Bylaws

Article I: Membership

Section 1: Membership Year

Membership lasts for one year from the date of membership submission/renewal. 

Section 2: Dues

Annual dues are $15 and are not prorated during the year.

Section 3: Joining and Membership Renewal

Individuals may join at any time by filling out an online membership application and paying the membership dues.

Section 4: Membership Benefits

All members in good standing have the following benefits:

a)     Voting for members of the Executive Board

b)     Holding office on the Executive and Advisory Board

c)      Applying for Carolina TESOL grants and awards

d)     Receiving electronic publications and announcements

e)     Accessing the Carolina TESOL website and its resources

f) Applying for annual TESOL International Advocacy & Policy Summit

g) Occasional discounts on workshops, events and merchandise 

Section 5: Discrimination and Harassment

Carolina TESOL prohibits its Board, membership, and any other affiliated persons (including guests) from harassing and/or discriminating against any other member or affiliated person on the basis of race, ethnicity, nationality, language background, disability, health/medical condition, age, religion, gender, gender identity, and sexual orientation.

Section 6: Termination of Membership

1.      Active members become prospective members if membership dues are not paid each year.

2.   Membership may be terminated for cause. The steps to be taken are as follows:

a)     If a written grievance is brought to the Executive Board, the member in question will be offered the opportunity to respond to the grievance in writing.

b)     Members involved in the grievance may appear in person or virtually if they so choose. Termination of membership requires a vote of two-thirds of the members of the Executive Board

c)      Any member whose membership is terminated will be notified by the Executive Board in writing. 

  3.      Should a grievance involve any board member, that member must recuse themselves from deliberation.

Article II: Carolina TESOL Officers

Section 1: General

The officers of Carolina TESOL shall consist of elected and appointed leaders.

Section 2: Elected Officers

In addition to the elected members of its Executive Board as specified in Article IV of the Constitution, Carolina TESOL’s Regional Representatives will consist of eight members, four for each respective state based on the needs of their state.

Section 3: Appointed Officers

The President, with the advice and majority consent of the Executive Board, shall appoint persons to serve as SC Advocacy Coordinator, NC Advocacy Coordinator, Treasurer, Membership Coordinator, Webmaster, Conference Coordinator, and Professional Development Coordinator in an advisory capacity for specified terms as defined by the Board.  The President may replace an appointee at any time, with the advice and consent of two-thirds of the Executive Board.

Section 4: Terms of Service

Terms of service for newly elected officers shall begin at the conclusion of the annual conference; the length of each term of service is specified below. Terms of appointed officers shall be until completion of their appointed tasks and onboarding of new officers for a term of two or three years as listed below, subject to reappointment. 

• Treasurer - 3 years

• SC/NC Advocacy Coordinator - 3 years

• Membership Coordinator - 2 years

• Webmaster - 2 years

• Conference Coordinator - 2 years (except SETESOL year in which the conference coordinator will stay on for an extra year)

• Professional Development Coordinator - 2 years

Section 5: Equipment

1.      Laptop computers, accessories, and the other equipment/materials shall be supplied for any Executive or Advisory Board members as deemed necessary for the operation of Carolina TESOL by the Executive Board. These items are the property of Carolina TESOL, which will provide maintenance, support, and insurance for them as needed.

2.      Annual inventory of equipment shall be maintained by the Treasurer and submitted to the Executive Board at the Fall Conference.

Article III: Nominations and Elections

Section 1: Nominating Committee

1.      The Past President will assume the role of Nominating Chairperson for the Nominating Committee at the conclusion of the Fall Conference.

2.      The Nominating Chairperson shall select a committee consisting of at least three members who shall be representatives of the various regions and levels of multilingual learners in North and South Carolina. The Nominating Chairperson shall be the Chair of the Committee and the only current Executive Board member on the Committee.

3.      The Nominating Committee must be approved by the Executive Board no later than 90 days following the Fall Conference.

4.      The Committee shall publicize a need for nominations each spring and shall solicit other worthy candidates to complete a slate. For each nominee, the Committee shall determine the membership status of each in Carolina TESOL and ascertain the willingness of each to serve. It shall report the slate of officers to the Executive Board as soon as possible but no later than 60 days prior to the beginning of the Fall Conference.

5.      The Nominating Committee must approve a format for candidate bios each year. The Nominating Committee will also be responsible for informing candidates of campaign procedures, and informing candidates that those elected must remain an extra night for their first board meeting.

