This organization shall be known as the Tennessee School Plant Management Association (TSPMA), hereafter referred to as the Association.
ARTICLE II - OBJECTIVES
In the interest of enhancing and promoting the educational process, the purposes of this Association shall be to:
1.Promote better management and maintenance through continued education of its members.
2.Provide for the exchange of information to improve school plant management, operations, maintenance, housekeeping, safety, security, energy management and environmental control.
3.Develop a working relationship with school administrators, managers, non-instructional and instructional personnel, and the Tennessee Department of Education to foster the progress and improvement of educational programs through exemplary facilities and environment.
4.Promote the professional advancement of school plant management, maintenance, housekeeping, safety, security, energy management and environmental control.
The Tennessee School Plant Management Association adopts and pledges its support to the Mission of the National School Plant Management Association, which is to:
·Provide and direct the forum for stakeholders responsible for the educational environment.
·Provide professional development.
·Promote leadership to the profession through the exchange of data, information, ideas and ideals.
·Promote research and establish a national system for the dissemination of its’ findings.
·Lead policy-makers to improve the educational environment for all.
ARTICLE III - MEMBERSHIP
The Association shall have four classes of membership: Active, Life, Associate and Sponsor.
1.Active: Any person employed by a public or private educational organization, governmental agency, or “not for profit” entity engaged in school plant management is eligible for active membership. The individual’s job description includes authority for, approval of, supervision of, care of, maintenance of or correction of school plant management functions, buildings, grounds, control systems, operations and/or real property services. The broader responsibilities of school plant management embrace facility planning, maintenance, operations and custodial care of all real property. However, more abstract responsibilities include: property acquisition, capital budgeting, warehousing, inventory control, construction, energy conservation, utilities, physical school and grounds safety and security, environmental protection, statistical research,technology/telecommunication networks. Retirement from a position which qualified the person to active membership will have no bearing on the person maintaining active member status, unless the person has taken full-time (40 hour/week) employment with one of the Association’s Sponsor members, at which time they would be considered a sponsor member.
2.Lifetime: Any member of the Association that retires may be awarded a lifetime membership of the Association by a majority vote of the Board of Directors.
Lifetime member status may be granted by the Board of Directors to a individual who upon retirement has had a minimum of five years of membership in the association as an Active, Associate, or Sponsor member. A lifetime member nominee shall be someone who has made a significant contribution to TSPMA such as a charter member, past president, board member and vendor representative. Nominees for lifetime member status who have rendered exceptional and meritorious service in promoting the purposes for which the association stands for shall be considered.
Nominations can be made to any TSPMA board member in writing and received by August 1st of any year or nominated by board members. The nominations are to be reviewed by a committee appointed by the TSPMA President and chaired by the vice-president. Once the committee reviews all nominees, it will recommend approved nominees to the next board of directors meeting before the annual fall conference. No more than four lifetime members may be appointed in any year.
Upon Board of Director’s approval, newly elected lifetime members will have a standing invitation to any/all TSPMA meetings will receive all TSPMA mailings and lifetime membership in TSPMA. Lifetime member(s) will be responsible for their own meeting/conference/seminar expenses (minus the membership fee) for subsequent years after he/she are honored and presented their lifetime membership.
Lifetime members will be honored at the TSPMA annual conference following theirsuccessful nomination and election. Each Lifetime Member shall be honored at that annual conference by being presented their lifetime membership award during the conference banquet, with the Association providing each recipient a full conference registration, one additional banquet meal ticket for a guest.
3.Associate: Associate membership may be extended to any person interested in the Mission and Objectives of the Organization, who has no direct role in school plant management activities. Associate members may attend meetings of the Association, but may not vote or hold office.
4.Sponsor: Memberships as Sponsors will be open to business concerns, industry commercial endeavors and manufacturing companies. The employees and representatives of these sponsor members may attend meetings of the Association but may not vote or hold office except for the two Sponsor Representatives who serve on the Board of Directors.
