IAAP - Oklahoma City Chapter (558-150)

OKLAHOMA CITY CHAPTER (558150)

Home
Meetings & Reservations
IAAP OKC Chapter - Photos
What Is IAAP?
Officers
Committees
Member Business
Executive of the Year
Arkansas-Oklahoma Division
Certification
Calendar of Events

BYLAWS, STANDING RULES AND PROCEDURES

 

(Adopted April 1956/Revised October 2002/Amended April 2007)

(Adopted April 1956/Revised October 2002/Amended April 2007)

 

ARTICLE

SUBJECT

PAGE

 

I

 

NAME AND LOCATION

1

 

II

 

MEMBERSHIP AND DUES

Section 1.               Membership

Section 2.               Dues

 

1

1

 

III

 

OFFICERS

Section 1.               Officers

Section 2.               Qualifications

Section 3.               Nomination and Election

Section 4.               Term of Office

Section 5.               Duties

Section 6.               Vacancy

 

1

1

1

1

2

3

 

IV

 

BOARD OF DIRECTORS

Section 1.               Composition

Section 2.               Duties

Section 3.               Meetings

Section 4.               Quorum

 

3

3

3

4

 

V

 

COMMITTEES

Section 1.               Standing Committees

Section 2.               Duties

Section 3.               Special Committees

Section 4.               Responsibility

 

4

4

4

4

 

VI

 

MEETINGS

Section 1.               Regular & Annual Meetings

Section 2.               Special Meetings

Section 3.               Business at Annual Meeting

Section 4.               Quorum

 

4

4

4

4

 

VII

 

AUDIT

Section 1.               End of Fiscal Year

Section 2.               Vacancy in Office of Treasurer

 

5

5

 

VIII

 

DISSOLUTION

5

 

IX

 

AMENDMENTS

Section 1.               Bylaws

Section 2.               Standing Rules and Procedures

Section 3.               Corrections and Changes

Section 4.               Enactment

 

5

5

5

5

 

STANDING RULES

6

 

PROCEDURES

6


ARTICLE I – NAME AND LOCATION

The name of this Chapter shall be the Oklahoma City Chapter of the International Association of Administrative Professionals (IAAP). It shall be located in Oklahoma City, Oklahoma.

 

ARTICLE II – MEMBERSHIP AND DUES

Section 1. Membership. There shall be four classifications of membership as provided in the International Bylaws. Associate Members shall have all the rights and privileges of Professional Members. Student Members shall not have voting privileges.

 

Section 2. Dues. Annual dues for this Chapter shall be:

Professional Member..................................................... $12.00

Professional-Merited Member........................................ $3.50

Student Member............................................................... $0.00

Associate Member......... Amount set by International Board

 

Section 3. Dual Membership

A.      Members of the Oklahoma City Chapter shall be permitted to hold dual membership in other IAAP chapters.

B.       If the main membership is with the Oklahoma City Chapter, annual renewal dues for the chapter will be paid to Headquarters when billed. If the main membership is with another chapter, annual renewal dues for the chapter will be paid directly to the Oklahoma City Chapter Treasurer.

C.       Members who hold dual membership shall not be permitted to serve as an officer of the Oklahoma City Chapter while simultaneously serving as an officer in any other chapter.

 

ARTICLE III – OFFICERS

 

Section 1. Officers. The Chapter Officers shall be President, President Elect, First Vice President, Second Vice President, Secretary, and Treasurer.

 

Section 2. Qualifications.

A.      A candidate for office shall have been a Professional member or Professional-Merited member of the Chapter for at least two years preferably prior to the time of nomination.

B.       A candidate for the Office of President Elect shall have served as an officer of this Chapter for at least one full year preferably prior to the time of election.

C.       A candidate for office who holds dual membership in another chapter shall not be permitted to run for office in any other chapter simultaneously.

 

Section 3. Nomination and Election.

A.      At the meeting preceding the Annual Meeting, the Nominations Committee shall submit to the membership a slate of one or more candidates for each elected office.

B.       Nominations may also be made from the floor prior to the election at the Annual Meeting provided the nominee is a Professional or Professional-Merited member and has consented to serve, if elected, and provided the qualifications are printed and presented to all members at the time of nomination.

