Proposed amendments are typed in blue, enclosed in brackets [ ], immediately following the original text. Portions being amended are in red. Pilipino Educators Network (PEN) Prince George’s County, Maryland [Maryland, Washington, D.C., Virginia, and Invited States]
VISION The Pilipino Educators Network (PEN) is a dynamic alliance of Filipino educators in Prince George’s County geared towards the advancement of professional excellence and advocacy of Filipino heritage. [The Pilipino Educators Network (PEN) is a dynamic alliance of Filipino educators geared towards the advancement of professional excellence and advocacy of Filipino heritage.]
MISSION PEN is a public voice of Filipino educators in Prince George’s County, Maryland that provides leadership and networking opportunities. It establishes means for mutual assistance, collaboration, and cooperation and initiates programs and activities that promote Philippine culture and traditions. [PEN is a public voice of Filipino educators that provides leadership and networking opportunities. It establishes means for mutual assistance, collaboration, and cooperation and initiates programs and activities that promote Philippine culture and traditions.] PURPOSES and OBJECTIVES: The purposes and objectives of PEN are:
[to unite all Filipino educators for mutual assistance, collaboration and cooperation;]
CONSTITUTION ARTICLE I NAME This organization shall be known as the Pilipino Educators Network (PEN). It shall be a non-stock, non-profit organization composed of Filipino educators in Prince George’s County, Maryland. [This organization shall be known as the Pilipino Educators Network (PEN). It shall be a non-stock, non-profit organization composed of Filipino educators.]
ARTICLE II PURPOSES AND OBJECTIVES The purposes and objectives of PEN are:
ARTICLE III MEMBERSHIP SECTION 1: ELIGIBILITY Membership shall be open to any Filipino educator in Prince George’s County subscribing to the purposes of PEN. [Membership shall be open to any Filipino educator in Maryland, Washington, D.C., Virginia, and invited states subscribing to the purposes of PEN.] SECTION 2: VOTING Every member shall be entitled to vote on any matter that comes before the general membership.
SECTION 3: DUES The amount of dues for all members shall be set by the Board of Directors.
ARTICLE IV GENERAL MEETING SECTION 1: TIME AND PLACE a. There will be an Annual Meeting of PEN within the month of October. [a. PEN will meet annually.] b. In case of need or desirability, the President may, with the advice and consent of the Board of Directors, call a special general meeting of PEN.
SECTION 2: QUORUM Fifty (50) members shall constitute a quorum unless the total membership is less than one hundred, and then a simple majority of members shall constitute a quorum. [Twenty-five percent (25%) of registered members shall constitute a quorum.]
ARTICLE V BOARD OF DIRECTORS SECTION 1: MEMBERSHIP There shall be five (5) voting members and at least eight (8) non-voting members of the Board, including the past Presidents. These members shall be: 1. Voting: President, Vice-President, Secretary, Treasurer, and Public Relations Officer 2. Non-Voting: Executive Director, Membership and Chairperson, Publications Chairperson, Outreach Chairperson, Professional Development Chairperson, Nominations and Elections Chairperson, Constitution and By-laws Revision Chairperson, Historian, and Past President(s).
SECTION 2: ELIGIBILITY Voting members of PEN shall be eligible to hold a Board position. No member of the Board may hold more than one office concurrently.
SECTION 3: NOMINATIONS AND ELECTIONS The Nominations and Elections Committee shall present a slate of nominees to be elected to the membership in May. Election will be held in June and results will be announced in July. Installation of the officers will be at the Annual Meeting. [The Nominations and Elections Committee shall present a slate of nominees to the membership two months prior to the election date. Election results will be announced two weeks later. Installation of the officers will be at the Annual Meeting.]
SECTION 4: VACANCIES If a vacancy occurs in any office, the President shall name a PEN member to fill the office. A member so chosen shall serve for the remainder of the term and be eligible for succession.