ARTICLE IV - DUES
Application for membership shall be made to the Association ExecutiveSecretary on the Association application form. Dues must be paid prior to the annual meeting of the Association in order to maintain an active membership in the Association.
1.The annual dues of active members shall be an amount as set by the Board of Directors.
2.Life members shall not be required to pay dues.
3.The annual dues for Associate members shall be the amount set for active members.
4.The annual dues for Sponsor membership shall be an amount set by the Board of Directors. The Board of Directors shall set additional fees for sponsors who desire to participate in training seminar programs, meeting exhibit space, program advertisement and other TSPMA support.
ARTICLE V - OFFICERS AND DIRECTORS
1. Principal Officers: (Executive Board Committee)
The principal officers of the Association shall be the President, President-elect, Past President, Executive Secretary, Treasurer, and Historian. The term of each office shall be for a period of two years.
2. Board of Directors:
The Board of Directors shall consist of the Executive Secretary and eighteen members, composed of: sixPrincipal Officers, Eight regional directors, two sponsor directors and the, two TN Department of Education Representatives.
3. Ex-officio Board members:
A.Any Tennessee member who is actively serving as an elected officeror board member of the National School Plant Management Association shall be requested to serve as an ex-officio member of the TSPMA Board of Directors.
ARTICLE VI – ELECTION OF OFFICER’S AND DIRECTOR’S
1. Election of officers shall be conducted at the annual meeting of the Association, and officers shall serve until the next election. Nominations for officers will be made by a Nominating Committee appointed by the President with the immediate Past President serving as chairperson of the Committee. The Nominating Committee shall provide nominations to the Association membership, for the following offices to be elected: Treasurer, Historian, and Business Partner Coordinator. Members may nominate individuals prior to the Annual Meeting by notifying the immediate Past President of member names for consideration by the Nominating Committee. Members may nominate individuals from the floor for a specific office to compete with the Nominating Committee recommendation at the Annual Meeting, however, the nominee shall be required to sign a statement indicating acceptance of the duties of the office indicated in the bylaws prior to the election being conducted. If the nominee is not present, the nominating member shall provide a letter of nomination and a letter from the nominee indicating their acceptance of that office’s duties indicated in the bylaws to the ExecutiveSecretary before nominee’s name may be placed in nomination for election.
2. Regional Directors shall be elected by regional membership in attendance at the Annual Meeting. The election of Regional Directors shall be staggered, with Middle and West during even year conference, and Upper Cumberland and East Tennessee during odd year conferences. The election shall take place during the regional meetings conducted by the current Regional Director.
The election process shall be as follows:
1. Distribute written duties of the office.
2. Seek nominees who understand, agree and accept the duties.
3. Elect by ballot.
4. Present to the Executive Secretary the newly elected Regional Director’s contact information.
All Regional Directors may succeed themselves for an additional term or a maximum of two consecutive elected terms. The term of office for Past President, President, and President-elect shall be two years. Once elected as President Elect, the individual shall ascend the chain of offices annually, until serving as Past President.
3. The term of officefor Treasurer, Historian, and Business Partner Coordinator [shall be two year, but with one coordinator going off each year.
4. The TN Department of Education Representative shall serve continuously at the pleasure of the Commissioner of Education.
5. Business Partner Representativesshall serve two year staggered terms. Any sponsoring member desiring to serve on the Board of Directors as a Sponsor Representative shall be elected at the annual conference partner meeting. Any representative wanting to serve on the Board must submit an application to the Executive Secretary thirty (30) days prior to the opening of the Association’s annual meeting. This letter shall contain the individual’s necessary contact information, individual’s agreement to the requirements of bylaws Article XIII - Paragraph 3, and a paragraph on how the Association would benefit by the individual’s serving as one of the two Sponsor Representatives on the TSPMA Board. Should the Executive Secretary receive no acceptable applications, he or she shall solicit an applicant from the sponsor membership. The Executive Secretary shall present his or her recommendation to the Business partner meeting, for its approval. A Sponsor Representative may serve successive terms with a recommendation from the Executive Secretary and approval by the Board of Directors.