C.       Officers shall be elected by ballot at the Annual Meeting, or prior to the Annual Meeting if by electronic means, except that if there is but one candidate for each office, the officers may be elected by voice vote if voting in person, or as one slate as a whole if voting electronically.  A majority vote of the members present at the Annual Meeting, or a majority of all members if held by electronic means, shall be required for election.

 

Section 4. Term of Office.

A.     The term of office shall coincide with the fiscal year for IAAP, July 1 through June 30.

B.       The President and President Elect may serve more than one term on an exception basis, if no other members accept the position.  Other officers may serve more than two consecutive terms, if no other members accept the position.  Any officer serving six months or more in an office shall be deemed to have served one term.

C.       A Chapter member who has served the maximum allowable terms in a chapter office may be nominated for that office again after the elapse, preferably, of two years, provided the qualifications set out in Section 2 of this article are also met.

D.       No officer shall hold more than one Chapter office at a time. No officer who holds dual membership in another chapter shall serve as an officer in any other chapter simultaneously. No member shall hold a Division office while serving as a Chapter Officer, except to allow for normal overlap in difference of installation time.

 

Section 5. Duties. Chapter officers shall be obligated to uphold and represent the interests of IAAP and the profession as a whole. All officers are expected to attend all Board of Directors and Chapter Meetings. All officers shall carry out the duties of their office as defined herein assisting with the appointment of committee chairmen and soliciting help where deemed necessary.

 

A.      The President shall:

  1. Perform the duties prescribed by these Bylaws and by the Parliamentary Authority adopted by IAAP.
  2. Subject to the approval of the Board of Directors, appoint all Standing and Special committees, unless otherwise specified.
  3. Be a member ex-officio of all committees except the Committee on Nominations.
  4. Call meetings of the Board of Directors whenever such meetings are necessary.
  5. Keep the Division President fully informed on all matters concerning the Chapter.

 

B.       The President Elect shall:

  1. In the absence of the President, serve as the presiding officer at Chapter meetings or meetings of the Board of Directors.
  2. In the event of a vacancy in the Office of President, succeed to the Office for the unexpired term.
  3. Assist the President, the Board of Directors, and members on matters of parliamentary procedures and shall serve as Chairman of the Bylaws and Standing Rules Committee.
  4. Coordinate the activities of the Executive Advisory Board, as outlined in Procedure #2.
  5. Perform such duties as may be assigned by the Board of Directors.

 

C.    The First Vice President shall:

  1. In the absence of the President and President Elect, serve as presiding officer at Chapter meetings or meetings of the Board of Directors.
  2. In the event of a vacancy in the office of President and President Elect, succeed to the office for the unexpired term.
  3. Chair the Membership Committee and conduct all Member Services, as outlined in Procedure #13, Paragraphs A, B, and C.
  4. Assume the duties of Treasurer in the absence of that officer.
  5. Perform such other duties as may be assigned by the Board of Directors.               

 

D.    The Second Vice President shall:

  1. Assume the duties of the First Vice President in the absence of that officer.
  2. Chair the Program-Education Committee and conduct all Educational Services, as outlined in Procedure #13, Paragraphs D, E, F, and G.
  3. Perform such other duties as may be assigned by the Board of Directors.

 

E.     The Secretary shall:

1.     Be responsible for the minutes of all Chapter and Board of Directors’ meetings.

2.        Give written notice of the Annual and Special Meetings as required in Article VI.

3.        Assume the duties of the Second Vice President in the absence of that officer.

4.        Be responsible to conduct all Communication and Recognition Services, as outlined in Procedure #13, Paragraphs H, I, J, and K.

5.        Perform such other duties as maybe assigned by the Board of Directors.

 

F.     The Treasurer shall:

1.        Be responsible for all funds of the Chapter and for the records of its financial affairs.

2.        Keep a complete and accurate record of Chapter membership.

3.        Be bonded with premiums paid from Chapter funds.

4.        Assume the duties of the Secretary in the absence of that officer.

5.        Conduct all Financial Services, as outlined in Procedure #13, Paragraphs L and M.

6.        Perform such other duties as may be assigned by the Board of Directors.

 

Section 6. Vacancy.

