Guidance Document of the Alaska Chapter of the Pacific Northwest Region

Association for Learning Environments

Amended May 2008
Amended March 2009
(New Template) Amended January 2014

Introduction

The Alaska Chapter of the Pacific Northwest 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 to 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 Alaska Chapter shall serve the present and future membership residing in the state of Alaska desiring to affiliate with this Chapter of the Association.

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

5.3

The fiscal year shall be from January 1 to December 31.

5.4

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

5.5

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

5.6

Amendments to Charter and Bylaws must be submitted to the Chapter Officers in written 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 electronic ballots received. All amendments must be submitted to the Region Board of Directors and International Board of Directors for final approval.

5.7

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

Article 6. Chapter Officials – Board

6.1

The Board of Directors 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. The Board of Directors shall consist of eleven members: the Executive Officers and the Governor, a representative of the State of Alaska, Department of Education and four members who shall be elected Directors representing regional areas of the State. 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.

6.1.1 Regional Directors – One elected Director shall be elected from the southeast region of the state, one from the south central and one each from the northern and western regions. All directors shall be members in good standing with the Association. Each elected Director's term shall be two years. The terms of the southeast and northern region Directors will be staggered with the terms of the south central and western Directors. Past President shall serve one year.
6.1.2 Governor – The Governor is the Alaska Chapter representative to the Pacific Northwest Region and fulfills this role as described by the By-Laws of the Pacific Northwest Region. It shall be the duty of the Governor to attend Regional and International Conferences as the Chapter representative. The Governor is elected for a three year term.
6.1.3 Executive Officers – Chapter shall be governed by four officers: Past-President, President, President-Elect, Secretary, and Treasurer. The Executive Committee shall coordinate the activities of the Chapter between regular meetings. It shall also have the authority to call for a special meeting of the Chapter when deemed necessary, supervise activities of the standing committees, and make or affirm decisions of the officers in connection with the business affairs of the Chapter President, President-Elect, and Secretary shall be elected, re-elected, or advanced annually as herein provided. The Treasurer will serve a three-year term; all other officers shall be elected for a one year term.
6.1.3.1.1 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 the International Conferences during his/her term of office.
6.1.3.1.2 President-Elect – The President-Elect shall serve as Vice-President and shall substitute for the President during his/her absence or at such other times as requested by the President. The President-Elect shall also be charged with the duty of promoting membership. 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 Regional Conference during his/her term of office.
6.1.3.1.3 Past-President – The Past-President shall assist the President as required. He/she shall provide continuity to the chapter leadership.
6.1.3.1.4 Secretary/Vice-President Elect – The Secretary shall be elected annually by the chapter and shall be advanced to the position of Vice-President after serving as Secretary for one year. The Secretary shall be responsible for the performance of such secretarial duties as required by the Executive Committee, including necessary correspondence, recording of minutes, and communication with headquarters, the Association, and the regional organization.
6.1.3.1.5 Treasurer – The Treasurer shall be elected by the chapter to a three year term and shall be responsible and accountable for receipt and disbursement of funds of the chapter within guidelines consistent with the by- laws of the Association and approved by the Executive Committee. It is also the responsibility of the Treasurer to submit a statement of financial position to the membership at the annual business meeting.

6.2

Term of Office – Officers shall serve in designated positions until the close of the annual meeting when replacements are confirmed by the chapter membership. A nominating committee shall be appointed each year to recommend a candidate for the position of Secretary and any other positions for which vacancies exist or will occur by the annual meeting.

6.3

Vacancy – If a vacancy occurs between regular elections the Executive Committee shall, by a vote, elect a replacement to serve until the next regular election.

Article 7. Standing Committees

7.1

Three standing committees shall serve the Chapter. These include the Nominating Committee, the Membership Committee, and the Conference Planning Committee.

7.1.1 Nominating Committee members shall be appointed annually by the Executive Committee. The Nominating Committee shall be charged with the primary responsibility of nominating candidates for the Executive Committee and officials.
7.1.2 The Membership Committee shall be appointed annually by the Executive Committee to maintain an active drive for memberships in support of long-range objectives of the Association.
7.1.3 The Conference Planning Committee shall be appointed annually by the Executive Committee and shall coordinate the planning and programming of the annual chapter meeting with the Executive Committee.

Article 8. Amendments

8.1

Proposed amendments to these by-laws shall be submitted in written form to the President six weeks prior to the annual meeting. The President shall be responsible for communicating any proposals for revision to these by-laws to the Executive Committee and the Chapter membership-at-large at least thirty days prior to the annual meeting.

8.2

The item(s) for consideration will be placed on the agenda of business session at the annual meeting. A copy of revised by-laws will be immediately forwarded to the President of the Pacific Northwest Region of the Association and will become effective only with the approval of the International Board of Directors of the Association.

Article 9. Region and the Association

9.1

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.

9.2

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:

9.2.1 Amend these Bylaws or any other organizational document of the Chapter;
9.2.2 Incur debt or become obligated to pay money (other than obligations incurred in the ordinary course of the Chapter's operations);
9.2.3 Sell, lease, exchange, mortgage, pledge or otherwise dispose of all, or substantially all, the assets of the Chapter;
9.2.4 Dissolve the Chapter; or
9.2.5 Engage in any activities which the Association board of directors deems to be inconsistent with the Association's strategic or other plans

Article 10. Dissolution

10.1

On the dissolution of the Chapter, all remaining assets shall be distributed to the Region.