Section 2: Nominees

 All nominees for the Executive Board must be members in good standing with Carolina TESOL and have residency in North or South Carolina before being listed on the election ballot.  Furthermore, nominees for the office of vice-president/president-elect must have been members in good standing for a minimum of 2 years prior to being listed on the election ballot.  The nominating committee has the authority to make exceptions to this 2-year membership requirement with a majority rule.

Section 3: Voting Process

1.      The Nominating Committee shall oversee the electronic voting process. 

2.      Write-in votes are allowed. Write-in candidates must meet eligibility requirements before being installed as an officer.

3.   Any contest to the annual election must be sent in writing to the President within seven days from the announcement of the election.

Section 4: Election of Officers

Executive Board officers shall be elected by a majority vote of those members voting. When there are three or more candidates for an office a plurality of votes determines the outcome of the election.

Section 5: Vacancies

Vacancies on the Executive Board shall be filled by appointment by the President, subject to ratification by the Executive Board before or at its next scheduled meeting.

Article IV: Executive Board

Section 1: General: Duties of Officers

There shall be a job description for each elected officer, which shall be prepared by the President and reviewed, revised as needed, and approved annually by the Executive Board before or at its first meeting following the Fall Conference.

Section 2: Terms of Office for the Executive Board

1. The Vice-President/President-Elect is elected for a three-year cycle as Vice-President, President and Past President.

2. The Secretary, Regional Representatives for Eastern (NC), Midlands (SC), Lowcountry (SC) and Piedmont (NC) will be elected in odd years, and the Regional Representatives for Western (NC), Upstate (SC), Pee Dee (SC) Central (NC), and, Publication Editor, will be elected in even years.  Candidates for regional representative should work or reside within the region they will represent at the time of election. 

3. Appointed officers serve terms as outlined in Article II, Section 4.

Section 3: Executive Board Meetings

1. The Executive Board will meet at least three times a year at a time and place determined by the President or in response to a petition signed by 20 members. Meetings of the Executive Board are open to the membership and are mandatory for all Executive Board members.

2. Failure to attend an Executive Board meeting by an Executive Board member without just cause may be grounds for termination from the Executive Board.

3. As appropriate, other individuals may be asked to attend specific Board meetings to give input.

Section 4: Business Between Meetings

The Executive Board may conduct business between meetings by any means that permit each member of the Board to be involved. All decisions and/or actions made between meetings will be recorded in the Minutes and presented to the Executive Board at its next official meeting.

Section 5: Termination of Executive Board Officers

1. An officer of the Executive Board may be relieved of his/her duties if, after discussing the concerns with the member, two-thirds of the Executive Board determines that essential duties of the position have not been carried out as outlined in the job description mentioned in Section 1 of this Article or for misconduct. The Executive Board will inform the member of its decision.

2. Any appeals must be submitted within seven days of notification

3. Terminated Board Members will not be allowed to serve on the Executive Board in any capacity.

4. The Executive Board must vote by two-thirds majority to accept a resignation.

Article V: Advisory Board

Section 1: General Duties of Officers

There shall be a job description for each Advisory Board officer, which shall be prepared by the President and reviewed, revised as needed, and approved annually by the Executive Board before or at its first meeting. 

Section 2: Advisory Board Positions

The Advisory Board shall consist of Interest Section chairs, chairs of Standing Committees, Membership Coordinator, Webmaster, honorary members, and any positions designated by the Executive Board.

Section 3: Interest Sections

1. There may  be Interest Sections as determined by the Executive Board, including but not limited to: Higher Education, Adult Education, and K-12. Interest Section Chairs may  be elected by their Interest Section members at Interest Section meetings at the Fall Conference. They may  bring the concerns and recommendations of their Sections to the Executive Board. Interest Section Chairs may serve a one year term of office and may be reelected or reappointed.

2. Interest Section Chairs should submit reports to the Newsletter Editor and/or Webmaster at least semi-annually.

Section 4: Standing Committees

1. There shall be an Advocacy Committee, which shall keep the membership informed about political issues that relate to the goals and objectives of Carolina TESOL.

2. Advocacy Committee chairs should submit reports to the Newsletter Editor and/or Webmaster at least semi-annually.

Section 5: Webmaster

 A Webmaster shall maintain the Carolina TESOL web site and oversee the creation of a web page or site for each Carolina TESOL conference (regional, annual, or mini). Additional information such as teaching tips, lesson plans and links to other ESOL resources may be included on the webpage as well.

Section 6: Southeast TESOL Representative

1. A Southeast TESOL Representative shall represent the Executive Board at all meetings of the Southeast Regional Council. The term of office is three years.

