By-Laws & Constitution

VERMONT ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS

CONSTITUTION and BY‑LAWS

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CONSTITUTION

 Article I ‑ Name

The name of this association shall be the Vermont Association of Educational Office Professionals.

 

Article II – Purpose

The purpose of VAEOP is to encourage educational office professionals to attain high standards of performance through professional growth, and to advance recognition of the vital role they play as members of the educational team. The Association, through meetings, conferences, and workshops offers a continuing education program through its affiliation with the National Association of Educational Office Professionals.

 

Article III ‑ Membership

Section 1 - Membership shall be in three classes‑ Active, Associate, Honorary.

Section 2 ‑ Active membership in the Association shall be open to educational office professionals in the educational system of the State of Vermont or associations concerned with education in the State of Vermont who have paid current annual dues. Active members shall be eligible to vote on all matters coming before the Association, to serve on committees and to hold office.

Section 3 ‑Associate membership shall be open to those persons no longer employed in education in Vermont who desire to keep in touch with the Association, or persons employed in education or retired from employment in education outside of Vermont. Upon payment of annual dues, Associate members shall have all the privileges of Active Members except holding office and voting.

Section 4‑ Honorary membership in the Vermont Association of Educational Office Professionals may be conferred by the Executive Board. Honorary members shall be entitled to all the privileges of Associate members and shall be exempt from paying dues.

Section 5 ‑ Full membership privileges in the Association shall terminate by non‑payment of dues, resignation, or withdrawal from employment as an educational office professional.

Section 6 ‑ Dues for each year shall be established by the membership at the annual meeting upon recommendation of the Finance Committee. Dues are to be paid on or before the beginning ­of the new fiscal year.

Section 7 – The membership year of the Association shall be from annual meeting to annual meeting.

 

Article IV ‑ Officers

Section 1 ‑ The officers of the Vermont Association of Educational Office Professionals shall be­:

President

Vice‑President

Secretary

Treasurer

These persons shall be active members and shall be installed at the annual meeting and shall assume office immediately following the annual meeting.

Section 2 ‑ The officers shall be elected by electronic ballot, or if a member requests, by written ballot for a term of two years.

 

Article V ‑ Executive Board

Section 1 ‑ The Executive Board shall consist of the officers, five (5) Region Chairs representing the geographic districts of Vermont: the Immediate Past President, and may also include Publicity - Web Coordinator and Publicity - Newsletter Coordinator and Advisor, all of whom shall be active members.

A.  In the event the Immediate Past President ceases to be an active member of the Association, the Executive Board shall appoint from among the former Presidents who are active members of the Association, one to serve on the Executive Board until the next election.

B.   In the event any member of the Executive Board ceases to be an active member, the Executive Board shall appoint a current active member to serve on the Executive Board until the next election.

Section 2 ‑ The five (5) Region Chairs shall be elected by electronic ballot, or if a member requests, written ballot, for a term of 2 years.


Article VI ‑ Committees

Section 1 ‑ The Vermont Association shall have standing committees as follows:

1.  Membership                                                        8.  Spring Conference

2.  Publicity Web                                                      9.  Annual Conference

3.  Publicity Newsletter                                           10.  Apple Awards 

4.  Nomination                                                        11.  Administrator of the Year

5.  Finance/Budget                                                 12.  Evaluators

6.  Professional Standards Program (PSP)            13.  Other

7.  VAEOP Student Scholarship       

                                                                                

Section 2 ‑ The President, with the approval of the Executive Board, shall appoint standing committees. There shall be a minimum of four (4) members consisting of' two (2) Executive Board members and two (2) members at large on each committee.

 

Article VII ‑ Meetings

Section 1 ‑ The annual business meeting of the Association shall be called at the discretion of the Executive Board.

Section 2 ‑ Special meetings of the membership may be called only by a two‑thirds vote of the Executive Board.

Section 3 ‑ Special meetings of the Executive Board may be called by the President.

 

Article VIII ‑ Amendments

Amendments to the Constitution and By‑Laws shall be submitted in writing to the Executive Board sixty (60) days prior to the annual meeting. With a recommendation from the Executive Board, the proposed amendments shall be submitted in writing to the entire membership not less than two weeks in advance of the annual meeting and will be voted upon by active members, as defined in Article III, Section 2. A majority of all votes cast shall be required. Votes cast shall be electronically, or if a member requests, by paper ballot or at the annual meeting. The amendment shall become effective immediately following its adoption.

 

Article IX – Affiliation

This Association shall annually affiliate with the National Association of Educational Office Professionals and be represented proportionally on the National Advisory Council.

 

 

BY‑LAWS

 

Article I – Meetings

Section 1 ‑ The order for transaction of business for regular meetings of the Vermont Association of Educational Office Professionals shall be as follows:

1.  Call to Order

2.  Approval of minutes

3.  Communications

4.  Treasurer's Report

5.  Committee Reports

6.  Unfinished Business

7.  New Business

8.  Adjournment

Section 2 ‑ All meetings of this Association shall be conducted according to parliamentary procedure as set forth in Robert's Rules of Order, Revised.

Section 3 ‑ Notice of annual and special meetings shall be received by each member at least two weeks prior to such meetings.

