CONSTITUTION

ARTICLE I - NAME

The name of the organization shall be the KANSAS ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS and hereinafter shall be called the Association.

ARTICLE II – MISSION

The mission of this association is to provide and promote professional growth through information, service, fellowship, and recognition for all office professionals involved with educational systems in Kansas.

ARTICLE III - MEMBERSHIP

Section 1. All persons engaged as an educational office professional in educational systems in Kansas, or in organizations concerned with education shall be eligible for active membership in this Association upon payment of annual dues.

Section 2. Active members shall be entitled to vote, to hold office, and to participate in discussion at meetings of this Association.

Section 3. An associate membership shall be granted to persons interested in advancing the purpose of the organization but who are not eligible to be active members and who have paid annual dues. Associate members shall have all of the rights and privileges of active members except that of voting and holding office. Associate members must pay full conference registration fees.

Section 4. Retired membership shall be open to any educational office employee who has been a member of the Association during the year immediately preceding retirement. Retired members may have voting privileges and will be issued membership cards and newsletters. A retired member shall receive 50 percent reduction in conference registration fees.

Section 5. Membership in this Association shall be terminated by non-payment of dues, by resignation, or by other causes to be recommended by the executive board.

Section 6. The amount of annual dues is determined by a two-thirds vote of the membership upon recommendation of the executive board and is stated in the By-Laws and Standing Rules.

ARTICLE IV - OFFICERS

Section 1. The officers and Executive Board of this Association shall be president, president- elect, vice president, recording secretary, corresponding secretary, treasurer, member-at-large, immediate past president, workshop coordinator, and all other chairpersons appointed by the president for the Association year.

Section 2. The term of office for the president, president-elect and immediate past president is one year. Other officers shall be elected for a term of two years. No member shall hold more than one office at a time. These officers shall be installed at the spring workshop meeting and take office on July 1.

Section 3. The president-elect shall be elected annually for a term of one year and shall succeed to the presidency at the end of the year.

Section 4. The vice president, corresponding secretary, and the member-at-large shall be elected in the even numbered years with the recording secretary, treasurer and workshop coordinator elected in the odd numbered years.

ARTICLE V - MEETINGS

Section 1. The Association shall have two meetings a year - one in the fall and one in the spring. Both shall be workshops with the time and place to be determined by the executive board.

Section 2. Each officer and chairperson shall provide reports for executive board meetings and for the fall and spring workshops.

Section 3. The president shall preside at all meetings. In the event of the incapacitation of the president, the president-elect shall preside. In the absence of these officers, the vice-president shall assume these duties.

ARTICLE VI - AMENDMENTS

Amendments to the Constitution and By-Laws may be proposed in writing by any member. Amendments to the Constitution and By-Laws must be submitted in writing to the legislative chairperson. A report on proposed amendments shall be presented to the executive board for information prior to presentation to the membership for vote. Proposals to the legislative chairperson must be sent to the membership no later than thirty (30) days before either of these meetings. Two-thirds of the votes cast at the meeting for an amendment shall adopt. At the direction of the executive board, voting may be by mail or e-mail and a two-thirds favor of amend- ment shall adopt.

KANSAS ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS

BY-LAWS

ARTICLE I - MEETINGS

Section 1. The order of business at the meetings of the Association shall be as follows:

Call to order
Roll call of members (quorum established)
Reading of minutes
Report of treasurer
Report of standing committees
Report of special committees
Reading of communications
Unfinished business
New business
Adjournment

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

ARTICLE II - DUTIES OF OFFICERS

Section 1. The president shall preside at all meetings of the Association and executive board. The president shall appoint special committee chairpersons. The president shall be an ex-officio member of all committees except the elections committee and call special meetings of the executive board. The president shall mail and/or e-mail executive board meeting notices to members of the executive board and to the presidents of affiliated associations.