SECTION 5: DUTIES The Board shall have general supervision of the activities of PEN, shall authorize the expenditure or investment of funds, shall set the amount of dues for PEN membership, shall approve the planning for the Annual Meeting, shall establish standing committees as specified in the By-Laws and ad hoc committees as needed, shall make recommendations to the general membership, and shall take care of all related business which has not been provided for by any other means. [The Board shall have general supervision of the activities of PEN; authorize the expenditure or investment of funds; set the amount of dues for PEN membership; approve the planning for the Annual Meeting; establish standing committees as specified in the By-Laws and ad hoc committees as needed; make recommendations to the general membership; and take care of all related business which has not been provided for by any other means.]
ARTICLE VI The rules contained in Robert’s Rules of Order, Revised shall govern PEN in all cases to which they are applicable and in which they are not inconsistent with the PEN Constitution and By-Laws.
ARTICLE VII Any organized group of individuals may petition the Board to become affiliated with PEN. The Board shall specify the conditions under which such affiliation shall take place. An affiliate group shall be entitled to send one non-voting delegate to each PEN Board meeting.
ARTICLE VIII SECTION 1: TO CONSTITUTION A resolution for an amendment to the Constitution may be introduced by petition of fifty (50) members of PEN or by a majority vote of the Board of Directors. The resolution shall be publicized, and distributed to the membership at least twenty (20) calendar days prior to the voting, which must take place at a general meeting. An affirmative vote by two-thirds of the members present is required to adopt the resolution. [A resolution for an amendment to the Constitution may be introduced by petition of twenty (20) members of PEN or by a majority vote of the Board of Directors. The resolution shall be publicized, and distributed to the membership at least twenty (20) calendar days prior to the voting, which must take place at a general meeting. An affirmative vote by two-thirds of the members present is required to adopt the resolution.]
SECTION 2: TO BY-LAWS By-Laws, consistent with the Constitution, shall be maintained by the Board of Directors. A resolution for an amendment to the By-Laws may be introduced by petition of fifty (50) members of PEN or by a majority vote of the Board of Directors. The resolution shall be publicized, and distributed to the membership at least twenty (20) calendar days prior to the voting, which must take place at a general meeting. An affirmative vote by two-thirds of the members present is required to adopt the resolution. [By-Laws, consistent with the Constitution, shall be maintained by the Board of Directors. A resolution for an amendment to the By-Laws may be introduced by petition of twenty (20) members of PEN or by a majority vote of the Board of Directors. The resolution shall be publicized, and distributed to the membership at least twenty (20) days prior to the voting, which must take place at a general meeting. An affirmative vote by two-thirds of the members present is required to adopt the resolution.]
SECTION 3: EFFECTIVE DATE Unless otherwise stated in the resolution, all amendments shall take effect immediately upon adoption.
ARTICLE IX If at any time PEN shall cease to carry out the purposes herein stated, all assets and property held by it, whether in trust or otherwise, shall, after payment of its liabilities, be paid over to an organization, selected by the final Board of Directors of PEN, which has similar purposes and has established its tax exempt status under Section 501 (c) (3) of the Internal Revenue Code of 1986 as now enacted or as it may hereafter be amended, and such assets and property shall be applied exclusively for such charitable, scientific, and educational programs. BY-LAWS ARTICLE I MEMBERSHIP SECTION 1: MEMBERS The members of PEN shall consist of all Filipino educators at Prince George’s County in the State of Maryland who have paid the applicable membership fee. [The members of PEN shall consist of all Filipino educators in Maryland, Washington, D.C., Virginia, and invited states who have paid the applicable membership fee.]
SECTION 2: TERM The PEN membership year shall be from October 1 through September 30 of the following year.
