Illinois Computing Educators

By-Laws

Approved 09.08.2018

ARTICLE I. MEMBERSHIP

SECTION 1. MEMBERSHIP

1.1 VOTING INDIVIDUAL MEMBERSHIP: A person interested in the educational use of computers and technology may become an individual member of ICE upon completing the membership application.

SECTION 2. TERMINATION OF MEMBERSHIP: A membership terminates by the request of the individual or by a two-thirds (2/3) vote of the Governing Board of ICE.

SECTION 3. DUES: Dues for all memberships shall be proposed by the Executive Board and approved by the Governing Board.

SECTION 4. NONLIABILITY OF MEMBERS: No member of ICE shall be personally liable for the debts, liabilities, or obligations of ICE.

SECTION 5. BONDING: The Executive Director, Finance and Resource Manager, Administrative Assistant and the Executive Board President and Treasurer, as deemed necessary shall be bonded.  The amount shall be determined by the Executive Board.

ARTICLE ll. MEETING OF INDIVIDUAL MEMBERS

SECTION 1. ANNUAL MEETING:

1.1 The Annual Meeting will take place at a date, time, and place specified by the Governing Board. The Annual Meeting notice shall be sent at least thirty (30) days prior to the meeting.

1.2 A written or printed notice of the annual meeting, stating the place, date, time, and the purpose (agenda) of the meeting, must be given by mail, e-mail, by publication in the newsletter, or posted on the ICE website.

SECTION 2. SPECIAL MEETINGS: Special meetings, for any purpose, may be called by the President upon consultation with the Executive Board, or a quorum vote of the governing board.

SECTION 3. VOTING RIGHTS: At any meeting of ICE each individual voting member shall have one vote. Proxies shall not be accepted.

SECTION 4. QUORUM: A quorum at the Annual Meeting shall consist of one percent (1%) of the voting membership, or thirty (30) members, whichever is smaller.

SECTION 5. DELEGATION OF DUTIES: Whenever a member of either board is absent, the President or Acting President may deem it desirable to delegate the powers and duties of that board member to another voting member(s) for a specified, limited period of time.

ARTICLE lll. EXECUTIVE BOARD

SECTION 1. BOARD MEMBERS: Any Executive Board member must have been an ICE member in good standing for at least 1 full year before serving on the Executive Board.

SECTION 2. ICE POLICY: The Executive Board will establish policies based on goals established by the Governing Board.

SECTION 3. BUDGET: The Executive Board will establish a budget which will support the goals established by the Governing Board.

SECTION 4. MEETINGS:

4.1 The President shall convene the Executive Board as necessary or three-fifths (3/5) of the Executive Board shall also have the authority to convene the Executive Board. 

4.2 A written or printed notice of each meeting, stating the place, date, time, and the purpose (agenda) of the meeting, must be given by mail, e-mail, by publication in the newsletter, or posted on the ICE website. 

4.3 Any meeting of the Executive Board may be conducted by telephone conferencing or by online conferencing tools. Such a meeting shall have the same effect as a meeting in which the Executive Board meets face to face. 

4.4 Each ICE Board shall determine its own rules for the order of business at its meetings 

4.5 Each ICE Board is encouraged to follow a modified version of Parliamentary Procedures (Robert’s Rules of Order).

SECTION 5. QUORUM: A quorum will consist of 3 voting members present.

SECTION 6. LIAISON: The Executive Board shall approve or invite liaison representatives to sit with the Governing Board.

SECTION 7. NONLIABILITY OF EXECUTIVE BOARD: No Executive Board member of ICE shall be personally liable for the debts, liabilities, or obligations of ICE.

SECTION 8. EXECUTIVE BOARD MEMBERS: Executive Board Members include: President, President-Elect, Past President, Secretary, Treasurer, and the Executive Director (non-voting).

ARTICLE IV. GOVERNING BOARD

SECTION 1. BOARD MEMBERS: Any Governing Board member must have been an ICE member in good standing for at least 1 full year before serving on the Governing Board.

SECTION 2. GOALS AND OBJECTIVES: The Governing Board will establish the goals and objectives for ICE each year.

SECTION 3. OPERATING PROCEDURES: The Governing Board will establish procedures for implementing the policies and budget set by the Executive Board.

SECTION 4. MEETINGS 

4.1 The President shall convene the Governing Board as necessary or two-thirds (2/3) of the Governing Board shall also have the authority to convene the Governing Board. 

4.2 A written or printed notice of each meeting, stating the place, date, time, and the purpose (agenda) of the meeting, must be given by mail, e-mail, by publication in the newsletter, or posted on the ICE website. 

