a division of the
National
Association of Parliamentarians®
BYLAWS
ARTICLE I: Name
The name of this organization shall be the Oregon Association of Parliamentarians, hereinafter referred to as OAP or the Association.
ARTICLE II: Object
The object of OAP shall be:
A. To cooperate with NAP for the purpose of studying and teaching parliamentary law.
B.
To bring into closer cooperation the parliamentarians and students of
parliamentary law in the State of
C. To promote the educational programs of NAP and assist OAP members in gaining registered or professional registered status.
ARTICLE III: Divisions/Members
Section 1: Divisions. Divisions of OAP shall be units, consistent with the provisions of the NAP Bylaws.
Section 2. Members. There shall be the following classes of members:
A. Unit Members
1. Regular Members. A unit regular member is one who is qualified for NAP and OAP membership.
2. Affiliate Members. A unit affiliate member is a regular member who is counted in another unit for OAP and NAP delegate representation.
B. Members-at-Large. A member-at-large is a regular member who is not a member of any unit.
C. Full-Time Students. A full-time student member is one so defined by an educational institution, including a full-time home-schooled student qualified under the applicable state regulations. Such student member may apply for membership as either a unit regular member or a member-at-large.
D. Provisionals. Provisionals are individuals who are preparing for NAP membership. Provisionals are not OAP or NAP members and are not counted for the purpose of determining the number of delegates to which a unit is entitled at OAP or NAP conventions. The unit bylaws may limit the rights of provisionals in the unit.
E.
Charter
Members: Unit members and members-at-large who joined OAP before
Section 3. Application for Membership. Application for membership shall be made in accordance with NAP Bylaws and Standing Rules.
Section 4. Good Standing. A member in good standing shall be one whose current dues have been paid in accordance with the provisions of these bylaws, and shall remain in good standing until the member's name is removed from the official membership roster.
Section 5. Resignation. Resignation of a member in good standing shall be submitted by letter sent to the secretary before March 1 of the year in which the resignation shall become effective.
Section 6. Reinstatement:
A. Application by a member for reinstatement, within a two year period of the forfeiture date of March 1, must be accompanied by a reinstatement fee of one dollar ($ 1. 00) per year and current year dues.
B. A former OAP/NAP member who applies for reinstatement more than two years after termination of membership shall submit an NAP application and meet all current requirements for the given classification.
ARTICLE IV: Dues, Fees, and Finances
Section 1. Dues:
A. Annual dues shall be as follows:
1. Unit regular members, twenty dollars ($20.00).
2. Members-at-large, thirty dollars ($30.00).
3. Full-time students, fifty percent (50%) of the annual dues of the above classes of members.
B. The membership year shall be from January 1 through December 31.
C. Dues shall be payable January 1.
D. Members shall pay OAP and NAP dues directly to NAP Headquarters.
E. Membership shall be delinquent if OAP dues have not been received by NAP by February 1, and forfeited if not received by NAP by March 1.
F. Dues from a member accepted for the first time between July 1 and January 1 shall apply to the next year's dues.
Section 2. Fees. Fees for convention, education events and other for-profit activities shall be determined by the board of directors.
Section 3. Payments. Checks for fees or other financial transactions shall be made payable to Oregon Association of Parliamentarians or OAP.
Section 4. Budgets.
A. The proposed annual budget shall be submitted by the budget/finance committee to the January meeting of the board of directors for approval. The budget shall then be presented to the convention for adoption.
B. The convention budget shall be adopted by the board of directors in January.
C. A preliminary education committee budget shall be presented to the pre-convention meeting of the board of directors.
D. Unbudgeted items over one hundred dollars ($100.00) require two (2) signatures.
Section 5. Audit.
A. The annual audit of the treasurer's records shall be presented to the January meeting of the board of directors for approval,
B. The Treasurer's periodic financial report for the period January 1 through March 1 shall be audited and submitted to the post-convention meeting of the board of directors for approval.
C. The financial records of OAP shall be audited annually, at any time there is a change in the office of treasurer, and at other times as directed by the board of directors.
Section 6. Fiscal Year. The fiscal year shall be from April 1 through March 31.
ARTICLE V: Officers
Section 1. Elected Officers. Elected officers of OAP shall be a president, a vice-president, a secretary and a treasurer.
Section 2. Eligibility. The president and the vice-president shall have served as an elected officer for one (1) term or have served on the board of directors not less than one (1) term or two (2) years with an attendance record of not less than fifty percent (50%).
Section 3. Appointed Officer. The appointed officer shall be the parliamentarian.
Section 4. Term:
A. An officer shall serve a term of two (2) years or until the successor is elected and assumes office.
B. An officer shall hold only one (1) office at a time.
C. A member filling an unexpired term for more than one-half (1/2) of the term shall be said to have served a full term.
D. No officer may serve in the same office for more than two (2) consecutive terms and shall not be eligible again for that same office until after the lapse of two (2) years.