SECTION 3: BENEFITS Membership entitles a person to a membership card, receipt of PEN-PG publications, the right to vote in the PEN general elections, and all other benefits of PEN. ARTICLE II OFFICERS SECTION 1: PRESIDENT a. Qualifications: A member to be eligible for the office of President must have served as a voting or non-voting member on the PEN Board of Directors. b. Term of Office: The President shall serve a two-year term of office and may serve up to two consecutive terms. c. Responsibilities: The President shall: 1. Serve as Chair of the Executive Committee and a voting member of the Board of Directors; 2. Preside at all sessions of PEN and the Board of Directors meetings; 3. Provide leadership at all affairs of PEN; 4. Promote cooperation between PEN and other groups of similar interest and objectives; 5. Appoint all committees and committee chairs, except those provided by motion or specified to be appointed in some other manner; 6. Appoint PEN members to complete the term of vacant positions on the Board, as needed; 7. Perform all duties as assigned by the Board of Directors; 8. Prepare an Annual Report of activities completed for the membership at the end of each year and submit it in writing to the Executive Director by September; 9. Present an Annual Report of activities completed to the General Membership during the Annual Meeting; and 10. As Past President, serve as a consultant and a non-voting member of the Board of Directors.
SECTION 2: VICE-PRESIDENT a. Qualifications: A member to be eligible for the office of Vice-President must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Be proficient with a computer and word processing program.
b. Term of Office: The Vice-President shall serve a two-year term of office and may serve up to two consecutive terms. c. Responsibilities: The Vice-President shall: 1. Assume the duties of the President in the absence of the President; 2. Serve as a voting member on the Board of Directors; 3. Serve as a member of the Executive Committee; and 4. Perform other duties as requested by the President.
SECTION 3: EXECUTIVE DIRECTOR a. Qualifications: A member to be eligible for the office of Executive Director must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Be proficient with a computer and word processing program b. Term of Office: The Executive Director is appointed by the Board for a term to be renewed annually in May upon the invitation of the Board and the acceptance of the Executive Director. c. Other considerations: The Executive Director shall be paid a yearly honorarium set by the Board of Directors, and will be provided with necessary office equipment and supplies to use for PEN transactions during the term of office. d. Responsibilities: The Executive Director shall: 1. Serve as an ex officio, non-voting member on the Board of Directors; 2. Serve as a member of the Executive Committee; 3. Serve as a member of the Membership Committee; 4. Keep a file of all records and reports submitted by each committee and officer; 5. Keep a file of all current PEN publications, all newsletters, and all general correspondence; 6. Keep an ongoing record of PEN membership; 7. Obtain and maintain a PEN bulk mailing permit; 8. Coordinate all bulk mailing; 9. Arrange for the Treasurer to be bonded to an amount equal to the anticipated funds for the fiscal year; and 10. Assist the Treasurer in preparing the Internal Revenue Service (IRS) Report.
SECTION 4: SECRETARY a. Qualifications: A member to be eligible for the office of Secretary must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Be proficient with word processing and spreadsheet computer applications. b. Term of Office: The Secretary shall serve a two-year term of office and may serve up to two consecutive terms. c. Responsibilities: The Secretary shall: 1. Serve as a voting member of the Board of Directors; 2. Serve as a member of the Executive Committee; 3. Serve as a member of the Membership Committee; 4. Prepare, distribute, and maintain accurate records of all meetings and affairs; 5. Maintain a list of the names and addresses of all members of good standing; 6. Send/transmit all official organization correspondence; 7. Coordinate preparation and distribution of organization flyers, handouts, and publications; and 8. Carry out other responsibilities as may be given by the President.
