Idaho Council of Teachers of  

 Mathematics

   

An Officer’s Handbook

Idaho Council of Teachers of Mathematics

Guidelines

By-Laws and Officer Duties

For Officers and Members of the Board of Directors

The Idaho Council of Teachers of Mathematics

2013-2014(2020)

ICTM Mission Statement:

“A voice for quality mathematics education in Idaho, empowering teachers and promoting student achievement.”

The Idaho Council of Teachers of Mathematics

By-Laws

(Last amended: October 2013 December 2020)

Article I. Name and Affiliation

Section 1. Name

             This organization shall be known as the Idaho Council of Teachers of Mathematics (ICTM).

Section 2. Affiliation

             The Idaho Council of Teachers of Mathematics is affiliated with the National Council of Teachers of Mathematics (NCTM).

Article II. Purposes

Section 1. Purpose

             The purpose for which the corporation is organized is: the corporation is organized exclusively for charitable, educational, and scientific purposes, including, for such purposes the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code or any future tax                             code.

Section 2.Goals

1.     To provide professional services to teachers of mathematics in Idaho.

2.     To create and maintain an active interest in mathematics.

3.     To encourage effective mathematics teaching at all levels of instruction in the schools and colleges.

4.     To provide a medium for exchange of views and information pertaining to mathematics and to the teaching of mathematics.

5.     To promote research in the field of mathematics and in the teaching of mathematics.

6.     To promote among all teachers a genuine concern for the all-around development of each pupil.

7.     To foster the development of a community of mathematics educators throughout the State of Idaho.

8.     To encourage membership and collaboration with the National Council of Teachers of Mathematics.

Section 3. Dissolution Clause

If, at any time, the Council shall cease to carry out the purposes as herein stated, all assets held by it shall, after the payment of its liabilities, be paid over to an organization, selected by the Board of Directors, which has similar purposes and has established its tax-exempt status.

In the event of the dissolution or final liquidation of the corporation after paying or making provisions for payment of all liabilities of the corporation, the Board of Directors shall distribute the remaining assets of the corporation to such organization or organizations which would then qualify under IRS Section 501(c)(3) as may be determined by the Board of Directors to best fulfill the purposes of the corporation, and none of the property of the corporation nor any proceeds thereof shall be distributed to or divided among any of the Directors or members of the corporation or to the benefit of any individual.

Article III. Membership and Dues

Section 1. Membership

1.     Membership shall be open to all persons who are engaged in the teaching of mathematics in public, private, charter, or parochial educational institutions or to persons who are interested in mathematics education.

2.     Pre-service membership shall be open to all pre-service students who are interested in mathematics and who are enrolled in any of the recognized institutions of higher learning in the state.

3.     Retired persons who have been members in good standing of the Idaho Council of Teachers of Mathematics for five (5) successive years are eligible for life membership with full membership privileges. They may continue to be members without payment of dues for as long as they signify their desire for membership.

Section 2. Dues

1.     The membership year shall be for one year from the date of receipt of membership dues.

2.     Members shall pay annual dues of the amount to be set by the Board of Directors prior to the annual meeting.

3.     Pre-service members (Article III, Section 1) shall pay a reduced amount.

Article IV. Executive Board and the Board of Directors

Section 1. Executive Board

1.     The Executive Board shall be the President, the Past President, the Vice President, the Secretary, and the Treasurer.

2.     The Executive Board shall implement the policies of the Council and shall assume any other duties of the Board of Directors in the intervals between meetings of that body.

Section 2.  Board of Directors

1.     The Board of Directors shall consist of the Executive Board, editor of the officialICTM Website, www.idahoctm.org, newsletter, The Pinnacle, state representative(s) of the National Council of Teachers of Mathematics, ten (10) fourteen (14) regional representatives. (two from each of the five regions (Two (2) regional representatives each from excluding Regions I, II, IV, V, and VI, as shown on the attached state map, Region III), two (2) regional representatives from Boise and Meridian West Ada School Districts constitute Region IIIA, and two (2) regional representatives from all other surrounding school districts in Region III constitute Region IIIB), two (2) college representatives (one private sector and one public sector), the chairperson of the Conference Committee, the Membership Chairperson and the Mathematics Coordinator of the Idaho State Department of Education.

