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Bylaws

Article I. Membership

A. All members-in-good-standing shall have the right to
  1. Hold office in the Association,
  2. Attend all professional and business meetings, workshops, lectures, seminars, conventions, and other gatherings of an educational nature held under the auspices of the Association,
  3. Register for Association events at reduced member rates or at no charge, as applicable,
  4. Receive the Association newsletter and other mailings to the general membership,
  5. Belong to a Special Interest Group (SIG) and vote at its meetings,
  6. Vote on all matters concerning the general membership, as stated in the Constitution and the Bylaws,
  7. Serve on and chair committees of the Association,
  8. Present suggestions and requests of a professional nature to the Executive Board,
  9. Make nominations through the Nominations Committee or by petition to the Executive Board, and
  10. Apply for Association awards.
B. Annual dues shall be established by a two-thirds vote of the Executive Board. Any change in dues shall become effective the year after the year in which it is approved. The Executive Board may establish special categories of membership and the criteria for such categories, special time periods of membership and special dues particular to each. It is the general policy of Illinois TESOL/BE that fees or charges associated with the services and programs may be waived or reduced in accordance with a participant's ability to pay. The Executive Board shall have the necessary discretion to make such waivers or reductions, when appropriate, in accordance with the approved budget and scholarship/grant awards policy. Program fee schedules shall be set in accordance with Illinois requirements for tax-exempt organizations.

C. All fees for the Annual Convention shall be established upon recommendation of the Convention Chair with a two-thirds vote of the Executive Board at least one hundred twenty days prior to the Convention.

D. Non-members may be charged a fee to attend professional meetings. This fee may be waived for members of the organizations jointly sponsoring programs.

Article II. Finances

A. The Treasurer, as the chief financial officer of the Association, shall be authorized to conduct the financial affairs of the Association. In the instances when the Treasurer is unable to act as the chief financial officer of the Association, the President shall be so authorized. If for some reason both the Treasurer and the President are unable to act, the Vice President shall be so authorized.

B. Any expenditure which exceeds the amount in the budget approved by the Executive Board need not be paid by the Association.

C. All bills authorized by the Executive Board shall be paid within thirty days of their receipt. The Association shall not be liable for bills received after one year of their authorization.

D. No member of the Association shall be authorized to
  1. Borrow money in the name of the Association, or
  2. Lend the Association's monies.

E. No member of the Association shall receive payment for services (time and/or labor) rendered to the Association, except by prior approval of two-thirds of the Executive Board.

Article III. Compliance with TESOL

A. The Past President, as liaison officer with TESOL, shall complete the Annual Report required by TESOL. It shall be made available to any member upon request and may be printed in the Newsletter.

B. The President shall be the delegate of the Association to the Affiliate Assembly of TESOL. If the President is unable to be the delegate, the Vice President shall be an alternate delegate. If both the President and the Vice President are unable to be the delegate to the Affiliate Assembly, an alternate delegate to the Affiliate Assembly shall be chosen by the Executive Board from among those past Presidents of the Association who will be attending the Annual Convention of TESOL. If none of the above is available, the Executive Board shall choose the alternate delegate from among the other members of the Executive Board who will be attending the convention.