SECTION 5: TREASURER a. Qualifications: A member to be eligible for the office of Treasurer must: 1. Have a working knowledge of fiscal matters and budget tracking; 2. Demonstrate organizational skills; and 3. Be proficient with word processing and spreadsheet computer applications. b. Term of Office: The Treasurer shall serve a two-year term of office and may serve up to two consecutive terms. c. Other Considerations: The Treasurer shall be bonded. d. Responsibilities: The Treasurer shall: 1. Serve as a voting member of the Board of Directors; 2. Serve as a member of the Executive Committee; 3. Receive and keep account of all money; 4. Pay out money when duly authorized by the President and/or the Board of Directors; 5. Monitor incurred expenses and expenditures; 6. Prepare the Annual Treasurer’s Report; 7. Prepare the Internal Revenue Services (IRS) Report; 8. Present a proposed budget to the Board of Directors in September, and upon its approval, at the Annual Meeting; and 9. Provide information to the Audit Committee as requested.
SECTION 6: PUBLIC RELATIONS OFFICER a. Qualifications: A member to be eligible for the office of Public Relations Officer must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Have a working knowledge of US and Philippine agencies and organizations. b. Term of Office: The Public Relations Officer shall serve a two-year term of office and may serve up to two consecutive terms. c. Responsibilities: The Public Relations Officer shall: 1. Serve as a voting member of the Board of Directors; 2. Serve as a member of the Executive Committee; 3. Serve as a member of the Publications Committee; 4. Serve as ex officio member of the Membership Committee; 5. Inform PEN members of critical US and Philippine issues that have impact to the general membership; 6. Build, maintain and manage the reputation of the organization through the use of all forms of media and communication; and 7. Monitor publicity and communicate key messages in order to establish and maintain goodwill and understanding between the organization and the public.
SECTION 7: MEMBERSHIP COMMITTTEE CHAIR a. Qualifications: A member to be eligible for the office of Membership Committee Chair must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Be proficient with a computer and word processing program. b. Term of Office: The Membership Committee Chair shall serve a two-year term of office and may serve up to two consecutive terms c. Responsibilities: The Membership Committee Chair shall: 1. Serve as a non-voting member of the Board of Directors; 2. Generate a system to solicit members for PEN; 3. Use a database of PEN membership as a recruiting tool; 4. Maintain a current database of PEN membership; 5. Interact with the Executive Director regarding member recruitment; and 6. Submit a written summary report of activities completed to the Executive Director within one month after the Annual Meeting.
SECTION 8: PUBLICATIONS COMMITTTEE CHAIR a. Qualifications: A member to be eligible for the office of Publications Committee Chair must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Be proficient with a computer and word processing program.
b. Term of Office: The Publications Committee Chair shall serve a two-year term of office and may serve up to two consecutive terms. c. Responsibilities: The Publications Committee Chair shall: 1. Serve as a non-voting member of the Board of Directors; 2. Make recommendations to the Board of Directors for publications; 3. Coordinate publications of PEN news with media; 4. Advise president on the selection and appointment of the editors of all publications; 5. Oversee all PEN publications and do the final editing of such documents; 6. Submit a timeline for all PEN publications; 7. Solicit ads for the publications; and 8. Submit to the Board plans of action, including cost estimates, for the publications scheduled the following fiscal year.
SECTION 9: PROFESSIONAL DEVELOPMENT COMMITTTEE CHAIR a. Qualifications: A member to be eligible for the office of Professional Development Committee Chair must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Be proficient with a computer and word processing program.
b. Term of Office: The Professional Development Committee Chair shall serve a two-year term of office and may serve up to two consecutive terms.
c. Responsibilities: The Professional Development Committee Chair shall: 1. Serve as a non-voting member of the Board of Directors; 2. Design professional development activities for PEN members; 3. Collaborate with professional development organizations; 4. Initiate nominations for outstanding teachers/educators; 5. Submit to the treasurer a committee budget for the following fiscal year; and 6. Submit a written summary report of activities completed to the Executive Director within one month after the Annual Meeting.