2.     All members of the Board of Directors are voting members. A quorum shall consist of at least a simple majority two thirds of the current Board of Directors. Simple majority passes motions. If necessary, the President may elect to conduct voting by phone, email, or mail ballot.

Section 3. Membership in NCTM

            Each member of the Board of Directors shall be a member of the National Council of Teachers of Mathematics.

Section 4. Terms of Office

1.     The term of office of the President shall consist of two years each as Vice President, President, and Past President. The terms of all other elected members of the Board of Directors shall consist of four (4) years commencing January1 following the election.

2.     Appointed members shall serve at the discretion of the President.

Section 5. Elections and Appointments

1.     The Vice-President who is the president-elect, Secretary, Treasurer, and Region Representatives shall be elected by ballot in the fall summer. The Past President will head up an election committee, which will solicit nominations in the spring through the ICTM website. December issue of the newsletter. Nominees will be contacted to validate their willingness to serve and the ballot will be reviewed at the board meeting before the Fall Annual Conference. An official ballot will be emailed to members and will be due back at the time designated on the ballot. Results would then be published on the ICTM website after the election. in the December issue of the newsletter.

2.     All voting members of ICTM shall elect members of the Executive Board. Voting members of ICTM who live in that region shall elect regional Representatives.

3.     Presidential appointees will include chair of the membership committee, the chair of the state conference committee, the state representative(s) of NCTM, an historian, the two (2) college representatives, and the ICTM Webmaster editor of the newsletter. Appointments must be ratified by a majority vote of the Board of Directors present at a regularly scheduled Board of Directors’ meeting. The term of office shall terminate at the end of office of the current president.

4.     Between annual meetings, in case of a vacancy in the Board of Directors, the President may appoint a member of the Board of Directors to fill the vacancy. If a Regional Representative moves from his/her region, the position shall be considered vacant.

Article V. Duties of Officers and Board of Directors

 Section 1. President

              The President shall preside at all meetings of the Council and shall serve as chairman of the Board of Directors. With the approval of the Board of Directors, the President shall review all current appointments and make the necessary appointments. The President shall also see that the policies of the Council are carried out and shall prepare an annual report of the activities of the Council. The President shall be the member  “ex-officio” of all committees except the Election Committee. The President shall be the official representative of the annual Delegate Assembly of the National Council of Teachers of Mathematics. If the President is unable to attend, an alternate shall be appointed.

 Section 2:  Vice President

              The Vice President shall perform the duties of the President during the President’s absence or in the case of the President’s inability to serve. The Vice President shall be recognized as the president elect. The Vice President will automatically become the President the term following his/her term as Vice President.

Section 3: Secretary

              The Secretary shall record the minutes of each meeting of the Council and of the  Board of Directors, shall keep account of all correspondence of the Council and of the Board of Directors, and shall carry on the correspondence of the Council.

Section 4:  Treasurer

              The Treasurer shall receive all money paid to the Council, shall make all disbursements with the approval of the Board of Directors, and shall keep an accurate record of all receipts and expenditures. At the conclusion of each fiscal year, the Treasurer shall submit the financial records to the Executive Board for review and approval. be audited by a licensed CPA. The Treasurer shall present a written report at the time of the Annual Meeting. If the board deems it necessary, the Treasurer will provide all financial information for review by a certified public accountant.

Section 5.  Board of Directors

1.     The Board of Directors shall act as the governing board of the Council; shall have power to transact the business of the Council; develop, and determine the policies of the Council; shall plan the programs of the meetings; shall work out the budget of the Council; and shall aid the officers in carrying out the purposes of the Council.

2.     The Board of Directors shall have its annual meeting sometime previous to the Annual Meeting of the Council and shall meet at such other times as the President, or five members of the Board of Directors shall deem necessary.

Section 6.  Regional Representatives

The Regional Representatives shall may be responsible for coordinating the activities of Council in their regions. They shall organize Council conferences held in their area. They have the right to appoint a committee of Council members from their area to help them carry out these responsibilities.

