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4/18/2017 » 4/20/2017
2017 TACE Conference

Bylaws
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TEXAS ADMINISTRATORS OF CONTINUING EDUCATION

FOR COMMUNITY/JUNIOR COLLEGES

CONSTITUTION

ARTICLE I

NAME AND PURPOSES OF CORPORATION

SECTION A. Name

The name of this corporation shall be the Texas Administrators of Continuing Education for Community/Junior Colleges (TACE/CJC).

SECTION B. Purposes of the Corporation.

TACE/CJC is organized and operated exclusively for education and other non-profit purposes, and no part of any net earnings shall inure to the benefit of any private member or shareholder.

The purposes of the Corporation include the following:

1. To provide members with up-to-date, factual information regarding national, state and local issues affecting the welfare and status of community/junior colleges and continuing education, as well as the status of and changes in regulatory agencies

2. To function as a representative agency on legislative and other issues regarding continuing education on behalf of community/junior colleges, governmental agencies, regulatory agencies, and the public

3. To maintain a communication network and arena for mutual association and exchange of ideas among professionals in continuing education

4. To support professionalism, integrity, and quality continuing education instruction in Texas

5. To support adequate funding of Texas public community/junior college continuing education programs.


ARTICLE II

QUALIFICATION AND PRIVILEGES OF MEMBERS

SECTION A. Qualification of Members

Membership in the Corporation shall be of one type, Professional. Community, technical and junior college administrators, and other key personnel, who hold positions of employment with major responsibility in the field of continuing education in the State of Texas, are eligible for membership. An individual is not considered a member unless dues have been paid for the current fiscal year.

SECTION B. Membership Privileges.

Privileges for all members shall be to cast decisive votes on official issues presented to the membership. Privileges for all members shall be the same with the exception of holding an elective office.

ARTICLE III Corporation Leadership

SECTION A. Board

The Board of TACE/CJC shall consist of the Executive Committee, Regional Representatives, and the Immediate Past President.

SECTION B. Executive Committee

The Executive Committee shall consist of the Executive Officers, including President, Vice President, Treasurer, and Secretary.

SECTION C. Regional Representatives

The Regional Representatives shall consist of one representative from each of the geographic regions designated by the Corporation.

SECTION D. Web Site Administrator

The Web Site Administrator shall be appointed by the Board for an indefinite length of time. The leadership role of the Web Site Administrator includes maintaining website integrity, serving as a technical resource and assisting the Treasurer in maintaining membership records, conference registration and membership status. This position assists, but is not a member of the Board, and reports to the Executive Committee.


ARTICLE IV

GENERAL MEETINGS

An annual meeting of the Corporation shall be held during the spring on a date and at a place determined by the Board. Other general meetings may be held as called by the Board or upon petition of the Corporation membership. All members shall be notified of the date, time and place, and purpose of each Corporation meeting.

ARTICLE V

AMENDMENTS TO THE CONSTITUTION

This constitution may be amended at any official meeting of the Corporation, or by use of the TACE website's secure elections process, by a majority of the members voting, provided notice of the proposed amendment has been submitted to the membership at least fourteen days prior to the voting deadline.


BY-LAWS

ARTICLE I

RULES OF ORDER

The rules contained in the current edition of Robert's Rules of Order shall govern the Corporation in all cases to which they are applicable and in which they are consistent with the By-Laws of the Corporation. A suspension of the rules requires a vote of two-thirds of the members voting. No suspension of rules will conflict with the Constitution, By-Laws, or the fundamental principles of parliamentary law.

ARTICLE II

QUORUM

A quorum shall consist of all the members present at General meetings of the Corporation; Board meetings require a minimum of six members; and the Executive Committee meetings require a minimum of three members.

ARTICLE HI

REGIONS

The Corporation is divided into geographic regions to facilitate the collaboration of members for the purposes of the Corporation. The Board determines to which region colleges are assigned

ARTICLE IV ELECTION OF OFFICERS AND TERMS OF OFFICE

SECTION A. Voting Procedures

1. Only those individuals who are members in good standing of the Corporation are qualified to vote.

2. A simple majority of the members voting shall be sufficient to elect officers of the Corporation.

3. In the case of a tie (equal number of votes per candidate), the Executive Officers may initiate a run-off election giving the membership a minimum of two weeks to vote.

SECTION B. Nomination of Executive Officers and Regional Representatives.

The President shall open the nomination process to the membership by February 1st and will close nominations on March 1st.

The election of Regional Representatives shall take place biannually. Regional Representatives shall be elected on a rotating basis to have only one-half of the Regional Representatives leave the Board during a given year.