Section 2. The president-elect shall: (a) succeed the president, (b) serve as historian, (c) perform duties assigned by the president with the approval of the executive board, and (d) preside in the absence of the president. In the event of a vacancy in the office of president, the president-elect shall become president and shall assume the duties of this office for the unexpired term. Should a president-elect serve in this capacity half of a term, this shall be considered as having served a full term. Shall less than half a term be served; it shall not be part of the presidential tenure. The current Elections Committee shall immediately seek two candidates (when feasible) for the office of president-elect. Ballots bearing the name(s) of the two candidates(s) shall be mailed and/or e-mailed to each member of the Association, such ballots tp be returned as directed by the Elections Committee.

The president-elect and workshop chairperson shall develop courses of study for in-service sessions. The Professional Standards Program chairperson should be involved in securing National Association of Educational Office Professional approval of Association classes offered.

Section 3. In the event of a vacancy in the office of any member of the executive board (other than the president or the president-elect), the president, with the approval of the majority of the executive board members, shall appoint a successor to fill the office or the unexpired term.

Section 4. The vice-president shall be the presiding officer in the absence of the president and president-elect. He/she will also serve as chairperson of the Elections Committee and as the spring workshop chairperson.

Section 5. The recording secretary shall keep an accurate record of the proceedings of the Association and of the executive board. The recording secretary shall perform duties that are assigned to the office and conduct the correspondence of the Association as directed by the president.

Section 6. The corresponding secretary shall serve as editor and issue the Association news- letter with reports from affiliates, Association officers and members.

Section 7. The treasurer shall receive all Association moneys and issue receipts. As the executive board shall direct, the treasurer shall disburse payments and present a financial statement at each regular meeting of the Association, as well as the executive board meetings. The records of the treasurer shall be open to the auditing committee at the close of each fiscal year or as requested by the executive board. The treasurer shall serve as chairperson of the Budget Committee.

Section 8. The member-at-large shall serve as chairperson of the Auditing Committee and the Ways and Means Committee.

Section 9. Upon approval of the executive board, the workshop coordinator will make arrangements, including meeting dates and locations, for the fall and spring workshops of the Association. The workshop coordinator will also work closely with the president elect, Professional Standards Program chairperson and local workshop chairperson to organize Association workshops.

Section 10. Each nominee for an office shall be notified in writing of the duties of the office and obligations of the office as stated in the By-Laws, Article IV, Section 1. Any officer unable or who fails to perform the duties of the office for any reason whatsoever for a period of more than 60 days prior to the executive board meetings or fall/spring workshop shall submit a resignation in writing to the executive board. In the event the executive board determines in its sole judgment that any officer has failed to perform the duties of the respective office for a period of at least 60 days immediately prior to the taking of an official vote, the executive board shall request the resignation of such officer from the respective office. If such resignation is not received within 15 days after such resignation is requested, the executive board is empowered to and shall thereupon declare such office vacant and such office shall be filled in accordance with the provisions of the section.

ARTICLE III - COMMITTEES

Section 1. The president shall appoint the following standing committees. The committee chairpersons shall attend all Association meetings, be available to fulfill field service requests and submit annual reports to the membership at the Association spring and fall workshop.

A. Affiliation Committee: The chairperson shall be responsible for contacting the local educational office professional associations to solicit their affiliation with the Association.

B. Auditing Committee: The chairperson shall be the member-at-large. This committee shall audit the financial reports of the treasurer at the close of each fiscal year or at the request of the executive board and shall report the findings to the executive board.

C. Budget Committee: The treasurer will chair the budget committee. The committee's duties shall be to submit a proposed budget for the ensuing year for discussion at the January executive board meeting. Upon approval by the executive board, the proposed budget will be submitted to the Association membership for their approval at the spring workshop.

D. Elections Committee: The chairperson shall be the vice president. This committee shall secure a slate of officers, after notifying them in writing of their duties and obligations of that office, to present to the Association membership by mail and/or e-mail ballot.

E. Fall Workshop Chairperson: The chairperson shall be appointed by the president following his/her installation. The chairperson shall be responsible for the fall workshop during the term the appointing president is in office.

F. Historian: The president-elect shall serve as the association's historian and shall assist the president in collecting documents and reports for the official Association's history notebook.

G. Legislative Committee: The chairperson is to be the immediate past president. This committee shall revise and keep current the Association Constitution, By-laws, and Standing Rules. The chairperson shall make copies of the Association Constitution By-Laws, and Standing Rules for the Fall and Spring Conference/Workshops.

