1. No officer, member, or group of members shall, at
any time, obligate the Chapter without the
consent of the board of directors.
2. The outgoing Board of Directors shall meet with
the incoming Board of Directors some time in the
period after installation in June and before
assumption of duties in July.
3. All records pertaining to any office are the
property of the Chapter and must be
transferred as directed by the Board of Directors
within 15 days by the person vacating the office
for any reason.
4. The office of Treasurer shall be bonded in an
amount set by the Board of Directors, with
the premiums to be paid from Chapter funds.
5. Additional duties for officers:
a. Vice President
1) Assume the duties of Treasurer in the
absence of that officer.
2) Serve as Parliamentary Advisor
b. Secretary
1) Keep an accurate record of all Chapter and
Board of Directors’ meetings.
2) Provide a copy of the minutes of the Board
of Directors’ meetings to each member of
the Board of Directors and have Chapter
meeting minutes available to review before
the next Chapter meeting.
3) Following the installation of officers, file
the names and addresses of the President
and Secretary with the local Chamber of
Commerce and keep such information up to
date throughout the year.
c. Treasurer
Be
responsible to conduct all financial
services of the Chapter, which may include
preparing an annual budget for adoption by
the Chapter.
6. Committee Descriptions
a. Bylaws & Standing Rules
This committee shall maintain conformity in
Chapter Bylaws and Standing Rules with the
International Bylaws and Standing Rules and
the Division Bylaws and Standing Rules; they
may propose amendments and resolutions.
They shall edit/correlate all proposed
amendments to the Bylaws and Standing
Rules of this Chapter and submit them
together with the committee's
recommendations and the reasons for the
recommendations to the membership in
accordance with these Bylaws, and shall
submit Chapter and
Standing Rules and/or
amendments thereto to the Division Bylaws
and Standing Rules Committee for approval as
amended
or at least every four years. They
shall also 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. Nominations
This committee shall consist of two-three
members, one of which shall have previously
served as officer of the Chapter. The
Committee shall submit to the members a
slate of one or more candidates for each office
at the meeting preceding the Annual Meeting.
c. Certification
This
committee shall stimulate and encourage
interest in the CPS® and CAP® programs and
work with the appropriate institutes of higher
education to establish study course programs.
The committee shall promote and publicize
the
certification programs, counsel prospective
candidates, and encourage members and
nonmembers to work toward certification and
recertification.
d. Membership
This committee directs all activities of the
chapter concerned with recruitment and
retention of membership. This can include
contacting prospective members and inviting
them to attend chapter meetings and other
functions. The committee is responsible for
having on hand at all times such membership
supplies as application forms, brochures (both
chapter and International), and any other
promotional items. Also assists the President
with official welcome of new member(s) at
chapter meetings (present Welcome Kit from
IAAP® and the chapter Welcome Kit). The
Membership Committee shall also implement
the Membership Recruitment Plan as follows:
1) Set some recruitment goals
2) Get everyone involved
3) Utilize a visual element
4) Hold a recruitment program
5) Plan a special welcome meeting
6) Recruit new members by:
a) Examining our organization
b) Determining a recruit profile
c) Advertise, and
d) Retain Members
e. Retirement Trust Foundation
This committee promotes and stimulates
interest in the RTF through the use and
display of RTF materials. They shall be
informed about the purpose of the RTF, and
promote and conduct fundraising projects for
the foundation’s benefit. This committee
should keep chapter members informed of
objectives and progress of any fundraising
projects for the chapter, division, and
International. They shall also be responsible
for reporting fundraising results to the Division
President and/or Division RTF Committee
Chair.
f. Chapter Historian
This committee shall maintain and keep an up
to date scrapbook depicting the events and
activities of the chapter and chapter members
throughout the year. They shall also be
responsible for having the scrapbook available
at chapter events or meetings for current and
prospective members to view.
g. Student chapter
This committee provides new members of the
office/administrative profession a unique
opportunity for professional and personal
growth. This committee shall be responsible
for working to form student chapters and
promote student interest in IAAP by contacting
school counselors or instructors in the
business/office field at local universities
and/or technology centers. They shall provide
presentations if requested to show students
what IAAP has to offer, and invite students,
advisors, counselors and/or instructors to
attend chapter meetings or special events.
h. APW/Education/Program
This committee is twofold:
1) Education/Program –
They shall provide
programs for monthly chapter
meetings.
