TESL Ottawa Operating Guidelines Spring 2010
- Core Executive
The Core Executive and Board Members comprise the Board. All board members must hold current membership in TESL Ontario.
- Initiates process for Joan White Bursary
- Prepares and presents the Annual Report for the AGM
- Initiates and guides policy with board
- Guides and aids sub-committees of board
- Organizes and chairs board meeting and sends correspondence as necessary
- Is one signing officer at the bank
- Encourages professional development in the TESL community
- Writes reports for online newsletter
- Maintains a community mailing list
- May represent ESL Ottawa at local meetings of organizations and associations which support ESL learners and work towards their integration into Canadian society (at Board’s discretion)
- Is funded to attend the TESL Ontario Conference up to a maximum of $800 and at the discretion of the executive
- Represents Affiliate Representative at the TESL Ontario meeting if necessary
- Serves as a resource person to the President and new board (as requested)
- Participates in monthly meeting
- Represents TESL Ottawa at executive board meeting at TESL Ontario
- Reports to TESL Ontario on Ottawa affiliate activities and vice versa
- Is funded to attend the TESL Ontario conference up to a maximum of $800 and at the discretion of the executive
- Writes reports for the online newsletter
- Is one signing officer
- Sets up and coordinates the PD planning committee (which arranges for presenters, location and food; publicizes events to TESL Ottawa members including designing and distributing advertising flyers)
- Handles all aspects of the PD event
- Is funded to attend a conference of choice (usually the TESL Ontario Conference – up to a maximum of $800)
- Is one signing officer
- Holds key to the safety deposit box
- ? Liaises with the bank
- Keeps a record of receipts and expenses
- Prepares and submits monthly reports to TESL Ontario office
- Prepares and co-signs cheques
- Prepares and presents a financial report for each TESL Ottawa executive meeting and /or provides a copy to the President and Secretary before each monthly meeting
- Assists President with the preparation of an annual budget
- Assists PD Chair in preparation of a budget for the events
- Prepares and presents a financial report for the AGM
- Makes monthly reconciliation to bank
- Liaises with the TESL Ontario auditor annually
- Attends and takes minutes of all meetings (including AGM) or arranges for replacement
- Writes up minutes
- Arranges for distribution of minutes by e-mail to all executive members and members at large one week prior to upcoming meeting
- Maintains filing system of minutes
- Maintains current list of executive with phone numbers and email addresses
- Informs executive about meetings at least one week prior to meeting
- Receives a monthly printout of paid-up members of the affiliate from TESL Ontario
- Ensures on-going contact with representatives of all major ESL centers for distribution of membership applications and brochures
- Coordinates the promotion of membership in teaching training programs on a regular basis
- Promotes membership at PD events
- Liaises with TESL Ontario administrative assistant and membership secretary as necessary
- Organizes and coordinates membership drives at the discretion of the Ottawa affiliate board
- Coordinates free membership draws and follows up on free membership draw at annual AGM
Other Board Members
- Non-executive positions shall comprise the remainder and will include the Committee Chairs and also Members-at-large.
Online Newsletter Editor
- Oversees the online production of the newsletter
- Solicits/encourages/edits articles
- Liaises with executive, particularly PD chair regarding programs, special events and announcements
- Works with book review coordinator/editor
- Keeps financial record for public of each issue
Book Review Editor & Publisher Co-ordinator
- Coordinates reviews/reviewers for the online newsletter
- Liaises with newsletter editor
- Maintains contact with publishers to solicit books
- Thanks publishers and provides them with access to reviews
- Keeps on-going records of books received/books out for review/reviewers
- Arranges for publishers' displays at workshops
Member at Large
- Brings concerns of sector to TESL Ottawa
- Reports back to sector on TESL Ottawa issues and concerns and encourages new members from sector
- Serves on committees as needed
- Is expected to develop an interest in an area of board responsibility and take on duties as an apprentice in that area
- A nominating committee to chose the upcoming executive shall be struck in January prior to the AGM.
