Constitution and Bylaws

 

SOUTH DAKOTA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS


CONSTITUTION


ARTICLE I   -   NAME AND ORGANIZATION


ARTICLE II   -   PURPOSE


SECTION 1.This Association is formed for the purpose of improving the quality of service to the schools of South Dakota. To this end the Association shall strive to elevate the standards of office professionals in education by the exchanging and pooling of information, ideas, and ideals, and by providing professional growth activities, thereby increasing the ability of office personnel to contribute to more positive educational experiences for students.


SECTION 2.All business of the Association shall be limited to charitable and educational purposes. No part of the net earnings of the Association shall inure to the benefits of, or be distributable to, its members, officers, directors, or other private persons except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered.


SECTION 3. No substantial part of the activities of the Association shall be carrying on of propaganda or otherwise attempting to influence legislation and the Association shall not participate in or intervene in any political campaign on behalf of any candidate for public office.


SECTION 4. Notwithstanding any other provisions of these articles, the Association shall not carry on any other activities not permitted to be carried on by an association exempt from Federal Income Tax.


SECTION 5. Upon dissolution of the Association, the Board of Directors shall, after paying or making provisions for the payment of all of the liabilities of the Association dispose of all of the assets of the Association exclusively for charitable, educational or scientific purposes as shall at the time qualify as a tax exempt organization(s), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Circuit Court of the county in which the principal officer of the Association is then located, exclusively for such purposes or to such organizations(s) as said court shall determine which are organized and operated exclusively for such purposes.


ARTICLE III   -   MEMBERSHIP


SECTION 1. Active membership in the Association shall be open to educational office personnel in any educational system or organization related to education in the State of South Dakota who has paid annual dues. Active members shall be eligible to vote on all matters coming before the Association, to serve on committees and to hold office. Active members may become life members upon payment of life membership dues. Life membership shall have all the rights and privileges of active members.


SECTION 2. Associate membership in the Association shall be open to persons interested in advancing the purposes of the organization but who are not eligible to be active members and who have paid annual dues. Associate members shall have the rights and privileges of active members except that of voting and holding office.


SECTION 3.Retired membership in the Association shall be open to any educational office employee who has been a member of the Association. The purpose of this group shall be to work for the mutual interests of its members and the Association, and to encourage attendance and participation at conference. Retired members shall have voting privileges, hold offices, serve on committees, and shall be issued membership cards upon payment of special annual dues.


SECTION 4.The Board of Directors may recommend to the membership any other special classes of membership when existing categories are not adequate and the best interest of the Association will be served thereby.


SECTION 5.Honorary membership may be bestowed upon persons in recognition of outstanding service to the Association. The Board of Directors, after a two-thirds (2/3) vote, shall recommend the candidate to the Association at the annual meeting. A majority vote of the members assembled shall be required to confer the honor. Honorary members shall be exempt from paying dues and shall have all privileges of active members except that of making motions, holding office, or voting.


SECTION 6.The annual dues for all classes of members shall be established by the membership. The membership year shall extend from July 1 through June 30.




ARTICLE IV   -   OFFICERS


SECTION 1.The officers of this Association shall be a president, a vice president, a secretary, a treasurer, and six (6) directors, two directors being elected from each area of the state.


SECTION 2.The vice president shall succeed to the office of president upon the termination of the president’s term of office.


SECTION 3.The term of office of president and vice president shall be one (1) year and each shall serve one (1) term. The vice president shall be elected annually and shall succeed to the presidency at the end of the one year term. The secretary and three (3) directors are to be elected in odd numbered years and the treasurer and three (3) directors are to be elected in even numbered years.


ARTICLE V   -   BOARD OF DIRECTORS


SECTION 1.The Board of Directors shall consist of the officers of the Association and the immediate past president.


SECTION 2.An executive committee composed of the president, vice president, secretary and treasurer shall have and exercise the authority of the Board of Directors in the management of the Association during the periods between meetings of the Board of Directors. The executive committee shall meet at the call of the president and shall submit a report to the Board of Directors of the business and any action taken, within two (2) weeks of such action. At meetings of the executive committee a majority of the committee members shall constitute a quorum.


ARTICLE VI   -   COMMITTEES


SECTION 1.The standing committees of the Association shall be budget, constitution and bylaws, membership, nominations and elections, professional growth, professional responsibilities, and public relations.


SECTION 2.The president may appoint any other such committee as may be deemed necessary to carry out the purposes, objectives, and business of the Association.


SECTION 3.The purposes, functions, duties, number of members and their manner of election for all committees shall be determined by the Board of Directors.


SECTION 4.The nominations and elections committee shall be composed of three (3) members; the chairperson, to be appointed by the President, and two members elected at large from the General Membership at the annual business meeting.


ARTICLE VII   -   MEETINGS


SECTION 1.The Association shall meet annually at such time and place as may be determined by the Board of Directors.


