Bylaws, Standing Rules and Duties of Committees - Revised April 8, 2014
UNIVERSITY OF NEBRASKA OFFICE PROFESSIONALS ASSOCIATION (UNOPA) Bylaws
Revised April 8, 2014
Article I - Name The name of this organization shall be the University of Nebraska Office Professionals Association (UNOPA).
Article II - Purpose and Objectives
The purpose of UNOPA is to provide professional growth and promote high professional standards for educational office personnel within the University of Nebraska, as partners upholding the quality of service to the university educational system and the community. Education is the birthright of every person. We as members of the University of Nebraska Office Professionals Association pledge ourselves to safeguard that right. We acknowledge the unique role of educational office personnel and the importance of their contributions to the university and the community. UNOPA fulfills its purpose through the following actions:
- Section 1. Encouraging educational personnel to continue in their professional growth through the National Professional Standards Program (PSP), sponsoring workshops for both members and nonmembers, and promoting participation in the Nebraska Educational Office Professionals Association (NEOPA) and the National Association of Educational Office Professionals (NAEOP).
- Section 2. Identifying employee concerns, especially those that affect the Office/Service classification, and working within the university system to meet those concerns.
- Section 3. Encouraging all members to interact and learn from one another through mentoring programs, classes, workshops and serving on various University or UNOPA committees. To develop leadership skills by leading committees and serving as officers of the Association.
- Section 4. Encouraging all members to broaden their understanding of the University of Nebraska, its goals and functions, and the relationship between the university and the community.
Article III - Membership
Section 1. Membership shall be open to persons interested in promoting the objectives of the Association. The UNOPA membership year is July 1 through June 30.
Section 2. There shall be five (5) classifications of membership: Active, Associate, Retired, Life, and Honorary.
- A. Active membership in the Association shall be open to all office personnel in the educational system of the University of Nebraska. Active members shall be entitled to vote, hold an elected or appointed office, and participate in all activities of the Association. Withdrawal from employment at the University of Nebraska shall constitute a change from Active to Retired or Associate membership.
- B. Associate membership in the Association shall be open to persons who are interested in advancing the objectives of the organization but who are not eligible to be Active members, and who have paid annual dues (e.g., other university employees, former employees, or students). Associate members shall have the rights and privileges of Active members except those of voting and holding an elected or appointed office.
- C. Retired membership in the Association shall be open to former Active members who are retired from the University and desire to keep in touch with the Association and the university community. They shall have the right to vote and may hold an appointed office and serve on committees.
- D. Life members are Active members of the Association who have paid life membership dues. Life members shall have all the rights and privileges of Active members, except upon withdrawal from the university system, at which time they shall become Associate or Retired members.
- E. Honorary membership in the Association shall be conferred by a majority vote of the Executive Board. Honorary members are individuals who have made significant contributions to the growth of UNOPA, its members, and office/service employees. They shall be entitled to all the privileges of Active members with the exceptions of the right to vote, and hold an elected or appointed office, and shall be exempt from paying dues.
Article IV - Officers/Duties
Section 1. The elected officers of UNOPA shall be President, President-elect, Recording Secretary, Corresponding Secretary and Treasurer; all of whom shall be Active member in good standing as defined in Article III to be installed at the annual meeting and assume office on July 1.
Section 2. Nominations of candidates for the offices of President-elect, Recording Secretary, Corresponding Secretary, and Treasurer shall be submitted by the membership to the Nominating Committee. The Nominating Committee shall present the nominations at the March general meeting. Additional nominations may be submitted by the membership when the slate of officers are presented. The officers shall be elected, by mailed or electronic ballot, prior to the annual meeting and shall hold office for a term of one year or until their successors are elected, beginning July 1. No member shall hold the same elected office for more than two consecutive terms.
Section 3. The President shall preside at all meetings of the Association and of the Executive Board; shall, with the assistance of other elected officers, appoint committee directors; shall be an ex-officio member of all appointed committees, except the Nominating Committee; shall be a member of NEOPA and NAEOP; shall serve as contact for UNOPA with the University Association for Administrative Development (UAAD), the Nebraska Educational Office Professionals Association (NEOPA), and the National Association of Educational Office Professionals (NAEOP); may represent UNOPA as a delegate to the NAEOP Advisory Council and at any official meetings with university administrators. The Annual Report of the Association shall be compiled and distributed to the members by August 31 following the end of the term. The President shall sign checks in the absence of the Treasurer. The following year, the President shall serve as Immediate Past President on the board and become the Bradley Munn Professional Growth Fund Director.
