Constitution & By-Laws
OREGON STATE UNIVERSITY
ASSOCIATION OF OFFICE PROFESSIONALS
ARTICLE I – NAME
Section 1. This Association, established in 1961, hereafter shall be known as the Oregon State University Association of Office Professionals (otherwise referred to as the Association). The Association is an auxillary enterprise of the Office of Human Resources, Oregon State University.
Section 2. Any change in the name of the Association shall require an affirmative vote of two-thirds (2/3) of the ballots returned by the Association’s voting members.
ARTICLE II – PURPOSE
Section 1. The primary purpose of the Association shall be to aid Oregon State University office by fostering awareness, excellence, and professionalism in the ranks of office personnel through professional development and networking opportunities.
Section 2. The secondary purpose of the Association shall be to bestow at least one OSU undergraduate scholarship per fiscal year.
ARTICLE III – MEMBERSHIP
Section 1. Membership in the Association shall consist of: Active, Associate, and Honorary.
a. Active membership: All classified and professional faculty office personnel employed under the Oregon State University or Oregon State University Foundation appointing authority are eligible for active membership in the Association. Active members shall be entitled to: vote, to hold elective office, to serve on the Executive Board and to participate in all activities of the Association. Upon termination of employment, an active member is eligible for associate membership.
b. Associate membership: Former active members of the Association; Oregon State University academic/research staff; Oregon State University students; and interested off-campus office personnel and federal employees affiliated with Oregon State University are eligible for associate membership in the Association. Associate members shall hold the privileges of active membership except that they may not hold elective office.
c. Honorary membership: Retirees who were members of the Association at retirement will be admitted as honorary members on a dues-free basis in subsequent years by request of the retiree. Honorary members shall be entitled to receive the Association Newsletter, attend luncheons, serve on committees, and participate in Association sponsored workshops and conferences at member rates. Special honorary memberships may be awarded by action of the Executive Board.
Section 2. No person eligible for membership in the Association shall be denied membership by reason of race, religion, age, sex, ethnic or cultural background, or disability.
ARTICLE IV - OFFICERS
Section 1. Officers of the Association shall be elected as stated in Article XI and shall be: President, President-Elect, Vice President for Professional Development, Vice President for Membership, Secretary and Treasurer. All officers shall be installed at the last regular meeting of the fiscal year assuming office effective with the date of installation. All officers shall be elected for one year, with the exception of the President-Elect who, after serving one year, or upon resignation or incapacitation of the President shall succeed to the presidency in accordance with Article IV, Section 3.
Section 2. President – The President shall preside at all meetings; enforce all rules and regulations relating to the administration of the Association and Executive Board; appoint chairs of all standing and special committees and members-at-large; and act as liaison to the University upon request.
Section 3. President-Elect – During the first year of a three-year term, the President-elect shall serve as executive assistant to the President and shall be responsible for planning and arranging all luncheon meetings of the Association, including physical facilities, menus, reservations, and programs. In the absence of the President, all powers and prerogatives of the President shall be assumed by the President-elect, who shall succeed to the presidency during the second year of the two-year term. The President-Elect shall succeed to the office of Immediate Past President/Historian during the third year.”
Section 4. Vice President for Professional Development – The Vice President for Professional Development shall be responsible for planning, recommending, and implementing professional seminars and/or workshops for the benefit of the membership and other office personnel. In addition to workshops, the Vice President for Professional Development shall be responsible for, but not limited to, a fall and spring fee-supported professional seminar and/or conference for the benefit of the membership and other employees. All seminars, conferences and workshops are subject to the approval of the Executive Board.
Section 5. Vice President for Membership – The Vice President for Membership shall serve as Director of Membership; shall establish means to build membership incentives; shall receive all membership applications and maintain all membership records, as outlined in the Chair notebook; and shall recognize retirees and recognize members after 5 years and at 5-year intervals thereafter; A membership roster shall be provided electronically to the President and Vice President for Professional Development at least twice each year, and to committee chairs and other officers upon request.
Section 6. Secretary – The Secretary shall record all resolutions and proceedings of the Executive Board meetings and the annual meeting, if any; perform secretarial duties on behalf of the Board and the Association; and assist the President in conducting all correspondence relating to the Association.