A.      In the event of a vacancy in the office of President, the President Elect shall succeed to the office for the unexpired term and shall continue in the office of President for the following year. The office of President Elect shall remain vacant until the next regular election.

 

B.       In the event of a vacancy in the office of President Elect for any other reason during the first half of the fiscal year, the President shall ask the Nominations Committee to find a candidate to fill the position for the remainder of that fiscal year and to succeed to the office of President for the following year. Candidates for President Elect must meet the qualifications defined in Section 2 and must be elected by the membership.

In the event of a vacancy in the office of President Elect for any other reason during the second half of the fiscal year, the office shall remain vacant until the next regular election, at which time both a President and a President Elect shall be elected.

 

C.       In the event of a vacancy in the offices of both President and President Elect, the First Vice President shall succeed to the office of President for the unexpired term. In addition, the individual shall be eligible to seek re-election to the office of President for the following year.

If the vacancies occur during the first half of the fiscal year, the First Vice President who fills the position of President must at the time of succession state intention to seek or not to seek re-election to the office of President for the following year. In the absence of intention to seek re-election, the Nominations Committee will find a candidate to fill the position of President Elect for the remainder of the fiscal year and to succeed to the office of President for the following year. Candidates for President Elect must meet the qualifications defined in Section 2 and must be elected by the membership.

If the vacancies occur during the second half of the fiscal year, the office of President Elect shall remain vacant until the next regular election, at which time both a President and a President Elect shall be elected.


D.      The Chapter Board of Directors shall fill a vacancy in any other office for the unexpired term by appointment from the membership of the Chapter.

 

ARTICLE IV – BOARD OF DIRECTORS

 

Section 1. Composition. The officers of this Chapter shall be the Board of Directors.

 

Section 2. Duties.

A.      The Board of Directors may transact business in person, by postal mail, courier service, electronic communication, or by conference call. For adoption, any business shall require a majority vote of the Board of Directors.

B.      The Board of Directors shall prepare an annual budget for adoption by the membership, shall purchase a fidelity bond to cover all officers who sign checks, and shall arrange for an annual audit of the financial records of the Chapter.

C.       The Board of Directors may, by a three-fourths vote of its membership, remove any officer or committee chairman for misconduct or neglect of duty. The Board of Directors shall request the resignation of such officer from the respective office. If such resignation is not received by the Board of Directors within ten days after such resignation has been requested, the Board of Directors is empowered to and shall thereupon declare such office vacant, and such office shall be filled in accordance with the provisions of Article III-6.

 

Section 3. Meetings. Regular Meetings of the Board of Directors shall be held once a month, on a day of the month to be agreed upon by the President and other members of the Board of Directors. Special Meetings may be called by the President or by a majority of the Board of Directors.

 

Section 4. Quorum. The quorum for any meeting of the Board of Directors shall be a majority.

 

ARTICLE V – COMMITTEES

 

Section 1. Standing Committees. Standing Committees shall be composed of a Chairman and any number of Members. Appointments shall be for one year and coincide with the fiscal year of IAAP, July 1 to June 30.

 

Section 2. Duties. Standing Committees and their duties are as follows:

 

A.      The Bylaws and Standing Rules Committee shall:

  1. Maintain conformity in Chapter Bylaws, Standing Rules and Procedures with the International Bylaws and Standing Rules and the Division Bylaws, Standing Rules and Procedures.
  2. Propose amendments and resolutions.
  3. Edit/Correlate all proposed amendments to the Chapter Bylaws, Standing Rules and Procedures and submit them to the membership, together with the committee’s recommendation and the reasons for the recommendations, in accordance with these Bylaws.
  4. Submit Chapter Bylaws, Standing Rules and Procedures and/or amendments thereto to the Division Bylaws and Standing Rules Committee for approval as amended or at least every four years.
  5. Assist the Board of Directors in preparing and submitting amendments to the International and/or Division Bylaws and Standing Rules and resolutions to the International Bylaws and Standing Rules Committee on behalf of the Chapter.

