Pacific Northwest Region

  
  
  
  
  
  
  
  
  
  

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Bylaws

By-Laws of the
Pacific Northwest Region
Council of Educational Facility Planners, International (CEFPI)

(Revised 9/30/00)

  1. THE NAME OF THE REGION ORGANIZATION – shall be the Pacific Northwest Region (PNR) Council of Educational Facility Planners, International (CEFPI).

  2. GEOGRAPHIC AREA TO BE SERVED – The Pacific Northwest Region of the CEFPI shall be comprised of the active membership of the states of Alaska, Hawaii, Idaho, Montana, Oregon and Washington; the provinces of Alberta, British Columbia, Manitoba, Saskatchewan, Territories of the Dominion of Canada, including Northwest Territories and the Yukon.

  3. THE PURPOSES OF THE PACIFIC NORTHWEST REGION – the purposes of the PNR are:
    1. To support and assist the CEFPI, through its PNR, in the implementation and achievement of its purpose.
    2. To support and assist CEFPI, through its Board of Directors, its Executive Director and staff in the implementation of its various activities such as communications, membership, meetings, conferences, and research-related projects; and to actively support the various activities of its standing and ad hoc committees.
    3. To provide a vehicle to enhance the membership, through its regional association, to conduct interim activities related to CEFPI objectives with emphasis on an International membership drive; an annual regional association meeting to focus on problems and issues of common concern to the region and coordinated with the purpose programs and activities of the International organization; and to maintain liaison with the Organizations International headquarters and its professional affiliations.

  4. MEMBERSHIP
    1. Any member, in good standing in CEFPI, whose residence and/or place of business is in the geographical area of the Pacific Northwest Region, as described herein, shall automatically be a member of the PNR of CEFPI. Other categories of membership, such as Emeritus or Honorary, as designated by the Board of Directors of CEFPI, shall be recognized by the PNR.

  5. BUDGET
    1. Dues – There shall be no assessment of dues on the membership of the PNR other than those required for CEFPI membership.
    2. Financing of Activities – The activities of the Pacific Northwest Region will be financed through the proceeds generated from the annual regional conference; and, any activity consistent with the requirements of: and, goals and objectives of the organization.
    3. The Board of Directors shall approve an annual operating budget.

  6. GOVERNANCE
    1. BOARD OF DIRECTORS
      The Board of Directors shall consist of PNR Executive Officers and Governors representing the regions, states, provinces and territories.

      1. ELIGIBILITY – All members of the PNR Board of Directors must be members of CEFPI, in good standing, and should reflect a diversity of background. Each Officer and Governor of the PNR Board of Directors should commit to attend all meetings and the regional conference(s) in his/her region, and the CEFPI annual conference(s) during his/her term.

      2. ELECTIONS – Elections of members to the PNR Board of Directors shall be held so the member can assume office at the close of the Annual International Conference.

      3. MEETINGS
        1. The regional President, or, in his/her absence, a majority of the governing board, shall determine the time and place of all meetings of the PNR Board of Directors. The PNR Board of Directors shall meet in regular session at least once annually, normally in conjunction with the Regional conference. The Secretary, upon advice from the Regional President, shall prepare an agenda for each meeting.
        2. In the absence of the Regional President and the Regional President-Elect, an official delegate of the PNR Board of Directors shall preside at the meetings.

    2. PNR OFFICERS – The following officers shall be determined from the membership:
      1. PNR Executive Officers
        1. Regional President
        2. Regional President-Elect
        3. Immediate Past Regional President
        4. Regional Secretary-Treasurer
        5. e. Regional Representative(s) to the International Board of Directors
        6. Regional Membership Chairperson
      2. Term of Office
        1. The Regional President shall be elected for a three (3) year term, progressing from Regional President-Elect to Regional President to Immediate Past Regional President.
        2. The Presidency shall alternate annually between the United States and Canada.
        3. The Regional Secretary-Treasurer shall be appointed for a term of not less than three (3) consecutive years.
        4. The term of office of the International Director representing the PNR: and, At Large members of the International Board of Directors from the PNW Region shall be determined by CEFPI.
        5. The Regional Membership Chairperson shall be appointed for a term of one (1) year.
        6. The terms of PNR Officers will commence and expire concurrent with the term of the Organizations International Officers; and will assume office at the close of the International Annual Conference.
      3. Election to Office
        1. The Regional President-Elect shall be elected by mail ballot after nomination by the PNR Nominating Committee. In the event only one name is submitted, no mail ballot will be necessary.
        2. The Regional Secretary-Treasurer shall be appointed by the Board of Governors.
        3. The Regional Membership Chairperson shall be appointed by the incoming President.
        4. The International Director of CEFPI shall be elected by mail ballot after nomination by the PNR Nominating Committee. In the event only one name is submitted, no mail ballot will be required.
      4. Duties: The duties of these officers are as follows:
        1. The Regional President shall call the meetings of the PNR, including an annual meeting of the PNR Board of Directors, preferably the first day of the annual regional conference; preside at the annual PNR Board meeting(s) and business meetings, and, serve as the liaison between PNR and CEFPI headquarters.
        2. The Regional President-Elect shall serve as President during the absence of the President, or at such time as requested by the President; serve as the ex-officio chair of the Regional Conference Planning Committee.
        3. The Regional Secretary-Treasurer shall be responsible for the performance of such secretarial duties as required by the PNR Board of Directors, including within the limits of budgeting or personal capabilities, necessary correspondence, recording of minutes and communication with CEFPI, designated PNR members, and the PNR's professional affiliates and alternates. He/she shall be responsible for the accountable receipt and disbursement of all funds and of the PNR within guidelines established by its Board of Directors; and the Secretary-Treasurer shall serve as a resource to Regional Conference Planning Committees.
      5. Officer Vacancies
        The President shall have the authority to fill a vacancy on the Board of Directors by appointment for the balance of the term when a vacancy occurs.

