President, Vice-President, President-Elect, Past President, Secretary/ Treasurer from the Regional Board of Directors. The responsibility of this committee is to make decisions in a time of emergency or when the board as a whole cannot be available. To conduct business on behalf of the board of directors, a quorum of the Executive Committee must be present. 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.
Section 6.3
The officers and governors shall be elected by the membership in accordance with the procedures as detailed in Article XII. Officers and governors will be seated following the Regional meeting held in conjunction with the Annual International Conference of the Association.
Section 6.4
The officers' duties and terms are as follows:
6.4.1 President – The President shall serve for one year. The office of President shall automatically be filled by the person who served as Vice-President during the preceding year. The President will act as Chairman of the Board of Governors and shall conduct the business of the Region in accordance with the Association Bylaws, Policy and Procedures Guidelines, and the bylaws of the Region. 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 may serve as an ex-officio member of any committee of the Region. He/she shall perform all duties commensurate with the office.
6.4.2 Vice-President – The Vice-President will automatically succeed to the Office of President after a one-year term. In the absence or disability of the President, the Vice-President shall preside and exercise the power of the President. The Vice-President may be an ex-officio member of any committee or the Region. He/she shall be responsible for planning the Annual Regional Conference.
6.4.3 President-Elect – The President-Elect shall be elected by the membership by ballot in accordance with the procedures detailed in Article XII. He/she will serve as an observer and assist the Vice-President in preparation of becoming the annual conference coordinator and Vice-President. He/she is also responsible for pre-planning the regional conference two years out. He/she will chair the Membership Development Committee and may be an ex-officio member of any other regional committee.
6.4.4 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 may be responsible for tasks as assigned by the President.
6.4.5 Secretary / Treasurer – The Secretary / Treasurer shall be responsible for performing such administrative duties as may be required by the Board of Governors, including, but not limited to recording and publishing minutes, creating correspondence, and communications with members. He/she shall be responsible for monitoring the receiving and disbursing all funds of the Region by headquarters. He/she shall also be responsible for the completion and submittal of all required reports to the Association headquarters and will participate in all audits that may be conducted.
The Secretary / Treasurer, in conjunction with the Executive Committee, shall develop an annual budget for the Region identifying all sources of revenue and proposed allocations of funds for anticipated areas of expenditures. These areas of expenses will include; but not be limited to, Annual Regional Conference, marketing, travel reimbursement, scholarship, office materials and expenses, and research. The budget shall be presented to the membership for its approval at the annual meeting held in conjunction with the Association Annual International Conference. The Secretary / Treasurer shall be elected by a majority vote of the membership in accordance with procedures detailed in Article XII. The Secretary / Treasurer shall serve a three-year term and can be re-elected to one (1) successive term.
6.4.6 Governor – Governors shall be responsible for membership growth, retention, and chapter creation for their assigned area. He/she will coordinate all membership efforts with those at the chapter level. The Governor is not normally responsible for sustaining and growing an already existing chapter, however, upon direction by the Board, the Governor shall provide any assistance required to aid an existing chapter in their effort to grow and maintain the chapter. He/she shall serve on the Membership Development Committee and is tasked with working with the chapter level liaisons on the committee. Governors will be elected for each of six (6) areas of the Midwest Great Lakes Region including:
6.4.6.1 Area 1: The province of Ontario
6.4.6.2 Area 2: The state of Ohio
6.4.6.3 Area 3: The states of Indiana and Michigan
6.4.6.4 Area 4: The states of Illinois and Wisconsin
6.4.6.5 Area 5: The states of Minnesota, North Dakota and South Dakota
6.4.6.6 Area 6: The states of Iowa, Kansas, Missouri and Nebraska
Governors shall be elected from the membership within each Area with regard to diversity of background in facility planning. All positions will serve three-year (3-year) overlapping terms and shall be subject to a maximum of two (2) terms on the Board except when running unopposed. All elections will be held in accordance with procedures as detailed in Article XII.
