Oregon Chapter
INTERNATIONAL ASSOCIATION OF WORKFORCE PROFESSIONALS
ASSOCIATION CONSTITUTION
ARTICLE I. NAME:
The name of this organization is the Oregon Chapter of the International Association of Workforce Professionals.
ARTICLE II. OBJECTIVES:
The objectives of this Association will be:
1. To enhance the individual competence, knowledge, and proficiency of members interested in all occupations in the Workforce Development arena.
2. To provide a forum for the exchange of information.
3. To support administrators in carrying out programs and to assist in the continued improvement of the administration of programs and services.
4. To promote public and legislative awareness of the proficient services provided by the personnel of the programs.
5. To provide information to members on proposed legislation and policy matters affecting these programs.
6. To foster a close working relationship with organizations that have common concerns regarding the improvement of the Workforce Development arena.
7. To contribute toward the advancement of peace, goodwill, and
International understanding through world fellowship among persons engaged in these programs.
ARTICLE III. MEMBERSHIP:
Membership in the Association is categorized as full, retiree and life in accordance with qualifications as set forth in the Standing Rules, Policies and Procedures Manual of the International Association.
The right to vote, make motions, second motions, place names in nomination, hold office, be nominated for and/or serve on one or more committees is confined to full, retiree or life members.
Membership in this Association will not be held to be in conflict with membership in any other organization.
ARTICLE IV. SUBCHAPTERS:
Section 1. Division:
The Oregon Chapter will be divided into Subchapters as follows:
Subchapter I...Astoria, Beaverton, Downtown Portland, Gresham, Hillsboro, North Portland, Portland-Metro UI Center, Oregon City, Tillamook, and their satellite offices, including one-stop and affiliated sites in the area
Subchapter II..Albany, McMinnville, Newport, OED Central Office, Salem, and their satellite offices, including one-stop and affiliated sites in the area
Subchapter III.Coos Bay, Eugene, Eugene UI Center, and their satellite offices, including one-stop and affiliated sites in the area
Subchapter IV..Baker City, Bend, Bend UI Center, Hermiston, La Grande, Ontario, Pendleton, Redmond, The Dalles, and their satellite offices, including one-stop and affiliated sites in the area
Subchapter V..Brookings, Grants Pass, Klamath Falls, Medford, Roseburg, and their satellite offices, including one-stop and affiliated sites in the area
The Oregon Chapter Executive Board will determine into which Subchapter jurisdiction a newly established office will be placed.
Section 2. GEOGRAPHIC ASSIGNMENT:
Members, whose sections are in the Administrative Office but who work in another geographic area, will be considered members of the Subchapter closest to their office of work assignment, being eligible to participate, vote and hold office with that Subchapter.
ARTICLE V. ADMINISTRATIVE STRUCTURE:
Section 1. CHAPTER OFFICERS:
The Officers of this Chapter will consist of the President, President-Elect, Vice-President, Immediate Past President, Treasurer and Secretary.
Section 2a. EXECUTIVE BOARD:
The Executive Board of this chapter will consist of: the President, President-Elect, Immediate Past President, Vice-President, Treasurer, Secretary, Chapter Activities Chairperson, Publicity Chairperson, Retirees Chairperson, Legislative Chairperson, Education Chairperson, the Subchapter Presidents, and one elected Representative from each Subchapter.
No individual will hold more than one position on the Chapter Executive Board.
Section 2b. EXECUTIVE BOARD SUBSTITUTIONS:
The Vice-President of an Oregon Subchapter will serve as a Chapter Executive Board member in the absence of the Subchapter President or the Subchapter Representative.
ARTICLE VI. INSTITUTES & MEETINGS:
The annual general Membership meeting will be held during April or May in conjunction with an Oregon Chapter Educational Institute, no less than thirty (30) days prior to the annual International Association Educational Institute, at a time and place specified by the Executive Board or at the request, by petition, of 40 percent of the members in good standing. All members will be notified at least 15 days in advance of any annual; semi-annual or special institute and/or meeting.
The Chapter Executive Board will convene a minimum of three times during each administrative year. These three meetings will be known as the Fall, Winter, and Spring Executive Board Meetings.
No registration fee will be assessed to any Retiree Member, in good standing, for any Oregon Chapter or Subchapter event.
ARTICLE VII. QUORUM:
Ten percent of the total Oregon Chapter membership in good standing will constitute a quorum at all annual, semi-annual, special institutes and/or meetings. A simple majority of Chapter Executive Board members will constitute a quorum at any Executive Board meetings.