Section 5. Vacancies:
A. In case of a vacancy in the office of president, the vice-president shall become president.
B. Vacancies in offices other than the president shall be filled by nomination and election by the board of directors at the first meeting following the vacancy.
Section 6. Duties of Officers. Duties for all officers in Section 6, paragraph A through F, are in addition to those assigned by the board of directors, found in the OAP parliamentary authority, OAP Standing Rules, and in the OAP Procedure Manual.
A. The President shall:
1. Be the chief executive officer and official spokesman of OAP.
2. Be responsible for orientation of newly elected officers and committee chairmen to their duties.
3. Be chairman of the convention business committee.
4. Appoint, subject to the approval as required in these bylaws:
a. Subject to the approval of the executive committee, all standing committee chairmen with the exception of those specified in the bylaws.
b. Subject to the approval of the board of directors:
(1) Convention Coordinator
(2) Convention business subcommittee chairmen:
(a) Credentials/Registration
(b) Elections
(c) Program (Printed)
(d) Protocol
(3) All special committee chairmen
5. Be an authorized signatory on checks.
6. Be the authorized signatory of contracts between OAP and any service provider, subject to approval by the board of directors.
7. Be ex-officio a member of all committees except the nominating committee.
B. The Vice-President shall:
1. Be chairman of the Education Committee
2. Be an authorized signatory on checks.
C. The Secretary shall:
1. Serve on the yearbook committee.
2. Be an authorized signatory on checks in the absence of the president and vice-president.
D. The Treasurer shall:
1. Assume financial responsibilities immediately following the adoption of the periodic audit report of January 1 to March 31.
2. Be an authorized signatory on checks.
3. Serve on the convention committee as comptroller.
4. Serve on the budget/finance committee.
5. Serve on the yearbook committee.
E. The Parliamentarian shall:
1. Serve on the bylaws committee.
2. Serve as chairman of convention rules and courtesy resolution subcommittee.
3. Have full rights and privileges relating to debate and voting.
ARTICLE VI: Nominations and Elections
Section 1. Nominations of Officers:
A. The nominating committee shall report at the January meeting of the board of directors.
B. Additional nominations may be made from the floor and shall be accompanied by a written statement of qualifications and consent of the nominee.
Section 2. Election of Officers:
A. Election shall be by ballot for any officer for which there is more than one (1) nominee.
B. A majority vote shall elect.
C. For an uncontested office, the president may declare the nominee elected.
D. Officers, with the exception of treasurer, shall assume office immediately following the close of the convention.
Section 3. Nominations and Election of Nominating Committee.
A. A nominating committee of three (3) and an alternate shall be elected at the convention.
B. Nominations shall be made from the floor.
C. Election shall be by ballot and a plurality vote shall elect; the three nominees receiving the highest number of votes shall be the committee and the nominee receiving the next highest number of votes shall be the alternate.
D. Only one (1) member from a unit may serve on the committee.
E. Only one (1) member-at-large may serve on the committee.
F. No member may serve more than two (2) consecutive terms.
G. The committee shall elect its own chairman.
ARTICLE VII: Meetings
Section 1. Conventions. A convention shall be held annually on the third (3rd ) Friday and/or Saturday in March, at a place determined by the board of directors, for the purpose of electing officers, electing a nominating committee, electing delegates and alternates to NAP conventions, receiving written reports of officers, chairmen of standing and special committees and unit presidents of their year's activities, and transacting such other business as properly comes before it.
A. Official Call. Official call of the convention, giving time and place, shall be issued by the president by mail and/or may be published in the preconvention issue of the state publication at least thirty (30) days prior to the convention.
B. Voting Body. The voting body shall be composed of all OAP members in good standing who have registered for the convention. There shall be no voting by proxy.
C. Credentials/Registration. The credentials/registration subcommittee shall:
1. Be given a copy of the names of all members in good standing.
2. Report to the convention the number of eligible members registered and in attendance.
D. Quorum. The voting members who are registered and in attendance shall constitute a quorum, provided that one-half (1/2) of the units are represented and two (2) elected officers are present.
E. Members and Guests. The convention shall be open to all OAP members, NAP members, and guests.
F. Registration Fees/Other. The registration fee shall be determined by the board of directors. Fees shall be calculated so that income exceeds expenses.