SECTION 2.The Association may hold special meetings at such time and place as may be determined by the Board of Directors.


SECTION 3.Conferences may be held at such time and place as may be determined by the Board of Directors.


SECTION 4.Written or printed notice of annual meetings, special meetings, or conferences of the Association, stating the day, place, and hour of such meeting, the purpose for which such meeting is called, shall be delivered in person or by mail to each member entitled to vote at such meeting, not less than thirty (30) days before the date of the meeting. Notice printed in an official publication of the Association shall constitute printing notice provided the publication is sent to all members entitled to vote.


SECTION 5.The Board of Directors shall meet at least annually. Notice of such meetings shall be prescribed by the Board of Directors.


SECTION 6.At the meeting of voting members, the voting members present shall constitute a quorum.


SECTION 7.At the meeting of the Board of Directors, a majority of the voting Board members present shall constitute a quorum.


ARTICLE VIII   -   ADOPTION


SECTION 1.  This constitution shall take effect immediately upon approval by a majority of the votes cast upon the question of adoption.


SECTION 2.  Approved by membership: Pierre, South Dakota on the 25th day of October, 1980.


Amended by membership: Ballot vote, June 1, 1982 (Add Article II Section 2, 3, 4 and 5).

Amended by membership: Ballot vote, May 1, 1983 (Amend Article IV, Section 2 and 3; Bylaws, Article III, Sections 1, 2 and 3; Article V, Section 1; Standing Rule VII). 

Amended by membership: Ballot vote, June 23, 1989 (Amend Bylaws, Article III, and Section 2).  Amended Article 1, Section 1; Bylaws Article II Section 2; Article IV Section 1; Standing Rules I Membership Dues A & C. 

Amended by membership: Ballot vote, June 1, 1993 (Amend Name & Organization, Article 1, and Section 1).

Amended by membership: Ballot vote, May 12, 1998 (Amended Article VI, Section 4; Bylaws Article II, Section 2; Bylaws Article II, Section 7; Bylaws Article III, Section 2; Bylaws Article VI, (rewording for clarification). 

Amended by membership: Ballot vote, May 15, 2010, Article III, Section 3 (Retirees hold office); Article IV, Section 1(Co-Directors); Bylaws Article VI, Amendments (rewording to email).

Amended by membership: Ballot email vote, May 15, 2015, Article IV, Section 1, 2, 3; Article V, Section 2; Bylaws, Article II, Section 3, 4 (removed), and 7 - (Renumbered sections); Article II, Section 3; Article V, Section 1.

Amended by membership: Ballot email vote, March 15, 2017, Article IV, Section 1; Standing Rules, VI District Representation (Reorganized Areas)


BYLAWS


ARTICLE I   -   ORDER OF BUSINESS


SECTION 1.The order of business at such meetings of this Association shall be:


            (1)Reading the minutes of the previous meeting (and their approval)

            (2)Reports of Boards and Standing Committees

            (3)Reports of Special (select) Committees

            (4)Special Orders

            (5)Unfinished Business and General Orders

            (6)New Business


SECTION 2.The rules contained in Robert’s Rules of Order, Revised, shall govern the Association in all cases to which they are applicable, and in which they are not inconsistent with the bylaws or the special rules of order of this Association.


ARTICLE II   -   DUTIES OF THE OFFICERS


SECTION 1.The officers of the Association shall perform the duties usually devolving upon such officers, unless otherwise provided in the Articles of the Constitution and Bylaws.


SECTION 2.The president shall be a member of the National Association of Educational Professionals and shall: serve as chairperson of the Board of Directors; appoint chairmen of all committees, with the approval of the Board of Directors, and perform other duties as may be assigned by the Board of Directors.


SECTION 3.The vice president shall assume the duties and responsibilities of the president in the absence of the president, and perform other duties as may be assigned by the Board of Directors.


SECTION 4.The secretary shall keep a full and accurate record of the proceedings and transactions of all meetings and shall submit copies of such records to the membership as directed by the Board of Directors.


SECTION 5.The treasurer shall keep a complete and accurate record of all financial transactions of the Association and shall submit copies of such records to the membership as directed by the Board of Directors.


SECTION 6.  Each elected officer, except the president and secretary shall be appointed chairperson of at least one committee. A chairperson does not need to be a member of the Board of Directors.


SECTION 7.The Board of Directors shall perform all duties prescribed in the Articles of the Constitution and Bylaws.


ARTICLE III   -   ELECTIONS


SECTION 1.Eligible candidates for any Association office shall be nominated in writing. No candidate shall be nominated without the individual’s written consent.


SECTION 2.Voting members will vote by secret ballot at the annual business meeting according to the schedule and directions established by the nominations and elections committee and approved by the Board of Directors. Write-in candidates are acceptable.