Section 4. The President-elect shall perform the duties of President in the event of the President’s absence; shall fill a vacancy in the Presidency; shall assist the other elected officers in appointing committee directors; shall act as Director of the Program Committee, and provide information about each monthly meeting to the UNOPA Notes Director and Hospitality Director; shall be a member of NEOPA and NAEOP; shall become the President during the following year.
Section 5. The Recording Secretary shall keep an accurate record of the proceedings of the Association and Executive Board meetings, keep an up-to-date record of the current Bylaws, including Standing Rules; and shall send to the Executive Board a copy of minutes of each meeting within five (5) days after the meeting; shall assist other elected officers in appointing committee directors; shall distribute the General Membership Meeting minutes to the membership via UNOPA Notes, email, or posting on the UNOPA website; and shall collect pertinent records to be archived. Shall preside at meetings in the absence of the President and President-elect.
Section 6. The Corresponding Secretary shall conduct the correspondence of the Association as directed by the President and the Executive Board, including extending courtesies to Association members, and corresponding with NAEOP and NEOPA and reporting UNOPA activities for publication; shall in the absence of the Recording Secretary, assume the duties of the Recording Secretary; shall assist the other elected officers in appointing committee directors; shall collect photos for scrapbook; shall be responsible for the past-presidents luncheon; shall be responsible for the holiday collection, and shall provide publicity for UNOPA including sending notices of meetings and information University-wide and to other media outlets as appropriate and shall, upon notification, be responsible for arranging a $25.00 contribution to the Bradley Munn Professional Growth Fund (UNOPA Fund CD 2484) from the UNOPA budget in memory of a deceased past president. Appropriate notification shall be provided to UNOPA and to the family of the deceased.
Section 7. The Treasurer shall receive all monies, disburse funds as directed by the President and the Executive Board, present monthly reports, and prepare materials for an annual audit; shall assist the other elected officers in appointing committee directors; shall study the financial needs of the Association for the year working with the other elected officers and present a proposed budget to the general membership by May for the following fiscal year; shall provide the executive board with an annual financial report, have a working knowledge of Excel and have access to the UNL financial system, and shall arrange for an audit of the records at the end of UNOPA’s fiscal year. A majority vote of the members present at May’s general meeting is required to approve the budget.
Section 8. The Immediate Past President shall serve as a member of the Executive Board from the time the new President assumes office on July 1 until the following June 30; shall serve as the Director of the Bradley Munn Professional Growth Fund (see University of Nebraska Foundation Guidelines for UNOPA Fund CD 2484); shall coordinate activities with the UNOPA membership relating to the state and national conferences to include planning a reception for UNOPA members to be held during the NAEOP Annual Conference; and shall compile and submit the Louise Henderson Nelson Award packet for NAEOP competition.
Section 9. A vacancy in the office of President shall be filled by the President-elect whose term of office shall extend for the unexpired term of their predecessor. An additional term will be determined by circumstances and approval by the Board. If there is a vacancy in the office of President-elect, notice of filling a vacancy shall be given to the members at least 15 days before candidates are nominated at a general meeting. The Nominating Committee shall accept nominations from the members and nominate candidates as soon as possible, following notification. A special election for President-elect shall be conducted by mailed or electronic ballot within one month of nomination, the term of office to be determined by the circumstances.
Section 10. The Executive Board shall appoint any vacancy occurring among the officers, except the President and President-elect, until the next annual election of officers.
Article V - Meetings
Section 1. General membership meetings of the Association will be held the second Tuesday of each month, September through May, unless otherwise stipulated by a majority vote of the Executive Board. Special meetings of the membership may be called by a two-thirds vote of the Executive Board. Membership present shall constitute a quorum for the transaction of business at all general membership meetings of the Association.
Section 2. Monthly meetings of the Executive Board will be held August through June. Special meetings of the Executive Board may be called by the President. A majority of the members of the Executive Board shall constitute a quorum for the transaction of business at Board meetings.