6. All new and repeat Board of Director memberstake office immediately upon close of the Annual Meeting. Any Board member missing three consecutive Board of Director meetings, without good cause being presented to the Executive Secretary, shall be notified in writing from the Executive Secretary their position will be declared vacant in 30 days from the date of the notification. If the member disagrees, a written response to the Executive Secretary must be received within 15 days of the notification as to why action to replace the position should not go forward. The final declaration of the vacant position shall be approved by the Board of Directors upon the recommendation of the Executive Secretary.In the eventof a vacancy or an inability to serve, the Board of Directors shall appoint a member to fill the unexpired term of any Board member, except for the office of the Presidentor President-elect. In the event the Presidency or President-elect is vacated, the President-elect shall be offered the opportunity to move into vacated position(s) accordingly, with a new President-elect being appointed by the Board of Directors.
7. In the event the President, President-elect, Vice President or Treasurer is incapacitated, dies, exhibits inactivity carrying out their designated responsibilities or changes job responsibilities which no longer complies with active member status and the Board has not received a notice from the member resigning their elected position, the Board of Directors by a 2/3 vote of the Board members, present and voting, with proper notice, at the next Board meeting, may declare the position vacant and proceed with filling the vacant position.
ARTICLE VII - DUTIES OF OFFICER’S & DIRECTOR’S
1. The President shall have general supervision of the affairs of the Association and shall:
Develop for Board approval the Annual Conference program, with the assistance of the Board of Directors and Executive Secretary. Preside at meetings of the Association, Executive Board Committee and Board of Directors.
Assist the Executive Secretary in coordination of his or her job responsibilities.
Appoint committee membership and serve as ex-officio member of any committees, which are organized.
2. The President-elect shall assume all duties of the President, in case of absence or resignation of the President. The President-elect shall serve as Chairperson of the Bylaws Committee. The President-elect shall serve as Chairperson of the Lifetime Member Award and the Membership Committees. The President-elect shall assist the President or executive secretary as requested.
3. The Treasurer shall:
Receive all monies from the executive director/secretary, and keep true account of the same, and pay out by order of president and by the consent of the executive committee. Keep an accurate record of all moneys received and paid out. Perform other duties that may be necessary for the conduct of this office in keeping with good business practices. The Treasurer shall be prepared to present a financial statement at all Board meetings and general membership meetings. Additional fiscal responsibilities are outlined in these by-laws.
4. The Historian shall:
Attend quarterly meetings of the Board of Directors at no expense for mileage or lodging to the Association.
Encourage and promote participation and membership in the Association with all educational entities.
Communicate with officers, regional directors, members and potential members the history of the Association through articles in the Newsletter, scrapbooks, photos, pamphlets, etc.
Act as custodian of historical information and Association minutes.
Serve on committees as requested by the President
Attend special Board and committee meetings, as requested by the President or Executive Secretary.
5. The Regional Directors shall:
Attend quarterly meetings of the Board of Directors at no expense for mileage or lodging to the Association.
Encourage and promote participation and membership in the Association with all educational entities.
Communicate with regional members to deliver issues, needs, concerns, improvements and ideas to the Board of Directors.
Be encouraged to plan and coordinate, at least, two training seminars per year and notify Executive Secretary of date and time.
Assist in the planning process of the Annual Association Meeting.
Maintain current list of persons involved in plant operations and maintenance throughout their region (members & non-members).
Contact all individuals (either members or non-members) at least twice per year (either by phone or letter) to inform of regional meetings, TSPMA objectives and concerns, and upcoming Annual Association Meeting.
Prepare at least (1) one article for the Association’s Newsletter relevant to the objectives of the TSPMA.
Secure at least one advertisement for the Newsletter and the Conference Program Booklet.
Be knowledgeable of TSPMA bylaws and objectives of the TSPMA.
Provide a list of vendors and business contacts (names, addresses and phone numbers) that do business in director’s school district to the Executive Secretary, as potential members.