These programs shall be to
develop the members’ personal and
professional development and growth.
If
programs are 1 hour in length, this
committee is responsible for procuring
recertification point certificates from
IAAP headquarters (to be given to
CPS/CAP holders who attend chapter
meetings), and shall provide
Certificates of Attendance to non
certified members attending the chapter
meetings.
2) APW - The purpose of APW
and APD is
to recognize the administrative
professionals upon whose skills, loyalty
and efficiency the functions of business
and government offices depend. The
objectives are to call attention to the
tremendous potential of the
administrative career through favorable
publicity.
i. Public Relations
This committee is responsible for marketing
and advertising the chapter to the local
community. Members should develop ways of
publicizing the chapter through local
newspapers, radio, Chamber of Commerce,
Visitors Bureau, and any other viable media.
7.
An audit shall be made of the Chapter financial
records by a qualified person or persons appointed
by the Board of Directors at the joint meeting of
the Board of Directors after the Annual Meeting
(Article 5, Section IV). Such audit
shall be
completed within thirty (30) days of the close of
the fiscal year, a written report covering the audit
submitted to the Board of Directors, and the
records transferred to the incumbent Treasurer.
8.
Chapter Delegates/Alternates:
The delegate to
the International Convention, District (Regional)
Conference, and/or the Division Annual Meeting
shall be the outgoing President and the
alternate shall be the incoming President. In the
event of the inability of the outgoing President to
attend, the incoming President shall be the
delegate and one of the other officers, (Vice
President, then Secretary, then Treasurer),
shall be the alternate. If
none can attend, the
membership shall elect a delegate/alternate from
among their number, preferably from the
current Board of Directors in descending order.
9.
Delegates/Alternates Expenses:
a. The expenses
of the Delegate and/or
Alternate to any International Convention,
District (Regional) Conference, and Division
Annual Meeting (including registration,
transportation by the most practical and
economical means, three (3) meals per day,
and lodging, together with any special
required functions), shall be paid by said
Delegate and/or Alternate, unless
said Delegate and/or Alternate’s employer
shall agree to pay said expenses.
b. In the event the Delegate and/or Alternate pay
their own expenses, the chapter members, at
their discretion, may vote to contribute a
donation to said Delegate and/or Alternate
(prior to or following any of said meetings) in
order to assist with said expenses.
10. An oral or written report of the Delegate of the
proceedings shall be made to the membership at
the first or second Chapter meeting following the
relevant Convention, Conference, or Annual
Meeting.
11. At the time of installation, each officer will be
presented with a badge with their office on
it. These badges
will be purchased with Chapter
Funds, and shall be passed to each succeeding
officer each year.
12. The retiring President shall be presented with
a
Past President's Plaque or a Past President's Pin as
a token of appreciation for services rendered.
13. Copies of correspondence:
a. Division Level - Between any Division officer,
committee chairman, and/or member;
or to
International Headquarters,
any International
officer, committee chairman,
and/or member;
or to any Chapter officer, committee
chairman,
and/or member; a copy shall
be sent to the
Division President and to the
Chapter President
where the Chapter is involved.
b. Chapter Level - Between any Chapter officer,
Chapter committee chairman, and/or member
to any Division officer, committee chairman,
and/or member; or to International
Headquarters, any International committee
chairman, and/or member; a copy shall be sent
to the Division President.
15.
The Chapter committee chairmen shall submit expense reports with supporting
receipts for actual expenses incurred in connection with the work of their committees within thirty (30) days of the
expenditure. Year-end expenses must be approved and received by the Treasurer
within ten (10) days following the Annual Meeting. Following approval by the President or, in her absence the Vice
President, such expenses or any part thereof shall be reimbursed provided funds are available.
16.
The Chapter may award a scholarship(s) to any business student residing
in Payne
County, providing additional requirements stated on the scholarship application
are met.