Section 7. Treasurer – The Treasurer shall receive and hold all moneys payable to the Association; disburse all moneys payable by the Association; give a financial report at the monthly meeting of the Executive Board; and report annually via the Association Newsletter. The Treasurer shall have access to and working knowledge of Banner (Financial Systems) to accomplish duties of the position. The Treasurer shall be a member of the Ways and Means Committee and a member of the Finance Committee.
Section 8. Immediate Past President/Historian – The Immediate Past President/Historian should serve in an advisory role to the President and serve as Historian, maintaining the archived records for the Association. In the absence of the President-Elect due to resignation or incapacitation, the Immediate Past President/Historian shall assume the duties and responsibilities of the office until either the President-Elect is able to resume duties or a new person is installed. If the Immediate Past President is not available for either of these duties, a Past President for the Association will be appointed by the President.
Section 9. In the absence of both the President and President-elect, the Vice President for Professional Development or the Vice President for Membership, in that order, shall serve as presiding officer and assume all duties and responsibilities for the President.
Section 10. No officer shall be elected for more than two consecutive terms to the same office. In case of a vacancy in office during the year, the President shall present a nomination to the Executive Board for confirmation. The officer so appointed shall fill the balance of the term.
ARTICLE V – EXECUTIVE BOARD
Section 1. The Executive Board shall consist of all duly elected officers, the Immediate Past President/Historian, chairs of standing committees and at least two members-at-large appointed by the President.
Section 2. The Executive Board shall supervise the finances of the Association; determine policies of the Association, subject to the approval of the general membership; and manage, control, and protect all property belonging to the Association.
Section 3. Except in the case of absences excused by the President, three (3) consecutive absences by any board member shall be considered as a resignation. Such vacancy shall be filled in accordance with Article IV, Section 10 of these bylaws.
Section 4. Ad hoc committee and task force issues and members shall be approved by the Executive Board prior to formation to ensure that both sides of an issue are fully represented by those who have direct knowledge.
ARTICLE VI – STANDING COMMITTEES
The Association shall have the following standing committees whose chairs are appointed by the President (Article IV, Section 2). Committee members are appointed by the committee chair, Standing Committee duties are as follows:
Section 1. Outreach & Communications – The Outreach & Communications Committee shall be responsible for obtaining mailing lists, preparing and distributing the monthly newsletter, and disseminating general information.
Section 2. Nominations/Elections – The Nominations/Elections Committee shall comply with the regulations provided in Article VII of the Bylaws. No two committee members shall be from the same office.
Section 3. Scholarship – The Scholarship Committee shall be responsible for soliciting names of qualified applicants, obtaining and evaluating completed applications, and submitting the names of recommended recipients to the Executive Board for confirmation. The Committee shall notify all applicants, inform Financial Aid of the recipient(s) and amount of the scholarship(s), and make presentation to the recipient(s) at a designated meeting of the Association. The Committee shall consist of an uneven number of members.
Section 4. Ways and Means – The Ways and Means Committee shall be activated by the Executive Board, as needed. The Ways and Means Committee shall be responsible for planning, implementing and overseeing fundraising projects for the Association, subject to the approval of the Executive Board. The chair of the Ways and Means shall serve as a member of the Finance Committee.
Section 5. Finance – The Finance Committee shall develop the Association budget, and at least twice a year audit the Association books. The Finance Committee shall include the Treasurer, chair of Ways and Means, chair of Scholarship and Vice President for Professional Development.
Section 6. Awards and Recognition – The Awards and Recognition Committee shall be responsible for Boss of the Year, Member of the Year and Monthly Merit Awards.
ARTICLE VII – QUORUM
Section 1. Those Association members present at a regular meeting shall constitute a quorum for the transaction of business.
Section 2. At least one-half (1/2) of the total membership of the Board, including three elected officers, shall constitute a quorum for transaction of business by the Executive Board.