SECTION 10: OUTREACH COMMITTTEE CHAIR a. Qualifications: A member to be eligible for the office of Outreach Committee Chair must: 4. Have a working knowledge of PEN; 5. Demonstrate organizational skills; and 6. Be proficient with a computer and word processing program. b. Term of Office: The outreach Committee Chair shall serve a two-year term of office and may serve up to two consecutive terms. c. Responsibilities: The Outreach Committee Chair shall: 1. Serve as a non-voting member of the Board of Directors; 2. Develop a plan for the Annual Social/Cultural event; 3. Select and recommend outreach activities for approval by the Board of Directors; 4. Coordinate the PEN response to the approved outreach activities; 5. Submit to the treasurer a committee budget for the following fiscal year; and 6. Submit a written summary report of activities completed to the Executive Director within one month after the Annual Meeting.
SECTION 11: HISTORIAN a. Qualifications: A member to be eligible for the office Historian must: 1. Have a working knowledge of PEN; 2. Demonstrate organizational skills; and 3. Have a sense and love of history. b. Term of Office: The historian shall be appointed at the time of the Annual Meeting by the Board of Directors for a one-year term, which may be renewed. c. Responsibilities: The Historian shall: 1. Serve as a non-voting consultant to the Board of Directors and 2. Maintain close contact with the chairs of all PEN committees.
ARTICLE III SECTION 1: EXECUTIVE COMMITTEE a. Members: The Executive Committee shall consist of five (5) voting members and the Executive Director. These members are: 1. President 2. Vice-President 3. Secretary 4. Treasurer 5. Press Relations Officer 6. Executive Director (non-voting) b. Responsibilities: 1. Attend to administrative duties and management of PEN; 2. Submit to the Executive Director a copy of all correspondence; and 3. Submit to the Treasurer in advance of the October meeting a proposed PEN budget for the upcoming year.
SECTION 2: STANDING COMMITTEES A. NOMINATIONS AND ELECTIONS COMMITTEE a. Members: The Nominations and Elections Committee shall consist of five (5) members: 1. Chair, appointed by the President, to serve as a non-voting member of the Board of Directors 2. Four (4) PEN members selected by the Board of the Directors b. Responsibilities: The Nominations and Elections Committee shall: 1. Solicit from the PEN membership the names of persons qualified for the PEN positions that are open for nomination; 2. Prepare a slate for a choice election, with a ballot consisting of a goal of at least two names for each office; 3. Present the proposed slate to the Board of Directors at the April meeting, and upon its approval, to the general membership; and 4. Manage and conduct elections as stated in ARTICLE IV of the By-Laws
B. AUDIT COMMITTEE a. Members: The Audit Committee shall consist of three (3) persons appointed by the Board of Directors. These persons shall not be members of the Board of Directors. b. Responsibilities: The Audit Committee shall: 1. Examine all financial records and submit a documented statement to the Board of Directors; 2. Make recommendations to the Board of Directors regarding budgetary procedures; and 3. Submit a written summary report of activities completed to the Executive Director within one month after the Annual Meeting.
C. MEMBERSHIP COMMITTEE a. Members: The Membership Committee shall consist of at least seven (7) members: 1. Chair, elected by the general membership, to serve as a voting member of the Board of Directors 2. Executive Director 3. Secretary 4. Public Relations Officer as ex officio member 5. Volunteers from the PEN membership with at least one (1) from each of the four grade levels: Early Childhood (Prekindergarten - 2nd Grade), Intermediate/Upper Elementary (3rd - 5th Grades), Middle School (6th
- 8th Grades), and Senior High School (9th - 12th
Grades). b. Responsibilities: The Membership Committee shall: 1. Generate a system to solicit members for PEN; 2. Use a database of PEN membership as a recruiting tool; 3. Maintain a current database of PEN membership; 4. Interact with the Executive Director regarding member recruitment; and 5. Submit a written summary report of activities completed to the Executive Director within one month after the Annual Meeting.