Section 7. Newsletter Editor ICTM Webmaster

            The Editor of the newsletter ICTM Webmaster of the official ICTM Website, www.idahoctm.org, is appointed by the President, with the approval of the Board of Directors. The newsletter, The PINNACLE, is the official publication of the ICTM. The Editor ICTM Webmaster shall be responsible for the collection and dissemination of information of the Council and its activities in all parts of the state on the ICTM Website.

Article VI.  Committees

Section 1.

1.     Election Committee: The Past President shall act as chairperson of the Election Committee. Prior to the spring  annual board meeting, he/she shall select a committee consisting of three members of ICTM from outside the Board of Directors. This committee shall conduct the election in accordance with the guidelines set forth in the ICTM Handbook.

2.     Such oOther committees may be created as the work of the Council shall demand.

Article VII. Meetings

Section 1. Annual Meeting

              The Annual Meeting of the Council shall be held in conjunction with the fall Annual Conference.

Section 2.  

              Other meetings may be called by the Board of Directors if deemed necessary.

Section 3.

              Robert’s Rules of Order shall be the authority in all questions of parliamentary procedure.

Article VIII. Local Affiliation

The Idaho Council of Teachers of Mathematics shall encourage the establishment of local mathematics groups, inviting them to affiliate with the ICTM. The Board of Directors shall determine the annual fee for local groups affiliating with the ICTM. If fifty percent (50%) of the members of the local group are members of the ICTM, the fee shall be waived.

Article IX. Amendments

Section 1.

             These By-laws may be amended by vote of two-thirds of the members present at the Annual Meeting.

Section 2.

Proposed amendments to the By-laws shall be published on the ICTM Website in a newsletter prior to the Annual Meeting.

 Section 3.

              Amended November 1965; October 1967; October 1978; November 1980; October 1984; October 1988; October 1991; October 1992; October 1993; October 1994; October 1997; October 2007; October 2013; December 2020

Duties of the Board of Directors

“The Board of Directors shall consist of the Executive Board, editor of the officialICTM Website, www.idahoctm.org, newsletter, The Pinnacle, state representative(s) of the National Council of Teachers of Mathematics, ten (10) fourteen (14) regional representatives. (two from each of the five regions (Two (2) regional representatives each from excluding Regions I, II, IV, V, and VI, as shown on the attached state map, Region III), two (2) regional representatives from Boise and Meridian West Ada School Districts constitute Region IIIA, and two (2) regional representatives from all other surrounding school districts in Region III constitute Region IIIB), two (2) college representatives (one private sector and one public sector), the chairperson of the Conference Committee, the Membership Chairperson and the Mathematics Coordinator of the Idaho State Department of Education.” Article IV, Section 2.1 By-laws of ICTM

“The Board of Directors shall consist of the Executive Board, editor Webmaster, of the official newsletter, The Pinnacle, state representative(s) of the National Council of Teachers of Mathematics, ten (10) regional representatives (two from each of the five regions shown on the attached state map, excluding Region III), two (2) regional representatives from Boise and Meridian constituting Region IIIA, two (2) regional representatives from all other surrounding school districts in Region III constituting Region IIIB, two (2) college representatives (one private sector and one public sector), the chairperson of the Annual Conference Committee Chair, the Membership Chairperson and the Mathematics Coordinator Consultant of the Idaho State Department of Education.” Article IV, Section 2.1

“The Board of Directors shall act as the governing board of the Council; shall have power to transact the business of the Council; develop, and determine the policies of the Council; shall plan the programs of the meetings; shall work out the budget of the Council; and shall aid the officers in carrying out the purposes of the Council.” Article V, Section 5.1; By-laws of ICTM

In order to fulfill these duties effectively, the Board of Directors will:

  1. Attend all meetings of the Council and Board of Directors called by the President, (unless prior arrangements are made).
  2. Become actively involved with the planning and implementation of the Math Leaders Annual Conference, the Annual Meeting, and various Regional Meetings of the Council.