4.3 Any meeting of the Governing Board may be conducted by telephone conferencing or by online conferencing tools. Such a meeting shall have the same effect as a meeting in which the Governing Board meets face to face.

SECTION 5. QUORUM: A quorum will consist of 7 voting members, 3 of which must be Executive Board Members and 4 Governing Board members (non-Executive Board members).

SECTION 6. RIGHTS AND PRIVILEGES OF MEMBERSHIP: The Governing Board shall set the rights and privileges of membership by a simple majority Governing Board vote.

SECTION 7. ANNUAL AUDIT:  The Annual Audit shall be performed by an outside consultant who is approved by the Governing Board.

SECTION 8. GOVERNING BOARD MEMBERS: Governing Board Members include (to be updated as needed):  Executive Board, Conference Committee Co-Chairs, Chapter Representatives, Supporting Organization Representative(s), Tech 20XX Co-Chairs, Awards Co-Chairs, and Member At Large (2 positions).

SECTION 9. NONLIABILITY OF GOVERNING BOARD: No Governing Board member of ICE shall be personally liable for the debts, liabilities, or obligations of ICE.

ARTICLE V. OFFICERS

Only members in good standing may hold office. They are encouraged to hold one and only one office, whose term shall be one calendar year beginning July 1. In order to be elected as an officer, one must be a member in good standing for at least one year. Officers may be re-elected for multiple terms.  Officers’ duties shall include, but not be limited to:

SECTION 1. PRESIDENT

1.1 Serve for one term as President and become Immediate Past President the following term.

1.2 Be highly visible representative for ICE.

1.3 Preside and convene the Governing and Executive Board as needed.

1.4 Enforce the ICE Constitution and Bylaws.

1.5 Encourage the sharing of information between state and local representatives.

1.6 Appoint Standing Committee Chairpersons and ad-hoc committees as necessary.

1.7 Acquaint the President-Elect as completely as possible with the position of President.

1.8 Provide an agenda to the board at least 72 hours prior to meetings.

1.9 Serve as an ex-officio member of selected standing committees.

1.10 Work closely with the Executive Board in order to meet the needs of the organization.

1.11 Provide meeting notices to Executive and Governing Board.

SECTION 2. PRESIDENT-ELECT

2.1 Shall serve one term and serve as President the next term and Immediate Past President the following term.

2.2 Serve as an assistant to the President.

2.3 In the absence of the President, have all the powers and prerogatives of the President.

2.4 In the event of a vacancy in the Presidency, become President to fill the unexpired term.

2.5 Represent ICE at the direction of the President.

2.6 Serve as an ex-officio member of selected standing committees.

2.7 Shall record minutes at Board meetings in the absence of the Secretary.

2.8 Serve as chairperson of audit committee. S/he shall solicit at least two members in good standing from the general membership to serve on this committee.

SECTION 3. IMMEDIATE PAST PRESIDENT

3.1 Serve one term.

3.2 Serve as the Chairperson of the Elections Committee.

3.3 Serve in an advisory capacity to ICE.

3.4 Review and approve current financial statements.

3.5 Serve as an ex-officio member of selected standing committees.

3.6 Lead the Executive Board process for evaluaton of the Executive Director.

SECTION 4. SECRETARY

4.1 TERM LENGTH: 2 years

4.2 TERM LIMIT: 2 consecutive terms

4.3 Record the minutes of all meetings of the Governing and Executive Boards and share with both Boards electronically and post to the official organization website where minutes are being archived.

4.4 Serve as an ex-officio member of selected standing committees.

SECTION 5. TREASURER

5.1 TERM LENGTH: 2 years

5.2 TERM LIMIT: 2 consecutive terms

5.3 Assist the Executive Board in preparation of the annual budget.

5.4 Prepare yearly financial report to be posted on the ICE website.

5.5 Review and approve IRS report to be completed by an independent contractor.  Report the condition of the treasury as directed by the Executive Board.

5.6 Serve as ex-officio of the Audit Committee.

5.7 Review and oversee budget.

5.8 Present budget for adoption for new fiscal year within the last quarter of current year.

5.9 Report to Executive/Governing Board at each meeting.

5.10 Budget summary including expenditures, encumbrances and balances.

5.11 Account activities including income and expenses.

5.12 Balance sheet including income, expenses and liabilities.

5.13 Sign and/or approve Administrative Team paychecks.

5.14 Serve as an ex-officio member of selected standing committees.

SECTION 6. EXECUTIVE DIRECTOR

6.1 The Executive Director will be a non-voting member.

6.2 The Executive Director will be reviewed annually by the Executive Board.

6.3 The Executive Director shall be selected and employed by the Executive Board. The Executive Director shall maintain, with supportive staff, an Association business office. The Executive Director shall oversee the day-to-day activities of the Association, under the advisement of the President.