2. Following the Southeast TESOL Conference the representative will submit a report to the Newsletter Editor and/or Webmaster at least semi-annually.

Section 9: Honorary Board Members

 The Executive Board may appoint honorary members to the Advisory Board at its discretion.

Article VI: Regional Representatives

Section 1: Regional Representative Responsibilities

1. Conduct professional development opportunities for school districts and local agencies.

2. Actively recruit for membership in Carolina TESOL within their region.

3. All Regional Representatives should meet with members during a designated time during the conference. 

Article VII: Conferences

Section 1: Conference Scheduling

1. There shall be a Fall Conference for the entire Carolina TESOL membership. The conference will alternate between North and South Carolina each year. Registration and accommodation information shall be opened and posted on the website on or before April 1st of the same year.

2. There shall be at least one mini-institute/CARE conference/PD opportunity per year in each state regional area with the Regional Representative of that area serving as the coordinator, utilizing Collaborative Partners for assistance as much as possible.

Section 2: Annual Business Meeting

 An Annual Business Meeting of members shall occur at the Carolina TESOL Fall Conference.

Section 3: Conference Reports

1. The Conference chairperson collaboratively with the Treasurer and Membership Coordinator shall present written reports on the fall conference to the Executive Board.

2. A proposed conference budget with narrative should be submitted in January and a final conference report at the January Board meeting.  An informal conference update will be provided to the Executive Board during the business meeting at the Annual Conference.

3. Regional Representatives shall present, in writing, a follow up of each mini-institute/CARE conference or PD opportunity held in their respective regions within 6o days of the event.

Article VIII: Publications

1.  There shall be a newsletter published at least quarterly. Other publications shall be at the discretion of the Executive Board.

2. The Publications Editor shall monitor social media accounts, maintain branding, graphics, and templates folder for board members to use when advertising events and distribute information about approved campaigns and events.

Article IX: Procedures

Section 1: Disbursements

 Either the President or the Treasurer may make disbursements by check up to $500.00. Any check in excess of $500.00 requires Executive Board approval. Contracts for workshops, conference expenses, and other items over the $500.00 amount are considered approved when the Executive Board has previously approved the event or expenditures.

Section 2: Affiliate Liaison

The Vice President/President-Elect is designated the Affiliate Liaison to represent Carolina TESOL at the annual TESOL, Int’l convention (Affiliate Leadership Workshop, Affiliate Business Meeting). If the designated Affiliate Liaison is unable to attend, the President or another Board member in good standing with TESOL International will represent the affiliate. To maintain its status as an affiliate, Carolina TESOL must be represented at least every two years at the said meetings. 

Section 3: Protecting the Good Name of the Association

The name of Carolina TESOL will not be used by any member for purposes of certifying his/her professional preparation or competence in teaching English language learners. Neither shall the name nor the membership directory be used for the endorsement or sale of products and/or services without written approval from the Executive Board. Violations shall be reported to the President for referral to the Executive Board for the Board’s study and action.

Section 4: Robert’s Rules of Order

Robert's Rules of Order Newly Revised shall govern the actions of the association in all cases not addressed by the Constitution and Bylaws.

Section 5: Audit

Audits must occur prior to handoff between treasurers and no less than every four years. Audits may also be requested by the Executive Board at any time with a 2/3 vote of agreement.

Article X: Indemnification

The following list cites circumstances in which Carolina TESOL will indemnify any person who is or was an officer or other member of the Board as stated in Article VI of the Constitution.

a. The actor conducted himself or herself in good faith.

b. The act was not willful misconduct.

c. The act was not a crime, unless the actor had a reasonable cause to believe the act was lawful.

d. The act was not a transaction that resulted in improper personal benefit of money, property, or service to the actor.

e. The act arose within the scope of the actor’s responsibilities to Carolina TESOL or arose from the actor’s reasonable belief that such act or failure to act was within the scope of the actor’s reasonable responsibilities to Carolina TESOL, and

f. The actor reasonably believed

i. In the case of conduct in the actor’s official capacity with Carolina TESOL, that the actor’s conduct was in Carolina TESOL’s best interests; and

ii. In all other cases, that the actor’s conduct was at least not opposed to Carolina TESOL’s best interest.

Article XI: Amendments to the Standing Rules

Section 1: Procedures

 Changes to the Bylaws shall require approval by two-thirds of the Executive Board. Changes shall take effect when the membership has been informed of the changes.

By-laws updated and approved by Executive Board:  October 30, 2024