CRLA State & Regional Chapter Documents & Guidelines
(printer-friendly version in MS Word)

Page #                     

2…… PETITION FOR CHAPTER STATUS

3…… FORMING A CHAPTER: GUIDELINES

4-5… CRLA Policy on Chapters

5-7… CHAPTER PRESIDENT AND STATE/REGIONAL DIRECTOR

8…… ARTICLE V- OFFICERS  [CRLA State Chapters]

9……Guidelines for State Chapter Mailings, Newsletters, and Communications

10….. State Chapter Sample Bylaws: California

PETITION FOR CHAPTER STATUS

The following CRLA member hereby petitions for chapter status in the College Reading and Learning Association (CRLA), under the name _______________________________________

and covering the following geographic area: _________________________________________

_____________________________________________________________________________

The purposes and objectives of the chapter (also listed in the proposed bylaws for the chapter, attached) will be as follows:

Contact information for CRLA member facilitating the organization of the chapter:

Name          _________________________________________________

Address      _________________________________________________

                   _________________________________________________

                   _________________________________________________

Phone         _________________________________________________

Email          _________________________________________________      

Date submitted  _________________

Please return this petition -- along with proposed bylaws, petition for charter, and signatures of at least 25 current CRLA members and a typed alphabetical list, with complete addresses, of those petitioning for chapter status -- to the CRLA Coordinator of State/Region/Chapter Leaders.

Revised 9/2004

FORMING A CHAPTER GUIDELINES

STATE/REGION RESPONSIBILITIES

Complete the “Petition to Form a CRLA Chapter” form.

Compile a list of names and addresses of members petitioning for chapter status.  Secure signatures of at least 25 CRLA members.  Contact CRLA Membership Coordinator and Coordinator of State/Region/Chapter Leaders to confirm that all persons signing the petition are current members of CRLA.

Create bylaws for the proposed chapter.  (See CRLA bylaws for specific requirements and sample bylaws for guidance.)

Submit petition, proposed bylaws, and signatures page(s) to the Coordinator of State/Region/Chapter Leaders.

BOARD RESPONSIBILITIES

The Coordinator of State/Region/Chapter Leaders will verify that the request for chapter status is complete, including the verification of current member status for all signers of the petition and conformity of proposed bylaws with CRLA bylaws and policies.

If the petition and other documents are complete and in conformity with bylaws and policies, the Coordinator will notify the Board that a chapter request has been made.

The Board will act on the request, and notification of the Board action will be sent to the chapter facilitator within 30 (thirty) days.

RESPONSIBILITY OF NEW CHAPTER

After chapter status is granted, the chapter facilitator must work with the Coordinator to elect officers and other board members in accordance with the bylaws of the chapter.

Revised 9/2004

CRLA Policy on Chapters

Article XIII of the CRLA Bylaws contains CRLA policy on the formation, rights, responsibilities, and dissolution of chapters.  See current CRLA Bylaws at www.crla.net.  The version of Article XIII below is contingent on approval of proposed amendments on October 15, 2004.

ARTICLE XIII-CHAPTERS

1.         Upon approval of the Board of Directors, a chapter or chapters of the Association may be established in any area within a state, region, province, or territory on the petition of 25 members of the College Reading and Learning Association within the area.  To maintain chapter status, membership in the chapter must include at least 25 College Reading and Learning Association members.

2.         A chapter must adopt its own bylaws, compatible with the Bylaws of the Association and approved by the Board of Directors of the Association.

3.         All officers of the chapter, elected and appointed, must be members of the College Reading and Learning Association.

4.         Elected officers shall consist of at least the president (chair), vice-president (vice-chair/chair elect), and a recorder (secretary and treasurer).  Ex-officio officers may be appointed.

5.         The president of the chapter will assume the duties and function of the state/regional director position and shall submit an annual report to the Board of Directors as requested by the coordinator of state/region directors and chapter presidents.

6.         Each chapter shall hold at least one chapter meeting a year.  A report of its meetings(s) shall be sent to the coordinator of state/region directors and chapter presidents within one month following the meeting(s).

7.         A chapter shall not be affiliated with any other organization; however, chapters may cooperate with other organizations in activities such as conferences, symposia, and newsletters.