SECTION 3.The term of office of the president and vice president shall be one year, and each shall serve only one, one-year term. Other officers and directors shall be elected for a term of two years, and none shall serve more than two consecutive terms in the same office. No member shall hold more than one office at a time.


SECTION 4. The terms of the newly elected officers shall be July 1 through June 30.


ARTICLE IV   -   RELATIONSHIP WITH OTHER ORGANIZATIONS


SECTION 1. Members of the Association are urged to become members of the National Association of Educational Office Professionals, with which this Association shall maintain affiliation.


SECTION 2. Upon approval of the Board of Directors, an association of office professionals in education may affiliate with the Association. The Board of Directors may adopt rules regarding the establishment and maintenance of the affiliation.


SECTION 3.   The Association may:


a. Join as an affiliate of another organization group or agency by amendment of the Bylaws.


b. By vote of the Board of Directors and receipt of annual dues in the amount determined by the Board of Directors, accept another organized group or agency as an affiliate of the Association.


c. By vote of the Board of Directors, join with one or more other organized group or agencies in a mutual association or endeavor.


ARTICLE V  -   VACANCIES


SECTION 1. A vacancy in the office of president shall be filled by the vice president whose term in office as vice president shall extend for the unexpired term of his/her predecessor in office, plus one year. If there is a vacancy in the office of vice president, the office of vice president shall be filled in the manner provided in Article III, Elections, Sections 1 and 2 of the Bylaws.


SECTION 2. All other vacancies shall be filled by majority vote of the Board of Directors. A person so elected shall serve the unexpired term of his/her predecessor in office.


ARTICLE VI   -   AMENDMENTS


Amendments to the Constitution and Bylaws may be submitted in writing, signed by at least five (5) voting members, to the constitution and bylaws committee chairperson no later than ninety (90) days prior to the annual meeting. Proposed amendments shall be sent by the Constitution and Bylaws committee to the membership no later than thirty (30) days prior to the annual meeting. Voting on amendments to the constitution and bylaws shall be by email. A two-thirds (2/3) of the ballots returned in favor of the amendment(s) shall adopt.


STANDING RULES


I.   MEMBERSHIP DUES


A.Active Members - $25.00 annual with $1.00 of this amount designated for the Scholarship Fund.


B.Life Members - 15 times active member dues ($375 made in 3 equal annual consecutive payments).


1.Members delinquent in payment of an annual life membership installment must be notified of the delinquency and be advised that their previous payments will be forfeited if the delinquent installment is not paid by the end of the current membership year.


2. No refunds or credit can be extended to a member leaving educational service before the completion of payment of life membership installments.


C.Associate Members - $25.00 annually (same as active member) with $1.00 of this amount designated for the Scholarship Fund.


D.Retired Members - $15.00 annual with $1.00 of this amount for the Scholarship Fund.


E.Honorary Members - No dues assessed.


II. MAILINGS


Ballots must be mailed FIRST CLASS in an envelope marked BALLOT ENCLOSED. Per Bylaw changes in 2009, ballots are done online/email.


III. OFFICIAL MEETING ADDRESS


The official meeting address of the Association is to be the home address of the President.




IV.BUDGET


The budget committee shall be responsible for presenting a proposed budget to the Board of Directors for their approval prior to the close of the fiscal year.


V.   FISCAL YEAR


The fiscal year of the Association shall be July 1 through June 30.


VI.  DISTRICT REPRESENTATION


For equal representation on the Board of Directors, the State of South Dakota shall be divided into three areas with two directors elected from each district. The three areas will include the following counties.


Area I Grant, Codington, Clark, Hamlin, Deuel, Kingsbury, Brookings, Miner, Lake  & Moody McCook, Minnehaha, Turner, Lincoln, Union & Clay

Jerauld, Sanborn, Brule, Aurora, Davison, Hanson, Douglas, Hutchinson, Charles, Mix, Bon Homme, Yankton & Gregory, McPherson, Edmunds, Faulk, Hand, Brown, Spink, Beadle, Marshall, Day & Roberts

Area II - Corson, Campbell, Walworth, Dewey, Ziebach, Potter, Sully, Stanley, Haakon, Jackson, Bennett, Jones, Hughes, Lyman, Mellette, Tripp, Hyde, Buffalo & Todd

Area III -  Harding, Butte, Meade, Lawrence, Pennington, Custer, Shannon, Fall River, Perkins


VII. CONFERENCES, MEETINGS AND INSTITUTES


A.  All materials to be disseminated to the assembly must be approved by the Board of Directors, its authorized representative, or the executive committee.


B.  All conferences, annual meetings, and institutes shall be self supporting.


C.  Registration fees for the Association meetings must be approved by the Board of Directors.


VIII.RECOGNITION


A. Bosses’ Week:  begins the third Sunday in May.


B.Educational Office Professional Week:  begins the second Sunday in October.