Amended 4/4/02

ARTICLE I - ORDER OF BUSINESS
The order of business at any business meeting of the Harlingen Educational Secretaries Association shall be as follows:

1. Call to order
2. Reading of the Minutes
3. Communications
4. Report of the Treasurer
5. Reports of the Committees
6. Unfinished Business
7. New Business
8. Adjournment

ARTICLE II - DUTIES OF OFFICERS

Section 1: President. The president shall preside at all meetings of the Association. The president shall be x-officio member of all committees except he Nominating Committee. With the treasurer, the president shall approve all payments of all moneys in the name of the Association. The president shall approve all communications sent out in the name of the Association. The president is empowered to add special committees other than the standing committee when needed.

Section 2: Vice President. In the absence of the president, the vice-president shall perform the duties of the president and such other duties as the president may designate. In the event the office of the president shall be vacated, the vice president automatically becomes president.

Section 3: Secretary. The secretary shall keep accurate records of the proceedings of all meetings of the Association and shall furnish a copy of the minutes to the president. The secretary shall conduct all correspondence of the Association and issue notices of meetings as directed by the president.

Section 4: Treasurer. The treasurer shall receive, deposit, and disburse all moneys of the Association. All bills shall be approved by the president before payment. All drafts shall be signed by the treasurer. The treasurer shall keep an up-to-date roster of the membership and shall send copies of the same to the president.

Section 5: Historian. The historian shall keep a scrapbook of the proceedings of the Association for the year appointed and a photo album of pictures for that year.

Section 6: Parliamentarian. The parliamentarian shall advise the president, the executive board, and the membership upon parliamentary points, and shall attend all meetings of the executive board and general sessions of convention. The parliamentarian is a non-voting member of the executive board.

Section 7: Each officer upon retiring from office shall deliver within thirty days to her successor all moneys, accounts, record books, papers, or other property belonging to the Association.

ARTICLE III - EXECUTIVE BOARD
The business and affairs of the Association shall be managed by an executive board. The Executive board shall consist of all officers, chairpersons of each committee, historian, and parliamentarian. The past president shall serve as a member of the executive board, but shall not be a voting member.

ARTICLE IV - ELECTIONS

Section I: There shall be a nominating committee of three members, each from a different building or school, appointed by the president. This committee may present a slate of names for each place to be filled. Each of these nominations shall represent the following:

1. Central Administrative Office
2. Support Staff Center
3. Elementary Campuses
4. Secondary Campuses
5. Service Center

A majority vote shall be required for election.

Section 2: The president, vice president, secretary, and treasurer shall be elected for one year, and shall assume office on June 1.

Section 3: No officer shall serve more than two consecutive terms in the same office.

Section 4: Not more than two officers shall be elected from the same building or school.


Article V - DUES

Section 1: The annual dues shall be $5.00, payable to the treasurer by the first meeting in November. Membership to Texas Educational Secretaries Association is $20.00, which also may be paid to the treasurer who will forward the dues to the State Office.

Section 2: The fiscal and membership year of the Association defined as from June 1 to May 31.

ARTICLE VI - FUND RAISING
The association will hold fund raising activities each year. Soliciting on school campuses is prohibited; however, items may be placed in school lounges with information for the prospective buyers’ review at the discretion of the school principal. No active solicitation will take place.

ARTICLE VII - MONIES

Section 1: Moneys received from projects of the Ways and Means Committee shall be used for expenses of the Association, scholarships, expenses to Summer Work Conference, and other projects as authorized by the Association.

Section 2: Moneys received from the birthday project shall be used by the Courtesy Committee for acts of courtesy, or other projects as authorized by the Association.

ARTICLE VIII - SCHOLARSHIPS

Section 1: The Harlingen Educational Secretaries Association shall provide scholarships as follows:

1. Provide a scholarship to HESA members’ son/daughter who will be attending a university/community, or junior college of their choice in majoring in a secretarial field and/or Business/Education. If the organization member(s) does not have a son/daughter graduating that year, and/or
2. Provide scholarship to high school seniors to assist in furthering a secretarial career and/or Business/Education or;
3. To provide scholarships to members in good standing who will request in writing an interest in this scholarship to further a secretarial and/or Business/Education.
Members will vote each year on the number and amount of scholarships awarded, based on funds available.


ARTICLE VIII - SCHOLARSHIPS – CONTINUED:

Section 2: All applications will be submitted to the Scholarship committee for screening and presenting to the Association for final decision.


ARTICLE IX - HESA MEMBER OF THE YEAR

ELECTION OF HESA MEMBER OF THE YEAR
Conducting the election of Member Of The Year shall be the responsibility of the previous HESA Member of the Year. Candidates shall submit applications for a place on the ballot no later than the end of February. Ballots will be distributed at the regular MARCH HESA meeting, and voting by secret ballot will take place at the regular APRIL HESA meeting. Announcement of the MEMBER OF THE YEAR will be made at the regular MAY HESA meeting.
ELIGIBLE CANDIDATES for Member of the Year shall meet the following guidelines:

1. Be currently employed in a secretarial/clerical position in he Harlingen Public Schools;
2. Be a current member of HESA;
3. Complete and submit application for a place on the ballot in accordance with the above deadlines;
4. Must have attended at least four (4) HESA Meetings during the current school year.

Section 3: The president shall appoint a special committee to present a list of nominees.
IN THE EVENT OF A TIE VOTE, the HESA Executive Committee WILL DETERMINE THE MEMBER OF THE YEAR AFTER REVIEWING QUALIFIATIONS SUBMITTED ON APPLICATIONS, OR WILL DESIGNATE “CO-WINNERS.”
ALL BALLOTS SHOULD BE RETAINED FOR ONE-WEEK AF ATER ANNOUNCEMENT OF THE MEMBER OF THE YEAR TO ALLOW FOR ANY REQUESTED AUDIT.
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ARTICLE X - SUMMER WORK CONFERENCE - TEXAS EDUCATIONAL SECRETARIES ASSOCIATION

Section 1: Only members in good standing may be eligible to have their registration fees paid to go to the Texas Educational Secretaries Association Summer Work Conference in Austin. Member in good standing is constituted by:
a. dues having been paid prior to the first meeting in October (Exception: Unless employment began after that time, then dues must be paid within thirty days from time of employment).
b. attendance at four or more meeting during the current fiscal year (Exception: Anyone not able to attend four or more meetings due to extenuating circumstances must place a letter on file with the President for the current year as soon as the circumstances occur).

Section 2: Expenses for the president to attend the Summer Work Shop will be paid by the Association.

ARTICLE XI - BOSSES NIGHT
Bosses night shall be held as a social event of the Association, and is not considered a regular meeting as states in Article VII of the Constitution. (See Article X, Section 1 b.).
Members also must have done the following:

1. Be an active member in good standing;
2. Members must have attended four (4) meetings; and
3. Worked in at least one (1) fund raiser including sales

ARTICLE X11 - STANDING COMMITTEES

Section 1: Standing Committees appointed by the president shall be:
a. Nominating
b. Membership
c. Ways and Means
d. Constitution/Bylaws
e. Scholarship
f. Professional Standards Program
g. Courtesy
h. Finance/Audit

Section 2: Nominating Committee. The nominating Committee shall consist of two members in addition to the chairperson, and shall be appointed by the President in February of each year. Each member will be from a different school or building. It shall be the duty of this committee to prepare and present a slate of officers for the ensuing year at the regular meeting in March.

Section 3: Membership Committee. The Membership Committee shall consist of two members in addition to the chairperson. It shall be the duty of this committee to secure new members, obtain renewal of membership, and to maintain a list of potential members.