8.         A chapter may be dissolved at its request or by the Board of Directors of CRLA and shall be so dissolved by the Board if it becomes inactive or fails to comply with the provisions of this article for one conference year.  Any treasury funds must be disbursed in accordance with state law.  If there is no governing state law, then funds will be disbursed by the Board of Directors of the Association.

9.         If a state, region, or area chooses not to have a chapter, the Coordinator of State/Region/Chapter Leaders of the Association will recommend to the president of the Association a person to be appointed to the position of state/regional director.

Revised 9/2004

CHAPTER PRESIDENT AND STATE/REGIONAL DIRECTOR

Summary

The duties of Chapter Presidents and State/Regional Directors are those necessary to coordinate CRLA activities in the various states and regions.  These duties include but are not limited to membership recruitment, communication among local members, communication between the Board and the local membership, liaison with appropriate professional organizations whose membership is similar to that of CRLA, and organization of local conferences.  States and regions may delegate some of the duties below to individual members or other officers.

State/Regional Directors are appointed annually at the discretion of the Coordinator of State/Region/Chapter Leaders.  Appointment can be renewed.  Membership in CRLA is required.

Directors/Chapter Presidents report to the Board through the Coordinator of State/Region/Chapter Leaders  (Past-President), who is responsible for providing the Directors and Chapter Presidents with appropriate support from the Board, primarily in the form of communication, funding, and access to the full range of CRLA resources.

Term of office is three years for State or Region Director and typically one year for Chapter President.

State/Region/Chapter Responsibilities

1.             Membership Records

The Director/Chapter President is responsible for maintaining a record of local CRLA members, both active and lapsed, and a record of prospective members.  The Director should contact those members whose membership has lapsed in order to encourage them to renew membership.  Membership lists and notification of new memberships and renewed memberships are available from the CRLA Membership Coordinator on request. 

2.             Membership Recruitment

The Director/Chapter President is responsible for membership recruitment within the state/region.  In states that conduct conferences or other major activities, the Director/Chapter President may appoint a state/regional membership coordinator, who will be formally recognized by the Board.  Generally, a major membership drive is encouraged at the beginning of each year or at the time major local activities are planned but prior to CRLA’s annual conference.  Each Director/Chapter President should set an annual goal for membership recruitment and is expected to include membership figures in the annual report to the Board.

3.             Local Communication

Directors and Chapter Presidents are responsible for the maintenance of communication among local members.  They are encouraged to develop local newsletters and to provide opportunities for members to gather at appropriate state/regional professional meetings in which there are a significant number of members in attendance.

4.             Communication with the Board

The Director/Chapter President is responsible for keeping the Board informed of state/regional activities and concerns and for sharing communication from the Board with the local membership.  Such communication with the Board is to be conducted through the Coordinator of State/Region/Chapter Leaders.

5.             Liaison Activities

The Director/Chapter President is encouraged to serve as liaison and to develop cooperative efforts with related local professional organizations and educational institutions. This liaison may include shared activities, if appropriate, and cooperative and shared communications.

6.             Local Conference

When appropriate and feasible, the Director/Chapter President is responsible for planning annual local conferences or other meetings. The Board encourages the Director/Chapter President to cooperate with other Directors and Chapter Presidents to plan regional conferences or to encourage participation in nearby state or regional conferences.  Cooperation may include publicity, special guest presentations, special meetings for guest delegations, or similar cooperative efforts.  In accordance with CRLA Bylaws, each chapter shall hold at least one chapter meeting a year.  A report of its meetings(s) shall be sent to the coordinator of state/region directors and chapter presidents within one month following the meeting(s).

7.             Conference Leadership Workshop

At the annual CRLA conference, the Director/Chapter President should attend the Leadership Workshop and in cooperation with the Coordinator of State/Region/Chapter Leaders should plan and conduct a state/regional meeting at the Conference.  The Director/Chapter President may also choose to attend Board meetings and is welcome to address the Board at such meetings.  If unable to attend the Conference, the Director/Chapter President is expected to provide a suitable replacement to assume these duties during the Conference.

8.             Handbook

The Director/Chapter President is responsible for updating the State/Regional Director's Handbook in hard or electronic version at the end of each year and for presenting or transmitting the state/region/chapter's handbook to the next Director/Chapter President.

9.             Publicity for Annual Conference

The Director/Chapter President is responsible for local communication about the annual CRLA conference.  Duties include publicity, encouraging proposals for presentations and for chairpersons, locating group travel rates or ride-sharing, and locating individuals interested in room-sharing at the conference.  When the conference is held within that state/region, s/he is expected to work closely with the Conference Chair and the On-Site Chair(s) to provide local support for conference committee work.