Section 3. The annual meeting of the Association shall be held in May of each year. Newly elected officers shall be installed at the annual meeting.
Section 4. Telephone or electronic meetings may be held by the Executive Board, Committees, or at a workshop/conference.
Article VI - Executive Board
Section 1. The Executive Board shall consist of the elected officers of the Association, the Immediate Past President, and the directors for each of the committees. The President Emeritus shall serve as exofficio member. With the exclusion of the Immediate Past-president and President Emeritus, there shall be no more than four past presidents serving on the Executive Board.
Section 2. The newly installed officers shall annually appoint the Directors and Co-Directors of the standing committees prior to July 1, and shall appoint other committees as deemed beneficial to the general membership and function of the Association. The Director of each standing committee shall be an ex-officio member of the Executive Board with all the rights, responsibilities and duties of a Board member. The Director of each special or ad hoc committee shall be an ex-officio of the Executive Board with all the rights, responsibilities and duties, except the right to vote. Co-directors are expected to attend Executive Board meetings and will have all the rights, responsibilities and duties except the right to vote (only one vote per standing committee).
Section 3. Each member of the Executive Board shall submit a written annual report to the President in May for inclusion in the Annual Report of the Association.
Article VII - Committees
Section 1. The Association shall have standing committees as follows: Awards, Bylaws, Career Development, Communication Technology, Employee Concerns, Hospitality, Membership, Nominating, Outreach, Program, UNOPA Notes, and Ways and Means.
Section 2. Guidelines, duties, and responsibilities for each standing and each special committee shall be specified by the Executive Board, and may change from time to time, according to the needs and goals of the Association.
Article VIII - Affiliation
Section 1. This Association shall annually affiliate with NAEOP and support NEOPA.
Section 2. This Association may appoint a delegate to the NAEOP National Conference.
Article IX -Amendments
Section 1. Amendments to the Bylaws shall be submitted in writing to the President, for review by the Executive Board, prior to presentation at a regular meeting of the Association. Amendments shall be voted on by members using mailed or electronic ballot, within one month following presentation. A majority vote of ballots returned, shall be required for passage, and the amendment(s) shall become effective immediately.
Article X - Parliamentary Authority
The rules contained in the current edition of Roberts Rules of Order, Newly Revised, shall govern the Association 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 Association may adopt.
Standing rules are the procedures of the organization, or general policy that are not included in the bylaws. They cannot be in conflict with the bylaws. Standing rules can be changed or amended at any time. With endorsement of the board, standing rules changes must be presented at a general membership meeting (without previous notice) for approval by a majority vote.
1. Membership shall be for the fiscal year July 1 to June 30. Membership fees are due July 1 each year. The membership fees are $15.00 for active members, $15.00 for associate members, and $2.00 for retired members. A life membership fee is $200.00. Members who have not renewed their membership by September 30 will be removed from the active member list and lose full membership privileges.
2. All Executive Board meetings are open to any members. Closed sessions may be determined by vote of the majority of the Board.
3. The President will not vote on issues unless there is a tie vote in accordance with Roberts Rules of Order Newly Revised.
4. The President and President-elect shall be a member of NEOPA and NAEOP Associations; dues will be paid or reimbursed by UNOPA.
5. The Association will purchase a gavel guard and chain. The incoming President will present the gavel guard to the retiring President immediately after the retiring President has presented the gavel to the incoming President. The President’s plaque will also be presented at the annual meeting in May by the incoming President.
6. The President is given the option to represent the Association as a delegate to the NAEOP National Conference. If the option is declined, another delegate will be selected by majority vote of the Executive Board. The Association will contribute funds up to $300 each to assist the attendance of the President/Delegate and the President-elect at the NAEOP Annual Conference. The delegate or their designee will represent UNOPA at NAEOP functions at the Conference, including receiving awards.
7. It is strongly recommended that candidates for office of President-elect shall have served at least one year on the Executive Board and have at least three years of active UNOPA membership.
8. A listing of the Duties of the Standing Committees shall be included as an attachment to the Bylaws and Standing Rules. Duties shall be updated by the Executive Board as deemed necessary.
9. Regular meeting rules apply to any telephone or electronic meeting. Proper notice of the meeting must be given; a quorum is established through a roll call; each member must be given an opportunity to express their views (state name before speaking) and to listen to 8 the views of others; votes are taken by roll call or by general consent.
