BYLAWS OF THE UTAH COUNCIL OF THE INTERNATIONAL
Adopted: April 22, 1966
Revision Ratified by Membership: June 5, 1987,
May 15, 1992
May 1, 2010
ARTICLE I – Name and Area Served
The council shall be called the Utah Council of the International Reading Association (UCIRA). This professional organization is for individuals who are concerned with the advancement and improvement of literacy instruction throughout the state of Utah.
The UCIRA will be affiliated with the International Reading Association under the policies established by the International Reading Association.
ARTICLE II – Nature and Purposes
Section 1 - Nature: The Utah Council shall be a professional organization of individuals who are concerned with the improvement of reading. The Utah Council is designated as a non-profit organization under the Internal Revenue Service.
Section 2 – Purposes:
The purpose of the Utah Council of the International Reading Association will be 1) to encourage and support literacy development at all educational levels; 2) to promote professional development; 3) to act as a clearinghouse for information relating to reading, reading instruction, and best practices; 4) to stimulate study and promote research on reading, various factors that influence progress in reading, and solutions of problems related to reading; 4) to assist in the recruitment and development of future reading professionals; 5) to promote community involvement that support literacy development.
ARTICLE III – Membership and Dues
Section 1 – Eligibility: Membership in the council shall be open to all persons engaged in the teaching or supervision of reading at any school level, to parents, and to all others interested in the purposes of the council.
Section 2 – Active Members: Membership in the council shall become effective upon payment of council dues for one full year beginning at receipt of payment.
Section 3 – Council Dues: Dues for annual membership which includes both local and state affiliation shall be set by the Executive Committee with the approval of the Extended Board of Directors. Dues are payable to a State or Local Membership Chairperson.
Section 4 – Arrears: Any member who has not paid local dues by 30 days after the expiration date becomes inactive. A member whose dues are delinquent shall be notified immediately, before the name is eliminated from the membership roster.
Section 5 – IRA Dues: Membership in the International Reading Association shall be strongly recommended. State and local council officers must be current members of IRA. Dues to the International Reading Association, which entitles members to certain benefits and services, may be collected by the council and sent to IRA or paid directly to IRA Headquarters.
ARTICLE IV – Officers
Section 1 – Officers: The officers of the council shall be a president, president-elect, vice president, a treasurer, a secretary, and the immediate past president, who is non-voting. Any member in good standing, who is also a member of the International Reading Association and is not a local council officer, is eligible to be an officer of the council.
Section 2 – Term of Office: The term of office of the president-elect shall be one year. The vice president shall then automatically succeed to the office of president-elect for one year, and at the expiration of this term as president-elect, shall become president for a period of one year. The terms of treasurer and secretary shall be for a minimum of two years, with election of the treasurer on the even years, and the election of the secretary on the odd years. These officers may serve a second term immediately following their first at the discretion of the Executive Committee.
Section 3 – Time of Assuming Office: Each officer shall assume the duties of office on July 1, following the election. The election shall be completed by April 1.
Section 4 – Duties of President: The president shall act as the executive officer of the council. The president shall preside at all meetings of the council, shall act as chairperson of the Board of Directors and the Executive Committee, and shall exercise general leadership and supervision over the affairs of the council, to implement its purposes.
Section 5 – Duties of President-Elect: The president-elect shall serve as a member of the Executive Committee and fulfill such other duties as assigned by the Executive Committee and the Board of Directors. The president-elect shall assume and perform the duties of the president in the event of the absence, incapacity, or resignation of the president. Should the office of president become vacant, the president-elect shall become president immediately and shall serve the unexpired portion of the president’s term in addition to the year she was elected to serve.
Section 6 – Duties of Vice President: The vice president shall serve as a member of the Executive Committee. Should the office of president-elect become vacant, the vice president shall serve the unexpired portion of the president-elect’s term in addition to the term to which she was elected.
Section 7 – Duties of Secretary: The secretary shall: 1) record the events of all council meetings and all meetings of the Executive Committee and the Board of Directors; 2) keep a permanent book of the minutes of all meetings; 3) notify total membership of the date, time, and place of all general meetings at least two (2) weeks before the meeting; 4) circulate proposed amendments to each member at least thirty (30) days in advance of the meeting at which the amendments are to be voted upon; 5) handle correspondence and notices; 5) send articles and notices to IRA Headquarters and the state/provincial president and coordinator. 6) cooperate fully with the successor by turning over an up-to-date record of correspondence within thirty (30) days of retirement from office.
Section 8 – Duties of Treasurer: The treasurer shall: 1) maintain accurate and up-to-date records; 2) have custody of the funds of the council which shall be deposited in the name of Utah Council of the International Reading Association; 3) sign checks on behalf of the council, along with the president; or the President elect; 4) cooperate fully with an annual audit, and 6) within thirty (30) days of retirement from office, turn over to the successor all funds, accounts, and books of the treasurer.
Section 9 – Duties of the Director of Membership Development: The director of membership development (DMD) chairs the state membership committee, which is comprised of local council membership committee chairs. The DMD serves on the Executive Committee and the Extended Board and is responsible for all aspects of membership retention and promotion at the local and the state levels.
Section 10 – Duties of the State Coordinator: The State Coordinator serves on the Executive Committee. The state coordinator supports councils by providing assistance as needed to maintain strong viable councils and promotes the organization and establishment of new councils within the state. It is also the responsibility of the state coordinator to plan the Annual Leadership Training Conference in conjunction with the president.
Section 11 – Past President: The past president, building on immediate past experience as a council officer, serves as a valuable resource to council leaders and provides continuity as the council leadership changes. The past president is a non-voting member of the Executive Committee and chairs the nominating committee.
