Southeast Region Guidance Document

Guidance Document of the Southeast Region

Association for Learning Environments

Adopted April, 1979
Amended March, 1984
Amended April, 1991
Amended April, 2003
Amended April, 2004
(New Template) Amended February, 2012
Amended July 2023

These bylaws supplement the bylaws of the parent organization, the Association for Learning Environments (the Association), and are the official bylaws of the SOUTHEAST Region. These bylaws are not intended to contradict those of the parent organization. These bylaws may be revised in accordance with Article XII as required by changes made by the parent organization or the regional Board of Directors.

ARTICLE I – NAME

Section 1.1

The name of the regional affiliate of the Association shall be the Southeast Region.

ARTICLE II – GEOGRAPHIC AREA SERVED

Section 2.1

The Southeast Region shall consist of the states of Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee, Virginia, West Virginia, United States Virgin Islands (USVI) and Puerto Rico.

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 Southeast 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 promote, advocate for, and encourage excellence in the design and use of educational facilities and other learning facilities;

3.2.3 To assist and encourage colleges and universities in the region in developing or improving training programs for educational facility planning specialists;

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 training and quality professional development opportunities for facility planning professionals and educational institutions;

3.2.6 To advocate for a continual improvement to the built learning environment reflecting advances in learning methodology and pedagogy;

3.2.7 To provide a forum for Southeast Region members of the Association to discuss matters of common interest and concern;

3.2.8 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 Southeast 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 Southeast 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 Southeast Region shall be provided by a Board of Directors.

Section 6.2

The Board of Directors shall consist of:

Officers: President, President-Elect, Vice-President, and Past President
Secretary
Treasurer
The Regional Representative to the Association Board of Directors
Chapter Governors
By-laws Chair
Industry Partners Chair
Membership Chair

Section 6.3

The Board of Directors shall establish policy, set conditions of the Region, and be responsible for its governance. All officers and chapter directors must be members in good standing with the Association and shall have the right to vote at all meetings of the Region.

Section 6.4

An Executive Committee shall include the President, President-Elect, Vice President, Past President, Secretary and 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. 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 6.5

The Vice President, Secretary, Treasurer, By-Laws Chair, Industry Partner Chair, and Membership Chair shall be nominated and selected by the Southeast Region Board of Directors from the regional membership at-large at the Regional Conference. The selection will be approved by majority vote of the regional members attending the Regional Conference Business Meeting. Officers and board members will be seated at the Regional meeting held in conjunction with the Annual International Conference of the Association.

The officers' and Board Member duties and terms are as follows:

6.5.1 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 in accordance with the International Bylaws, International Policy and Procedures Guidelines, and the bylaws of the Region. The President will also facilitate and promote the goals and activities of the Association within the states making up the Southeast 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.

6.5.2 President-Elect – The President-Elect shall serve a one year term and 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. The President-Elect may be an ex-officio member of any committee of the Region. He/she shall be responsible for planning the Annual Regional Conference.

6.5.3 Vice President – The Vice President shall be selected in accordance with the procedures detailed in Article 6.5. The Vice President will automatically succeed to the office of President-Elect after a one-year term. The Vice President may be an ex-officio member of any committee of the Region. He/she shall assist the President-Elect in planning the Regional Conference.

6.5.4 Past President – The President shall succeed to the office of Past President upon completion of a one-year term in office. He/she shall serve as chair of the Awards and Recognition Committee. The Past President may be responsible for tasks as assigned by the President.

6.5.5 Treasurer – The Treasurer shall be responsible for receiving and disbursing all funds of the Region. The Treasurer 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 Treasurer shall be in accordance with procedures detailed in Article 6.5 and shall serve a three-year term.

The 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 may 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 regional meeting held in conjunction with the Association Annual International Conference.

6.5.6 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 and publishing minutes, creating correspondence, and communications with members. The Secretary shall be elected by a majority vote in accordance with procedures detailed in Article 6.5 and shall serve a three year term.

6.5.7 Southeast Region – International Board Representative – The Southeast Region representative to the Association International Board shall provide representation of the Southeast Region on the International Board of Directors and perform all duties required in accordance to the Association International By-Laws. He/she will act as liaison between the International and Southeast Region boards. Regional members will elect a regional member for that position in accordance with Article XII and the elected representative shall serve a three-year term. There is a two term limit for the Southeast Region International Board Representative position.

6.5.8 By-Laws Chair – The By-Laws Chair shall be responsible for coordination, review, and direction to the Regional Board of Directors regarding adherence to the Southeast Regional By-Laws. He/she will also have responsibility to assist the Chapters associated with the region regarding their by-laws and conformance to Regional and International by-laws. The By-Laws Chair shall be elected by a majority vote in accordance with procedures detailed in Article 6.5 and shall serve a three year term.

6.5.9 Industry Partners Chair – The Industry Partners Chair shall be responsible for acting as a representative of the Industry Partners, providing annual, continuous development of Industry Partner relationships. He/she will also have responsibility for Industry Partners involvement and planning associated with the Annual Regional Conference. The Industry Partners Chair shall be in accordance with procedures detailed in Article 6.5 and shall serve a three year term.