 

B.       The Nominations Committee shall consist of a Chairman and two Members, all of whom shall have previously served as officers of the Chapter. At the meeting preceding the Annual Meeting, or prior to the meeting if by electronic means, the Nominations Committee shall submit to the membership a slate of one or more candidates for each elected office.

 

Section 3. Special Committees. Special Committees may be appointed when deemed necessary by the Board of Directors. Special Committees and their duties are defined in Procedures.

 

Section 4. Responsibility. All committees, except the Committee on Nominations, shall be directly responsible to the Board of Directors and shall submit all plans, prior to execution, to the Board of Directors for approval.

 

ARTICLE VI – MEETINGS

 

Section 1. Regular and Annual Meetings.

A.      Regular meetings of this chapter shall be held on the second Thursday of each month, with the exception of April, unless otherwise ordered by majority vote of the membership or the Board of Directors.

B.       The program conducted for Administrative Professionals Day in April shall be the regular meeting for that month.

C.       The May meeting of each year shall be the Annual Meeting of this chapter.

D.      All meetings are open to students and prospective members.

 

Section 2. Special Meetings. Special Meetings may be called by the President, by a majority of the Board of Directors, or by one-third of the membership, provided notice specifying the principal business of the meeting is given to all members at least five days prior to the date of the Special Meeting. Business transacted at a Special Meeting shall be limited to that mentioned in the call.

 

Section 3. Business of the Annual Meeting. Officers shall be elected at the May Meeting. An installation ceremony will be conducted at the June Meeting.

 

Section 4. Quorum.

A.      A Quorum for any Regular or Special Meeting shall be twenty (20) percent of the Professional, Professional-Merited, and Associate Members on roll.

B.       In the event a Quorum as outlined in Par. A is not satisfied for two consecutive chapter meetings, the President may declare a Quorum to be those in attendance at the third meeting. This Quorum will be effective after ten (10) minutes has elapsed following the opening of the meeting and shall be effective for the current meeting only. Any votes taken at the meeting will require a majority vote of the members present to be carried or defeated.

 

ARTICLE VII – AUDIT

 

Section 1. A qualified person or persons appointed by the Board of Directors shall make an audit of the Chapter’s financial records. Such audit shall be completed within thirty days of the close of the fiscal year; a written report covering the audit shall be submitted to the Board of Directors, and the records shall be transferred immediately to the incumbent Treasurer.

 

Section 2. In the event of a vacancy in the office of Treasurer, a qualified person or persons appointed by the Board of Directors shall make an audit of the Chapter’s financial records. Such audit shall be completed within fifteen days after receipt of the records, a written report covering the audit submitted to the Board of Directors, and the records transferred as directed by the Board of Directors.

 

ARTICLE VIII – DISSOLUTION

 

In the event of dissolution, abandonment, or termination of the Chapter, no income, contribution, or other revenue or funds shall inure to the benefit of any individual or of any group not affiliated with IAAP. Any and all assets then possessed by the Chapter, after current indebtedness has been paid, shall go and be delivered forthwith to the Retirement Trust Foundation or the Research and Educational Foundation, as determined by vote of the chapter members.

 

ARTICLE IX – AMENDMENTS

 

Section 1. Bylaws. These Bylaws may be amended by any of the following methods:

A.    At any meeting of the Chapter by a two-thirds vote, provided the proposed amendments shall have been communicated to the members at least ten days prior to the meeting date or have been read at the previous regular meeting.

B.     By unanimous vote if not distributed previously as required in A of this section.

C.     By electronic means, provided the proposed amendments shall have been communicated to the members at least ten days prior to the date the vote is taken electronically, or have been read at the previous regular meeting.

 

Section 2. Standing Rules and Procedures.

A.    Standing Rules and Procedures may be adopted without previous notice by a majority vote at any meeting of the Chapter.

B.     Standing Rules and Procedures may be amended or rescinded:

1.        By a majority vote, provided the proposed amendments shall have been communicated to the members at least ten days prior to the meeting date or have been read at the previous regular meeting.