D. PUBLICATIONS COMMITTEE a. Members: The Publications Committee shall consist of at least three (3) members: 1. Chair, elected by the general membership, to serve as a voting member of the Board of Directors 2. A business manager, appointed by the Chair 3. One (1) or more volunteers from the PEN membership b. Responsibilities: The Publications Committee shall: 1. Make recommendations to the Board of Directors for publications; 2. Coordinate publications of PEN news with media; 3. Advise president on the selection and appointment of the editors of all publications; 4. Oversee all PEN publications and do the final editing of such documents; 5. Submit a timeline for all PEN publications; 6. Solicit ads for the publications; and 7. Submit to the Board plans of action, including cost estimates, for the publications scheduled the following fiscal year.
E. PROFESSIONAL DEVELOPMENT COMMITTEE a. Members: The Professional Development Committee shall consist of at least five (5) members: 1. Chair, elected by the general membership, to serve as a voting member of the Board of Directors 2. Volunteers from the PEN membership, at least one (1) from each of the four grade levels (Early Childhood (Prekindergarten - 2nd Grade), Intermediate/Upper Elementary (3rd - 5th Grades), Middle School (6th
- 8th Grades), and Senior High School (9th - 12th
Grades). b. Responsibilities: The Professional Development Committee shall: 1. Design professional development activities for PEN members; 2. Collaborate with professional development organizations; 3. Initiate nominations for outstanding teachers/educators; 4. Submit to the treasurer a committee budget for the following fiscal year; and 5. Submit a written summary report of activities completed to the Executive Director within one month after the Annual Meeting.
F. OUTREACH COMMITTEE a. Members: The Outreach Committee shall consist of at least three (3) members: 1. Chair, elected by the general membership, to serve as a voting member of the Board of Directors 2. Press Relations Officer as ex officio member 3. One (1) or more volunteers from the PEN membership b. Responsibilities: The Outreach Committee shall: 1. Develop a plan for the Annual Social/Cultural event; 2. Select and recommend outreach activities for approval by the Board of Directors; 3. Coordinate the PEN response to the approved outreach activities; 4. Submit to the treasurer a committee budget for the following fiscal year; and 5. Submit a written summary report of activities completed to the Executive Director within one month after the Annual Meeting.
SECTION 3. AD HOC COMMITTEES A. ANNUAL MEETING COMMITTEE This Committee will consist of the General Chair or Co-Chairs and component committees chairpersons. The General Chair/Co-Chairs will coordinate the activities of all the component committees created for the conference. The General Chair/Co-Chairs will have a Shadow Chair(s) who will assume the leadership of the committee in the following year.
PROGRAM COMPONENT OF THE ANNUAL MEETING COMMITTEE a. Member: The Program Component of the Annual Meeting Committee shall consist of a minimum of five (5) members: 1. The Chair or Co-Chairs of the Annual Meeting Committee 2. Four (4) other persons selected by the chair b. Responsibilities: The Program Component of the Annual Meeting Committee shall: 1. Develop and manage the program for Annual Meeting; 2. Prepare, distribute, and summarize evaluation forms; and 3. Submit a summary report in writing to the Executive Director within one month after the Annual Meeting (This report shall be coordinated with the report of the General Chair/Co-Chair).
LOCAL ARRANGEMENTS COMPONENT OF THE ANNUAL MEETING COMMITTEE a. Members: The Local Arrangements Component of the Annual Meeting Committee shall consist of at least six (6) members: 1. The Chair or Co-Chairs of the Annual Meeting Committee 2. A minimum of four (4) other persons selected by the Chair b. Responsibilities: The Local Arrangements Component of the Annual Meeting Committee shall: 1. Make all local arrangements for the Annual Meeting; 2. Arrange for sponsors and exhibits; 3. Prepare specific publicity presentations for the PEN Publicity Committee to distribute; and 4. Submit a summary report in writing to the Executive Director within one month after the Annual Meeting (This report shall be coordinated with the report of the Program and Registration Components.).