- The committee will consist of the President, the Affiliate Representative and the other Executive Members.
- The PD Committee shall promote the professional development of the Affiliate members and the other ESL professionals, taking into consideration the sectors represented in its jurisdiction.
Online Newsletter Committee
- The newsletter committee will facilitate the publication of an online newsletter.
- Affiliate membership is open to persons involved or interested in the teaching of ESL and who have paid the appropriate membership fees to TESL Ontario, and who are 18 years of age or over.
- Annual fees are payable to TESL Ontario according to their fee schedule.
- TESL Ottawa adheres to TESL Ontario’s Conflict of Interest Policy.
Conduct of Business
- The annual General Meeting for the Affiliate shall be held as part of the annual spring PD event.
- Board meetings shall be held at a frequency to suit the schedule of programs in any given year.
- The President shall prepare an agenda of any meeting.
- The meeting shall be conducted in a democratic fashion and the secretary shall keep adequate notes of the meeting.
- Each committee member shall be a current TESL member.
- Quorum at executive meeting shall be two-thirds of the core executive members.
- The official business year commences on April 1 of any year and ends on March 31 of the following year to coincide with the TESL Ontario financial year-end.
- The President may commit spending up to $200 without prior approval of the Board.
- The PD Chair may receive an advance of up to $500 to be used for pre-conference expenses without prior approval of the Board.
- All other expenditures require Core Executive approval prior to reimbursement.
Terms of Office
- Affiliate Board members shall be TESL members within 10 days of their election and throughout the term of office.
- The President should be an active member of the TESL Ottawa board (preferably serving on a committee or as a member of the Core Executive) for at least 1 year prior to his/her election.
- The Affiliate Representative should be an active member of the TESL Ottawa board (preferably serving on a committee or as a member of the Core Executive) for at least 1 year prior to his/her election.
- All other Core Executive Members shall be members of the TESL Ottawa board for at least one year prior to her/his election.
- Other Board Members must be TESL Ontario members.
- Where possible, we will strive to include representatives from all interest areas represented by the Affiliate.
- Positions can be held for 2 years at a time or longer but can be contested by another member.
- The number of Members at Large shall be limited to fifteen (15).
- Board members forfeit their positions on the board if they attend fewer than 50 per cent of a year’s meetings, unless otherwise approved by core executive.
- The President and the Secretary have the joint authority to sign all legal documents pertaining to the Affiliate.
- Any two of the President, treasurer or another member of the core executive shall sign disbursement cheques of the Affiliate.
F. Annual General Meeting Quorum
- The quorum at the AGM shall be 20 Members in Good Standing.
Eligibility for Election
- Only Members in Good Standing shall be eligible to contest and/or vote in the election.
- To contest the position of the President Elect, the member must have at least 1 year of experience on the Board (preferably as an active member of the Core Executive).
- To contest a Core Executive position, the member must have been a member of the Board for at least one year.
- A member of the Affiliate may contest the position of a Member at Large.
Nominations for Election
- The Nominating Committee will actively canvass for nominations at any time of the year to prepare a slate of candidates for the incoming executive.
- At the annual AGM, nominations will be accepted from the floor from any Ottawa affiliate member.
- A nomination for any executive position must have a nominator and a seconder.
Conduct of Elections
- The President, or designate, as Returning Officer, shall conduct elections at the AGM.
- A slate of candidates for the incoming executive shall be voted on by the membership.
- Elections may be by acclamation if there is only one candidate for position.
- Elections will be by secret ballot if there is more than one candidate for a position.
- Ballots shall be distributed to Members in Good Standing only, prior to any vote by the general membership.
- The Nominating Committee or designates (minimum of three people) shall count and scrutinize the ballots.
- The Returning Officer will vote only if there is a tie.
- Members must be present to vote. There shall be no proxy votes.
A subcommittee of the affiliate executive shall be struck a minimum of every three years to review the operating guidelines of the TESL Ottawa affiliate.