ByLaws

ByLaws

Information Professionals for Oklahoma

Adopted: February 13, 2009
Last Amended: April 5, 2017

ARTICLE I – Name

The name of this Group shall be Information Professionals for Oklahoma, which hereinafter may be referred to as iPro or the Group.

ARTICLE II – Purpose

Section 1. Values and Vision.

We recognize the enormous opportunity for broader and more active citizen participation afforded by the Internet, mobile communications and other digital technologies.

We support high-quality online resources whereby Oklahomans participate freely and fully in the affairs of the State and the life of their community.

Section 2. Mission.

To promote excellence, cooperation and career development among communications, technology and information professionals in Oklahoma’s public sector.

Section 3. Objectives.

A. iPro shall offer opportunities for members to enhance their professional skillset by facilitating the sharing of expertise, resources and best practices.

B. We shall provide opportunities for member communication, networking and collaboration.

C. We shall represent the collective, professional interests of our members to the public and among policymakers, in accordance with the association’s values and vision.

ARTICLE III – Membership

Section 1. Background.

In September 1997, the Oklahoma Department of Libraries (ODL) invited state employees involved with developing websites to attend a meeting to discuss the challenges faced by agencies as they work to create web presences and online services for the public. The more than 35 participants who attended that first meeting expressed the need for an ongoing support group, and a schedule of monthly meetings began. This group would eventually identify itself as the Oklahoma State Webmanagers Group. It began to elect officers to conduct business, and to plan meetings, workshops, and conferences. In 2013, the group changed its name to Information Professionals for Oklahoma (iPro Oklahoma) and filed with the Secretary of State to become a Not for Profit Corporation.

Section 2. Membership Eligibility.

Membership is available to employees or volunteer staff persons of public sector agencies, boards, commissions, higher education facilities, local education agencies and not-for-profit organizations in Oklahoma.

A. Contact Information. Members shall notify the Secretary of changes in employment status and contact information. Any member desiring to resign from the association shall submit his or her resignation electronically or in writing to the Secretary, who maintains membership records for the Board of Directors.

ARTICLE IV – Group Structure and Governance

Section 1. Sponsoring Agency

The Oklahoma Department of Libraries, an agency tasked with facilitating access to government information for the people of Oklahoma, is the sponsoring agency for iPro Oklahoma. ODL provides meeting space, use of presentation and videoconferencing technology, and participates in the development of programs and other learning opportunities. The iPro treasurer will serve from this agency.

Section 2. Board of Directors

The group shall have a governing body known as the Board of Directors, consisting of the Chairman, Vice Chairman, the Immediate Past Chairman, Secretary, Treasurer and Members. The board shall consist of no more than 11 members. In actions by the board, each member named in this section shall have an equal vote or voice. If a tie occurs on any business the Chairman will have the deciding vote.

A. Duties and Powers. The Board of Directors shall have general supervision of the affairs of the group between its business meetings, fix the hour and place of meetings, make recommendations to the group, handle membership development, control and manage the affairs and funds of the group, recommend to the membership the adoption of amendments to or revisions of the bylaws, and perform other duties as necessary.

B. Meetings. The Board of Directors shall meet quarterly. Additional meetings may be called by the Chairman or upon the request of three members of the Board of Directors. At least 48 hours notice of the date and place of each meeting and an agenda of business to be acted upon shall be given to all members of the Board of Directors. The Board of Directors and any committee are authorized to meet by telephone conference or through other communications media so long as each participant may correspond with each other and participate during the meeting.

C. Quorum. A majority of the Board of Directors shall be required for a quorum for the transaction of business.

Section 3. Officers and Duties.

The officers shall be a Chairman, Vice Chairman, the Immediate Past Chairman, Secretary, and Treasurer. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the group. All officers shall agree to serve a 1 year term cycle, with the exception of Treasurer. All board members shall agree to serve at least 1 year, with no more than 3 consecutive years on the board.

A. Office of Chairman. The Chairman is an appointed position that is voted on by the Board of Directors. The Chairman shall preside at all meetings of the group and the Board of Directors, prepare meeting agendas and present a report at the December meeting.

B. Office of Vice Chairman. The Vice Chairman is an appointed position that is voted on by the Board of Directors. The Vice Chairman shall assist the Chairman in his or her duties and shall preside over meetings in the absence of the Chairman.

C. Office of Immediate Past Chairman. The Immediate Past Chairman will provide a consultative role to the Chairman, Vice Chairman and Board of Directors.

D. Office of the Secretary. The Secretary is an appointed position that is voted on by the Board of Directors. The Secretary shall keep the minutes of the monthly general meetings and quarterly Board of Directors meetings, post meeting minutes on website, and notify members of the time and place of meetings.

E. Office of the Treasurer. The Treasurer shall be from the sponsoring agency, at this time the Oklahoma Department of Libraries. The Treasurer shall be responsible for all funds of the group, keep an accounting of program and event expenses, and present a financial report at the December annual meeting.

The Board Members shall assist with duties assigned to them as necessary to help run the business of the group.

Section 4. Nomination Procedure, Time of Elections.

Nominations for the Board of Directors shall be held at the November meeting. Members participating in the meeting by teleconference or videoconferencing are considered “in attendance.”

A. Nominees. In November, the Secretary shall notify members of the slate of nominees and publish a bio of each nominee. In the event of no nominations, the board would remain intact until successors are nominated. Nominations will be considered by the Nominating Committee and voted on by all iPro members.

B. Election. At each election the persons receiving the greatest number of votes by the members, up to the maximum of 11 then to be elected, shall be the persons then elected. Elections will occur once a year for all vacant positions on the Board of Directors. Elections may be conducted via electronic ballots and all votes cast will count.

C. Floor Vote. Additional nominations from the floor shall be permitted at any time between the November and December general meetings.

D. Officer Election. The officers shall be voted on by the Board of Directors.

E. Board of Directors Election. The board members shall be voted on by all members of iPro. The board shall consist of no more than 11 members.

F. Member Notification. The Secretary shall notify members of the nomination results prior to the next general meeting.

Section 5. Ballot Election, Term of Office, Vacancies.

A. Terms. Officers elected by ballot shall serve for one year or until their successors are elected, with the exception of Treasurer. The term of office shall begin at the close of the December meeting at which they are elected.

B. Term Limits. No member shall hold more than one elected office at a time, and no member shall be eligible to serve more than three consecutive terms in the same office.

C. Vacancies. In the case of an officer vacancy on the board. A new officer may be appointed by the board.

ARTICLE V – Meetings

Section 1. Regular Meetings.

The regular meetings of the Board of Directors may be held at such times as the Board shall determine from time to time. There shall be no fewer than four regular meetings annually. A regular meeting may be cancelled or rescheduled by a vote of at least three members of the board when unforeseen circumstances would significantly interfere with iPro’s ability to conduct a meeting and time does not permit a vote by the group.

ARTICLE VI – Standing and Special Committees

Section 1. Committee Appointments.

It is the board’s authority to make committees as needed to conduct business.

ARTICLE VII – Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the board in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the board may adopt. No adopted rules, bylaws, or activities of iPro shall be in conflict with federal, state, or local laws.

ARTICLE VIII – Amendment of Bylaws

These bylaws may be amended at any regular meeting of the Group by a two-thirds vote of the members present, provided that the amendment has been submitted to the members at least thirty (30) days prior to the meeting.