10.          CRLA Newsletter

The Director/Chapter President is responsible for regular contributions to the CRLA newsletter.  Included in articles should be notice of local activities and news about local members.  The Director/Chapter President may write these articles or designate another to do so.

11.          Annual Report

The Director/Chapter President is responsible for submitting an annual report to the Board through the Coordinator of State/Region/Chapter Leaders. Information to be included in the report includes a report of the state/regional membership, membership growth during the year, a summary of local activities conducted and planned, recommendations to the Board from the local membership regarding local affairs of the Association, and goals for the state/region/chapter for the coming year.  The Director should also indicate whether s/he is interested in continuing in the position for another term.

12.          Annual Conference

The Director/Chapter President is encouraged to submit a bid for hosting the Annual Conference or a Summer Institute and should encourage individuals or groups within the state/region/chapter to submit bids.  To that end, the Director/Chapter President should contact and put state/region/chapter members in contact with the Conference Site Evaluator.

13.          Recommendation for Replacement

If the Director chooses not to continue in the position for another year or term, s/he should locate one or more members to recommend to the incoming Coordinator of State/Region/Chapter Leaders.  This should be done by September 15 so that a new Director can be selected and can attend the Leadership Workshop at the Annual Conference.  It must be clarified with any recommended replacement that the selection of the Director is the responsibility of the CRLA Board and that a recommendation is not necessarily an appointment.  (Note:  A CRLA chapter elects officers by a process outlined in its bylaws.  The CRLA Board recognizes the elected president as the Director of that state/region.)

Financial Support/Responsibilities

14.          Regular Funding

An allocation is budgeted each year to each State/Regional Director and Chapter President for communication purposes.  The allocation is usually determined before the spring Board meeting, when the CRLA fiscal budget is set, and is available for use from the time of allocation to December 31. The Director/Chapter President is responsible for wise use of the state/region/chapter allocation and must account for all funds received from the CRLA treasury.  No funds will be disbursed without receipts or other appropriate verification.  Requests for reimbursement may be submitted at any time a total amount of at least $25 is due, or every 90 days, whichever is sooner.  Directors are encouraged to accumulate small amounts for a single disbursement but to submit requests in a timely manner.

15.          Special Funding

A Director/Chapter President planning a special project requiring funding should familiarize  him/herself with the "Guidelines for Funding of State/Regional Special Projects" in the Handbook.  Except in emergencies, proposals for special funding are submitted on the CRLA Funding Request Form to the President with a copy to the Coordinator of State/Region/Chapter Leaders and must be submitted by December 15 or June 15 for consideration.

16.          Bank Accounts

Directors/Chapter Presidents who generate more than $25 of local CRLA income should open a passbook savings account or similar low-cost bank account.  An accurate accounting of all local funds should be included in the annual report to the Board.  This report should include verification from at least one member other than the Director/Chapter President as to the accuracy of the accounting. Retiring Directors and outgoing Presidents must arrange for accounts to be turned over to the appointed replacement.  Accounts should be in the name of CRLA and are considered the property of the Association.

General Responsibilities

§         Attend annual conference (or notify Past-President, Coordinator of State/Region/Chapter Leaders as soon as possible if unable to attend, including name and contact information for replacement).

§         Maintain current membership in CRLA throughout term of office.

§         Work with the Board one year before end of term to identify and mentor a successor as needed.

§         Contact Coordinator of State/Region/Chapter Leaders with any suggested changes to job description during term.

Accepting this position allows CRLA to publish name, school address and school phone number.

(Last revision 08/04)

ARTICLE V- OFFICERS  [CRLA State Chapters]

The officers of the Association shall be president, a president-elect, and a recorder.  After the initial directors are elected, the president-elect shall be elected for a one year term by the membership via written ballots.  The president-elect shall become the president of the Association at the next annual meeting of the memberships of the Association following her/her term of office as president-elect.  The president-elect shall serve a term of one year as president.  The recorder’s term of office shall be for two years.  The recorder shall be elected by the membership via written ballots at the annual general meeting.

The Board of Directors shall consist of the President, President-Elect, and the Recorder.  The President-Elect and Recorder shall act in an advisory capacity to the president to reach consensus on issues.