ARTICLE VIII. AMENDMENTS:
Amendments may be proposed by any member in good standing. Each proposed amendment to the Constitution and Bylaws must be submitted in writing to the Constitution and Bylaws Chairperson. Upon approval of the Oregon Chapter Executive Board the amendment will be presented, by the Constitution & Bylaws Chairperson, to the International Bylaws and Resolutions Subcommittee Chair for approval and then to the entire membership for action at least two weeks prior to any voting on the proposed amendment. Presentation of a proposed amendment to the membership is mandatory, if accompanied by a petition signed by not less than five percent of the members in good standing at the time of presentation, following approval of the International Constitution Chairperson.
Voting may be by mail or at the annual, semi-annual or special institute and/or meeting if a quorum of the total chapter membership is present.
Adoption of the proposed amendment will require a two-thirds majority of the votes cast.
ASSOCIATION BYLAWS
ARTICLE I. MEMBERSHIP:
Section 1. FULL MEMBERSHIP:
Any person interested in the objectives of the Association as stated in Article II of the Constitution will be eligible for full membership and will continue to be eligible for full membership on retirement.
Section 2. LIFE MEMBERSHIP:
Any member may be considered for a fully paid life membership. The chapter must submit to the International Association a written recommendation accompanied by the appropriate fee. This recommendation must be approved by the International Board of Directors.
Section 3. MEMBER IN GOOD STANDING:
A member in good standing is one who has fulfilled the obligations imposed by the chapter, and whose dues for the calendar year are paid on or before March 10th of that year, or paid by payroll deduction.
Section 4. RESIGNATION:
A member in good standing may resign at any time by filing notice in writing with the Oregon Chapter Vice-President of their intention to withdraw from the organization.
ARTICLE II. MEMBERSHIP FEE:
Section 1. DUES:
Application for membership will be accompanied by the annually established fee of the International Association of Workforce Professionals and the annual dues of the Oregon Chapter or paid by payroll deduction.
The Oregon Chapter dues for the following calendar year will be established by action of the Chapter Executive Board at their first meeting held following the annual institute of the International Association.
The dues for Retired members will be 50% or less of the total annual dues for full membership.
Section 2. DELINQUENCY:
Any member becomes delinquent in the payment of dues and will be deprived of the rights of membership and voting if their dues are not in the hands of the Treasurer on or before March 10th of each year.
Section 3. REFUNDS:
There will be no refund of dues already paid when a member resigns or leaves the agency.
ARTICLE III. ELECTION TO OFFICE:
Section 1. ELECTIONS:
Elections will be held annually, at a time and in a manner determined by the Executive Board. Each year the Nominating Committee will submit to the membership one or more suitable candidates for the offices of President-Elect and Vice-President.
The office of Treasurer (a two-year term of office) will be voted upon in even-numbered years. Voting will be by mail or personal ballot; or a general election may be conducted at the annual general Membership meeting.
Proxy voting will not be allowed.
Only paid-up members certified by the Vice-President to be in good standing as of March 10th of each year will be eligible to vote or hold office.
Section 2. NOMINATING COMMITTEE:
Each year, on or before January 1st, the President will appoint a Nominating Committee, chaired by the Immediate Past President. This committee will consist of the chairperson and one member from each Subchapter.
It is the duty of the Nominating Committee to nominate one or more suitable candidates for each elective office. Suitable candidates for President-Elect and Vice-President are those full members that have served, or are serving, as a member of the Oregon Chapter Executive Board or as a chairperson for a standing committee.
Suitable candidates for Treasurer are those full members possessing experience as a treasurer or a bookkeeper.
Nominations will be closed at 5:00 PM, February 10th.
Nominations for any office may also be made by petition of five or more paid-up members. Such nominations must be in the hands of the Nominating Committee Chairperson by February 10th, at 5:00 PM. Certification of candidates must be completed by March 10th. If election is by mail the Nominating Committee will mail a ballot to each member by March 15th.
Section 3. ELECTION COMMITTEE:
On or before January 1st of each year, the President will appoint an Elections Committee. This committee will consist of a chairperson and three additional members. Committee members must not be candidates for any State Chapter office during the upcoming election.
All ballots must be received by the chairperson and counted by the committee. Any ballots received after 5:00 PM, March 25th, will be null and void. The results will be certified by the Elections Committee in writing to the Chapter President on or before April 1st.
ARTICLE IV. DUTIES OF OFFICERS:
All Oregon Chapter and Subchapter officers will conduct themselves in a manner to instill confidence and professionalism in the Oregon Chapter and the International Association.