Duties of the Executive Board

“The Executive Board shall be the President, the Past President, the Vice President, the Secretary, and the Treasurer.” Article IV, Section 1.1; By-laws of ICTM

In order to fulfill these duties effectively, the Executive Board will:

  1. Advise the President and the Board in handling Council business and policy.
  2. Assist the President in performing and participating in Council activities.

Duties of the President

“The President shall preside at all meetings of the Council and shall serve as chairman of the Board of Directors. With the approval of the Board of Directors, the President shall make the necessary appointments. The President shall also see that the policies of the Council are carried out and shall prepare an annual report of the activities of the Council. The President shall be the member “ex-officio” of all committees except the Election Committee. The President shall be the official representative of the annual Delegate Assembly of the National Council of Teachers of Mathematics. If the President is unable to attend, an alternate shall be appointed.”  Article V, Section 1; By-laws of ICTM

In order to fulfill these duties effectively, the President will:

  1. Set the date, time, and place of meetings of the Board of Directors and Executive Board, and prepare the agenda for these meetings;
  2. Preside at the business meeting at the Annual Meeting of the Council;
  3. Appoint an NCTM Representative, the editor Webmaster of the official ICTM Website, www.idahoctm.org, the Pinnacle, two college representatives, a Membership chair, and chairs for the Scholarship committee, the Board Conferences committee, the ICTM Idaho Math Exam committee, an historian, and others deemed necessary;
  4. Appoint members of the Board of Directors to fill any vacancies that occur;
  5. Prepare and submit to NCTM: Annual Renewal of Affiliation form, Affiliated Group Officers form, Affiliated Group Annual report;
  6. Write an a monthly article for each issue of the Pinnacle; for the website;
  7. Appoint a chair for the Math Leaders Conference Professional Development Workshops/Webinars and ICTM Fall Annual Conference, and assist in its implementation; and
  8. Participate in the Math Leaders Conference Professional Development Workshops/Webinars.Duties of the Vice-President

“The Vice-President shall perform the duties of the President during the President’s absence or in the case of the President’s inability to serve. The Vice President shall be recognized as the president elect. The Vice-President will automatically become the President the term following his/her term as Vice-President.” Article V, Section 2; By-laws of ICTM

In order to fulfill these duties effectively, the Vice-President will:

  1. Assist the President in the preparation of agendas for meetings of the Board of Directors and Executive Board;
  2. Participate in the meetings of the Board of Directors and the Executive Board;
  3. Participate in the ICTM sponsored conferences;
  4. Become informed about and involved with all activities of the Council;
  5. Facilitate the continuation of current activities and the development of new activities.

Duties of the Past President

“The Past President shall act as chairperson of the Election Committee. Prior to the spring annual fall board meeting, he/she shall select a committee consisting of three members of ICTM from outside the Board of Directors. This committee shall conduct the election in accordance with the guidelines set forth in the ICTM Handbook.” Article VI, Section 1; By-laws of ICTM

In order to fulfill these duties effectively, the Past President will:

  1. Assist the President in a smooth transition of office;
  2. Participate in activities of the Board of Directors and the Executive Board;
  3. Participate in Math Leaders Conference Professional Development Workshops/Webinars;
  4. Conduct the election of officers in accordance with the By-laws;
  5. Inform the Board of Directors, the editor Webmaster of the official ICTM Website, www.idahoctm.org, of the Pinnacle, and all candidates of the election results.

Duties of the Secretary

“The Secretary shall record the minutes of each meeting of the Council and of the Board of Directors, shall keep account of all correspondence of the Council and of the Board of Directors, and shall carry on the correspondence of the Council.” Article V, Section 3; By-laws of ICTM

In order to fulfill these duties effectively, the Secretary will:

  1. Attend and take the minutes of all meetings of the Council and Board of Directors, called by the President, (unless prior arrangements are made);
  2. Prepare and distribute copies of the minutes to all members of the Board, as soon as possible after each meeting;
  3. Inform and share pertinent correspondence with the President and/or members of the Board;
  4. Prepare, for the Annual Meeting, a written account of the Council’s activities.