REGISTRATION COMPONENT OF THE ANNUAL MEETING COMMITTEE a. Members: The Registration Component of the Annual Meeting Committee shall consist of at least six (6) members: 1. Executive Director, Chair 2. A minimum of five (5) additional members selected by the Chair b. Responsibilities: The Registration Component of the Annual Meeting Committee shall: 1. Handle all registration for the conference; 2. Prepare nametags for PEN Board members, program presenters and presiders, and all registered participants; and 3. Submit a summary report in writing to the Executive Director within one month after the Annual Meeting (This report shall be coordinated with the report of the Program and Local Arrangement Components.).
B. CONSTITUTION AND BY-LAWS REVISION COMMITTEE a. Members: The Constitution and By-Laws Revision Committee shall consist of at least three (3) members: 1. The Executive Director, Chair 2. At least two other members to be appointed by the Board of Directors b. Responsibilities: The Constitution and By-Laws Revision Committee shall: 1. Review the PEN organizational structure; 2. Seek input to determine if changes are needed in the Constitution and By-Laws; 3. Develop needed Constitution and By-Laws revisions; and 4. Submit revisions to the Board of Directors and the membership, as stated in the PEN Constitution.
ARTICLE IV The annual election shall be a choice election with the goal of at least two nominees for each position on the ballot. The election shall be made by ballot, in conjunction with the fall membership renewal and the Annual Meeting. Official ballots of all officers to be elected shall be provided to the general membership by August 15. Along with the ballot shall be sent a brief statement, prepared by the candidate, of the candidate’s qualifications for office. [The annual election shall be a choice election with the goal of at least two nominees for each position on the ballot. The election shall be made by ballot, in conjunction with the fall membership renewal and the Annual Meeting. Official ballots of all officers to be elected shall be provided to the general membership at least one (1) week before the elections. Along with the ballot shall be sent a brief statement, prepared by the candidate, of the candidate’s qualifications for office.] Marked ballots shall be returned to the Executive Director to be held until the time of the official count. The chair of the Nominations and Elections Committee, appointed by the President, and the Executive Director shall have the joint responsibility of making the official count within ten days of the close of the election, and of reporting the results to the Board of Directors prior to the Annual Meeting. The official count is the responsibility of the Executive Director and the chair of the Nominations and Elections Committee. The Executive Director shall report the results to the Board of Directors. Should one of those named to do the counting be a candidate for office, the President shall appoint a member of the Board of Directors who is not a candidate to serve as a replacement for the count. In the event of a tie for an office, a secret ballot to break the tie will be used among all of the voting members of the Board of Directors. Prior to the Annual Meeting, the members of the Nominations and Elections Committee shall have the responsibility of confidentially informing each candidate of the election results for the office for which that candidate had been nominated. The results of the election shall be announced by the President at the Annual Meeting. All those elected in the Annual Election shall assume the duties of their respective offices immediately following the Business Meeting at the Annual Meeting.
ARTICLE V Board of Directors and Committee members shall be reimbursed for personal expenses incurred for PEN business. These expenses may include, but not be limited to, travel, telephone, postage, and office supplies. All reimbursement requests submitted to PEN shall be accompanied by a PEN requisition form, with expense documentation. Regarding travel and lodging, the following shall be accepted: 1. Subject to budget allocations, approved travel of one way distances greater than 50 miles by Board members or others designated by the Board of Directors, shall be reimbursed at the Maryland State rate. 2. One night’s lodging and one meal shall be reimbursed for Board members in attendance at Board meetings if their one way travel distance exceeds 150 miles (with the exception of the Annual Meeting). The Board member should request the government rate for the lodging; the meal will be reimbursed at the state rate. 3. Expenses of Board members and other PEN members (travel/lodging) connected with the Annual Meeting shall not be reimbursed. 4. Expenses for a meeting where overnight lodging is required shall be reimbursed for a person who has been appointed by the Board of Directors to represent PEN at that meeting. |
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Constitution & By-laws Board-Proposed Amendments |