ARTICLE I.  NAME

The name of this organization shall be the Heart of Texas (HOT) Chapter of the Texas Association for Pupil Transportation.

ARTICLE II.  PURPOSE

The purpose of this organization shall be to promote safe and efficient pupil transportation operations for Texas public school districts in Region XII. The organization shall encourage the exchange of ideas and cooperation between public school district transportation departments, other governmental agencies, industry vendors, and private/public entities. The organization shall work to improve pupil transportation policies, standards, and equipment on the local, state, and national levels.

ARTICLE III.  MEMBERSHIP AND DUES

Section 1. Eligibility. Membership in the organization shall be open to all Texas public school district personnel connected with pupil transportation in a supervisory, advisory, or operational position in region XII. Membership shall also be open to individuals connected with pupil transportation in an administrative, supply, supportive, or technical advisory capacity.

Section 2. Classification. Membership in the organization shall be of three categories: active, associate, and honorary.

Sub-section a. Active. Active members shall be Texas public school district personnel involved in a supervisory/administrative or operational role in pupil transportation. Active members in good standing shall have the right to vote, hold office, and participate in discussions during the meetings of the organization. 

 Sub-section b. Associate. Associate members shall be individuals connected with pupil transportation in a vendor/supply, supportive, or technical capacity. Associate members in good standing shall have the right to vote and participate in discussions during the meetings of the organization.

Sub-section c. Honorary. When an active member retires, he/she may apply to become an honorary member. Applications will be acted upon at the regularly scheduled meeting following receipt of request and must be approved by quorum vote. Honorary members shall be entitled to all privileges of active members except they shall not be permitted to vote or hold office. Honorary members are exempt from paying dues.

Section 3. Termination. Membership in the organization shall be terminated for nonpayment of dues, by resignation, by failure to comply with the requirements for membership, or other causes as determined by a quorum vote of the organization.

Section 4. Dues. The annual dues for each ensuing school year shall be determined by the membership (by quorum vote) during each May meeting.  Dues will be set for active and associate members and documented in the minutes. Dues are payable at the first meeting of the school year and will be considered delinquent by the third meeting. Members who are delinquent in paying dues shall not be entitled to vote until dues are paid in full for the current year. The annual dues may be changed at the discretion of the general membership (by quorum vote). The annual year for the organization shall be the recognized school year (September through May). 

ARTICLE IV. OFFICERS

Section 1. Officers. The officers of the organization shall consist of a president, a president-elect, a secretary/treasurer, and an historian. The president and president-elect shall be elected annually and the secretary/treasurer and historian shall be elected every other year.  All officers will be active members of the organization. The president shall have been a member of the organization for a minimum of two years prior to assuming duties. All positions are non-salaried.

(AMENDED April 2006)

Section 2. Election. Officers shall be elected at the organization’s last monthly meeting (May). A plurality vote by active members in attendance shall be required for election to office. During years when the secretary/treasurer position must be filled the president-elect shall nominate an individual to serve as secretary/treasurer, but other nominations for this position may still be made from the floor.

Section 3. Term. Officers shall serve until the installation ceremony at the beginning of the organization’s first monthly meeting (September). No elected officer may serve in one position for more than two consecutive terms, except that the historian may volunteer to serve an unlimited term.

(AMENDED April 2006)

Section 4. Vacancy. In the event of a vacancy between elections, the office shall be filled by the Executive Committee, except the office of president. In the event of a vacancy in the office of the president, the president-elect shall move into this office and shall serve to the end of the unexpired term as the acting president. For all other vacancies of elected officers between annual elections, the Executive Committee will appoint a member in good standing who shall serve until the end of the unexpired term of the vacancy.

Section 5. Duties.

Sub-section a. President. The president shall preside at all meetings of the organization and will ensure that the membership is notified of all meetings by e-mail or regular mail (At the option of the secretary/treasurer, a copy of the previous meeting’s minutes and a current financial report may be included.). The president shall appoint all committees. The president may also sign checks.

Sub-section b. President-elect. The president-elect shall preside in the absence of the president and shall serve as president upon completion of the term as president-elect. The president-elect shall conduct an annual financial audit with the Audit Committee prior to the September meeting each year. The president-elect shall coordinate with the secretary/treasurer to insure that the outgoing president is presented with the traditional gavel and plaque. The president-elect may also sign checks.

Sub-section c. Secretary/Treasurer. Duties of the secretary/treasure shall be to:

1)      Issue notices of all meetings and initiate correspondence for the organization

2)      Maintain an accurate written record of all meetings of the organization

3)      Present minutes of the previous meeting at each meeting of the organization. The May minutes will document membership dues for the subsequent annual year.

4)      Present a report on the financial status of the organization at each meeting of the membership

5)      Bill respective school districts for membership dues by September 1^st and provide an updated membership list at each meeting of the organization.

6)      Receive all monies of the organization (to include any monies raised during meetings) and keep an accurate record of all receipts. All monies from any source shall have a receipt issued and the receipts shall be consecutively numbered. All monies shall be deposited as soon as possible after receipt.

7)      Sign checks for all disbursements as authorized by the organization

8)      Pay dues to the Texas Association for Pupil Transportation organization in a timely manner

9)      Provide a report on the annual audit and an accounting of the financial status of the organization at the first monthly meeting (September) in cooperation with the Audit Committee

10)  Maintain all historical and reference files of the organization.  Obtain from the historian (during any historian transition year) the organization’s album and any ancillary organizational equipment prior to the September meeting each year.  Pass these records and equipment to the incoming secretary/treasurer in September.