Duties of the Treasurer

“The Treasurer shall receive all money paid to the Council, shall make all disbursements with the approval of the Board of Directors, and shall keep an accurate record of all receipts and expenditures. At the conclusion of each fiscal year, the Treasurer shall submit the financial records to be the Executive Board for review and approval. Audited by a licensed CPA. The Treasurer shall present a written report at the time of the Annual Meeting. If the board deems it necessary, the Treasurer will provide all financial information for review by a certified public accountant.” Article V, Section 4; By-laws of ICTM

In order to fulfill these duties effectively, the Treasurer will:

1.     Be bonded; 

2.     Attend all meetings of the Council and Board of Directors, called by the President, (unless prior arrangements are made);

3.     Maintain an accounting system to handle the accounts set up by the Board;

4.     Require receipts for expenditures and/or expenses over $10.00;$25.00;

5.     Require expense vouchers with signature of account administrator for all such expenditures;

6.     Submit checks and withdrawals for a second signature before disbursement;

6.     Submit a copy of the bank statement of the Council to the President each month;

8.     Work with the Executive Board to prepare a written financial report for the Annual Meeting;

7.     Provide the Executive Board auditor with all needed materials for a complete audit review of the financial records each quarter.

8. Prepare a written financial report, approved by the Executive Board, for the Annual Meeting;

Duties of the NCTM Representative

The NCTM Representative is a member of an Affiliate and a current individual member of NCTM. This Representative is either appointed or elected to serve as the primary contact for the Affiliate and for NCTM, thus enhancing the affiliation partnership.

The term of office for the NCTM Representative should be similar to that of other officers of the Affiliate. When possible, a training year shared by the incoming and outgoing NCTM Representative affords the opportunity for a smoother transition.

The NCTM Representative ensures that the Affiliate—

  1. Promotes membership in NCTM;
  2. Communicates information on NCTM activities;
  3. Is knowledgeable about NCTM Affiliates by regularly checking the Online Affiliate Resource Center;
  4. Provides NCTM Headquarters updated lists of Affiliate officers, dates for Affiliate’s professional development activities, and membership lists;
  5. Participates in sessions for NCTM Representatives at NCTM Annual Meetings;
  6. Follows correct procedures for ordering and selling NCTM education materials on consignment;
  7. Maximizes communication with the Membership and Affiliate Relations Services Committee (ASC) (MARC) representative in order to enhance the partnership between NCTM and the affiliate;
  8. Coordinates Affiliate’s involvement in the Delegate Assembly;
  9. Promotes the NCTM Affiliate Leadership Conference to the Affiliate leaders;
  10. Communicates effectively with NCTM Headquarters and ASC MARC Representative by a variety of means including, but not limited to, email, fax, the Internet, and other current electronic means.  Affiliate Services Program; NCTM

In order to fulfill these duties effectively, the NCTM Representative will:

  1. Prepare materials for inclusion in  on the PinnacleICTM Official Website;
  2. Display and sell NCTM materials at the Annual Conference and at the Math Leaders Conference;
  3. Work with the Membership Chair in promoting membership in NCTM;
  4. Disperse NCTM materials to appropriate officers, as sent from NCTM Headquarter;
  5. Participate in the NCTM activities to the fullest extent possible.

Duties of the Regional Representatives

“The Regional Representatives shall be responsible for coordinating the activities of Council in their regions. They shall may organize Council conferences held in their area. They have the right to appoint a committee of Council members from their area to help them carry out these responsibilities.” Article V, Section 6; By-laws of ICTM

In order to fulfill these duties effectively, the Regional Representatives will:

  1. Attend all meetings of the Council and Board of Directors, called by the President, (unless prior arrangements are made);
  2. Arrange for Regional conferences and activities in their Region;
  3. Report such activities and other pertinent information from their region to the Webmaster for inclusion on the official ICTM Website; the Pinnacle;
  4. Participate in the activities and leadership of the Math Leaders Conference Professional Development Workshops/Webinars;
  5. Participate (perhaps present a session) at the Annual Meeting of the Council;
  6. Lend leadership for the Annual Meeting of the Council when held in that specific region;
  7. Recommend members who might become more involved with Council activities.