Serve on committees as requested by the President.
Make effort to be involved and attend National School Plant Management Association’s annual meeting.
Attend special Board and committee meetings, as requested by the President or Executive Secretary.
Conduct and chair Regional Meeting at Annual Association Meeting to include (when required) election of the new Regional Director.
ARTICLES VIII - COMMITTEES
1. Board of Directors Committee:
The Board of Directors shall be a permanent committee and act in the name of the Association in all matters pertaining to the Association. The Board of Directors shall adopt Operating Procedures, by which the Executive Secretary and Executive Board shall operate the Association.
2. Executive Board Committee:
The Executive Board shall consist of the following positions: Executive Secretary, President, President-elect, Past President, Historian and Treasurer. The President or Executive Secretary may convene meetings of the Committee for TSPMA related activities. The President shall be chairperson and President-elect shall be vice chairperson.
The Executive Board Committee shall conduct a planning meeting of the Executive Board members and, invited others, to: determine goals and strategies for up-coming year, including, but not limited to growing membership and vendor sponsors, and overall improvements for services to Association membership; develop framework for the annual conference and propose training presenters and speakers; develop schedule for any special board meetings; determine need for summer seminar or other state-wide training; research need for joint state association board meetings or start-up of new state associations; determine NSPMA support and participation; and other pertinent items. Travel and expenses shall be provided by the Association. A report shall be provided for action(s) by the Board of Directors at the next called meeting.
The Executive Board Committee shall provide direction to the Executive Secretary between Board of Director meetings and serve as the Personnel Committee, providing oversight to the Executive Secretary. While meeting as the Personnel Committee, the Executive Secretary shall not have voting privileges regarding his or her job description, salary or operating procedures, but full voting rights for all other actions of the Executive Board Committee.
The Association shall encourage the Executive Committee to attend the annual NSPMA conference by paying registration and customary travel expenses for mileage, lodging and meals, in accordance with the budget and travel reimbursement operating procedures approved by the Board of Directors.
Lodging for the Executive Board Committee shall be a part of the Annual Conference expenses.
Action by the Executive Board Committee requires a minimum of three affirmative votes.
3. Other Committees:
The President shall recommend committee chairpersons and membership to the Board of Directors for approval. The following committees, established through bylaws, shall be appointed, and any others as deemed necessary:
Audit Committee: President-elect, Chairperson
Bylaws Committee: President-elect, chairperson.
Finance Committee: Treasurer, chairperson., Executive Secretary and President-elect
Membership Committee: President and President elect, Chairperson.
Lifetime Member Award Committee: Past President, Chairperson.
Nominating Committee: Past President, Chairperson.
Scholarship Committee: President Chairperson
The Vendor Exhibit Committee chaired by the Executive Secretary, with the Vendor Sponsor Representatives and, others deemed necessary by the President, shall be responsible for the solicitation of vendors, coordination of the vendor show and conducting an evaluation of vendors.
4. Members of all committees shall enter upon their duties immediately upon their appointments.
ARTICLE IX - MEETINGS
1. Meetings of the general membership of the Association for the Annual Conference shall be held at a time and place to be named by the President, after consultation and research conducted by the Executive Secretary, with approval by the Board of Directors, in the event action is required of the Association’s full membership between annual conferences, the President or Executive Director may establish, with the approval of the Board of Directors, a mail-in or electronic voting process to attain the Association’s wishes.
2. The Board of Directors shall meet twice, at the conclusion of the annual conference andduring the months of October and April.
3. The President or Executive Secretary may call special meetings of the entire Board, portions of the Board, committee meetings or the Executive Board Committee, as deemed necessary. Travel and expenses to support any special Board meetings and committee meetings shall be provided, as determined by the President or Executive Secretary, per the approved budget.
4. The President or Executive Secretary may call meetings and conduct Association business by phone conferencing, video conferencing or by use of technology, i.e. computer e-mail, etc.
