Guidance Document of the Tennessee Chapter of the Southeast Region

Association for Learning Environments

Adopted July 2008
(New Template) Amended July 2012

Introduction

The Tennessee Chapter of the Southeast 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.

These are the By-Laws of the Tennessee Chapter of the Southeastern Region of the Association and this Chapter encompasses the geographic state of Tennessee.

The chapter seeks to attain the following goals and objectives:

Article 1. Advocacy

1.1

To establish an advocacy program encouraging all communities to support quality educational facilities as an integral part of a quality educational program.

1.2

To support the highest professional standards for all members through the exchange of ideas and practices associated with the design of educational facilities.

1.3

To encourage and assist in comprehensive educational planning by public and private school systems.

Article 2. Education

2.1

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

3.1

To identify and disseminate educational facility research.

3.2

To promote research in the design and construction of educational facilities.

3.3

To review regulations and codes pertaining to educational facilities.

3.4

To help achieve the objectives and support the activities of the Association, its Regions and Chapters.

Article 4. Membership

4.1

Any member in good standing of the Association whose residence and/or place of business is in the geographical area of Tennessee shall automatically become a member of this chapter unless otherwise specified by the member. No additional dues are collected by this chapter.

4.2

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.

4.3

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.

4.4

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 may be assessed a fee as established by the Board of Directors.

Article 5. Governance

5.1

Members shall be notified of all chapter functions at least ten (10) days prior to such meeting. The Tennessee Chapter will hold multiple functions annually. Each year an annual meeting 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.

5.2

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.

5.3

The officers shall administer the affairs of the chapter in accordance with the limits of authority set forth by the membership.

5.4

The fiscal year shall be from January 1 - December 31, to coincide with International and Regional fiscal years.

5.5

The chapter may generate income to fund activities through seminar fees, grants, donations, etc.

5.6

The address of the chapter shall be determined by the President during his/her term of office.

5.7

Amendments to Charter and Bylaws must be submitted to the Chapter Officers in written or email 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 or e-mail ballots. All amendments must be submitted to the Region Board of Directors and International Board of Directors for final approval.

5.8

Standing and special committees may be established at the discretion of the Board of Directors.

Article 6. Chapter Officials

6.1

Board of Directors – The Board of Directors shall consist of the Executive Officers, at least three (3) members elected at-large by the membership of the Chapter, and the State Chapter Governor. The Tennessee State Chapter Governor also serves on the Regional Board of Directors and updates the Chapter Board on Regional and the Association matters. All directors shall be members in good standing with the Association. The term of the Secretary, Treasure, State Governor, and at-large board members shall be 3 years with overlapping terms. 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. The meetings may be teleconferenced, conference calls, or regular meetings. Minutes of the meetings shall be distributed to the Board of Directors as soon as practical following each meeting. 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.

6.2

Executive Officers – The Executive Officers shall consist of the Past-President, President, President-Elect, Secretary, and Treasurer. The Secretary and Treasurer shall serve a three-year term; all other officers shall be elected for a one (1) year term. The Tennessee Chapter may choose to combine the Secretary and Treasurer position. There may be a time when the State Governor is also the President.

6.2.1 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. It shall be the duty of the Chapter President to attend State and Regional Conferences during his/her term of office. The Chapter President may attend the International Conferences during his/her term of office.
6.2.2 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 State and Regional Conferences during his/her term of office.
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 oversee all monies paid to the chapter, and insure deposits are sent to International for processing. The Treasurer shall disburse funds only at the direction of the President and/or Executive Board. It is also the responsibility of the Treasurer to submit a statement of financial position to the membership at the chapter meeting. The Treasurer will submit a statement of financial position periodically throughout the year to the Board of Directors.
6.2.6 State Chapter Governor – It shall be the duty of the State Chapter Governor to attend SE Region Association meetings (the majority are phone conferences) for the purposes of reflecting the Tennessee Chapter's position on matters and to advise the Chapter Board of Directors of upcoming events, changes in the Association structure, award nominations, strategic planning initiatives, information on other Association Chapter initiatives, etc. The State Chapter Governor shall also be charged with the duty of promoting membership. It shall be the duty of the State Chapter Governor to attend the State and Regional Conferences during his/her term of office.

 

Article 7. Region and the Association

7.1

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.

7.2

Prior Approval – 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:

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

8.1

On the dissolution of the Chapter, the balance remaining of Chapter designated funds shall be remitted to the Region.