H. Membership Committee: The chairperson shall keep a current membership list and issue current membership cards.

I. NAEOP Liaison: The liaison shall promote state and national membership and maintain a current list of paid national members. This person shall be ready to help organize local associations and work closely with the president and membership chairperson. The liaison shall provide information for the national publications, and promote NAEOP activities including the National Educational Office Professional of the Year (Olive T. Richie Educational Office Professional of the Year), National Educational Bosses Week, and Career Awareness Week. The chairperson shall chair the Awards Committee for KAEOP Educational Office Professional of the Year and KAEOP Educational Administrator of the Year awards, and be responsible for sending these names on to national competition.

J. Professional Standards Program: The chairperson shall keep cumulative records of Professional Standards Program certificates awarded to the Association member- ship. PSP applications and brochures shall be available upon request. The chair- person should sign the PSP date sheets for all Kansas PSP candidates before they are forwarded to NAEOP. The chairperson is responsible for providing cards and certificates for classes completed at the spring and fall workshops.

K. Retired Membership Committee: The chairperson shall work for the mutual interests of retired Association members and encourage attendance and participation at Association meetings. The chairperson shall also plan special activities for retired members at the fall and spring Association workshops.

L. Scholarship Committee: The chairperson shall select committee members from the six association areas of Kansas. The chairperson may represent the area in which he/she resides. Articles about the scholarship program are to be published in the Association newsletter and on the KAEOP website. The student scholarship shall be known as the Margaret Van Horn Scholarship and the student member dependent scholarship shall be known as the Lola Mae Farmer Member Dependent Scholarship.

M. Ways and Means Committee: The member-at-large shall consider and propose means for raising funds for the Association.

Section 2. The president may appoint other committees as necessary.

Section 3. The chairperson of each committee shall be responsible for securing committee members.

Section 4. Each committee shall consist of not less than three members and no more than five members. Exceptions may be made depending upon the function of the committee.

Section 5. The president shall be an ex-officio member of all committees except the Association elections committee and should be notified of all committee meetings.

Section 6. A majority of the members of any committee shall constitute a quorum for the transition of busines for the committee.

ARTICLE IV - ELECTIONS

Section 1. Eligible candidates shall be secured by the Elections Committee. No candidates shall be nominated without his/her consent. The ballot should consist of two names when feasible for each office.

Section 2. Elections shall be by ballot printed in the applicable newsletter or by separate ballot sent by first class mail and/or e-mail before the spring workshop. Completed ballots shall be returned as directed by the Elections Committee. A plurality of votes shall elect. All candidates, as well as the President and President-Elect, shall be notified of election results prior to the spring workshop. In case of a tie, the general membership will have an opportunity to break the tie. If the tie still exists, it will be broken by the executive board, with all but the President voting, by written communciation and/or e-mail with the election chairperson. If a tie still exists, the President will cast the deciding vote.

Section 3. Candidates for office shall be a member of the Association for at least one year before accepting a nomination.

ARTICLE V - DUES

Section 1. The annual dues for active, associate, and retired memberships shall be established by the Association memberhsip. The membership year shall extend from July 1 through June 30.

ARTICLE VI - QUORUM

At meetings of the Association, 10 percent of dues-paying members shall constitute a quorum. The Recording Secretary shall report the total members present and declare a quorum.

ARTICLE VII - FISCAL YEAR

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

Effective November 1, 1965
Revised November 1, 1967
Revised November 6, 1970
Revised November 2, 1973
Revised April 30, 1976
Revised October 27, 1978
Revised April 11, 1980
Revised December 10, 1981
Revised October 22, 1982
Revised March 24, 1983
Revised January 19, 1985
Revised January 11, 1986
Revised January 24, 1987
Revised January 1, 1991
Revised October 23, 1993
Revised February 18, 1994
Revised October 28, 1995
Revised October 21, 1997
Revised October 24, 1998
Revised October 14, 2000
Revised October 12, 2001
Revised October 12. 2002
Revised April 8, 2006
Revised June 27, 2009
Revised April 16, 2010

KANSAS ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS

STANDING RULES

I. Membership Dues

1. Active Member $20.00 Annually (effective 1997-1998)
2. Retired Member $10.00 Annually (effective 1997-1998)
3. Associate Member $6.00 Annually

Renewal dues become payable July 1 of each year. Membership year shall extend from July 1 through June 30.