2.        By a two-thirds vote without previous notice.

 

Section 3. Corrections. Automatic grammatical, punctuation, and correlation corrections in these Bylaws and Standing Rules which in no way alter the intent of the respective Bylaw or Standing Rule shall be effected by the Bylaws and Standing Rules Committee, subject to the approval of the Board of Directors.

 

Section 4. Enactment. These Bylaws and Standing Rules and/or amendments thereto shall become effective upon adjournment of the meeting at which adopted, unless otherwise specified.

 

BYLAWS

Adopted..................................... April 1956

Revised................................. October 2002

Approved by Division............. April 2001

Amended..................................... July 2004

STANDING RULES

Adopted..................................... April 1956

Revised....................................... April 2001

Approved by Division............. April 2001

Amended..................................... July 2004

PROCEDURES

Adopted..................................... April 1999

Revised....................................... June 2002

Approved by Division............. April 2001

Amended..................................... July 2004

Approved by Division………..May 2007

Amended……………………..June 2007

 

STANDING RULES

 

1.        The Immediate Past President shall serve as Delegate to the International Convention and Education Forum, and the President shall serve as Alternate.

 

2.        The President shall serve as Delegate to the Arkansas-Oklahoma Division Annual Meeting, and the President Elect shall serve as Alternate.

 

3.        In the event that any selected Delegate or Alternate is unable to attend the respective convention, the Board of Directors will select a replacement from among the current officers.

 

4.        The chapter will pre-pay the Delegate’s expenses to any association meeting for registration and transportation by the most practical and economical means. With 30 days of returning, the Delegate will submit an itemized account of expenses for reimbursement. Authorized expenses include, but are not limited to, lodging, three meals a day, ground transportation, and special functions. Meal allowances will be based on IRS guidelines for that city.

 

5.        Subject to funds being available, the chapter will pre-pay the Alternate’s expenses to any association meeting for registration and transportation by the most practical and economical means. With 30 days of returning, the Alternate will submit an itemized account of expenses for reimbursement. Authorized expenses include, but are not limited to, lodging, three meals a day, ground transportation, and special functions. Meal allowances will be based on IRS guidelines for that city.

 

6.        The Delegate to any association meeting shall provide an oral or written report of the proceedings to the membership upon returning.

 

PROCEDURES

 

1.        The President and the First Vice President shall be authorized to countersign with the Treasurer all checks drawn on the chapter’s funds, and these positions shall be bonded.

 

2.        The Chapter will retain an Executive Advisory Board from whom to seek advice and counsel on chapter activities. The President Elect will coordinate the activities of the EAB, working at the direction of the President and Board of Directors to seek participants, schedule meetings and determine discussion topics as appropriate. The EAB will meet at least twice during the chapter year, once in the fall and once in the spring.

 

3.        The Chapter will retain a Webmaster who is responsible for maintaining a website for the Chapter. Appropriate changes should be made at least monthly to keep the information up to date. A nominal monthly fee shall be paid to the person designated to maintain the site. The Board of Directors and the Webmaster shall agree upon the amount of the fee.

 


CONCERNING ELECTION OF OFFICERS

 

4a.  When there is more than one candidate for an office and the vote is taken by ballot, the President shall appoint a Tellers Committee, one Clerk and two Tellers, none of whom shall be a candidate for office. They shall be responsible for distributing and collecting the ballots and for tallying the vote. After all votes are cast and the vote is tallied, the Clerk shall report the results of the election to the President.

 

4b.  When there is more than one candidate for an office and if the vote is taken electronically, the President shall appoint a Tellers Committee in the same manner as above, but they will accept the vote electronically, and report the results of the election to the President, who will announce the results to the membership and declare the election completed.

 

5.        In the event that no candidate receives a majority vote on the first ballot, all but the two highest for such office shall be eliminated and the balloting continued. If the vote remains a tie after the second ballot, the election shall be decided by lot.

 

6.        At the time of installation, officers shall be presented with a pin signifying the office. Pins must be passed on to successors and replaced if lost without cost to the chapter.

