ASSOCIATION BY-LAWS* AND POLICIES**
*As amended in November, 1995, July, 2005, and February
**The By-Laws can only be changed by a two-thirds majority
vote of the UFLA membership. Policies can be changed at any time by a
majority vote of the Board.
BOARD MEMBER RESPONSIBILITIES & TIMELINES
1. Oversee the preparation for and
preside at the Annual Meeting / Conference
2. Arrange for
and announce monthly meetings
Set agenda and preside at each
month's Board meeting--As a minimum, an agenda will most always include the
Approval of previous minutes
Reports from each of the AATs in attendance
Reminder of next meeting time
November -- Take over as President of the Board at the first Board
meeting following the Annual Meeting.
December -- Help the Awards Chair, as necessary, to collect and
name Vitality and Pat Buckner Awardees.
January -- Write a "President's Message" for the winter
--Help the Newsletter Editor, as necessary, to produce the winter issue.
February -- Begin planning next Annual Meeting.
--The following should be done by May:
Decide on a conference site, date, theme, and arrange for a keynote
Choose a point person, preferably one who works at the chosen Conference
site, to arrange for meeting space, audiovisual equipment, lunch service,
Have registration forms and call for papers ready to distribute in
- April -- Attend SWCOLT Annual Meeting.
April -- Plan for May's Board meeting at a restaurant.
August -- Write a "President's Message" for the fall
--Help the Newsletter Editor, as necessary, to produce the fall issue.
September -- Receive proposals for presentations (or delegate
someone on the Board to do so).
--Help the President-Elect as necessary to name a Teacher of the Year and to
line up Exhibitors for the Annual Meeting.
October -- Make sure provisions have been made for Conference
including session evaluations and student or other volunteers.
--Prepare and print the program, name tags and meal tickets (or delegate
someone on the Board to do so).
November -- Preside at the Business Meeting of the UFLA Annual
--Select the "Best of UFLA" presentation, to be presented as a
session at the next SWCOLT. UFLA will pay to defray the costs of attending SWCOLT.
--Pass the "gavel" to the new President..
Take and keep minutes for each
Board Meeting. If you are unable to attend a particular meeting, either
arrange for someone else to take minutes for you, or arrange with EdNet to make a video tape of the meeting for you so that
you can watch it when you're able and take minutes then.
Send the minutes to all Board
members as soon as possible after the Board meeting.
Revise minutes, but if necessary
after the discussion at the next meeting.
Update Supplemental Policies
whenever the Board votes to make a change.
November -- Give all records, papers, notes and minutes to the
newly elected Secretary at the end of the Annual Meeting, unless you've been
elected for another year!
Assist the President as necessary.
Serve as acting President if, for
any reason, either temporary or permanent, the President cannot complete his
or her responsibilities.
Solicit nominations and oversee
the selection of a Teacher of the Year to be named at the Annual Meeting.
Be in charge of Foreign Language
Week with includes preparing materials to be mailed to all foreign language
teachers in the State, and making arrangements for the Governor to sign the
Foreign Language Week Proclamation.
April -- Begin solicitation of Teacher of the Year nominations.
Send nomination form to the Newsletter Editor or webmaster and announce the
process in the spring newsletter.
Inform Teacher of the Year nominees that they have
been nominated and that if chosen as UFLA Teacher of the Year they will be
nominated for SWCOLT Teacher of the Year and will need to attend the SWCOLT
Conference the following spring.
October -- Select Teacher of the Year and have plaque made.
January -- (as President) Guide the UFLA Teacher of the Year through
the SWCOLT nomination process.
Notify publishers and exhibitors
well in advance of the Annual Meeting and ask them to participate.
Help publishers and exhibitors
arrive, set-up for the Annual Meeting.
November -- Receive a list of exhibitor contacts to the outgoing
May -- Notify exhibitors about the upcoming conference: site,
date, costs, etc. Ask if an exhibitor would like to sponsor the cash prize or
the plaque or both for the Teacher of the Year.
October --Finalize exhibitor list. Inform the exhibitors about
times, parking and other details.
November -- Pass a list of exhibitor contacts to the new Past
Executive Secretary / Treasurer
Maintain and keep track of UFLA
Maintain and keep a record or UFLA
minutes (taken by the Secretary and approved by the Board) as well as a
record of resolutions made by the Board.
Make a brief Financial report at
each Board meeting
Cooperate with the USOE World
Languages Representative to prepare in-service point certificates for those
teachers who attend the Annual Meetings
The UFLA Historian will:
1. Keep and
maintain the Associationís Bylaws and Policies
a list of duties and responsibilities for offers and other
members of the board
and maintain the Associationís website, or work with any other
board member appointed to maintain the website
that the UFLA Executive Board works within the parameters of the
Bylawís and existing policies and remind the Executive Board of
precedence and tradition when appropriate
records and artifacts (either print or digital) of all UFLA
Business, including but not limited to:
minutes of the UFLA Executive Board
financial reports, including monthly statements and annual tax
distribution of awards, grants and scholarships
programs and salient details pertaining to annual meetings
important correspondence with national and regional
that the Executive Secretary/Treasurer pays necessary dues and
fees to the State of Utah and regional or national associations
(SWCOLT, ACTFL) in a timely way.
7. The UFLA
Historian will, together with the Executive Secretary/Treasurer,
be a co-signer on bank accounts or other documents that may
require such a signature.
Solicit and receive applications
for the Vitality Awards and the Pat Buckner Collaborative Award.
Oversee the selection process for
making the awards.
-- Prepare award application forms and notify the Newsletter
Editor so that application information can be included in the fall
December -- Receive applications.
--Select award winners, if any.
January or February -- Notify award winners: ask
Executive Secretary/Treasurer to distribute funds according to the details of
each winning proposal.
January or April -- Give information about the award winners to the
Newsletter Editor in time for the winter or spring newsletter.
Compose, copy, collate and distribute three
issues of the UFLA Newsletter each year.
Disseminate information to the
membership about the Annual Conference, including calls for papers,
registration materials, and awards opportunities, etc.
Submit costs for materials,
copying and postage to the Executive Secretary/Treasurer for reimbursement.
January -- Prepare the winter issue and distribute it to all UFLA
members in late January or early February.
--Ask the President to submit a "message."
--Ask the SWCOLT Representative for information about the SWCOLT Annual
Meeting (usually held in March or April)
--Get a description of Vitality Award and Pat Buckner Award recipients, if
any, from the Awards Chair. This report may not be ready until the spring
newsletter; in this case, remind the Awards Chair in April.
April -- Prepare the spring issue and distribute it to all UFLA
members in late April or early May.
--Ask the President to submit a "message."
--Include preliminary information about the fall UFLA Meeting.
August -- Prepare the fall issue and distribute it, in late
August or very early September, to all of the public-school foreign language
teachers in the state of Utah.
The Utah State Office of Education will help with distribution once per year.
--Also send copies to university faculty, private school teachers and other
--Ask the President to submit a "message," preferably encouraging
attendance at and participation in the upcoming Annual Meeting.
--Ask the Awards Chair for information, perhaps a "blurb," about
the Vitality Awards and the Pat Buckner Collaboration in Teaching Award.
--Include a registration form and call for proposals, either in their
entirety or with links to the website.
--Include as much other information as possible about the Conference, such
Biography of the keynote speaker
Guide to parking at the conference site
Very brief description of some sessions (if ready)