6.4 The Executive Director will retain and supervise such staff as are budgeted by the Association.

6.5 The Executive Director and staff will be responsible for maintaining the ICE membership database, directing the fiscal matters of the Association, and other such duties as delegated by the Board.

6.6 The Executive Director of the Association shall serve as its delegate to International Society for Technology in Education (ISTE)’s Organizational Affiliate meetings.

ARTICLE Vl. STANDING COMMITTEES

Only members in good standing may chair standing committees. They are encouraged to hold one and only one office, whose term shall be one calendar year beginning JULY 1. Standing Committee chairs are also members of the Governing Board. Each Standing Committee is allowed one vote on the Governing Board, in such that any committee that has co-chairs must vote as one committee, not as separate individuals. In order to be appointed as a standing committee chair, one must be a member in good standing for at least one year. Their duties shall include, but not be limited to:

SECTION 1. CONFERENCE CO-CHAIRS

1.1 TERM LENGTH: 2 years

1.2 TERM LIMIT: 1 consecutive term

1.3 Determine a budget to be approved by the Executive Board.

1.4 Establish a theme for a conference in accordance with the goals set by the Governing Board.

1.5 Appoint sub-committees as deemed necessary.

1.6 Have the authority to commit funds based on the approved budget.

1.7 Liaison to Governing Board with regard to conference information.

SECTION 2. TECH 20XX CO-CHAIRS

2.1 TERM LENGTH: 2 years

2.2 TERM LIMIT: 1 consecutive term

2.3 Determine a budget to be approved by the Executive Board.

2.4 Appoint sub-committees as deemed necessary.

2.5 Have the authority to commit funds based on the approved budget.

2.6 Liaison to Governing Board with regard to event information.

SECTION 3. SUPPORTING ORGANIZATIONAL REPRESENTATIVE

3.1 TERM LENGTH: 2 years

3.2 TERM LIMIT: 2 consecutive terms

3.3 Channel materials from your organization to ICE.

3.4 Inform Governing Board about organizational activities.

3.5 Liaison between supporting organization and ICE.

SECTION 4. MEMBERS AT LARGE (2 Positions)

4.1 TERM LENGTH: 1 year

4.2 TERM LIMIT: 2 consecutive terms

4.3 Will facilitate the implementation of new initiatives as needed.

SECTION 5. AWARDS CO-CHAIR:

5.1 TERM LENGTH: 2 years

5.2 TERM LIMIT: 2 consecutive terms

5.3 Liaison to board for Scholarship, Educator of the Year, and any other award committees.

5.4 Develop and promote application process for awards being issued

5.5 Chair a committee that reviews applications for awards being given

5.6 Make final recommendations to Executive Board for awards

5.7 Communicate with all applicants on the status of their application

5.8 Provide a list of award winners to the ICE office for marketing of winners

ARTICLE Vll. CHAPTERS

SECTION 1. AUTHORIZATION: A Chapter may be created by a two-thirds (2/3) vote of the Governing Board.

SECTION 2. DISSOLUTION: A Chapter may be dissolved by a two-thirds (2/3) vote of the Governing Board.

SECTION 3. MEMBERSHIP:  A chapter must have a minimum of ten (10) members.  Chapters with fewer than 10 members for 2 consecutive years will be brought to the Governing Board for possible dissolution.

SECTION 4. AFFILIATION:  ICE will assign a member to a chapter based on home ZIP Code unless member specifies a chapter on the application. Members may change their affiliation.   Members may participate in the activities of other chapters without changing their affiliation.

SECTION 5. MEETINGS: The number and schedule for local meetings is up to the discretion of the local chapters, but this must be submitted within a month of the annual spring Governing Board meetiing of each year. Each chapter must hold an annual meeting to elect officers.  Annual chapter budgets must be submitted to ICE Executive Board by Spring Governing Board meeting. Chapters must update their website as events and changes take place throughout the year.

SECTION 6. OFFICERS:  Each chapter will have a leadership team of at least 3 officers including a President and at least 2 more officers to be defined by the chapter (secretary, treasurer, professional development officer, etc.).  All officers must be members of ICE in good standing.