Article IV. Terms and Functions of the Executive Board 

A. President
  1. The President shall serve for one year, from July1 through June 30.
  2. The President shall
    ?(a) preside over all meetings of the Association,
    (b) appoint all chairs of standing committees, not otherwise designated elsewhere in the Constitution or Bylaws,
    (c) with the Executive Secretary, act as the chief official representative of the Association,
    (d) serve as Chair of the Planning Committee,
    (e) submit an annual calendar to the Executive Board for approval at its first meeting of the year,
    (f) serve as an ex-officio member of all standing and ad hoc committees, 
    (g) with the Vice President and the Executive Secretary, count and certify all mail and electronic ballots of the Association, and
    (h) make appointments, with the approval of the Executive Board, to fill vacancies on the Board as specified in Article VIII of the Constitution (p. 4).
  3. The President may
    (a) appoint, with the approval of the Executive Board, not more than three members-at-large to the Executive Board whose terms shall expire with that of the President, and
    (b) appoint a Parliamentarian, whose term shall expire with that of the President, to assist in the running of business meetings.
B. Past President
  1. The Past President shall serve for one year, from July1 through June 30.
  2. The Past President shall
    (a) serve as official liaison to TESOL, other TESOL affiliates, and other organizations with similar concerns
    (b) write the annual report
    (c) advise and assist the President, including serving on the Planning Committee, and
    (d) be available to serve on Standing or Ad Hoc Committees
C . Vice President
  1. The Vice President shall be elected for a term of one year, from July1 through June 30, and be the President-Elect of the Association.
  2. The Vice President shall
    (a) preside at all official occasions when the President is absent, upon the request of the President or the Executive Secretary,
    (b) be responsible for the recording, certification, and announcement of all votes cast by the Executive Board and the general membership,
    (c) be responsible for coordinating the selection of the future Convention site as specified in Article X of the Constitution, and
    (d) with the President and the Executive Secretary, count and certify all mail and electronic ballots of the Association.
C. Convention Committee Chair 
  1. The Convention Committee Chair will be appointed by the President
  2. As chair of the Annual Convention, the Convention Committee Chair shall
    (a) plan, prepare, promote, implement, and evaluate the Annual Convention;
    (b) appoint, not later than September 1 and with the approval of the Executive Board, all subcommittees needed to implement the Annual Convention;
    (c) report the progress of the Annual convention at each Executive Board meeting; and
    (d) compile all subcommittee reports into a final report no later than sixty days after the Annual Convention.
F. Executive Secretary
  1. The Executive Secretary shall be appointed by a two-thirds vote of the Executive Board for a term of two years. The appointment may be renewed for additional two-year periods or extended for one-year periods.
  2. The Executive Secretary shall act as the recorder of all business meetings of the Association,
  3. The Executive Secretary shall 
    (a) with the President, act as the official representative of the Association,
    (b) with the Treasurer, coordinate all financial records pertinent to membership, such as membership dues and convention registration,
    (c) be responsible for maintaining accurate, up-to-date lists for the Association, including membership records of SIGs and committee work preferences,
    (d) secure and maintain the official mailing address for the Association,
    (e) be responsible, along with the Membership Committee, for the registration/membership procedures, materials and personnel at all professional meetings of the Association, including the Annual Convention,
    (f) be responsible for all official mailings* of the Association, and
    (g) with the President and the Vice President, count and certify all mail and electronic ballots of the Association.
    (h) be responsible for the maintenance of the documents of the Association, including but not limited to an accurate, up-to-date list of rules and regulations, files of minutes of all meetings, amendments to the Constitution and Bylaws of the Association, position papers, public testimony, reports, and policies,
G. Treasurer
  1. The Treasurer shall be appointed by a two-thirds vote of the Executive Board for a term of two years. The appointment may be renewed for additional two-year periods or extended for one-year periods.
  2. The Treasurer shall 
    (a) act as chief financial officer of the Association,
    (b) provide accurate monthly accounting and a fiscal year-end report reviewed by an outside accountant of Association funds and their disbursement,
    (c) submit a final accounting of the Annual Convention income and expenses to the Convention Committee Chair no later than forty-five days after the Annual Convention,
    (d) with the Executive Secretary, coordinate all financial records pertinent to membership, such as membership dues and convention registration,
    (e) chair the Budget Committee,
    (f)  submit an annual budget for the Association to the Executive Board for approval no later than September 1 of each year.
H. Editor of the Newsletter
  1. The Editor of the Newsletter shall be appointed by a two-thirds vote of the Executive Board for a period of two years. The appointment may be renewed for additional two-year periods or extended for one-year periods.
  2. The Editor of the Newsletter shall
    (a) be responsible for the publication and dissemination of news and information concerning the Association, the teaching of English to speakers of other languages, bilingual education, and other related fields through the newsletter as stipulated in the Constitution and Bylaws,
    (b) serve as Chair of the Newsletter Committee and appoint members to the Newsletter Committee,
    (c) set dates of publication for the newsletter, in coordination with the Director of Exhibits and Advertising and with the approval of the Executive Board, and
    (d) act as the publication liaison to TESOL and other TESOL affiliates.
I. Director of Exhibits and Advertising
  1. The Director of Exhibits and Advertising shall be appointed by a two-thirds vote of the Executive Board for a period of three years. The appointment may be renewed for additional three-year periods or extended for one-year periods.
  2. The Director of Exhibits and Advertising shall
    (a) be responsible for the Association's contact with all commercial exhibitors and advertisers,
    (b) with the approval of the Executive Board, set fees annually for commercial exhibiting and advertising, and
    (c) assist in the site selection for the Annual Convention.
J. Members-At-Large
  1. Members-at-large fall into two categories: nine elected by the membership and up to a maximum of three appointed by the President. Elected Members-at-large shall be elected for three-year terms. Three members shall be elected each year. Members appointed by the President shall serve one year to correspond with the term of the President.
  2. All Members-at-large shall
    (a) serve as liaisons to and chairs of standing and/or ad hoc committees,
    (b) support the officers and other members of the Executive Board, and
    (c) actively participate in the business and activities of the Association.
K. Special Interest Group Chairs
  1. Special Interest Group Chairs shall be elected by their respective memberships no later than May 15 and serve as members of the Executive Board for a term of one year, from July 1 through June 30.
  2. Special Interest Group Chairs shall
    (a) act as liaison of their Special Interest Group to the Executive Board.
    (b) encourage participation of the Special Interest Group members in the activities of the Association,
    (c) submit a budget request by August 1 and an annual report of the Special Interest Group activities by June 30 of the following year.
    (d) represent the interests of their SIGs and make contributions to the Professional Development Events Committee, the Annual Convention Committee, and the Newsletter Committee, and
    (e) be available for assignment to standing and/or ad hoc committees.

