(Revised and Ratified, November 16, 2003)
I. Membership and Dues
The membership year shall be for 12 months from the day dues are recorded.
II. Duties of the Officers and Executive Board
A. The President shall preside at all meetings, appoint such committees as the Executive Board authorizes, and have general responsibility for conducting the business of the Organization. The President shall submit the annual report to International TESOL, and ensure that the annual affiliate dues are paid. The President shall either serve as or appoint the official delegate to the Affiliate Council Meeting at the annual International TESOL Convention. The term of this office shall be for one year.
B. The Vice President, who is the President-elect for the next year, shall preside in the absence of the President and generally assist the President in the execution of business. The Vice President shall be responsible for all communications between INTESOL and International TESOL and other organizations and affiliates and shall promptly distribute communications to the President and other appropriate members of the INTESOL Executive Board. The Vice President shall serve as chair of the Conference Committee. The term of this office shall be for one year.
C. The Recording Secretary shall record the minutes of each meeting, call the roll when required, and issue notice of Executive Board and general meetings. The Recording Secretary shall also make and distribute copies of the minutes to Executive Board members following each meeting. The term of this office shall be for two years.
D. The Treasurer shall collect membership dues; hold funds deposited in the Treasurer’s care in the Organization account; pay all funds at the request of the President with the approval of the Executive Board; make all disbursements by check; maintain proper financial records; and have the books audited if specified by the Executive Board. The Treasurer is responsible for receiving monies collected at the annual conference. The Treasurer will also receive advertising revenues. The Treasurer shall present a written financial report at all regular meetings and a final written annual report to be published in the affiliate newsletter. The Treasurer shall maintain a register of all paid members in collaboration with the Executive Secretary. The term of this office shall be for two years.
E. The Executive Secretary shall be responsible for maintaining accurate up-to-date lists of the general membership to the Organization; collaborate with the Treasurer in maintaining a list of paid members; and maintain copies of the Organization Constitution and Bylaws and amendments thereof. The term of this office shall be for two years.
F. The Newsletter Editor shall be responsible for the dissemination of news and information concerning the Organization and the fields of TESOL through the INTESOL Newsletter; maintain copies of the INTESOL Newsletters; be responsible for the publication and dissemination of the INTESOL Newsletter; and act as liaison to the International TESOL Newsletter and other affiliate Newsletters. The term of this office shall be two years.
G. The immediate Past President shall serve in an advisory capacity to the Executive Board for the calendar year following the Past President’s initial presidency. The immediate Past President shall have full voting privileges and shall serve as chair of the Grants and Nominating Committees.
H. The K-12 Representative shall represent the interest of the K-12 constituency to the Board. The term of this office shall be for two years.
I. The Adult Basic Education/Community-Based Programs Representative shall represent the interests of the adult education/community programs constituency to the Board. The term of this office shall be for two years.
J. The Higher Education/Intensive Institutions Representative shall represent the interests of the higher education/intensive institutions constituency to the Board. The term of this office shall be for two years.
K. The Student Representative shall represent the interests of the student constituency to the Board. The term of this office shall be one year.
A vacancy in any office (except the presidency) shall be filled by appointment by the President with approval of two-thirds of the Executive Board. A vacancy in the office of the President shall be filled by the Vice President, who will continue in the office of President for the following year.
IV. Terms of Office and Eligibility
A. The term of office shall be from January 1 through December 31.
B. Any officer or representative may be re-nominated for the same or any other position on the executive board. If someone has served on the Executive Board seven (7)consecutive years, he or she must wait at least two (2) years before serving again.
C. Three members of the Executive Board, including the president, shall be members of TESOL. All members of the Executive Board shall either reside or work in Indiana.
V. Standing Committees
A. Conference Committee. The Conference Committee shall be appointed by the Executive Board. It shall be responsible for planning and developing the program of the Annual Business Meeting.
B. Nominating Committee. The Past President shall chair the Nominating Committee, which shall consist of two additional members appointed by the Executive Board who are not members of the Board. This Committee shall be appointed by the Executive Board. This committee shall present a slate of candidates for office to the Executive Board at least sixty (60) days before the next Annual Business Meeting. The slate shall include the option of a write-in candidate.
C. Grants Committee. The Past President shall chair the Grants Committee, which shall consist of two members appointed by the Executive Board who are not members of the Board at the time of appointment. The term of service on the committee shall be two years. This committee shall oversee disbursement of the Grants fund.
VI. Select Committees
With the approval of the Executive Board, the President may appoint select committees in the general interest of the Organization.
A. Officers of the Organization shall be nominated by the Nominating Committee and elected by ballot prior to the Annual Business Meeting.
B. At least thirty (30) days before the Annual Business Meeting, the Nominating Committee shall send the ballot to the general membership. Ballots will be tabulated two weeks before the Annual Business Meeting.
C. Election shall be by acclamation in cases where only one candidate has been nominated. When there are two or more candidates for an office, a plurality of the votes is sufficient for election.
D. All candidates will be notified of election results prior to the Annual Business Meeting.
VIII. Removal from Office
If a member of the Executive Board is absent for any three (3) consecutive scheduled meetings without excuse, or from any five (5) scheduled meetings during the year, the position may be declared vacant, at the discretion of the Executive Board.
A quorum shall consist of all members in good standing who are present at the Annual Business Meeting.
X. By-Laws Changes
Proposed amendments to the By-Laws must be submitted to the membership thirty (30) days prior to the Annual Business Meeting. To become effective, the proposed amendment must be ratified by a simple majority of the members in good standing present at the meeting along with proxy votes received prior to the Annual Business Meeting.