G. Convention Committee: The convention committee shall be:
1. Composed of the president, coordinator and the comptroller.
2. Divided into two (2) parts as follows:
a. Convention Business Subcommittee, consisting of the executive committee, with the president as the business subcommittee chairman and secretary as the subcommittee secretary and reporting officer (To become effective with the 2001 election.), the coordinator and the following subcommittee chairmen: credentials/registration, elections, program (printed), protocol, and OAP publicity/public relations standing committee chairman.
b. Convention Arrangements Subcommittee, consisting of the coordinator, as chairman, and the following subcommittee chairmen appointed by the coordinator: decorations, hospitality and pages, timekeepers, convention packets, memorial, and fun/fund time. The coordinator shall be the liaison between the business and arrangements committees, direct preparations for convention, and present arrangements plans to the October meeting of the board of directors for approval.
H. Delegates to NAP Conventions.
1. Delegates shall be nominated from the floor and elected at the OAP convention in the odd-numbered years.
2. Alternates shall be nominated and elected in the same manner and at the same time as delegates.
3. The president shall appoint delegates and alternates to fill a vacancy.
Section 2. Special Meetings. A special meeting of OAP shall be called upon a three-fourths (3/4) vote of the executive committee or a two-thirds (2/3) vote of the board of directors, taken in a meeting, by mail or other means of communications.
ARTICLE VIII. Board
of Directors
Section 1. Composition. The board of directors shall be composed of the elected officers, the appointed officer, chairmen of standing committees, the nominating committee chairman, unit presidents or alternates, and the convention coordinator.
Section 2. Authority. The board of directors shall have full power and authority over the affairs of the association between meetings of the association except that of modifying action of the association.
Section 3. Duties, The board of directors shall:
A. Transact all business of the association between conventions.
B. Approve the OAP Procedure Manual and changes thereto.
C. Authorize special committees.
D. Assist in organizing new units.
E. Perform such other duties defined in these bylaws or as directed by the convention.
Section 4. Meetings.
A. The scheduled meetings of the board of directors shall be held within three (3) weeks following the convention, in the months of June, October, and January, and within the week prior to the convention.
B. Special meetings may be called by the president or upon written request of five (5) members. Ten (10) days' written notice or five (5) days' notice by telephone shall be given.
C. Meetings may be conducted by mail or telephone conference when necessary. All actions taken by mail or telephone conference shall be verified and made a part of the minutes of the next meeting of the board of directors.
Section 5. Emergency.
A. In the event of state-wide, national, world-wide or other emergency, the board of directors may cancel or defer the annual convention.
B. The election of officers shall be held at the first convention following the emergency.
Section 6. Quorum. A quorum for the board of directors shall be five (5) of its members, of whom two (2) shall be elected officers.
ARTICLE IX: Executive
Committee
Section 1. Composition. The executive committee shall be composed of the elected officers and the appointed officer.
Section 2. Authority. The executive committee shall have general supervision of the affairs of the association between meetings of the board of directors.
Section 3. Duties. The executive committee shall:
A. Conduct business that may be referred to it by the board of directors.
B. Approve appointments of the president as provided in these bylaws.
C. Serve on the convention business subcommittee
D. Perform such other duties defined in these bylaws.
Section 4. Meetings. The executive committee shall:
A. Meet immediately following the close of the convention to approve the appointments of the president.
B. At the meeting following the convention, announce the time and place of the post-convention meeting of the board of directors.
C. Hold additional meetings at the call of the president or any three (3) members.
Section 5. Quorum, A quorum shall be a majority of the members.
ARTICLE X: Committees
Section 1. Standing Committees. The Standing Committees shall be:
A. Budget/Finance
B. Bylaws/Procedure Manual
C. Convention
1. Convention Business Subcommittee
2. Convention Arrangements Subcommittee
D. Education
1. Teacher's Bureau Subcommittee
2. Speaker's Bureau Subcommittee
3. Professional Qualifying Course Subcommittee
4. Professional Development Course Subcommittee.
E. Historian
F. Membership/Extension
G. Publicity/Public Relations
H. State Publication
I. Yearbook
Section 2. Term. The term of office for committee chairmen shall be consistent with that of the elected officers, except for the state publication chairman, who shall assume his/her duties following the publication of the post-convention issue.
Section 3. Duties of Standing Committees. Committee chairmen shall develop a written plan of work to be submitted to the June meeting of the board of directors for approval.
A. The Budget/Finance Committee shall:
1. Conduct the annual audit for the previous year.
2. Conduct an audit for the first period of the year, January 1 through March 31.
3. Conduct periodic treasurer's reports review for the remainder of the year.
4. Prepare the annual budget.
B. The Bylaws/Procedure Manual Committee
1. Shall:
a. Review and edit for composition:
(1) Proposed OAP bylaws amendments.
(2) Proposed NAP bylaws amendments.
(3) Proposed OAP standing rules amendments.
b. Consolidate similar amendments to OAP and NAP bylaws for joint proposal.
c.. Submit the proposed OAP and NAP bylaws amendments to the OAP annual convention, with recommendation(s) for action.