Article V. Standing Committees

All Standing Committees shall submit a budget request by August 1 and an annual report by June 30 of the following year.

A. Planning Committee
  1. The Planning Committee shall consist of the President, the Vice President, the Past President, and up to two additional members.The committee shall be chaired by the President.
  2. The Planning Committee shall be responsible for long term planning for the Association.
  3. The Planning Committee shall bring projects to the Executive Board for approval. Projects shall then be implemented by an appropriate standing or ad hoc committee of the Executive Board.
  4. The Planning Committee shall work with the Budget Committee to ensure adequate and responsible funding for projects undertaken by the Executive Board.
B. Budget Committee
  1. The Budget Committee shall consist of the Treasurer, the Vice President, the Convention Chair and two additional members. The Chair of the committee shall be the Treasurer.
  2. The Budget Committee shall be responsible for submitting an annual budget for the Association to the Executive Board for its approval, no later than September 1 of each year.
  3. At the first meeting of the Executive Board each year, the Budget Committee shall solicit a budget request from the Executive Secretary for the operational expenses of the Association.
  4. At the first meeting of the Executive Board each year, the Budget Committee shall solicit a budget request from the Convention Chair and from the chairs of all standing and ad hoc committees to fund their projects for the year.
  5. The Budget Committee shall be responsible for overseeing all financial matters of the Association.
C. Annual Convention Committee
  1. The Annual Convention Committee shall be chaired by the Convention Committee Chair. The Chair shall appoint subcommittee chairs as needed.
  2. The Annual Convention Committee shall be responsible for the planning, publicizing, implementation, and evaluation of the Annual Convention with the cooperation of all committees of the Association.
  3. A subcommittee of the Annual Convention Committee consisting of the Vice President, the Convention Chair, the Past Convention Chair, and the Director of Exhibits and Advertising shall conduct a search for the future convention site.
D. Membership Committee 
  1. The Membership Committee shall consist of a Chair and at least three members. The Chair shall appoint subcommittee chairs as needed.
  2. This Committee shall be responsible for planning events and activities to promote and retain membership in the Association.
  3. This Committee, with the Executive Secretary, shall be responsible for registration and membership procedures, materials and personnel at all professional meetings including the Annual Convention.
E. Newsletter Committee
  1. The Chair of the Newsletter Committee shall be the Editor of the Newsletter. The members of the Committee shall include the Past President, the Publicity chair, the Special Interest Group Chairs, and at least three other members of the Association. The Chair shall appoint subcommittee chairs as needed.
  2. This Committee shall be responsible for the publication of the Association newsletter. 
  3. Publication dates of the newsletter shall be set by the Editor of the Newsletter with the approval of the Executive Board.
F. Nominations Committee
  1. The Nominations Committee shall consist of a Chair and at least four members. The members of the Committee shall represent as much as possible the geographic and professional distribution of the Association. At least fifty percent of the Committee members shall be members of the current Executive Board. The Chair shall appoint subcommittee chairs as needed.
  2. The Nominations Committee shall be responsible for the annual election of the Association. The Nominations Committee shall conduct the annual election as follows: 
    (a) The Nominations Committee shall formally request names of nominees to the various offices from the general membership. This shall be done through the newsletter or a mailing no later than the annual convention.
    (b) Nominations for Vice President and Members-at-large of the Executive Board shall be made by the Nominations Committee and presented as a slate to the Executive Board no later than March 15.
    (c) The ballot shall list at least one nominee for the office of Vice President, and at least six nominees for three Member-at-large positions.
    (d) The names of additional nominees may be placed on the ballot by the petition of at least ten members of the Association in good standing if such names are presented to the Executive Board by March 15.
    (e) The slate of nominees to the Executive Board shall, as far as possible, represent the geographic and professional distribution of the membership of the Association.
    (f) All nominees for office shall be apprised in writing by the Nominations Committee of the responsibilities and requirements of office. The Committee shall provide each candidate with the appropriate job description. The nominees shall be required to affirm their acceptance in writing.
    (g) The Committee shall request each candidate to inform the Chair of the Nominations Committee in writing of receipt of the appropriate job description, acceptance of the nomination, and membership-in-good-standing of the Association. Each candidate shall submit in writing to the Nominations Chair a biographical statement and any requested material pertinent to the election.
    (h) The Committee, in cooperation with the Executive Secretary, shall be responsible for the preparation and dissemination of the ballot and all other pertinent election material.
    (i) Ballots shall be sent to members in good standing for a secret mail vote no later than the Monday after the April board meeting.
    (j) Ballots shall be counted and certified no later than May 15. A tie will be broken by secret ballot of the Executive Board. 
  3. All elected Executive Board members shall assume office on July 1 and be introduced to the general membership at the first fall meeting of the Association.
G. Professional Concerns Committee
  1. The Professional Concerns Committee shall consist of a Chair and at least three members. The Chair shall appoint subcommittee chairs as needed.
  2. This Committee shall be responsible for representing and promoting the Association and its professional concerns at the local, state, and national levels, including the preparation of testimony. 
  3. This Committee shall keep the Association apprised of all issues and legislation relevant to the interest and needs of the membership. It shall be responsible for the dissemination of such information to the Association.
  4. This Committee shall act as liaison with TESOL committees for professional concerns and advocacy.
H. Professional Development Events Committee
  1. The Professional Development Events Committee shall consist of a Chair and at least three members. The Chair shall appoint subcommittee chairs as needed.
  2. This Committee shall be responsible for the planning, preparation, promotion, implementation, and evaluation of at least two professional development events annually, apart from the Annual Convention, with the cooperation of other Association committees.
I. Publicity Committee
  1. The Publicity Committee shall consist of a Chair and at least three members. The Chair shall appoint subcommittee chairs as needed.
  2. This Committee shall be responsible for the dissemination of information about the activities of the Association to its members, TESOL, other professional organizations, public and private agencies, the media, and other interested persons. This Committee shall work in conjunction with the Newsletter Committee, the Annual Convention Committee, and other Association committees as needed.
J. Awards Committee
  1. The Awards Committee shall consist of a Chair and at least three members. The Chair shall appoint subcommittee chairs as needed.
  2. The Awards Committee shall publicize the awards, encourage applications from eligible candidates, evaluate the applications, make any recommendations to the Executive Board for its approval, and publicize the granting of the awards.
K.  Part-time Issues Committee
  1. The Part-time Issues Committee shall consist of a chair and at least three members. The Chair shall appoint subcommittee chairs as needed.
  2. This Committee shall be responsible for providing continuity in representing the concerns of part-time instructors who are members or potential members of ITBE, and pursuing ways that ITBE might advocate on behalf of part-time instructors. 
L .  Technology Committee
  1. The Technology Committee shall consist of a Chair and at least two other members. The Chair shall appoint subcommittee chairs as needed. 
  2. This Committee shall be responsible for editing the ITBE website in collaboration with the Webmaster, updating the membership database along with the Database Manager, and employing any Board-approved web applications to send notifications to the membership on an as-needed basis.
  3. This Committee, with applicable committee chairs and the participating venue audio-visual staff, shall be responsible for assisting appropriate AV needs for all ITBE events. 