    3. PNR GOVERNORS
      1. Term of Office
        1. The term of office of each Governor of the PNR Board of Director's shall be three (3) years.
        2. The terms of the Governors shall expire so that approximately 1/3 is elected each year. Periodically, the Board of Directors shall review the active number of Governors to determine if it is appropriate to alter a term when next due to provide a balance of term expirations.
        3. The terms of PNR Governors will commence and expire at the close of the International Annual Conference.
      2. Election to Office
        1. a. Governors shall be elected by the members of the state, province or territory they represent.
      3. Duties
        1. The Governor of each state, province and territory shall represent their geographic area to the Region and to the International Organization.
        2. The Governor of each state, province and territory shall be responsible for membership development to the PNR.
        3. Governors shall serve as members on the PNR Nominating Committee.
        4. Governors shall serve as members on the PNR Awards Committee.
        5. Governors shall serve as the liaison between the Region and Chapter(s) of the state, province or territory they represent.

  7. NOMINATING COMMITTEE
    1. The Past President shall assume the Chair of the Nominating Committee.
    2. The PNR Nominating Committee chairperson shall also serve on the Organizations International Nominating Committee.
    3. The PNR Nominating Committee shall be comprised of PNR Governors. Members of which shall serve for three (3) year overlapping terms.
    4. Each Governor of the region shall notify all members within their State, Province or Territory of all vacancies for Regional President-Elect, International Board of Directors, and Governors before the closing date for nominations. Members wishing to nominate candidate(s) shall submit the name(s) to a committee member prior to the closing date for nominations.
    5. The Nominating Committee shall submit a slate of candidates for available positions at the annual business meeting. An opportunity will be provided to accept additional nominations at the meeting. The slate approved at the meeting shall be submitted to the membership in the form of a mail ballot. The results shall be made available to the membership at the Organizations International annual conference.
    6. The Regional Secretary shall notify the Nominating Committee of all Regional Officer/Governor vacancies by March 1 of each calendar year.
    7. The closing date for nominations of President-Elect and International Board Member shall be May 1st of each calendar year.

  8. MEMBERSHIP COMMITTEE
    1. The Committee chair is appointed annually by the incoming President.
    2. The Committee representation shall include all Governors, who shall be responsible for membership development.
    3. The Membership Chairman shall administer a regional membership development program.
    4. Each PNR Membership Committee Chairperson shall report to the Organization's International Board Member, who has the responsibility of membership development.

  9. AWARDS COMMITTEE
    1. The Past, Past Regional President shall chair the Awards Committee.
    2. The Awards Committee shall be comprised of the PNR Governors.
    3. The Awards Committee will function in accordance with guidelines and procedures established by the Organizations International Board of Directors.
    4. The Awards Committee shall initiate and administer Regional Awards deemed appropriate and consistent with the Organizations goals and objectives.
    5. All awards should be submitted to the PNR Secretary-Treasurer by May 1st of each calendar year.

  10. ANNUAL CONFERENCE
    1. The site for the annual PNR conference shall be selected at least two (2) years in advance.
    2. A local Arrangements Committee shall submit a Conference Planning Guideline Proposal, for approval by the PNR Board of Directors, in order to host a future annual conference. The written proposal should be submitted at least two years prior to the proposed conference date.
    3. The annual conference will be held prior to the Organizations International conference.
    4. The term "annual business meeting" shall be defined as the annual regional business meeting. The annual business meeting shall take place at the annual conference.
    5. The PNR Secretary-Treasurer shall serve as a resource to the local Arrangements Conference Committee.
    6. The President-Elect shall serve as the ex-officio Chair of the Annual Conference local Arrangement Committee.

  11. REPORTING
    1. The Regional Secretary-Treasurer shall serve as a contact with the Organizations International headquarters and will comply with all reporting requests from headquarters.
    2. The PNR will coordinate membership information with the Organizations International headquarters.

  12. AD HOC COMMITTEES
    1. The PNR President shall appoint Ad Hoc Committees to accomplish specific tasks.
    2. Each Ad Hoc Committee shall be chaired by a member of the Board of Directors.

  13. AUDIT
    1. All receipts and disbursements made by the PNR shall be audited annually prior to the annual conference.
    2. A copy of the audited financial statement shall be filed with the Organization's International Executive Director, prior to its annual conference; and shall also be submitted to the Regional Board of Directors.
    3. The audit shall be prepared in a manner approved by the PNR Board of Directors and consistent with the requirements of the International Organization.

  14. AMENDMENTS
    1. Amendments to these by-laws shall be submitted in written form to the PNR Board of Directors two (2) months prior to its annual conference.
    2. The PNR Board of Directors shall be responsible for communicating any proposals for revision to the by-laws to the PNR membership for its recommendations.
    3. Proposed revisions will be acted on at the annual business meeting held at the annual conference: or, at the Regional business meeting at the Organization's International Conference.

  15. QUORUM VOTE – A quorum vote shall be a simple majority of members in good standing present and voting at any bona fide business meeting.

  16. REGIONAL CHAPTERS
    1. A. Local chapters may be formed within the region subject to having formal By-Laws approved by the Organization's International Board of Directors.
    2. B. The PNR will promote Chapter development.

  17. DISSOLUTION – In the event of dissolution of the Pacific Northwest Region of the Council of Educational Facility Planners, International, all property, funds, and assets will, after payment of all liabilities, be delivered to and become property of the Council of Educational Facility Planners, International.