6.5.10 Membership Chair – The Membership Chair will serve as the liaison between the Headquarters, the Southeast Regional Board, and regional Chapters pertaining to membership updates, drives, and promotions. He/she will work with each Chapter Governor to promote growth in both chapters and members. The Membership Chair and the Chapter Governors will serve as the membership committee. The Membership Chair shall be elected by a majority vote in accordance with procedures detailed in Article 6.5 and shall serve a three year term.

6.5.11 Chapter Governor – Chapter Governors will be elected for each Chapter of the Southeast Region. For States without a Chapter, the Regional Board of Directors may select an individual to function as Chapter Governor for that State for coordination, communications, and membership development within that State. The Chapter Governor shall be an official member of the Chapter Board of Directors and will be liaison for communications between the Regional Board and Chapter Board. The Chapter Governors shall serve as a member of the regional membership committee and be responsible for coordinating all membership and chapter development for their areas. Chapter Governors may also be asked to serve on the Awards and Recognition Committee, chaired by Past President.

Chapter Governors shall be a Association member in good standing and elected or selected from the Chapter or state membership. All positions will serve three-year (3-year) overlapping terms (1) Florida, North Carolina, Virginia and West Virginia, (2) Georgia, Kentucky, and Mississippi, (3) Alabama, South Carolina, and Tennessee and shall be subject to a maximum two (2) term limit on the Board. All elections will be held in accordance with procedures as detailed in Chapter By-Laws.

Section 6.6

The Board of Directors shall establish standing and ad hoc committees as may be needed, including, but not limited to:

Section 6.7

The Board of Directors shall select a member to serve on the Association Conference Content, Governance, Resource Development, Policy/Advocacy, ALEP Commission, and Special Projects Committees. In addition, two members must be selected to serve on the Association Communications Committee.

ARTICLE VII – ACTIVITIES

Section 7.1

The Southeast Region shall conduct an annual conference for its membership and guests. The location of the meeting shall be rotated throughout the region and should be identified at least one (1) year 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 Southeast Region shall also conduct a meeting of the membership in conjunction with the Association 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 Board of Directors as may be required to carry out the business of the Region. These meetings may be teleconferenced, conference calls, or regular meetings as required. Minutes of all Board meetings shall be distributed to the board as soon as practical following each meeting.

Section 7.4

The President may call a meeting of the Executive Committee for emergency purposes as required to execute decisions requiring immediate action. These meetings may be teleconferenced, conference calls, or regular meetings as required. Minutes of all Executive Committee meetings shall be distributed to the board 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 or other regional activities through registration, vendor fees, or sponsorships. The registration fee will be established annually by Conference Planning Committee and approved by the Board of Directors.

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 and Service Citation at both the Regional and International levels. The committee shall function in accordance with the Association guidelines and procedures. The Awards and Recognition Committee shall nominate and select the Planner of the Year Award for the Region annually.

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 President-Elect, 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

In the case of a vacancy in the office of President-Elect, the Vice President, if available and in good standing, shall at once succeed to the Office of President-Elect and shall serve for the remainder of the term in the capacity and shall continue in the office as President-Elect for the ensuing year.

Section 11.3

If a vacancy occurs in the office of the Vice President, the Board of Directors shall appoint an acting Vice President 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 the Secretary or Treasurer, Chairs or regional Representative to the International Board, the Regional President shall appoint an individual to serve for the remainder of the term, subject to the approval of the Board of Directors.

Section 11.5

If a vacancy occurs in the Office of Chapter Director, the local Chapter President in consultation with the Membership Chair shall select an individual who shall serve for the remainder of the term subject to approval by the Chapter Board of Directors. Should the vacancy occur less than one year from the end of the term, the individual selected shall continue for the succeeding term.

ARTICLE XII – ELECTIONS

Section 12.1

With regards to any office or position requiring International membership election, and the Southeast Region is required to submit nominees from the region membership; the Nominating Committee may nominate one candidate in coordination with Association Headquarters schedule requirements. That candidate will adhere to the International By-Laws associated with International elections.

Section 12.2

With regards to any office, position, or award in the Southeast Region subject to election by the regional membership, the Nominating Committee may nominate two (2) candidates for terms which are scheduled to expire or for which there is a vacancy. The membership may submit additional nominations for international office 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 Nominating Committee in consultation with the Association Headquarters staff.

Section 12.3

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 12.4

Voting for all vacancies and available positions subject to regional membership election 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 12.5

A nominee shall be elected if they receive a simple majority of the votes cast. In the event no nominee receives a majority of the votes cast, a run-off election shall be held as soon as practical between the two nominees receiving the most votes.

Section 12.6

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 may be eligible for reimbursement of travel expenses as defined in the Regional Policy regarding expense reimbursements.

ARTICLE XIV – STRATEGIC PLAN

Section 14.1

The Southeast 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. 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 via electronic distribution or 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 regional membership through electronic ballot or those present and voting at the Annual Regional Conference business meeting. 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 Southeast Region will 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 Southeast Region of the Association, all property funds and assets will, after payment of all liabilities, be delivered to and become property of the Association.