Nomination of Executive Officers will occur biannually following the same date for nominations as is set for the nominations of Regional Representatives.

SECTION C. Election of Executive Officers and Regional Representatives.

The election shall be held from March 15th through April 15th. Results will be announced at the spring business meeting. The Executive Officers are responsible for ensuring the integrity of the voting process.

SECTION D. Assumption of Office.

Newly elected Board members shall assume office June 1 following their election. In the case of Regional Representative, those newly elected shall take office June 1 following the spring meeting during which their election was announced.

SECTION E. Terms of Office of Executive Officers and Regional Representatives.

1. The term of office shall be for two-years.

2. Executive Officers must sit out for at least one term before serving again in the same office. Regional Representatives may be elected to serve two consecutive terms of office. Any former officer can, by vote of the Board, be appointed to fill a vacancy if such experience will serve the good of the Corporation. All such appointments must meet the terms of section G of this Article.

SECTION F. Vacancies

1. Should the position of President become vacant the Vice President shall serve the balance of the term of the President. A new Vice President will be elected by a majority of members voting.

2. Any un-expired term held by the Immediate Past President will be filled by a former president of the Corporation. In the event a former president is not available to serve, a former Executive Officer may be appointed by the President to serve in this position.

3. In the case of a vacancy of any other Board position for which fifty percent or more of the term is remaining, the Executive Committee must appoint (by majority action) an individual to fill the un-expired term. When less man fifty percent of a vacated term is remaining, the Executive Committee may, at their discretion, appoint (by majority action) an individual to fill such un-expired term.

SECTION G. Eligibility for Holding Office

1. An individual must be a member in good standing of the Corporation to be eligible for election and/or hold an office in the Corporation.

2. Once an Executive Officer has served his/her term, he/she may be eligible for re­election to the same position after a term vacancy of two years.

3. An individual must have served a term as a member of the Executive Committee to be eligible to serve as President of the Corporation.

SECTION H. Removal of Officer.

1. Any officer may be removed from office by a two-thirds majority of the Corporation membership voting.

ARTICLE V QUALIFICATIONS and DUTIES OF OFFICERS SECTION A. Board Meetings and Attendance

1. The Board is required to meet a minimum of four times each year; once at the annual spring meeting of the Corporation, once in the summer, once in the fall, and once during the spring prior to the annual spring meeting of the Corporation.

2. Absence from two consecutive Board and/or Executive Committee meetings without an excuse deemed valid and/or recorded shall be construed as a resignation. The office so vacated shall be filled as provided elsewhere in these By-Laws.

SECTION B. President The President shall:

1. Have administrative and financial support of their college to perform the duties of President;

2. Preside at all meetings of the Board and of the Corporation;

3. Represent the Corporation at official functions and State committees;

4. Otherwise perform those duties normally associated with the office of the President.

SECTION C. Vice President The Vice President shall:

1. Have administrative and financial support of their college to perform the duties of President-Elect;

2. Attend Board and conference planning meetings;

3. In the absence of the President, assume the duties of President;

4. Assume primary responsibility for the planning of the annual conference to include the appointing of a conference planning committee;

5. Perform other duties as delegated by the President and/or normally associated with the office of Vice President.

SECTION D. Treasurer The Treasurer Shall:

1. Have sufficient accounting skills to maintain financial records to include: recording payments, bank deposits, issuing invoice payments & preparing annual tax return for the corporation;

2. Have sufficient technical skills to utilize administrative rights on the TACE website to include: updating member account status/information; conference registration and payment status;

3. Have sufficient support from his/her administration to make schedule commitments to attend all TACE Board and Conference Planning meetings (typically four per year);

4. Have sufficient support from his/her administration to be able to attend the annual Spring TACE Conference;

5. be responsive to Board requests for information;

6. Attend and participate at all TACE Conference Planning meetings (typically held during the months of July, October, January and pre-conference);

7. Maintain all financial records for the corporation to include preparing and filing Federal Income Tax returns;

8. Prepare and disseminate financial reports and information to the Board;

9. Conduct annual membership drive with assistance from the Regional Representatives;

10. Conduct conference registration at the annual Spring conference;

11. Maintain membership account status via the TACE web site;

12. Ensure compliance with Corporation policy in collecting, expending, and accounting for Corporation funds;

13. Perform other duties commonly associated with the officer of Treasurer.

SECTION E. Secretary The Secretary Shall;

1. Have sufficient technical skills to be able to utilize E-mail and the online features of the TACE web site;

2. Have sufficient support from his/her administration to make schedule commitments to attend all TACE Board and Conference Planning meetings (typically four per year);

3. Have sufficient support from his/her administration to be able to attend the annual Spring TACE Conference; and

4. Be responsive to Board and regional members requests for participation, information, and/or feedback on related Continuing Education issues.