2. May:
a.. Propose amendments to OAP and NAP bylaws.
b. Propose amendments to the procedure manual.
c. Propose OAP standing rules and amendments thereto.
d. Propose board of directors standing rules and amendments thereto.
C. The Convention Committee (See ARTICLE VII-. Meetings, Section 1, Convention Committee) The convention committee shall be divided into two parts:
1. Convention Business Subcommittee
2. Convention Arrangements Subcommittee
D. The Education Committee shall:
1. Develop education programs.
2. Promote and conduct education events.
3. Be responsible for the convention education program.
4. Prepare preliminary education committee budget(s) for the coming year by March 1. Present the budget(s) to the pre-convention meeting of the board of directors for adoption.
5. When submitting plans for an education event to the board of directors for approval, present the finalized budget to the board of directors for adoption.
E. The Historian shall:
1. Act as records archivist.
2. Maintain a history book of activities.
3. Write a narrative of the year's activities to be submitted to the board of directors at the pre-convention board meeting.
4. Be responsible for retention of OAP records, in accordance with OAP procedures.
F. The Membership/Extension Committee shall:
1. Be composed of the vice-president as chairman, at least one (1) member from each unit and a member-at-large.
2. Meet at least four (4) times a year:
a. Once prior to the post-convention meeting of the board of directors.
b. At least once during the Fall, Winter and Spring quarters.
3.
Upon
notification of a new member, send a welcome letter and a copy of the Yearbook.
G. The Publicity/Public Relations Committee shall:
1. Promote OAP activities by disseminating information to the public through the press and other media.
2. Maintain a book of press clippings, publicity releases and pictures pertaining to OAP.
3. Be the OAP convention publicity/public relations subcommittee.
H. The State Publications Committee shall:
1. Be composed of an editor, assistant editor and a parliamentary education columnist appointed by the president. Additional members may be appointed by the editor.
2. Publish and distribute the state publication during the months of April, August, November and February.
I. The Yearbook Committee shall:
1. Be composed of a chairman appointed by the president, OAP treasurer and OAP secretary.
2. Prepare, edit and publish a Bylaws and Membership Manual Yearbook.
3. Upon notification of a new member, add the name and address to the Yearbook.
Section 4. Special Committees.
A. Special committees may be created by the convention, or board of directors, and shall be appointed by the president.
B. All chairmen shall be NAP members.
ARTICLE XI: Disciplinary Procedure.
Section 1. Complaints. If a complaint is filed alleging a violation of the Fundamental Principles of Parliamentary Procedure, the OAP Bylaws, or civil law, it shall be processed in accordance with the chapter on DISCIPLINARY PROCEDURES set forth in the most recent edition of Robert's Rules of Order Newly Revised, or elsewhere in Robert's Parliamentary Writings when deemed appropriate by the committee.
Section 2. Disciplinary Committee.
A. The Committee shall be composed of-
1. A chairman who is a Professional Registered Parliamentarian and two (2) members who are, if possible, Registered Parliamentarians or Professional Registered Parliamentarians, and who are not members of the board of directors.
2. Members of the committee who are not Professional Registered Parliamentarians or Registered Parliamentarians, must have been an OAP member seven (7) years and have served on the board of directors for at least three (3) years.
B. Members of the committee shall be nominated by the president and elected by the board of directors at the post convention meeting of the board.
C. The committee shall report only to the board.
D. Vacancy. In the event of a vacancy in the committee, for any reason, the vacancy shall be filled for the remainder of the term by nomination by the president and election by the board of directors, at its first regular meeting following the vacancy.
ARTICLE XII: Dissolution
In the event of dissolution of the Association, the assets shall be liquidated and distributed to NAP, a 501(c)(3) organization, in accordance with government regulations. None of the funds shall inure to the benefit of individuals. The Association charter shall be returned to NAP Headquarters.
ARTICLE XIII: Parliamentary Authority
The current edition of Robert's Rules of Order Newly Revised shall be the parliamentary authority for all matters of procedure not specifically covered by these bylaws, those of NAP and the standing rules of OAP. The Parliamentary authority of OAP shall be adopted by each unit of OAP.
ARTICLE XIV: Amendments.
These bylaws may be amended at any annual convention by a two-thirds (2/3) vote. Amendments to these bylaws must be submitted to the bylaws/procedure manual committee chairman no later than November 30, for presentation to the convention by the bylaws committee with recommendation(s). Thirty (30) days notice must be given to the membership prior to the convention. An emergency amendment may be considered at convention if consent is given by a three-fourths (3/4) vote of the voting body for its presentation provided that it arises out of the business of the convention. A three-fourths (3/4) vote of the voting body is required for its adoption.
Adopted 1967
Amended 2000, 2003, 2005, 2006, 2007, 2008