 

Article ‑II‑ Duties of Officers

Section 1 – The President shall preside at all meetings of the Association and of the Executive Board, shall call special meetings of the Executive Board, shall appoint committees as indicated in Article VI, Constitution. The President shall provide written confirmation of committee appointment and shall be a member, ex-­officio, of all appointed committees.

Section 2 ‑ The Vice‑President shall perform the duties of the President in the event of the President's absence. The Vice‑President shall act as Chair of the Membership Committee and shall maintain a list of all active association members.

Section 3‑ The Secretary shall keep an accurate record of the proceedings of the Association and the Executive Board meetings and shall send the President and Executive Board a copy of the minutes of each meeting within thirty (30) days after the meeting.

Section 4 – The Treasurer shall deposit and disburse funds including dues, and present a report at each regular executive meeting of the Association. Expenditures over $100.00 shall be approved by the Executive Board if not previously approved by the membership at their annual meeting. All accounts of the Treasurer shall be audited at the close of each fiscal year by the Finance Committee.

Section 5 ‑ The Executive Board shall have the power to fill any vacancies occurring among the officers until the next annual meeting. The Executive Board shall assist in preparing programs of the meeting and conferences of the Association and shall perform such other duties as deemed necessary.

 

Article III –  Standing Committees

Section 1 ‑The duties of the Standing Committees shall be as follows:

A. MEMBERSHIP COMMITTEE: The Membership Committee shall be chaired by the Vice‑President and shall pass on the eligibility of members to vote and shall promote increasing membership.

B. PUBLICITY- NEWSLETTER COMMITTEE:  The Publicity Newsletter Committee shall work with the Membership Committee in creating interest and news of the Association’s activities, including the production of the newsletter.

C.  PUBLICITY WEB:  The Publicity Web Committee shall work with the Membership committee in creating interest and news of the Association’s activities, including production and maintenance of the web site.

D. NOMINATING COMMITTEE:  The Nominating Committee shall comply with the regulations provided in Article IV and Article V of the Association’s By‑Laws and shall be responsible for establishing a slate of Officers and Executive Board members to be voted upon by the membership.  This committee shall consist of four (4) members, two (2) from the Executive Board and two (2) members at large.

E. EVALUATOR COMMITTEE:  Evaluator committee shall seek out individuals in the educational community to serve as evaluators at the annual conference to promote the interest of the Association.

F. FINANCE/BUDGET COMMITTEE:  The Finance/Budget Committee shall have general charge of the budget of the Association and submit an annual budget to the Executive Committee for approval and present an annual audit to the membership.  This committee shall consist of four (4) members, one of whom shall be the Treasurer, one (1) Executive Board member and two (2) members at large.

G. PROFESSIONAL STANDARDS PROGRAM COMMITTEE: The Professional Standards Program Committee shall supply information,  present workshops as requested  and assist members with the application(s) process, and maintain a record of all PSP recipients.

H. VAEOP STUDENT SCHOLARSHIP COMMITTEE: The VAEOP Student Scholarship Committee shall send applications to all Vermont schools and students as requested.   This committee shall select a recipient and may forward the winning application to the National Association providing it meets all criteria, and notify applicants and recipient(s) of award. The committee shall consist of a minimum of four (4) members consisting of two (2) Executive Board members and two (2) members at large.

I.  ANNUAL CONFERENCE COMMITTEE: The Annual Conference committee shall work with the Executive Board to plan the program for the annual meeting of the Association.

J. APPLE AWARDS COMMITTEE: The Apple Awards Committee shall receive nominations and select Apple Award recipients to be announced at the annual meeting.   This committee shall consist of four (4) or more members, two (2) shall be members of the Executive Board and two (2) members at large.

K. ADMINISTRATOR OF THE YEAR COMMITTEE: The Administrator of the Year Committee shall receive nominations and select the Administrator of the Year to be announced at the spring conference and present the award at the annual meeting.  This committee shall consist of four (4) or more members, two (2)shall be a members of the Executive Board and two (2) members at large.

L.  SPRING CONFERENCE COMMITTEE:  The Spring Conference committee shall consist of the Executive Board or active members who may plan the program for the Spring Conference of the Association.

M. OTHER COMMITTEES: Other Committees shall be appointed by the President of' the Association as needed.


Section 2 - Each standing committee chair shall submit a written report to the publicity newsletter coordinator to inform the membership of its activities. 



Article IV ‑ Elections

Section 1 - Every odd year an election of officers and region chairs will be held.  The Nominating Committee shall present to the Executive Board a slate of eligible members for the following:

  President, Vice‑President, Secretary, Treasurer and five(5) Region Chairs.  

Section 2 ‑ Election of Officers and Region Chairs shall be conducted electronically, or if requested in writing by a member, by written ballot.  A majority of all votes cast shall be necessary to elect.

Section 3 - Ballots shall be sent electronically, or if requested by a member, shall be mailed to each active member by June 1st of an election year. Names of other candidates may be written in.

The ballots shall be returned to the Chair of the Nominating Committee no later than July 1st of an election year and closed. The slate of officers shall be presented at the annual meeting and an installation ceremony held.

 

 

Revised 1989

Revised 10/1997

Revised 5/14/2005

Revised 10/20/2006                                        

Revised 5/16/2012 
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