5. Attend Board and conference planning meetings

6. Ensure proper recording of minutes of all meetings of the Executive Board, the conference planning committee, and the corporation;

7. Ensure that records, including resolutions and minutes, of the corporation are maintained and secured

8. Disseminate minutes to the membership via the TACE website or other appropriate venue;

9. Assist in the operational duties for the annual conference

a. Consolidate and summarize conference evaluations

b. Develop slide show to be presented at the conference

c. Consolidate a list of conference attendees;

10. Record any approved amendments to the Constitution and By-Laws for the Corporation;

11. Record any approved amendments to the Constitution and By-Laws of the Corporation;

12. Perform other duties commonly associated with the office of Secretary.

SECTION F. Regional Representatives

Regional Representatives shall;

1. Have sufficient technical skills to be able to utilize E-mail and the online features of the TACE web site;

2. Have sufficient support from his/her administration to make schedule commitments to attend all TACE Board and Conference Planning meetings (typically four per year);

3. Have sufficient support from his/her administration to be able to attend the annual Spring TACE Conference;

4. Have sufficient support from his/her administration to coordinate and preside over TACE regional meetings (typically two per year);

5. Be responsive to Board and regional members requests for participation, information, and/or feedback on related Continuing Education issues;

6. Serve a two year term to commence June following the annual Spring Conference and to end May 31 or the second year of service (regional representative term expirations are alternated);

7. Professionally represent his/her region in matters pertaining to Continuing Education at public community and junior colleges in Texas;

8. Attend and participate at all TACE Board meetings (typically held during the months of July, October, January/February, and pre-conference);

9. Attend and participate at all TACE Conference Planning meetings (typically held during the months of July, October, January and pre-conference);

10. Identify host colleges, schedule, coordinate and conduct one non-conference regional meetings each year;

11. Conduct regional meeting at the annual Spring conference;

12. Assist with coordination of conference;

13. Assist the Treasurer with membership drive;

14. Disseminate to and gather information from regional members;

15. Serve on the TACE scholarship committee.

Section G. Immediate Past President The Immediate Past President shall:

1. Have served as a President of the Corporation

2. Attend the Conference Planning meetings and the Board meetings

3. Serve as an advisor to the board

4. Serve as the chair of the Scholarship Committee

5. Serve as the chair of the TACE WECM Committee

ARTICLE VI APPOINTMENTS

SECTION A. TACE Web Site Administration The Web Site Administrator shall:

1. Be appointed by the Board and a member in good standing of the TACE;

2. Have sufficient technical skills to work effectively with the functions of the TACE Website;

3. Act as primary TACE contact/liaison for the external vendor who is contracted by TACE for the development, maintenance, and troubleshooting of the TACE website;

4. Assist the Board Members and the general membership in effectively using the functions of the TACE website, and maintaining the currency of TACE website content;

5. Ensure the domain name: www.taceonline.org is properly registered (currently registered with GoDaddy.com at: www.godaddy.com).

ARTICLE VII DUES

SECTION A. Establishment of Dues

Upon recommendation by the Board, dues may be established by a majority of members voting at an official meeting of the Corporation.

SECTIONS. Types of Dues

Dues may be of two types, individual and institutional. The provisions and amounts for both may be established as stated in Section A of this Article.

SECTION C. Fiscal Year

The fiscal year, including effective dates for dues, is from September 1 through August 31.

SECTION D. Life Membership

Individual Life Membership may be granted to Immediate Past Presidents upon completion of final term of office. There will be no further charge for membership and full membership rights shall be granted.

ARTICLE VIII AMENDMENTS TO THE BY-LAWS

The By-Laws of the Corporation may be amended at any official meeting of the Corporation, or by use of the TACE website's secure elections process, by a majority of the members voting, provided notice of the proposed amendment has been submitted to the membership at least fourteen days prior to the voting deadline.

ARTICLE IX FINANCIAL OPERATIONS

SECTION A. Internal Audit

An internal audit will be conducted every time there is a transition in the Treasurer's position, by three volunteer members of TACE (at least one of which is not a Board Member) designated by the TACE Executive Board. In addition, the audit team or the Board may recommend to the TACE Executive Board the need to sub-contract an independent external auditor to assist with the process of auditing the financial records of the Corporation.