ByLaws

Information Professionals for Oklahoma

Adopted: February 13, 2009

Last Amended: May 14, 2013

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. The association 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.

D. We shall provide for members to be recognized publicly and commended to their superiors for their participation in association programs.

ARTICLE III – Membership

Section 1. Background.

The association was founded in September 1997 as the Oklahoma State Webmanagers Group, an association of public sector professionals for Oklahoma’s state and local government agencies and higher education institutions.

Section 2. Membership Categories and Eligibility.

Membership is open to any individual who supports the mission of the association and is willing to contribute to its fulfillment. Categories of membership are established in order that the interests of core constituents come first.

A. Full Membership. Full 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, including all federal, state, and political subdivisions.

 B. Affiliate Membership. Affiliate membership is available to all individuals not eligible for Full membership. Affiliates enjoy all privileges and benefits of membership but are not eligible to hold office or chair association committees. This category is designed for but not limited to employees and representatives of for-profit businesses in Oklahoma, including the State’s Web portal contractor.

Section 3. Membership Obligations and Renewal.

Membership is voluntary with active members automatically renewed annually. In order to maintain member status, members must demonstrate active involvement.

A. Contact Information. Members shall notify the Secretary of changes in employment status and contact information.

B. Member Roster. The association shall maintain contact information for each member and periodically request details about members’ skills, background and interests, in order to improve programs and services.

C. Roster Review. The Executive Board shall review the member roster annually. Any member who has not demonstrated involvement over one year’s time will be moved to “inactive member” status. Any member who remains inactive for the duration of the following year will, upon the next annual review, be removed from the member roster. Member activity will be assessed via roll call at meetings and other events, committee membership, participation in discussions, and other considerations.

D. Rejoining. Former members removed for inactivity may rejoin at any time by expressing their desire, electronically or in writing, to the Secretary. Returning members are considered in good standing and are subject to the standard obligations for annual renewal.

E. Change in Eligibility. The Executive Board may modify a member’s status over a change in eligibility, such as moving an individual from Full to Affiliate Membership when he or she moves from public sector employment to a for-profit employer.

Section 4. Termination of Membership.

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 Executive Board.

ARTICLE IV – Group Structure and Governance

Section 1. Executive Board.

The association shall have a governing body known as the Executive Board, consisting of the President, President-Elect, the immediate Past-President, Secretary, Treasurer, Committee Chairs, and one Ex-Officio member designated by the sponsoring agency. In actions by the Executive Board, each member named in this section shall have an equal vote or voice.

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

B. Meetings. The Executive Board shall meet quarterly. Additional meetings may be called by the President or upon the request of three members of the Executive Board. At least 14 days’ 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 Executive Board.  The Executive Board 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 Executive Board shall be required for a quorum for the transaction of business.  A majority of the Executive Board members voting on any matter within the scope of the authority of the Executive Board shall be required for its determination.

Section 2. Officers and Duties.

The officers shall be a President, President-Elect, Past-President, Secretary, Treasurer, and Committee Chairs. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the association.

A. Office of President. The President shall preside at all meetings of the association and the Executive Board, prepare meeting agendas and present a report at the December annual meeting.

B. Office of President-Elect. The President-Elect shall assist the President in his or her duties and shall preside over meetings in the absence of the President. The President-Elect shall chair the Program Committee.

C. Office of Past President. The Past President will provide a consultative role to the President and President-Elect and serve on a Committee of choice.

D. Office of the Secretary. The Secretary shall keep the minutes of the monthly general meetings and quarterly Executive Board meetings, distribute meeting minutes to members for review, and notify members of the time and place of meetings.

E. Office of the Treasurer. The Treasurer shall be responsible for all funds of the association, keep an accounting of program and event expenses, and present a financial report at the December annual meeting.

F. Committee Chairs. Committee Chairs shall call committee meetings quarterly and provide verbal reports at Executive Board meetings.

Section 3. Nomination Procedure, Time of Elections.

Elections shall be held at the December annual meeting. Members participating in the meeting by teleconference or videoconferencing are considered “in attendance.”

A. Nominating Committee. In the general meeting each September, a Nominating Committee of at least three members shall be elected by members in attendance. It shall be the duty of this committee to nominate candidates for the offices to be filled at the annual meeting in December.

B. Nominees. In November the Nominating Committee shall notify members of the slate of nominees and publish a bio of each nominee.

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

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

Section 4. Ballot Election, Term of Office, Vacancies.

A. Terms. Officers elected by ballot shall serve for one year or until their successors are elected. The term of office shall begin at the close of the December annual 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 two consecutive terms in the same office.

C. Vacancies. In the case of a vacancy in office, an election shall be held.

ARTICLE V – Meetings

Section 1. Regular Meetings.

The regular meetings of the Group shall be held on the second Tuesday of each month unless otherwise ordered by the Group. 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.

Section 2. Annual Meetings.

The regular meeting in December shall be known as the annual meeting and shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise.

Section 3. Special Meetings.

Special meetings may be called by the President or by the Executive Board and shall be called upon the request of ten members of the Group. The purpose of the meeting shall be stated in the call. At least three days’ notice shall be given.

Section 4. Quorum.

Twelve (12) members of the Group shall constitute a quorum for conducting business.

ARTICLE VI – Standing and Special Committees

Section 1. Committee Appointments.

Unless otherwise specified, committee appointments shall renew annually unless terminated by the President or via a written or emailed letter to the President from the committee member.

Section 2. Program Committee.

A Program Committee composed of the President-Elect and at least two other members shall be appointed by the President promptly after the annual meeting, whose duty it shall be to plan and engage presenters for all association programs other than the annual conference. This committee’s plans shall be submitted to the Group Executive Board for its approval.

Section 3. Conference Committee.

A Conference Committee composed of at least three members shall be appointed by the President promptly after the annual meeting. It shall be the duty of this committee to plan and coordinate the annual conference during the calendar year, and to submit the plan to the Executive Board for approval.

Section 4. Membership & Communications Committee.

A Membership & Communications Committee composed of at least three members shall be appointed by the President promptly after the annual meeting. One member shall be from the sponsoring agency, at this time the Oklahoma Department of Libraries. The iPro website shall be the responsibility of this committee. It shall be the duty of this committee to prepare a newsletter to be published at least twice yearly. This committee shall investigate and implement ways to promote the group and events, and increase membership.

Section 5. Finance Committee.

A Finance Committee composed of at least three members shall be appointed by the President promptly after the annual meeting. One member shall be from the sponsoring agency, at this time the Oklahoma Department of Libraries. It shall be the duty of this committee to prepare a budget for the year, and to submit it to the Group at its first regular meeting of the year. The Finance Committee may from time to time submit amendments to the budget for the current fiscal year, which may be adopted by a majority vote. This committee shall work closely with the sponsoring agency in the furtherance of the goals of iPro.

The member from the sponsoring agency, at this time the Oklahoma Department of Libraries, will be designated Treasurer. The Treasurer cannot serve as the Finance Committee Chair. This would be a one year term. The treasurer shall pay for expenses incurred by designated members who expend funds with the expressed authorization of the Executive Board. The treasurer shall prepare an annual budget at the end of his or her year in office, prior to the annual meeting, for the next year’s operations. The treasurer will be responsible for collecting and depositing funds from iPro activities.

Section 6. Special Committees; President’s Ex-Officio Committee Membership.

Special Committees shall be appointed and/or approved by the Executive Board as the Group or the Executive Board shall from time to time deem necessary to carry on the work of the Group. The President shall be ex-officio a member of all committees except the Nominating Committee.

ARTICLE VII – Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Group 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 Group 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.