Section 1. PRESIDENT:
The Oregon Chapter President must be a full member who has served as a past chapter president-elect or a past chapter president. The President will serve for a period of one year and/or until a successor has been elected and qualified and will preside at all meetings of the general membership and will serve as Chairperson of the Executive Board.
The President will be an ex-officio member of every chapter committee and will appoint committee chairpersons. The approval and advice of the Executive Board is required for all Standing Committee Chairpersons appointed.
The President will appoint a Parliamentarian from among the Subchapter Representatives.
The President will appoint the Chapter Secretary from the full members in good standing.
The President may be reimbursed for expenses incurred, after presentation of receipts, up to a total amount that will be determined by the Executive Board at their regularly scheduled Spring meeting.
Section 2. PRESIDENT-ELECT:
The Oregon Chapter President-Elect will serve as the chairperson of the Budget and Finance Committee, monitor and coordinate all state awards committees and will be responsible for the selection of the annual institute site which will be held during his/her presidency.
The President-Elect will assist the President as required, and will assume the office of President at the expiration of the term of the President.
Section 3. VICE-PRESIDENT:
The Oregon Chapter Vice-President will be the chairperson of the Membership Committee; plan and initiate an aggressive method of membership recruitment and maintain continual liaison with the membership committee, the Subchapter Vice-presidents and the Retirees Chairperson to insure the success of all membership recruitment activities.
Based on the total number of full members of each subchapter on March 10th, the Vice-President will present to the chapter treasurer a bill for membership rebates.
Section 4. TREASURER:
The Oregon Chapter Treasurer will have custody of all funds of the chapter and keep a full and accurate account of all receipts and disbursements; maintain a checking, savings and other accounts in the name of the chapter, requiring a minimum of two (2) chapter officer’s signatures for all withdrawals; remit dues as required to the International Association of Workforce Professionals; reimburse the petty cash fund for incidental supplies as required; disburse the funds of the chapter at the direction of the President (subject to the approval of the Executive Board); and perform such other duties as the office may require.
Based on the total number of full members of each subchapter on March 10th, the Treasurer will issue membership rebate checks to the Subchapter Presidents at the Spring Executive Board meeting.
The rebate checks will be calculated on the basis of one month’s dues per Subchapter member.
At the conclusion of any annual general membership educational institute or district institute, the Treasurer must prepare a formal written financial report and will present that report to the Chapter President no later than sixty (60) days following that event.
Section 5. SECRETARY:
The Oregon Chapter Secretary will record the proceedings of all Chapter meetings and Executive Board meetings in official minutes; mail out notices to all the membership of the various meetings; carry on, under the supervision of the President, the correspondence of the chapter and maintain the necessary files; bring to every meeting the minutes book, a copy of the Constitution and Bylaws and all other necessary papers and perform such other duties as the office may require. The Secretary may appoint such assistance as deemed necessary with the approval of the Executive Board.
The Secretary may be reimbursed for expenses incurred, after presentation of receipts, up to a total amount that will be determined by the Executive Board at their regularly scheduled Spring meeting.
Section 6. IMMEDIATE PAST PRESIDENT:
The Immediate Past President will chair the Nominating Committee and will assist/support the Chapter President as required.
ARTICLE V. TERMS OF OFFICE:
Section 1. CHAPTER AND SUBCHAPTER:
The term of office of the President, President-Elect, Vice-President, and Secretary will be one year. The term of the Chapter Treasurer will be two years. The Chapter Treasurer will be elected in even numbered years. The term of the Subchapter Treasurer will be one year. The Subchapters will not be required to have a President-elect and may combine the offices of Secretary and Treasurer.
Officers of the Oregon Chapter and all Subchapters will assume office on July 1st, and will serve until successors have been duly elected or selected and qualified, even though the installation ceremonies may occur prior to this date.
Section 2. SUBCHAPTER REPRESENTATIVE:
A Subchapter Representative will hold office for a term of two (2) years, and will be elected by a plurality vote of the full members in good standing of each Subchapter. They will be elected alternately. The Representatives from odd numbered Subchapters will be elected in odd numbered years, and the Representatives from even numbered Subchapters will be elected in even numbered years. (Subchapters are identified in Article IV of the Constitution).
Section 3. REMOVAL FROM OFFICE:
Unexcused and unexplained absence of any member of the Chapter Executive Board from two successive meetings, regular or special, will act as a forfeiture of such membership at the pleasure of the Executive Board. Removal proceedings for other causes will be prosecuted in the same manner as that generally applicable to the removal or recall of officers.