5. Regional Directors are encouraged to hold two regional meetings per year at a location of their choosing and provide the Historian with names of attendees and meeting topic(s).
6. TSPMA sponsored multi-regional or state-wide seminars or training for general membership shall be developed, promoted and a budget established and approved by the Board of Directors.
ARTICLE X - DISBURSEMENT OF FUNDS
The Board of Directors is responsible for budgeting of the finances of the Association.
A budget shall be prepared by the Treasurer, in consultation with the President and Executive Secretary, and presented for review and tentative approval by the Board of Directors no later than the Board of Director’s meeting at the conclusion of the Annual Conference. The term of the budget shall be from July 1 through June 30.
In preparing the budget, the Treasurer shall take into consideration historical vendor support, current and forecasted economic conditions, i.e. stock market, business climate, international conditions, Tennessee’s education budget, etc. in determining the revenue sources for the budget year.
The proposed budget shall provide for those revenues and expenses outlined in Fiscal Responsibility and throughout the Bylaws, and others as deemed necessary.
The Executive Secretary and Executive Board Committee shall utilize the budget to operate the Association.
The Board of Directors may approve a revision to the budget during any board meeting.
Expenditures outside the approved budget require the budget to be revised and approved by the Board, with the exception of unforeseen and emergency expenditures, which may be approved by the Executive Committee, as outlined under Fiscal Responsibility.
(2). FISCAL RESPONSIBILITY
Disbursement of Association funds shall be authorized by the Executive Secretary in accordance with the Board approved budget or specific disbursements approved by the Board of Directors.
Unforeseen and emergency expenditure(s) outside the approved budget of $1,000.00, between Board meetings, may be approved by three members of the Executive Board Committee, with said approval being conveyed to the Executive Secretary for action. These expenditures are subject to review by the Board of Directors at the next Board meeting. Such disbursements may include unforeseen needs and costs, unbudgeted conference planning expenses, travel, meeting expenses, regional meeting expenses and per diem expenses for the Board of Directors.
Prior approval of conference expenses shall be made by the Board of Directors through the budgeting process, as a budget line item, broken down into various conference expense line items.
Expenses for meals and other costs, including travel, to accommodate meetings of the Board of Directors, Executive Board Committee, Committee meetings and membership shall be authorized by the Executive Secretary or President, per the budget approved by the Board of Directors.
The budget shall contain a budgeted source of funds for each Regional Director to conduct his or her annual operations and for meals during these meetings. If Vendor Sponsors do not provide the financial support for these meetings and the director has exceeded his or her budget, they may request additional funding approval from the Executive Board Committee on a per occurrence basis, prior to the activity occurring.
TSPMA members serving as an elected Officer or as a Director to the NSPMA Board of Directors, shall have their expenses paid to attend the annual NSPMA conference and Board of Director meetings. Expenses shall include registration and customary travel expenses for mileage, lodging and meals, in accordance with the budget and travel reimbursement operating procedures approved by the Board of Directors.
Authority to execute contracts for hotel lodging, conference space, food and beverage, speakers, travel, entertainment, committing funds for the annual conference and Board meetings, etc. shall be limited solely to the Executive Secretary.
Should the Executive Secretary be unavailable or unable to perform his or her duties, the Executive Board Committee shall select one of its members to act on the behalf of the Association to execute contracts and approve financial expenditures. Should the Executive Committee fail to gain a majority agreement on the person to act on behalf of the Executive Secretary, the President shall call a Board meeting to resolve any issues.
