Guidance Document of the Oregon / SW Washington Chapter of the Pacific Northwest Region
Association for Learning Environments
Adopted February 2012
(New Template) Amended February, 2013
Amended July, 2016
Introduction
The Oregon/Southwest Washington 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 educational facilities. 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, 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 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 Oregon/Southwest Washington shall automatically become a member of this chapter. No additional dues are collected by this chapter.
4.2
Membership privileges shall include:
4.2.1 The right to vote at chapter meetings or approved online voting methods.
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.
Article 5. Governance
5.1
Members shall be notified of all chapter meetings at least ten (10) days prior to such meeting. Chapters shall meet at least four (4) times 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 or through approved online voting methods. The number of members present at a Chapter Meeting shall constitute a quorum for purposes of transacting business at that meeting.
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 to December 31.
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 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 ballot. All amendments must be submitted to the 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 and at least three (3) members elected at-large by the membership of the Chapter. All directors shall be members in good standing with the Association. In addition to the elected members, members of the Oregon/Southwest Chapter who are officers in the Pacific Northwest Region and/or are officers in the Association will serve as ex-officio voting members of the Board of Directors. All members of the Board of Directors shall have one vote on matters that come before the Board. Matters voted on by the Board of Directors must receive a minimum of four (4) votes to be approved. 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. 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 concurrence 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 – Chapters shall be governed by at least four (4) officers. They may include: Past-President, President, President-Elect, Secretary, and Treasurer. Treasurer and Secretary shall be elected for a (3) three year term and shall assume office on July 1st. The President-elect is elected for a (3) three year term, serving as President-Elect, President, and Past-President and shall assume office on July 1st. If elected by a majority vote at any meeting properly called, a person may serve more than one year in any position.
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 Regional and International Conferences during his/her term of office. It shall be the duty of the Chapter President to serve on the Region Board of Directors, but the President may designate a delegate upon approval by the Region Board of Directors
6.2.2 President-Elect – The President-Elect shall serve as Vice-President and shall substitute for the President during his/her absence. 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.
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 deposit in the chapter-designated bank or insure deposits are sent to International for processing. The Treasurer shall disburse funds only at the direction of the Executive Board. It is also the responsibility of the Treasurer to submit a statement of financial position to the membership at each chapter meeting.
6.2.6 Governor – The Governor will be elected by and represent the members of the Oregon/Southwest Washington Chapter to the Region and the Association. He/she shall be responsible for membership development to the Pacific Northwest Region. The Governor will serve a three (3) year term and shall be subject to a maximum two (2) term limit on the Board unless running unopposed.
6.2.7 At Large Members – Three At-Large members are to be selected for alternating terms. These terms will consist of one (1) 3-year term, one (1) 2-year term and one (1) 1-year term. As each term of an at-large position is concluded, the new term length in an authorized election by a majority vote at any meeting properly called shall be for three-years. When fully in-place, one new at-large position will be filled each year for a three-year term. If the at-large position moves into any officer position through the voting procedure, their position shall be filled at an authorized election by a majority vote at any meeting properly called. The length of term shall be for the remaining amount of the term of the at-large position. If there is a vacancy during the year in any position, the Board of Directors is authorized to appoint a new person to fill out the remaining term of that position.
Article 7. Region and the Association
7.1
Policies and Procedures – As a chapter of the Region and the Association, the Chapter hereby agrees to be bound by all policies and procedures which the Region or the Association may adopt from time to time. 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.
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 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, all remaining assets shall be distributed to the Region.