The president shall act as chairperson and presiding officer of the Board of Directors and shall act as presiding officer at every meeting of the membership of the Association.  In addition, the president shall:

Appoint chairpersons of standing and special committees.

Call special meetings of the Board of Directors.

Appoint an acting recorder in the event of incapacity or consistent non-performance of duty on the part of the officer elected to serve in that capacity.  Appointments shall be made only with the approval of the Board of Directors.

The president-elect shall act as presiding officer in the absence of the president.

The recorder shall be the official custodian of all documents belonging to the corporation, shall record the proceedings of all general and special meetings of the membership and of the Board of directors, and shall carry out the general secretarial duties of the Association.  S/he shall act as presiding officer in the absences of the president or president-elect.

The recorder shall receive and record receipts of all dues and other income of the Association.  S/he shall make a financial report at each general and special meeting of the membership and the Board of Directors and shall write and sign all checks for all authorized expenditures.

CRLA Guidelines for State/Regional/Chapter

Mailings, Newsletters, and Communications

The Chapter President and State/Regional Director Job Description includes the following:

Local Communication.  Directions and Chapter Presidents are responsible for the maintenance of communication among local members.  They are encouraged to develop newsletters and to provide opportunities for members to gather at appropriate state/regional professional meetings in which there are a significant number of members in attendance.

Included in this section of your “handbook” are some sample communications. They were selected from varying styles of communications sent to state/region/chapter (SRC) members in the past year or so.

Some of the mailings that SRC leaders produce are extremely sophisticated, while others are not.  Much depends on each leader’s resources and expertise with desktop publishing, web-based publishing, and so on.  The key factor is that you communicate with your membership at least twice a year to promote the professional development of your members.

·        Each communication should be clearly identified as a publication of your SIG.

·        Each communication should be clearly identified as a CRLA publication using the CRLA logo.

·        Prominently display your name, mailing address, e-mail address, and telephone/fax numbers so that members or other individuals can contact you easily.

·        A copy of each mailing should be sent to the SIG Coordinator, the other CRLA Board members, and the CRLA Archivist.  The addresses you need are listed on the CRLA website. 

Communications with your membership may include the following:

·       membership listing

·       copy of Call for Proposals for the annual CRLA conference

·       information promoting the next annual CRLA conference once the program has been  established

·       Call for Proposals and promotional materials for your state/region/chapter annual conference

·       time, location, and agenda of state/regional/chapter meeting at the annual CRLA conference

·       updates on CRLA and SRC meetings for those unable to attend

·       original articles by or about members in your state/region/chapter

·       issues and concerns of the state/region/chapter for discussion

·       surveys of your members and results of previous surveys

Revised 9/2004

Sample Bylaws: California
CALIFORNIA CHAPTER

CRLA BYLAWS

ARTICLE 1- NAME

The name of the Association shall be the California State Chapter of the College Reading and Learning Association.

ARTICLE II- MEMBERSHIP

Members of the Association shall be of one class, and each member shall have the same rights, duties, and privileges and responsibilities as every other member.  Each member of the Association shall be qualified to originate and take part in any subject that may properly come before any meeting of the Association, to vote on each subject, and to hold office in the Association to which s/he may be elected or appointed.

Subject to all the provisions of these Bylaws, any individual who has interest in college reading, writing, thinking, and learning skills programs is eligible for membership.  Membership in the state Chapter shall automatically accrue to any member of the National Association who resides in the State of California who displays an interest in and intent to participate in the business of the State Chapter and who pays dues.

Annual dues are $5.00, as established at the organizational meeting of April 11, 1992.  Any increase in dues must have the approval of 2/3 of the current membership, which consists of the membership of the Association of December 31^st prior to the annual conference.

The dues will be payable to the recorder on January 1 of each year.  Any member who has not paid his/her annual dues within sixty days after the date they have become payable, shall be deemed to have abandoned membership in the Association.

New members may join at any time and hold membership for the remainder of the year.

ARTICLE III- MEETINGS

The annual meeting of the membership of the Association shall be held in Fall of each year at a time and location specified by the Board of Directors.  Other regular meetings of the membership may be held at such regular intervals as may be prescribed from time to time by the Board of Directors, or by the membership at any annual meeting.  Notice of the annual meeting, and of all the other meetings established by the Board of Directors, shall be sent to all members of the Association at least one month prior to the meeting.