The Treasurer shall establish a checking account in a licensed bank in the name of the Association subject to the approval of the Board of Directors. The Treasurer, subject to review by the Board of Directors, is solely responsible for the checking account and any other account containing Association monies.
a)The Association shall secure and keep in effect a Treasurer’s Bond for the Treasurer, who acts as the agent for the Association, of a size not less than 90% of the previous year’s largest total available Association fund(s) balance.
b)Should the Treasurer be unavailable or unable to perform his or her duties, the Executive Board Committee shall select an Executive Board Committee member who’s name shall be on the checking account but not be able to write checks or disburse funds without the approval of the Association. One approved by the Executive Board Committee this individual can sign and issue checks on behalf of the Association, per approved financial expenditures from the Executive Secretary. Should the Executive Committee fail to gain a majority agreement on the person to act on behalf of the Treasurer, the President shall call a Board meeting to resolve any issues. Checks written during the absence of the Treasurer shall require two signatures from the Executive Board Committee, until the Treasurer returns or a new Treasurer is put in place and properly bonded with a Treasurer’s Bond.
The President shall appoint a Finance Committee of the President-elect, Treasurer and Executive Secretary and any other members desired to review Association financial procedures and investment policies each year. The Treasurer shall chair the Committee. A Finance Committee report shall be made to the Board of Directors by the Treasurer at each meeting, for the Board’s review and possible action.
Scholarship fund receipts may be expended to:
a)Award scholarships to individuals, post-secondary institutions and school districts, private or public;
b)Pay travel expenses, i.e. registration, mileage, meals, lodging, etc. for the TSPMA Annual Conference or TSPMA sponsored seminars;
c)Sponsor new state associations;
d)Foster the expansion or provide assistance to current state associations;
e)Build and foster partnerships with other state associations through joint meetings and joint activities; and
f)Pay travel expenses to the TSPMA Annual Conference and NSPMA sponsored training seminars.
Per the budget, as approved by the Board of Directors.
ARTICLE XI - AMENDMENTS, RULES, QUORUM
1. Amendments or revisions to the bylaws may be proposed in writing to the President-elect by any Association member, at least 60 days prior to an Association meeting. The President-elect and Bylaws Committee shall present proposed amendments or revisions, submitted by others or developed by the Committee, to the Board of Directors for their consideration, at least 30 days prior to the Association meeting. The President shall then present the proposed amendments to the general membership at its Annual Association Meeting with the Board of Directors’ recommendation to adopt or reject. Acceptance of amendments or revisions shall be determined by a majority of the active members present. Changes go into effect immediately upon adoption.
2. The rules contained in Robert’s Rules of Order, Revised (75th Anniversary Edition) shall govern the Association.
3. The quorum requirement for action(s) at a meeting of the Association shall be met by those members in attendance during the Business Session when action(s) are proposed.
4. The quorum requirement for action(s) of the Board of Directors during their meetings, shall be met by 7 (seven) board members being in attendance.
ARTICLE XII - POLICY
1. The Association shall operate as a non-profit organization with the officers of the organization receiving no salary or remuneration except expenses as required in the conduct of Association business.
2. The financial records of the Association shall be audited by a committee appointed by the President each year. The records of the Association shall always be open to the public.
3. No member of the Association or any officer shall have as an individual interest in or title to the assets of the Association and such assets shall be devoted exclusively to the purpose of the Association.
4. In the event of dissolution and voluntary surrender or revocation of the Association, all assets belonging to the Association shall be distributed equally, as determined by the Board of Directors, to school districts and state colleges in the State of Tennessee.
ARTICLE XIII - BUSINESS, INDUSTRY & VENDOR PARTICIPATION
1. Business, industry and/or vendor Sponsor memberships in the Association are available by application from the Association ExecutiveSecretary and payment of an annual membership fee. Fees are due prior to the annual Association meeting.
2. Sponsor rights and privileges:
A. Sponsors may attend Association general membership and regional meetings.
B. Sponsors will be included in all regular mailings of the Association.
C. Sponsors will be allowed to participate in presentations and display products, etc, at general membership meetings under the rules and guidelines established by the Association Board of Directors.
D. Sponsors will have no voting rights.
3. The Sponsor Representatives on the Association Board of Directors shall:
A. Be the point contact to handle all communication by Sponsors with the Association Board.
B. Attend meetings of the Board of Directors to represent Sponsors at no expense for mileage or lodging to the Association.