Duties of the College Representatives

The regional College Representatives shall be responsible for coordinating the activities of the Council and their respective college. They shall inform the Board of courses/programs at their respective college that will enhance the knowledge of math teachers throughout Idaho. In their regions. They shall organize Council conferences held in their area. They have the right to appoint a committee of Council members from their area to help them carry out these responsibilities.” Article V, Section 6; By-laws of ICTM

In order to fulfill these duties effectively, the Regional Representatives will:

  1. Attend all meetings of the Council and Board of Directors, called by the President, (unless prior arrangements are made);
  2. Provide a liaison between the colleges’ teacher education, the needs of the mathematics teachers, and the Council, and arrange for appropriate coursework;
  3. Report such activities and other pertinent information from their region to the Webmaster for inclusion in the official ICTM Website; the Pinnacle;
  4. Participate in the Professional Development Workshops/Webinars activities and leadership of the Math Leaders Conference;
  5. Participate (perhaps present a session) at the Annual Meeting of the Council;
  6. Recommend members who might become more involved with Council activities.

Duties of the ICTM Webmaster Newsletter Editor

“The President, with the approval of the Board of Directors, appoints the Editor “The ICTM Webmaster of the official ICTM Website, www.idahoctm.org, is appointed by the President, with the approval of the Board of Directors.  Newsletter. The newsletter, The PINNACLE, is the official publication of the ICTM. The Editor The ICTM Webmaster shall be responsible for the collection and dissemination of information of the Council and its activities in all parts of the state on the ICTM Website.” Article V, Section 7; By-laws of ICTM

In order to fulfill these duties effectively, the Webmaster Editor will:

  1. Attend all meetings of the Council and Board of Directors, called by the President, (unless prior arrangements are made);
  2. Set deadlines and remind officers, Board members, and others who may have materials, of those dates;
  3. Coordinate with the Membership Chair to get current lists of members for mailing labels;
  4. Maintain the official ICTM Website and keep the information current; Prepare the copy and arrange for the distribution of four (4) or more issues of the Pinnacle each school year, (September, December, March, and May);
  5. Share materials and copies with other Affiliated Councils.

Duties of the Membership Chair

In order to fulfill these duties effectively, the Membership Chair will:

  1. Maintain an up-to-date membership list, available upon request;
  2. Cooperate with the NCTM Representative in soliciting and promoting membership in NCTM;
  3. Work with the Webmaster to keep the membership list current; and Provide mailing labels (or the equivalent) to the editor of the Pinnacle and other Board members who need them;
  4. Send out reminders to members whose memberships have lapsed.

Duties of the Historian

In order to fulfill the duties effectively, the Historian will:

  1. Collect documents, photographs, and other artifacts relating to ICTM activities, both past and current;
  2. Contact present and former ICTM members to retrieve things of historical interest;
  3. Sort, catalog, prepare for storage, and store items worth keeping;
  4. Maintain records of materials in the collection;
  5. Make appropriate parts of the collection available when requested.

Duties of the Annual Conference Committee Chair

In order to fulfill these duties, the Chairperson of the Conference Committee will:

  1. Create a conference committee from members of ICTM and when appropriate other teacher organizations to plan and conduct the Annual Conference.
  2. Delegate responsibility for different aspects of the planning to members of the committee.
  3. Guide the committee in the selection of the location of the conference and securing a venue, preferably a high school.
  4. Work with a local hotel for rooms for the speakers and participants.
  5. Appoint a program person to solicit proposals from ICTM membership and vendors to present at the conference.
  6. Oversee the program person in the development and publication of the program.
  7. Oversee the exhibits person for the recruitment of vendors.
  8. Oversee the person in charge of food for the conference.
  9. Apply for grants to help cover the cost of the speakers and travel expenses for the speakers and some of the participants.
  10. Work with the Treasurer to maintain full and accurate accounting of all income and expenses related to the conference.
  11. Provide a final Annual Conference report to the ICTM board at the next board meeting.


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