 

CONCERNING OUTGOING OFFICERS

 

7.        The outgoing President shall be presented with a Past President’s Pin as a token of appreciation.

 

8.        The outgoing Board of Directors shall meet with the incoming Board of Directors during the period between installation and assumption of duties.

 

CONCERNING SELECTION OF OUTSTANDING MEMBER OF THE YEAR

 

9.        Each year, the Chapter will select an Outstanding Member of the Year. The previous year’s winner will ask for nominations at the February Chapter Meeting. The names of those nominees will be placed on a ballot at the March Chapter Meeting for voting by members. The member who receives a plurality vote will be the winner. Announcement will be made at the celebration for Administrative Professionals Day in April.

 

10.     In the case of a tie when voting for Outstanding Member of the Year, the nominees with the five highest votes will remain on the ballot, and the balloting will continue. In the event there is still a tie between two nominees, those nominees receiving the most votes will remain on the ballot and balloting will continue until a winner(s) is determined. A member may not receive the award in successive years.

 

CONCERNING COMMITTEES

 

11.     All committees shall, within fifteen days after the conclusion of their appointment, transfer their files to their successors or to the Board of Directors.

 

12.     Each Committee Chairman shall submit a written annual report to be included in the President’s Annual Chapter Report.

 

13.     Special Committees may be enacted when needed, and their duties are:

 

Concerning Member Services
(reporting to the First Vice President)

  1. The Calling/VME Committee shall obtain monthly meeting reservations and provide names of attendees to the President, the Treasurer, and the First Vice President-Membership.
  2. The Employment Committee shall keep a record of members interested in change of employment and advise the chapter and such members of any prospects for suitable employment.
  3. The Service/Social Committee shall promote good fellowship within the chapter at special events determined and prescribed by the Board of Directors and shall maintain a fund separate from chapter funds by which to perform services and courtesies to chapter members.

 

Concerning Educational Services
(reporting to the Second Vice President)

  1. The Administrative Professionals Day Committee shall plan an appropriate celebration to recognize and honor our members, prospective members, and our executives.
  2. The Certification Committee shall promote the CPS and CAP Programs sponsored by IAAP and shall recognize members who attain certification by presenting them with Lamps of Learning for the CPS and a similar trophy or plaque for the CAP.

    Subject to the availability of funds and approval of the Board of Directors, the Chapter may award a scholarship(s) annually to a member of the Oklahoma City Chapter who sits for the CPS or CAP Exam.

    The Certification Chair shall be responsible for study materials owned by the Chapter and shall keep a record of materials loaned out. Study materials may be loaned only to Oklahoma City Chapter members. Members who borrow study materials shall pick them up and return them directly to the Chairman or a designated member of the Certification Committee. These members will sign a statement agreeing to pay for lost or damaged study materials.
  3. The Seminar Committee shall plan a seminar(s) for the educational benefit of members and prospective members.
  4. The Student Chapter Program Committee shall direct all student association activities. Subject to the availability of funds and approval of the Board of Directors, the Chapter may award a scholarship(s) for continued education to future administrative professional candidates who attain the highest score on an oral or written examination.

 

Concerning Communication Services
(reporting to the Secretary)

  1. The History Committee shall maintain a permanent record of the Chapter’s activities and display the commemorative books at appropriate events.
  2. The Publicity Committee shall publicize Chapter activities through press releases and other appropriate media.
  3. The Speakers Bureau Committee shall maintain a list of chapter members who are available to speak and the topics in which they are well versed in order to fulfill requests for speakers from schools and businesses about our profession.

 

Concerning Recognition Services
(reporting to the Secretary)

  1. The Executive of the Year (EOTY) Committee shall direct all activities concerning nomination and selection of the honoree. Members shall present their executive’s qualifications at the October Chapter meeting (to coincide with the celebration of Bosses Day), and the recipient will be determined by a plurality vote of the members present at that meeting.

 


Concerning Financial Services
(reporting to the Treasurer)

  1. The Legacy Committee shall promote interest in raising funds for the Retirements Trust Foundation, the Research and Educational Foundation, and the Building Fund.
  2. The Ways and Means Committee shall promote projects to raise the funds necessary to operate the Chapter.