ARTICLE VIII– MEETINGS
Section 1. All meetings of this Association shall be conducted according to parliamentary procedure as set forth in Robert’s Rules of Order, Revised. A minimum of ten (10) monthly meetings/luncheons shall be held each fiscal year. Exceptions may occur at the discretion of the Executive Board. Special meetings of the general membership may be called by a two-thirds (2/3) vote of the Executive Board.
Section 2. Notices of regular meetings and special meetings shall be distributed so as to reach each member at least one week in advance of any meeting.
Section 3. A minimum of ten monthly meetings of the Executive Board shall be held during each fiscal year. Special meetings may be called by the President.
ARTICLE IX–REGISTRATION FEES
Section 1. The registration fees for all members for each fiscal year, July 1 through June 30, shall be no less than twenty dollars ($20).
Section 2. Changes in the amount of registration fees not to exceed 10% per fiscal year may be enacted by a two-thirds (2/3) majority vote of the Executive Board. Registration fee increases in excess of this amount must be approved by two-thirds (2/3) of the ballots returned in a vote of the membership.
Section 3. One quarter (1/4) of each member's registration fees shall be allocated to the scholarship fund.
Section 4. A surcharge determined by the Executive Board may be added to defray postage and handling costs for off-campus members.
ARTICLE X– NOMINATIONS AND ELECTIONS
Section 1. Before the April meeting, the Nominations/Elections Committee shall select a slate of at least two candidates for each elective office. Additional nominations may be made from the floor at the April meeting by voting members. All members must signify their willingness to run for office and be certified by the Treasurer as members in good standing. The candidates shall be introduced at the April meeting.
Section 2. After the April meeting, the Nominations/Elections Committee shall distribute a ballot containing the names and brief biography of each nominee to all members eligible to vote. Voting shall be officially closed three weeks after the April meeting and all ballots returned to the chair of the Nominations/Elections Committee for tally by the Committee.
a. Ballots shall be counted, and a plurality of ballots cast shall elect.
b. In the event of a tie, a run-off election shall be held. Ballots shall be distributed to all members eligible to vote and voting shall be officially closed ten days after ballots are distributed.
c. Ballots shall be returned in a manner to be determined by the Executive Board.
Section 3. Results of the election shall be published in the newsletter. New officers shall be introduced at the May meeting, installed at the June meeting, and will assume office effective with the date of installation.
ARTICLE XI – SCHOLARSHIP
Section 1. It is the intent of the Association to award at least one $500 scholarship during each fiscal year. Guidelines for advertising, screening applicants, and selecting the recipient(s) are set forth in the Scholarship Chair’s notebook. The scholarship shall be administered through OSU’s Financial Aid Office, awarded to full-time OSU undergraduate students and shall be used within one year of the award date.
Section 2. At the discretion of the Executive Board, additional funds may be allocated to the scholarship fund.
Section 3. The scholarship(s) is open to sophomore, junior or senior standing OSU students whose major or declared minor is in the College of Business. The scholarship(s) shall also be open to undergraduate OSU students (sophomore, junior or senior standing), regardless of major, whose parent or guardian is a member in good standing in the Association.
ARTICLE XII – AMENDMENTS/REVISIONS
Amendments and revisions to the Bylaws shall be submitted in writing to the President. The proposal(s) shall then be presented to the Executive Board for consideration within thirty (30) days or at the next regularly scheduled meeting, whichever is sooner. Upon recommendation of the Executive Board, the proposal(s) shall be distributed to the eligible voting members of the Association within thirty (30) days. Ballots shall be returned in a manner to be determined by the Executive Board. Revisions and/or amendments shall be adopted by affirmative vote of two-thirds of the ballots returned by the Association’s voting members, and shall become effective immediately upon adoption, unless otherwise specified.
ARTICLE XIII– DISSOLUTION OF THE ASSOCIATION
In the event of the Association ceasing to exist, the disposition of the assets and records of the Association will be as follows:
Section 1. General Operating Fund – After all debts of the Association are paid, the balance of funds will be placed in a scholarship fund. The Executive Board shall negotiate with the OSU Foundation regarding the management of the scholarship fund with the intent of a continuing undergraduate scholarship.
Section 2. Ownership of records – OSU Archives shall have sole ownership and disposition rights to all records of the Association.