Adopted 12/92 Revised 9/7/94 Revised 9/4/97 Revised 2/11/02 (Standing Rule #7) Revised 10/13/04 (Standing Rule $10) Revised 11/12/04 Revised 5/12/05 (Bylaws/Standing Rules/Revision0 Revised 10/9/07 Revised 3/11/08 Revised 4/4/09 (Standing Rules) Revised 3/17/10 (Bylaws/Standing Rules/Standing Committees/Revisions) Revised 10/12/10 (Bylaws/Standing Committees/Revisions) Revised 9/6/2011 (Standing Committees) Revised 11/1/2011 (Bylaws) Revised 3/6/2012 (Duties of Committees) Revised 4/30/2012 (Bylaws) Revised 10/9/2012 (Standing Rules)
DUTIES OF COMMITTEES (The job descriptions of the committees should not be kept in the Bylaws. The Executive Board should have the flexibility to adjust the duties and not require a change in the Bylaws. The Secretary should have complete job descriptions for each committee that should be reviewed by the Executive Board each year). (Each Committee shall have at least three (3) members participating on the Committee).
The Awards Committee shall organize and implement all UNOPA special awards. In the best interest of the Association, members of the Awards Committee (including Director) shall not be eligible for an award sponsored by the Association. An individual cannot be nominated for both the Floyd S. Oldt Outstanding Staff Award and the Floyd S. Oldt Silver Pen Award within the same membership year. Nominees of the Rose Frolik, Floyd S. Oldt Outstanding Staff, Floyd S. Oldt Silver Pen, and Floyd S. Oldt Boss of the Year Awards shall not be notified of the selection results prior to the official awards ceremony.
The Bylaws Committee shall review the Bylaws and Standing Rules each year and present their recommendations to the Executive Board.
The Career Development Committee shall be encouraged to organize and implement at least two workshops a year, but at least offer one workshop that will be free for UNOPA members. The committee shall encourage participation in the Professional Standards Program (PSP) of the National Association of Educational Office Professionals (NAEOP) and offer information and assistance to UNOPA members in their procurement of this certification. The committee shall offer at least one workshop per year to provide information on the Professional Standards Program. The committee shall administer the Nebraska Home Sales Professional Development Scholarships.
The Communication Technology Committee will update and maintain UNOPA’s web page. It is strongly recommended that the Committee Director have working knowledge of html, pdf, and ftp. Commitment is for two years.
The Employee Concerns Committee shall be responsible for policy statements and report to the membership on results, comments or actions on issues. Any major policy statements must be approved by the Executive Board. There shall be a Co-Director of the Employee Concerns Committee who will move into the Director’s position the following year. This is a two year commitment: 1 year as Co-Director, 1 year as Director.
The Hospitality Committee shall be responsible for establishing a pleasant and conductive environment at each general meeting by greeting attendees and encouraging fellowship. Shall arrange for room reservations and menus for each meeting. 10
The Membership Committee shall be responsible for sending out renewal forms, welcome letters, and membership cards once a year. They shall keep an updated database of all members on an Access database, update the listserv and provide updates to the Communication Technology Committee for the website. The Committee will obtain names of new office/service employees from HR, send UNOPA information, and make personal contact to see if new employees are interested in becoming an UNOPA member. The committee will also supply labels to other standing committees as requested.
The Nominating Committee shall be responsible for assuring the future of our organization by establishing and submitting a complete slate of officers for the upcoming year and governing the election process.
The Outreach Committee shall be responsible for developing a mentoring program for UNOPA. This may include, but is not limited to, workshops, individual mentoring partnerships, web page information or online information. The Committee shall also be responsible for organizing and coordinating the annual summer social, Secret Friends programs, and collecting Box Tops and Campbell Soup labels. The Program Committee shall be responsible for submitting the proposed year’s program and speakers for approval as soon as tentatively arranged to the Executive Board and provide information about each monthly meeting to the UNOPA Notes Editor. The UNOPA Notes Committee shall be responsible for collecting information for, setting up, editing, and distributing UNOPA’s monthly newsletter. The Ways and Means Committee shall be responsible for coordinating the workers for the Fall parking lot. This committee may also develop other fund raisers throughout the year.