Section 4. VACANCIES:
When inability to serve, resignation, death or other reasons cause a vacancy in chapter or subchapter officer positions, the Oregon Chapter Executive Board will assure that such vacancies are filled as follows:
Sub-section (a) CHAPTER PRESIDENT:
A vacancy in the office of president will be filled by the current president-elect who will serve the balance of the former president’s term plus the following term.
Should the president-elect defer such fulfillment of duties, the vacancy will be filled by the current immediate past president, by Executive Board appointment, or by special state-wide general membership election if more than one willing candidate exists. All candidates for the office of president must meet presidential criteria as prescribed in the Oregon Chapter Bylaws, Article IV, Section 1.
Sub-section (b) CHAPTER PRESIDENT-ELECT:
A vacancy in the office of president-elect will be filled by Executive Board appointment or by special state-wide general membership election if more than one willing candidate exists. Suitable candidates for such appointment must meet criteria as prescribed in the Oregon Chapter Bylaws, Article III, Section 2. The appointee will serve the balance of the current chapter year, with a new president-elect being elected at the next annual election.
Sub-section (c) CHAPTER VICE-PRESIDENT:
A vacancy in the office of vice-president will be filled by Executive Board appointment or by special state-wide general membership election if more than one willing candidate exists. Suitable candidates must meet criteria as prescribed in Oregon Chapter Bylaws, Article III, Section 2. The appointee will serve the balance of the current chapter year, with a new vice-president being elected at the next annual election.
Sub-section (d) CHAPTER TREASURER:
A vacancy in the office of treasurer will be filled by Executive Board appointment. Suitable candidates must meet criteria as prescribed in Oregon Chapter Bylaws, Article III, Section 2. The appointee will serve the balance of the current chapter year, with a new treasurer being elected at the next annual election. At the discretion of the Executive Board the vacancy may remain unfilled until the next annual election and the treasurer’s responsibilities reassigned to another Chapter Officer.
Sub-section (e) CHAPTER SECRETARY:
Any vacancy in the office of secretary will be filled by presidential appointment from the full members in good standing.
Sub-section (f) CHAPTER COMMITTEE CHAIRPERSONS:
Any vacancy in the positions of chapter committee chairpersons will be filled for the remainder of the term by the vice-chairperson or by presidential appointment. The appointment of any individual to non-elective chairperson positions will require the advice and approval of the Executive Board.
Sub-section (g) SUBCHAPTER PRESIDENT:
In the event of a subchapter presidential vacancy, the subchapter vice-president will serve the balance of the former president’s term. If the subchapter vice-president is unable or declines to fill the president’s position, the Oregon Chapter Executive Board will appoint a suitable replacement from the subchapter’s full members.
Sub-section (h) SUBCHAPTER VICE-PRESIDENT; SECRETARY AND/OR
TREASURER:
The subchapter president, in concert with the remaining subchapter officers, will, within 30 days, appoint a person from the subchapter membership to fill any such vacancies for the balance of the term of office.
Sub-section (i) SUBCHAPTER REPRESENTATIVE:
When a vacancy occurs in one of the subchapter representative positions, the Oregon Chapter President will request the subchapter to replace that person within 30 days. It the subchapter does not select a new representative within that time period, the Oregon Chapter Executive Board will appoint a suitable replacement from the subchapter’s full members. This appointee will serve the balance of the current subchapter year, with a new representative being elected at the next annual election.
ARTICLE VI. COMMITTEES:
Section 1. STANDING COMMITTEES:
The Standing Committees will be: Executive, Audit, Budget and Finance, Resolutions and Constitution, Professional Development (Chapter Activities), Publicity, Membership, Education, Legislative and Retirees.
All standing committee chairpersons with the exception of the Executive Board, the Membership Chairperson and the Budget & Finance Chairperson will be appointed by the President with the approval and advice of the Executive Board. The duties of all standing committees are written in these Bylaws or are set down by, and will be consistent with similar committees established by the International Association of Workforce Professionals.
Section 2. EXECUTIVE BOARD POWER AND DUTIES:
Sub-section (a) POWERS AND DUTIES:
The Oregon Chapter President will serve as Executive Board Chairperson. Members of the Executive Board will serve until their respective terms expire. The Executive Board will exercise broad supervision over all activities and general policies of the Oregon Chapter, direct and manage all of the affairs of the organization between annual general membership institutes in a manner that will promote the best interests of the chapter; authorize expenditure of funds for the business of the Oregon Chapter and fill vacancies occurring in the Oregon Chapter and Subchapter offices between elections when necessary.