C. Be responsible to coordinate all product displays, Sponsor participation, and Sponsor-oriented materials for general membership meetings of the Association.
D. Encourage and promote vendor participation and support for the Annual Association Meeting.
E. Solicit sponsorship for advertising and financial support of the Newsletter, Conference advertisement and program printing.
F. Assist in planning process of the Annual Association Meeting.
G. Assist in vendor setup and booth assignment at Annual Meeting.
H. Solicit and secure door prizes and conduct drawing and prize program at Annual Meeting.
I. Solicit training topics available from business and industry and convey to Executive Secretary.
J. Secure and submit (1) one technical article of new or improved product or method in area of buildings and grounds for the Association’s Newsletter.
K. Solicit an evaluation of the vendor participants and convey those issues, needs, concern, improvements and ideas to the Board of Directors.
L. Serve on committees as requested by the President.
M. Attend special Board and committee meetings, as requested by the President or Executive Secretary.
N. Plan and Coordinate a recreational activity for membership participation at the Annual Meeting, should the Board of Directors approve.
ARTICLE XIV – TN DEPARTMENT OF EDUCATION REPRESENTATIVE
A. Attend quarterly meetings of the Board of Directors at no expense for mileage or lodging to the Association.
B. Encourage and promote participation and membership with the Department of Education (TNDE) and other public employees.
C. Assist in the planning of the Annual Association Meeting.
D. Develop a working relationship between the TNDE and members to foster the progress and improvement of educational programs through adequate facilities, environment and operational management.
E. Provide through the Association, information on activities and concerns of the Tennessee General Assembly, TNDE, and other statewide issues that pertain or impact Tennessee School Plant Managers.
F. Assist members in the proper procedures required by the TNDE to facilitate the processes or programs conducted by the Department.
G. Act as liaison between Association and Commissioner of Education in transmitting issues to and from the Association.
H. Serve on committees as requested by the President.
I. Make every effort to be involved and attend National School Plant Management Association’s Annual Meeting.
J. Attend special Board and committee meetings, as requested by the President or Executive Secretary.
K. VACANCY - TNDE REPRESENTATIVE: Notification by the President of TSPMA shall be made to the Commissioner of Education of the vacancy and duties of the TNDE Representative for the appointment of a new representative.
ARTICLE XV - IMMEDIATE PAST PRESIDENT
A. Attend meetings of the Board of Directors at no expense for mileage or lodging to the Association.
B. Serve as chairperson of the Nominating Committee.
C. Encourage and promote participation and membership in the Association with all educational entities.
D. Assist in the planning process of the Annual Association Meeting.
E. Prepare at least (1) one article for the Association’s Newsletter relevant to the objectives of the TSPMA.
F. Be knowledgeable of TSPMA bylaws and objectives of the TSPMA.
G. Serve on committees as requested by the President.
H. Make effort to be involved and attend the National School Plant Management Association’s (NSPMA) annual meeting.
I. Attend special Board and committee meetings, as requested by the President or Executive Secretary.
ARTICLE XVI – PRESIDENT ELECT
A. Shall preside in the absence of the President and shall perform any other duties that shall be incumbent upon him as a result of inability of the President to perform them.
B. Attend meetings of the Board of Directors at no expense for mileage or lodging to the Association.
C. Serve as chairperson of the Nominating Committee.
D. Encourage and promote participation and membership in the Association with all educational entities.
E. Assist in the planning process of the Annual Association Meeting.
F. Prepare at least (1) one article for the Association’s Newsletter relevant to the objectives of the TSPMA.
G. Be knowledgeable of TSPMA bylaws and objectives of the TSPMA.
H. Serve on committees as requested by the President.
I. Make effort to be involved and attend the National School Plant Management Association’s (NSPMA) annual meeting.
J. Serve as NSPMA State Representative for Tennessee at the annual NSPMA Conference. President Elect may name a designee to take his or her place, at their discretion.