Article VI. Electronic Voting

Electronic votes on main and secondary motions will be accepted whenever there is a need to conduct business electronically prior to the next board meeting. The process for conducting an electronic vote shall be:

A. The maker of the motion must submit the motion electronically to the Executive Secretary who will distribute it to all board members;

B. If the Executive Secretary is not able to handle the motion, the President will then take charge;

C. The e-business motion must be seconded unless it has been submitted by a committee;

D. Time for debate must be allowed for a minimum of five working days unless the Executive Secretary decides the situation warrants a more immediate response;

E. A deadline for returning votes will be stated;

F. A simple majority of the board must vote and a simple majority of those voting will carry the motion unless otherwise specified in the Constitution;

G.The Executive Secretary will be responsible for tallying, recording, and reporting on the vote. 

Article VII. Amendments

A. Amendments to the Bylaws, not in conflict with the Constitution, may be made by a two-thirds vote of the members of the Executive Board.

B. Petitions for amendments of the Bylaws, whether by members of the Executive Board or by the membership, shall be presented to the Executive Board in writing at a regular business meeting.

An amendment to the Bylaws may not be voted on until the meeting following its initial presentation to the Executive Board. All members of the Executive Board must be apprised of the amendment by mail, prior to the meeting at which it is to be voted upon. A vote in writing may be accepted.
 

*throughout this document, "mailing(s)" or "mail" denotes electronic and/or paper mailings