Sub-section (a)(1) EXECUTIVE BOARD ELECTRONIC VOTING:
The Association’s Executive Board may vote electronically when a decision is required before the next regularly scheduled meeting. In the President’s notification to Board members of the impending vote, a specific period of time will be designated for discussion and voting, which will be not less than 72 hours. Board members may change their vote at any time during this period. In those cases where a Board member does not respond electronically or does not have electronic access, the vote may be taken by telephone only after full disclosure of all communications received concerning the decision being voted on. A simple majority (unless otherwise specified in the Constitution or Bylaws) of the TOTAL eligible voting members comprising the Executive Board is required to approve any decision.
The results of the electronic voting will be incorporated into the minutes of the next scheduled Executive Board meeting.
Sub-section (b) DELEGATES TO INTERNATIONAL INSTITUTES:
Delegate status to the Annual International Educational Institute will be automatic for the current President, President-Elect, Vice-President, Treasurer and Immediate Past President if they are able to attend.
Delegates other than the five Executive Officers (President, President-Elect, Immediate Past President, Vice-President and Treasurer) who have rendered outstanding service to the chapter within the past two years will be voted upon at the Winter Executive Board Meeting. The five Executive Officers listed above will determine these delegates based on applications submitted in writing to the Chapter President by January 15th of each year.
The delegates to the International Educational Institute will be informed of their appointment, in writing, by the Chapter President immediately following the Winter Board Meeting.
Sub-section (c) DELEGATES TO OTHER INSTITUTES:
The Executive Board may also select delegates from the Oregon Chapter Membership to other institutes where the Oregon Chapter should be represented.
Section 3. LEGISLATIVE COMMITTEE:
The committee will keep informed of and evaluate pertinent bills in the National Congress and the State Legislature that could affect Employment Security programs. The committee will present the proposed legislation and their evaluation to the membership by newsletter or other appropriate means. Membership will consist of, but is not limited to, the elected State Chapter officers, the chairperson, the vice-chairperson and all interested association members.
Section 4. EDUCATIONAL INSTITUTE COMMITTEES:
In planning any annual general membership educational institute or district institute the local arrangements and program committees will coordinate financial activities with the Oregon Chapter Treasurer, securing adequate financing for professional program assistance, within guidelines established by the Executive Board and the availability of monetary resources.
Sub-section (a) LOCAL ARRANGEMENTS COMMITTEE:
Appointed by the Chapter President, the committee will be responsible for arranging hotel space and all necessary registration/meal fees, fundraising, displays, audio visual equipment, registration procedures and printed materials necessary to conduct the event.
Sub-section (b) PROGRAM COMMITTEE:
Appointed by the Chapter President, the committee will be responsible for developing criteria for the program of the event to achieve as broad a base as possible to appeal to all program areas related to occupations in the Workforce Development arena. They will develop the agenda, plan for professional speakers, workshops and award presentations.
Section 5. AUDIT COMMITTEE:
The committee must complete the audit of the Oregon Chapter’s financial records, including the financial records of all five Subchapters, within ninety (90) days of the close of each administrative year. The written audit report will be presented at the next regularly scheduled Executive Board Meeting.
Section 6. BUDGET AND FINANCE COMMITTEE:
Chaired by the President-Elect, the committee will prepare a proposed chapter budget for submission to the Executive Board at their regularly scheduled Spring meeting and to those members in attendance at the annual general Membership meeting. The proposed budget will contain a probable financial statement and a recommended budget for the incumbent term of officers. The President-Elect will select a chairperson for the budget presentation during the annual general membership meeting to be assisted by the treasurer and at least two other full members.
ARTICLE VII. PARLIAMENTARY PROCEDURE:
ORDER OF BUSINESS:
The following order of business will be observed at all Oregon
Chapter and Executive Board meetings:
1. Call to order
2. Roll call and determination of quorum
3. Reading of minutes of last meeting
4. Treasurer’s report
5. Communications and announcements
6. Reports from officers and committees
7. Unfinished business
8. Election of officers, installation by declaration
9. New Business, Constitutional and Bylaws amendments
10. Suggestions for the good of the Chapter
11. Adjournment
Robert’s “Rules of Order, Revised” will govern this chapter in its meetings in all cases wherein they do not conflict with the Constitution and/or Bylaws of the chapter, or with any set of rules adopted by the chapter body at a subsequent date.
CONSTITUTION & BYLAWS AMENDED:
July 1, 1985; July 1, 1986; July 1, 1987; July 1, 1988; July 1, 1989;
July 1, 1991; May 1, 1997; May 1, 1998; May 19, 2000; May 16, 2003; May 21, 2004.