Section 12 – Interim Replacement: In the event of a vacancy in the office of vice president, treasurer, recording secretary, and/or corresponding secretary, the Executive Board shall have the power to fill the vacancy until the next regular election.
ARTICLE V – Board of Directors
Section 1 – Function: All corporate powers, business and affairs of UCIRA shall be exercised by or under the authority of its Board of Directors. The Board of Directors shall assist its Executive Committee in giving service to local councils.
Section 2 – Composition: The Board of Directors shall consist of the Executive Committee, the chairpersons of the State standing committees, and the local council presidents.
Section 3 – Meetings: No less than one (1) meeting shall be held each year. This meeting may be held during the annual State Reading Conference or the Annual State Leadership Training Workshop but is not limited to these dates.
Section 4 – Quorum: A quorum for a meeting of the Board of Directors shall consist of a majority of the members.
Section 6 — The Board of Directors grants general power to its Executive Committee to exercise general supervision over the property and affairs of the council. It shall have the general power to administer the affairs of the council between council Board meetings and shall report its actions to the Board of Directors for approval.
Section 7 – Composition of the Executive Committee: The Executive Committee shall consist of all current state officers plus the Membership Chair, Publicity Chair, State and Regional Coordinators, Awards Coordinator, Journal Editor, and the Conference Chair(s).
Section 8 – Meetings of the Executive Committee: The first meeting of the Executive Committee shall be held no later than July 31st in order that the standing committees may be appointed with the greater part of the year remaining for their specific work, and in order that the yearly calendar may be established with the Program Committee. The Executive Committee shall be empowered to hold such meetings as it shall deem necessary on the call of the president, at such times and places as the president may determine. No less than six (6) meetings shall be held each year.
Section 9 – Quorum of the Executive Committee: A quorum is established when five (5) of the Board members are present.
ARTICLE VI – Annual Meeting
Section 1 – Meetings: The annual business meeting of members shall be held at the state reading conference. At least one business meeting shall be held during the term of office of each elected board. Adequate notice of meetings shall be provided to the membership.
ARTICLE VII – Nominations and Elections
Section 1- The Board of Directors shall appoint a Nominating Committee for the annual election to be completed prior to date when officers are to be reported to the International Reading Association. Nomination of candidates for each office and the election of candidates shall be determined by council policy. The Nominating Committee shall be composed of the past president and two (2) members appointed by the president and approved by the Executive Committee. The Committee shall prepare a slate of nominees annually. Each nominee must be a member of the International Reading Association. Advance consent to serve if elected from each nominee shall be secured by the Committee.
Section 2 – Reporting: The results of the election shall be announced at the next council meeting, by newsletter, or electronic notification. The president shall be responsible for reporting the newly elected officers to IRA headquarters via the state/provincial coordinator using the official forms provided by IRA by the date specified on the form.
ARTICLE VIII – Committees:
Section 1- The Board of Directors may establish standing or special committees, which shall be responsible to the Board of Directors. The Board of Directors may appoint committee chairs, determine committee charges, and authorize funds for committee expenses. All committees shall transmit their recommendations to the Board of Directors unless otherwise specified.
Section 2 – Special Committees: Special committees may be authorized from time to time by the Executive Committee or members at a council meeting and shall serve for a specified period.
Section 3 – Conference Committee will plan and carry out the annual conference with guidance from the Executive Committee. The Executive Committee will select the committee chair.
Section 4 – Awards Committee will plan and monitor all award programs conducted by the council.
Section 5 – Budget Committee will examine the income and expenditures of the council and draft the annual budget.
Section 6 – Bylaws Committee will review the bylaws and policy manual, make recommendations for revisions, and oversee the bylaws amendment process as outlined in the council’s current bylaws.
Section7 – Legislative Committee will explore issues to be considered by the council, make recommendations, and prepare implementation plans.
Section 8 – Membership Committee will plan comprehensive membership campaigns that encompass the local, state/provincial, and international levels.
Section 9 – Nominating Committee will recommend a slate of nominees for office according to the bylaws of the council.
Section 10 – Publication Committee will direct the publication of council materials.
Section 12 – Publicity Committee will publicize the activities and programs of the council using a variety of print and non-print media.
Section 13 – Studies and Research Committee will explore research issues and disseminate information about reading research.
ARTICLE IX – Representation at the Annual Assemblies
The President, in consultation with the Board of Directors, may appoint a council representative(s) to joint committees and meetings of other organizations having objectives allied to those of the council and of the International Reading Association.
ARTICLE X – Parliamentary Authority
The rules contained in Robert’s Rules of Order (Newly Revised) shall govern the proceedings of this council, except in cases governed by the constitution, bylaws, and special rules adopted by this council.
ARTICLE XI – Dissolution
The council may petition the International Reading Association for dissolution, or for merger with another council, by vote of its membership in accordance with council policy. If granted, the council will adhere to the International Reading Association’s policies for dissolution or merger of councils and affiliates.
ARTICLE XII – Amendments
Amendments to the bylaws shall be proposed by: 1) a quorum of the Executive Committee and/or; 2) the Bylaws Committee. This governing document may be amended by an affirmative vote of two thirds of the members present at the council annual general meeting. Copies of all approved amendments shall immediately be sent to the Council Coordinator of the IRA headquarters.
Amendments adopted shall be incorporated into these bylaws. Copies of all approved amendments shall immediately be sent to the Council Coordinator of IRA Headquarters.
This Governing Document was:
Approved by the Bylaws Committee
_______________________________, Chair ________________________
Approved by the council membership
______________________________, President ______________________
A copy of this document has been forwarded to the International Reading Association on _____________________ [insert date] by _______________________________________ [insert name and office].