K. Attend special Board and committee meetings, as requested by the President or Executive Secretary.
ARTICLE XVI – EXECUTIVE SECRETARY
The Position of Executive Secretary for the Tennessee School Plant Management Association is established. The Board of Directors shall determine the job description, number of hours, remuneration and appropriate budget for the office.
A written contract shall be entered into, on a calendar year basis, effective July 1 through June 30.
The Board of Directors shall give full consideration to TSPMA budget conditions annually, prior to issuance of a new contract.
The decision, budget and scope of work for this position shall be determined each year. The Board of Directors shall approve a new contract each year by June 30.
The contract shall provide a thirty (30) day notice of contract cancellation by either party, with no cause required to be given.
A copy of each year’s contract, job description and position’s budget shall be kept by the Executive Secretary and made available to the membership, upon request.
Job Responsibilities for Executive Secretary
a)Record and maintain minutes and records of the Board
b) Provide quality communication among membership, vendors and other constituents, utilizing print media, as well as, electronic means.
b)Review Organization mail and provide proper dispensation.
c)Keep TSPMA web site updated and current.
d)Prepare correspondence to promote the Organization and meet administrative needs.
e)Coordinate and prepare meeting agendas in cooperation with the President.
f)Solicit both active and vendor membership.
g)Represent the Board at activities recommended by the President and approved by a majority of the Executive Board.
h)Solicit corporate sponsorship and coordinate the trade show.
i)Assist the Board in projecting and maintaining budget line items.
j)Coordinate activities with the Treasurer to ensure budget line items are not exceeded.
k)Prepare Association conference materials
l)Coordinate the Association conference and seminars.
m)Submit all invoices to the Treasurer for timely payment.
n)Other duties, as assigned, by the President
o)The Executive Secretary shall have no voting privileges.
p)Prepare a proposed operational budget for the Executive Secretary’s office: travel, office expenses, equipment, etc. for the Treasurer’s use in budget preparation.
q)Additional fiscal and authority responsibilities are outlined in these bylaws.
ARTICLE XVII – SCHOLARSHIP PROGRAM
1.The Association shall promote post secondary education through a Scholarship Program in the various fields of study which makes up the broad category of school plant management, with specific skills relating to maintenance, custodial and operation of physical plant. The program shall be available to high school or GED graduates of active or lifetime members of this association and active members that are desiring to further their skills.
2.The Board of Directors shall make a budget determination, annually, as to the extent of scholarship funding available. The financial awards shall be made directly to the post secondary educational institution. Recipient award(s) shall be paid on a semester basis, with proof of satisfactory success being provided, before the next semester is funded. Funding award is limited to a total of four semesters, with no more than two semesters per year.
3.The President shall appoint a Chairperson of the Scholarship Committee.
4.The Scholarship Committee shall submit to the Board recommendations for the application, dates for submittal, eligibility, and size and length of award each year in accord with the established budget.
5.The Scholarship Committee with the assistance of the Regional Directors shall publicize the Scholarship Program.
6.The Scholarship Committee shall review and recommend to the Board a slate, containing proposed scholarship recipient(s), for approval by the Board.
7.The Executive Secretary shall correspond with recipient(s) and ensure financial award(s) are received by the intended post secondary institutions.
ATTACHMENT # 1
TSPMA general guidelines:
A. The scholarship program and only be awarded to children/grandchildren of an active, or lifetime member.
a.Active member whose dues are current, Article XVII
b.Participating: A member who attends one (1) or more TSPMA functions yearly, i.e.; Annual conference, regional meetings, serving on committees or assisting committee members in TSPMA functions.
c.Lifetime: A member who has been awarded lifetime status by the TSPMA Executive Board
B. A graduating high school senior with a minimum grade point average of 3.0 on a 4.0 scale and a 90% attendance rate during their senior year.
C. A second year college student in good standing with a minimum 3.0 GPA for the previous year.
D. There can only be one member of a family receiving a TSPMA scholarship at a given time.
E. If the scholarship is awarded to a high school graduating senior and he/she continues to meet the criteria, the student may apply for the scholarship again the second year