Section 6.5
The Board of Directors shall establish standing and ad hoc committees as may be needed, including, but not limited to:
6.5.1 Conference Planning Committee
6.5.2 Elections Committee
6.5.3 Awards and Recognition Committee
6.5.4 Membership Development Committee
6.5.5 Governance Committee
6.5.6 Communications Committee
Section 6.6
The Membership Development Committee shall consist of the Governor from each area and the designated chapter level liaisons. The committee will be chaired by the current President –Elect for the region. The committee will develop programs and initiatives to increase and retain membership in the region. The committee shall meet at least on a quarterly basis. All programs and initiatives developed by the committee shall be approved by the Board prior to implementation.
ARTICLE VII – ACTIVITIES
Section 7.1
The Midwest Great Lakes Region shall conduct an annual conference for its membership and guests. The location of the meeting shall be rotated on an annual basis in numerical order of the Regional Areas and should be identified at least two (2) years in advance. The annual conference shall be planned by the Conference Planning Committee and may utilize any resources available at the Association Headquarters.
Section 7.2
The Midwest Great Lakes Region shall also conduct a meeting of the membership in conjunction with the Association's Annual International conference. This meeting will mark the beginning of all terms of the Board of Directors and Executive Committee.
Section 7.3
The President may call a meeting of the Executive Committee as required to carry out the business of the Region. These meetings may be teleconferenced, conference calls, or regular meetings as required. Minutes of all Executive Committee meetings shall be distributed to the membership as soon as practical following each meeting.
Section 7.4
The President may call a meeting of the Board of Directors as may be required to carry out the business of the Region. A simple majority of the Board of Directors shall constitute a quorum to transact business. Minutes of all Board meetings shall be distributed to the membership as soon as practical following each meeting.
ARTICLE VIII – DUES
Section 8.1
No dues will be required for membership in the regional organization. Activities will be financed through funds received from the Association, and funds raised at the annual regional conference through registration, vendor fees, or sponsorships. The registration fee will be established annually by the local arrangements committee and approved by the Executive Committee.
Section 8.2
All members must be in good standing with the Association and current with the payment of their dues.
ARTICLE IX – AWARDS
Section 9.1
The Awards and Recognition Committee shall select individuals for the Distinguished Service Award, Service Citation, and all other awards in accordance with the Association policy guidelines and procedures. The region may create companion awards and establish procedures for selecting nominees.
Section 9.2
A Regional President's Award may be awarded at the discretion of the President.
ARTICLE X – PARLIAMENTARY AUTHORITY
Section 10.1
The latest edition of
Robert's Rules of Order shall be the authority 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.
ARTICLE XI – VACANCIES
Section 11.1
In the case of a vacancy in the office of President, the Vice-President, if available and in good standing, shall at once succeed to the Office of President and shall serve for the remainder of the term in the capacity and shall continue in the office as President for the ensuing year.
Section 11.2
If a vacancy occurs in the office of the Vice- President, the President-Elect, if available and in good standing, shall at once succeed to the office of Vice-President, and serve the remainder of the term and shall continue for the ensuing year.
Section 11.3
If a vacancy occurs in the office President-Elect, the Board of Directors shall appoint an acting President-Elect from the current membership. If the vacancy occurs less than three months prior to a scheduled election, the Board may defer action.
Section 11.4
If a vacancy occurs in the Office of Governor, the President shall select an individual who shall serve for the remainder of the term subject to approval by the Executive Committee. Should the vacancy occur less than one year from the end of the term, the individual selected by the appropriate Area shall continue for the succeeding term.
Section 11.5
If a vacancy occurs in the office of the Secretary or Treasurer, the President shall appoint an individual to serve for the remainder of the term, subject to the approval of the Executive Committee.
Section 11.6
If a vacancy occurs in the office of the Regional representative to the International Board, the President shall appoint an individual to serve the remainder of the term, subject to approval by the Board of Directors.
ARTICLE XII – ELECTIONS
Section 12.1
The Elections Committee shall nominate two (2) candidates for each regional and international office for which the term is scheduled to expire or for which there is a vacancy. The membership may submit additional nominations during the business meeting at the annual Regional Conference. All nominations shall be placed on a ballot for voting prior to the Association Annual International Conference. The dates for balloting shall be established by the Elections Committee in consultation with the Association Headquarters staff.