11)  Perform other duties as assigned by the president

(AMENDED April 2006)

Sub-section d.  Historian. Duties of the historian shall be to:

1)      Compile a written (article or Press Release) and/or visual record of meetings and events of the organization and maintain this record in an album suitable for display.

2)      Serve as the publicity contact for the organization and notify press in HOT area of newsworthy organizational events.

3)      Responsible for the organizational web site; coordinate web site changes with the Web‑Master.

4)      Pass the album and any ancillary organizational equipment to the secretary/treasurer prior to the September meeting during any historian transition year.

(AMENDED April 2006)

Sub-section e. Immediate past-president. The immediate past-president shall serve as a non-voting member of the Executive Committee and as a member of the Membership Committee.

(AMENDED April 2006)

ARTICLE V. MEETINGS

Section 1. Regular. The organization shall meet at least six times a year at a place determined by the membership. The order of business shall be in accordance with the process as outlined in the latest addition of Robert’s Rules of Order, the minimum to include the following: Call to order, presentation of minutes, presentation of the treasurer’s report, committee reports, unfinished business, new business, and adjournment.

Section 2. Special. Special meetings of the organization may be called by the president. The president must call a special meeting if requested to do so in a written request signed by ten percent or more of the active members in good standing.

Section 3. Guests. Member Texas public school districts are encouraged to bring guests to meetings of the organization. Care must be taken not to routinely exceed the district’s total membership count at these meetings so sponsoring organizations may accurately plan for attendance.

ARTICLE VI. COMMITTEES

Section 1. Executive.

Sub-section a. Members. The Executive Committee shall be comprised of the elected officers of the organization and the immediate past president, who shall serve as a non-voting member.

Sub-section b. Duties. It shall be the duty of the Executive Committee to act upon matters of business that are to be presented at meetings of the organization and to fill vacancies that may arise between elections. The Executive Committee shall be the final authority for conduct of the organization in all matters, except as stated otherwise in the Constitution and By-Laws.  The Executive Committee will be authorized to approve expenditures not to exceed $100.

Section 2. Membership.

Sub-section a. Members. The Membership Committee shall consist of the president-elect and the immediate past president.

Sub-section b. Duties. It shall be the duty of the Membership Committee to promote membership in the organization throughout the public school districts in Region XII.

Section 3. Audit.

Sub-section a. Members. The Audit Committee shall consist of the president-elect, one member appointed by the president from the organization, and the treasurer. The appointed member shall not be an officer of the organization nor scheduled to become an officer in the next annual year. During years when the secretary/treasurer position is scheduled to change, the incoming secretary/treasurer will observe during the audit to aid in the transition process.

Sub-section b. Duties. The Audit Committee will review and inspect all financial records of the organization for the current year. The treasurer will provide all supporting documentation to the committee as they may require. The committee will prepare a written report to the membership at the first meeting of the organization’s year (September) on the status of the record keeping and accuracy of the financial records.

Section 4. Other. The president may from time to time appoint additional committees as is deemed necessary. Such committees shall exist only until the last regular meeting of the current year.

ARTICLE VII. PARLIAMENTARY AUTHORITY

The rules contained in the last edition of Robert’s Rules of Order, Revised shall govern the organization in all cases to which they are applicable, and in which they are not inconsistent with the constitution and by-laws or special rules of order of this organization. The immediate past president will discern appropriate parliamentary action as required during regular, special, and Executive Committee meetings of the organization.

ARTICLE VIII. QUORUM

A majority of active members (in good standing) present shall constitute a quorum to transact business of the organization at regular monthly or specially called meetings.

ARTICLE IX. CHAPTER DISSOLUTION

Upon dissolution of the organization, all of its assets (including real property, money, and equipment), after paying all just claims upon it, shall be conveyed to the Texas Association for Pupil Transportation Scholarship Fund for disbursement as determined by its Executive Committee.  The last official duties of the organization’s president shall be to close all accounts, effect this transfer of property, and turn over all records to the Executive Secretary of the Texas Association for Pupil Transportation.  All property transfers will be made in full compliance with whatever laws are applicable at the time.

ARTICLE X. AMENDMENTS

Motions to amend the constitution and by-laws may be made at any regular meeting, but shall be tabled and then voted on at the next scheduled meeting of the organization. A majority vote of the active members present is required for adoption. Approved amendments will be documented and formally retained with the constitution and by-laws of the organization.

ARTICLE XI. ATTACHMENTS

These attachments are maintained here for historical purposes and may be updated by the Executive Committee at any time. Updates will be provided to the membership during the next regularly scheduled meeting.

Attachment 1. Charter By-Laws dated January 18, 1994

Attachment 2. Amendment Format

Attachment 3. Past Officers

Attachment 4. Honorary Members

Attachment 5. Region XII School Districts

Attachment 6. Monthly Financial Report Format

Attachment 7. Annual Audit Report Format

APPROVED AMENDMENTS:

February 2005 – Charter By-Laws revised; new By-Laws adopted (February 9, 2005)

April 2006 – Amendment One (April 12, 2006):  Added the position of Historian

Attachment 2. Amendment Format

Heart of Texas (HOT) Chapter of the Texas Association for Pupil Transportation

Constitution and By-Laws

AMENDMENT XXX

DATE PRESENTED: 

DATE ADOPTED: 

Members Present:  xx         Members For:  xx         Members Opposing:  xx

PROPOSED AMENDMENT XXX:

IF ADOPTED, WILL READ:

RATIONALE:
Attachment 3. Past Officers

Attachment 5. Region XII School Districts

To Be Published