SECTION 7. COMMITTEES:  Each chapter is recommended to establish committees as needed.

SECTION 8. CHAPTER REPRESENTATIVE:  The President-Elect (or chapter designee) will serve as the Chapter Representative on the ICE Governing Board.

8.1 Attend the Governing Board meetings in person or by “phone in.”

8.2 Disseminate relevant information from ICE Board Meetings to Chapter officers and members and bring local chapter issues to the Governing Board meetings.

8.3 Notify the ICE Office staff of activities prior to taking place  A summary of meetings should be submitted electronically to ICE Office staff within one week of each meeting as well.

8.4 Submit a timeline of all meetings and event dates to the Executive Director by spring Governing Board meeting

8.5 Submit a list of Chapter Officers to the Executive Director by spring Governing Board meeting

8.6 Notify the Executive Director of any changes in meeting dates or officers.

8.7 Facilitate communication between state and chapters.

8.8 Facilitate communication between other ICE chapters.

8.9 Oversee the updating of chapter website. Chapter websites must be kept current.

SECTION 9. FINANCES: All chapter funding and expenses will be maintained by and run through the ICE office checking account. An annual budget will be developed by each chapter and submitted to the Finance and Resource Manager and the Executive Board Treasurer. Funds are intended for each fiscal year’s annual budget and will not roll over from year to year. Requests for additional funding for specific projects of benefit to ICE members; (e.g. Mini-Conference speakers and presenters; Professional Development opportunities for ICE members) may be submitted along with the Chapter annual budget to the Finance and Resource Manager and the Executive Board Treasurer for review and approval by the Executive Board. ICE policies and procedures shall be followed (see Policies and Procedures section of ICE Governing Board Handbook) for all reimbursements, in-advance funding, and bill and invoice payments.

SECTION 10. CONSTITUTION AND BYLAWS:  Chapters will follow all constitutions and bylaws of ICE but can create and maintain their own set of procedures. Chapter procedures and updates will be shared with the ICE Executive Board. Updates will be shared with the Executive Board within 30 days of being approved.

SECTION 11. FUNDING:  The ICE Governing Board has the right to withhold funds should the above conditions not be met.

ARTICLE Vlll. SPECIAL INTEREST GROUPS (SIGS) 

SECTION 1. RECOGNITION: A Special interest group may be recognized by a two-thirds (2/3) vote of the Governing Board.

SECTION 2. DISSOCIATION: A Special Interest Group may be dissociated by a two-thirds (2/3) vote of the Governing Board.

ARTICLE IX. CONTRACTS, LOANS, CHECKS, AND DEPOSITS

SECTION 1. EXECUTION OF WRITTEN INSTRUMENTS: Deeds, mortgages, bonds or other instruments which the Executive Board of ICE has authorized to be executed or which may be required by law, may be signed by the Executive Director or designee, and attested by the President, unless the Governing Board shall in a particular situation designate another procedure for their execution.

SECTION 2. LOANS: No loans shall be contracted on behalf of ICE and no evidences of indebtedness shall be issued in its name unless authorized by resolution of the Governing Board. The authority may be general or confined to specific instances.

SECTION 3. CHECKS, DRAFTS, ETC: All checks, drafts or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of ICE from its organizational accounts, shall be authorized by one member of the Executive Board or by an appointed agent of ICE and in such manner as shall from time to time be determined by resolution of the Governing Board.

SECTION 4. DEPOSITS: All funds of ICE not otherwise employed shall be deposited in a timely basis to the credit of ICE in such banks, trust companies or other depositories as the Executive Board may select.

SECTION 5. RESTRICTED FUNDS: Funds contributed for a specific activity or project shall be treated as restricted funds and expended for the specific activity or purpose only.

ARTICLE X. MISCELLANEOUS

SECTION 1. AMENDMENTS: These BYLAWS may be altered, amended or repealed and new BYLAWS may be adopted by the two-thirds (2/3) vote of the Governing Board at any regular or special meeting of the Governing Board. However, written or electronic notice must be given 30 days prior to the meeting. This written notice must include both the current and proposed changes.

SECTION 2. MAILING LISTS: No mailing list shall be given or sold to any person, group, or business unless authorized by the Executive Board. Physical mailing address lists are shared with partners.

SECTION 3. DISSOLUTION: Should dissolution become necessary, the Governing Board shall plan for and disburse financial and material assets to another not-for-profit corporation or educational institution.

SECTION 4. REPRESENTATION: An individual member may not convey a viewpoint or position that is contrary to the organization’s mission or goals while representing ICE on legislative or other issues.