Section 12.2
Each candidate may create promotional material detailing qualifications, reasons for seeking office, and other information pertinent to the office. These materials shall be transmitted to the Association Headquarters where they will be electronically mailed to the membership of the Region. Individual members may provide letters of support for a particular candidate in the same manner. No letters of support from the Association members from outside the Region will be permitted.
Section 12.3
Voting for all vacancies and available positions shall be accomplished by secret ballot. Ballots will be available electronically from the Association Headquarters during a designated voting period. Ballots will be counted by an independent firm designated by the Association Headquarters. Results will be forwarded to the Regional President for dissemination to the Membership.
Section 12.4
A nominee shall be elected if they receive 50% plus 1 of the total votes cast. In the event no nominee receives 50% plus 1 of the votes cast, a run-off election shall be held as soon as practical between the two nominees receiving the most votes.
Section 12.5
The Association Headquarters staff in consultation with the Regional President, shall establish procedures to ensure each member only casts one vote.
ARTICLE XIII – OFFICER REIMBURSEMENT POLICY
Section 13.1
Regional officers shall be eligible for reimbursement of travel expenses incurred in the execution of their duties. All members of the Board of Directors may be eligible for full or partial reimbursement for meals (not including alcohol), hotel, travel, and registration fees. Reimbursement will be limited by the annual budgeted funds, and the maximum amount of reimbursement will be determined by the Executive Committee on an annual basis.
Reimbursement requests shall be submitted to the Treasurer no later than 30 days after the expenses were incurred. All expenses must be accompanied by the appropriate detailed receipts. Request for reimbursement submitted after 30 days must be accompanied by a letter stating the reasons for the late submittal. The Treasurer and President shall review the request, and provided no additional clarifications or documentation are required, the Treasurer may provide the reimbursement up to the amount authorized by the budget.
ARTICLE XIV – STRATEGIC PLAN
Section 14.1
The Midwest Great Lakes Region shall develop a strategic plan which supplements and implements the goals and objectives contained in the Association's Strategic Plan. The plan shall be for at least five (5) years and shall be reviewed and updated annually. Development of the Strategic Plan shall be accomplished as directed by the Board of Directors.
ARTICLE XV – AMENDMENTS
Section 15.1
These bylaws may be amended by submitting any proposed changes in writing to the Board of Directors no later than sixty calendar days prior to the Board meeting to be held in conjunction with the Annual Regional Conference. Copies of the proposed changes shall be transmitted to the membership for their review and comment for a period of thirty (30) days. Copies of the final proposed amendment(s) will be made available at the business meeting held at the Annual Regional Conference. The amendment(s) will be approved or rejected for submittal to the International Board of Directors by a simple majority of those present and voting. The proposed amendment(s) will be considered by the International Board at its earliest opportunity. Upon approval by the International Board of Directors, the Regional bylaws will be updated to reflect the approved changes.
ARTICLE XVI – TAX-EXEMPT STATUS
Section 16.1
As an affiliate of the Association, the Region shall conduct its activities and financial matters in accordance with all rules and regulations of the Internal Revenue Service so as to not adversely affect the tax-exempt status of the Association.
ARTICLE XVII – REGIONAL CHAPTERS
Section 17.1
The Midwest Great Lakes Region shall promote chapter development.
Section 17.2
Local chapters may be formed within the region subject to approval of formal bylaws by the regional Board of Directors and the International Board of Directors.
Section 17.3
The Region, based upon limitations of the budget, shall provide start-up funds for a chapter. Upon approval of the chapter bylaws, the Treasurer shall transfer the approved start-up funds to the chapter.
Section 17.4
The region, upon approval of the appropriate resolution, may recommend the dissolution of a chapter. This action shall be subject to the approval of the International Board of Directors.
ARTICLE XVIII – DISSOLUTION
Section 18.1
In the event of dissolution of the Midwest Great Lakes Region of the Association, all property funds and assets will, after payment of all liabilities, be delivered to and become property of the Association.