Two dollars ($2.00) of the annual dues shall be designated for the Margaret Van Horn Scholarship Program, and two dollars ($2.00) of the annual dues for Lola Mae Farmer Member Dependent Scholarship Program with balance, if necessary, from Country Store profits (effective 1997-1998).

II. Affiliation Dues

1. Annual affiliation - $10.00

2. Membership in KAEOP is required for at least one member of the local association wishing to affiliate.

III. Recognition

1. Educational Office Professional Week begins the 2nd Sunday in October

2. National Educational Bosses' Week begins the 3rd Sunday in May

3. Educational Office Professional of the Year and Educational Administrator of the Year Awards shall be presented at the spring workshop.

4. Retired KAEOP Members will be recognized at the spring workshop.

5. PSP Award Recipients will be honored at the fall workshop.

6. Past Presidents will be recognized at the fall workshop.

IV. The Association executive board may have three (3) extra meetings (June, August and January) in addition to meeting prior to the fall and spring Association workshops. Attendance to executive board meetings shall be mandatory for all elected officers unless the president or ex-officio officers have been notified, prior to the meeting date, of other commitments. Attendance shall be all-inclusive from Call to Order to Final Adjournment at which time there is no other business to be transacted.

V. Mailings

1. Ballots are to be printed in the applicable newsletter or by separate ballot sent by first class mail/or e-mailed before the spring workshop.

2. Fall/Spring Workshop Brochures must be mailed first class to all current KAEOP members and one to each district superintendent along with posting it on the KAEOP website. E-mail brochures will be available upon request.

VI. Publications

The official newsletter of the Association shall be published four (4) times per year.

VII. Budget Items

The budget chairperson and his/her committee shall provide in the budget moneys for these additional items:

1. NAEOP Affiliation fee
2. NAEOP Field service
3. Mona Smith Member Dependent Scholarship ($100.00 annually to come from Ways and Means).

VIII. Workshops and Executive Board meetings and National Conference/Institute

1. The incoming and outgoing executive boards shall meet in June of each year to permit an exchange of records.

2. Board members should have printed reports for membership at the fall and spring workshops.

3. Attendance to executive board meetings shall be mandatory for all elected officers unless the president or ex-officio officer has been notified prior to the meeting date of other commitments. Attendance shall be all-inclusive from Call to Order to Final Adjournment at which time there is no other business to be transacted.

4. Duties of the president attending the NAEOP conference and institute:

a. Should be the attending representative of KAEOP at all meetings of the conference and should attend the institute and/or briefings scheduled in conjunction with the conference.

b. An alternate executive board delegate should be identified by the KAEOP president.

c. Advisory Council sessions should be attended by the president or designated delegate.

5. Presidents of affiliated local organizations should be encouraged to attend all KAEOP executive board meetings.

a. Local association will better understand the function of the state association.

b. Potential state association officer candidates and committee chairperson may be identified.

6.  State Workshops

All fees connected with the fall and spring workshops should be paid for the following executive board members: president, president-elect, workshop coordinator, workshop chairman, and workshop registrar.

IX. Elections

In the event that the vice president who is chairperson of the Nominating Committee is asked to be a candidate for an office, and agrees, he/she should request the president to appoint a new Elections Committee chairperson. The president may appoint a replacement.

Revised April 30, 1976           Revised January 1, 1991
Revised January 28, 1978      Revised March 23, 1996
Revised October 27, 1978      Revised October 21, 1997
Revised April 11, 1980           Revised January 10, 1998
Revised December 10, 1981   Revised October 24, 1998
Revised October 22, 1982      Revised October 14, 2000
Revised March 24, 1983         Revised October 12, 2002
Revised March 31, 1987         Revised April 9, 2005
Revised April 15, 1989            Revised June 27, 2009
                                            Revised April 16, 2010