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 in clerical or secretarial work 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 of this Association shall be president, president-elect, first vice president, second vice president, recording secretary, corresponding secretary, treasurer, two members-at-large, immediate past president, curriculum chairman, workshop coordinator, and all other chairmen appointed for the Association year.

Section 2. The executive board shall consist of the president, president-elect, first vice president, second vice president, recording secretary, corresponding secretary, treasurer, two members-at-large, immediate past president, curriculum chairman, workshop coordinator, and all other chairmen appointed for the Association year.

Section 3. The term of office for the president and president-elect is one year and each shall serve only one, one-year term. Other officers and members-at-large shall be elected for a term of two years and none shall serve more than two consecutive terms in the same office. 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 4. 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 5. The second vice president, corresponding secretary, and one member-at-large shall be elected in the even numbered years with the first vice president, recording secretary, treasurer and one member-at-large elected in the odd numbered years.

Section 6. The offices of curriculum chairman and workshop coordinator shall be elected for two year terms in alternate years, with the workshop coordinator being elected in odd numbered years and the curriculum chairman elected in even 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 chairman 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, a 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 chairman. 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 chairman 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 and a two-thirds favor of amendment 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 chairmen. 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 executive board meeting notices to members of the executive board of the Association 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 nominate two candidates for the office of president-elect. Ballots bearing the names of the two candidates shall be mailed to each member of the Association, such ballots to be returned as directed by the Elections Committee.

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 first vice president shall be the presiding officer in the absence of the president and president-elect. He/she will also serve as chairman of the Elections Committee the first year of the term and as spring workshop chairman during the second year of the term.

Section 5. The second vice president shall be the presiding officer in the absence of the president, president-elect, and the first vice president. He/she shall also serve as chairman of the Elections Committee in the first year of the term and as spring workshop chairman during the second year.

Section 6. 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 7. The corresponding secretary shall secure area news reports, serve as editor and shall issue the Association newsletter.

Section 8. 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 be a member of the Budget Committee.

Section 9. A member-at-large shall serve as chairman of the Auditing Committee the first year of the term and the Budget Committee the second year of the term. The two members-at-large shall also serve as the Ways and Means Committee. The second year of the term of member-at-large shall be served as chairman of the Ways and Means Committee.

Section 10. The curriculum chairman shall develop courses of study for inservice sessions as well as fall and spring workshops. The Professional Standards Program chairman should be involved in securing National Association of Educational Office Professional approval of Association classes offered.

Section 11. 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 curriculum chairman, Professional Standards Program chairman and local workshop chairman to organize Association workshops.

Section 12. 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. Upon receipt of the form outlining the duties of the office, the candidate shall fill out the form, sign it and return it to the nominations chairman prior to the ballots being mailed. 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. These committee chairmen shall attend all Association meetings, be available to fulfill field service requests and submit annual reports to the membership at the Association spring workshop.

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

B. Auditing Committee: The chairman shall be the member-at-large serving the first year of the term. 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 chairman is to be a member-at-large serving the second year of the term. 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 would be submitted to the Association membership for their approval at the spring workshop.

D. Elections Committee: The chairman shall be the first vice president and second vice president in alternate years. 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 printed ballot.

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

F. Historian: The president-elect shall serve as the historian and shall assist the president in collecting documents, reports, etc. for the official president's recordkeeping book.

G. Legislative Committee: The chairman is to be the immediate past president. This committee shall revise and keep current the Association Constitution, By-laws, and Standing Rules.

H. Membership Committee: The chairman shall keep a current membership list and issue current membership cards. New members will also receive a copy of the Association Constitution, By-laws, and Standing Rules.

I. NAEOP State Director: The director shall be a liaison officer with the National Office of Educational Office Professionals for the state association and promote NAEOP membership, maintain a current list of paid national members, be ready to help organize local associations and work closely with the president and membership chairman.

J. NAEOP Public Relations Chairman: The chairman's responsibility is to promote the association and build a favorable image. This person shall provide information for the national publications, and promote NAEOP activities including the National Educational Office Employee of the Year (Olive T. Richie Office Professional of the Year) and National Educational Bosses Week. The chairman 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 for national competition.

K. Professional Standards Program: The chairman shall keep cumulative records of Professional Standards Program certificates awarded to the Association membership. PSP applications and brochures shall be available upon request. The chairman should sign the PSP data sheets for all Kansas PSP candidates before they are forwarded to NAEOP. The chairman is responsible for typing cards and certificates for classes completed at the spring and fall workshops.

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

M. Scholarship Committee: The chairman shall select committee members from the six association areas of Kansas. The chairman may represent the area in which he/she resides. Articles about the scholarship program shall be published in the Association newsletter. 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.

N. Ways and Means Committee: The chairman shall consider and propose means for raising funds for the Association. Members of this committee shall be the two members-at-large. The member-at-large serving the second year will act as chairman.

O. Chaplain: The chaplain shall be responsible for providing an inspirational reading or prayer before all KAEOP meal functions and business meetings.

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

Section 3. The chairman 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 business for the committee.

ARTICLE IV - ELECTIONS

Section 1. Eligible candidates shall be secured by the Elections Committee. Upon receipt of the form outlining the duties of the office, the candidate shall sign in the space provided at the bottom and return to the nominations chairman prior to the ballots being mailed. Names of other candidates may be written in; however, no candidate shall be nominated without his/her consent. The ballot should consist of two names for each office.

Section 2. Elections shall be by ballot printed in the applicable newsletter or by separate ballot sent by first class mail before the spring workshop; this newsletter to be mailed to each active and/or retired Association member prior to the spring workshop. Completed ballots shall be returned as directed by the Elections Committee. A plurality of votes shall elect. All candidates 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 communication with the election chairs. If a tie still exists, the President will cast the deciding vote.

Section 3. Candidates for office shall have been a member of the Association three years and preferably been a member of the board (committee chairman) two years prior to accepting nomination for an office of this Association.

ARTICLE V - DUES

Section 1. The annual dues for active, associate, and retired memberships shall be established by the Association membership. 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 parliamentarian 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

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. Retired Life Member $25.00 (One payment)
4. 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 required for president and one (1) member of affiliating association.

III. Mileage Reimbursement

Mileage reimbursement at the rate to correspond with that paid by the State of Kansas.

Elected officers and standing committee chairmen shall receive mileage reimbursement for attendance to two (2) not to exceed three (3) special called meetings of the executive board.

IV. Recognition

A. Educational Office Professionals Week - begins the 2nd Sunday in October

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

C. Past Presidents Council - meets during the Association workshops. The KAEOP immediate past president is responsible for planning this activity.

D. Educational Office Professional and Educational Administrator of the Year - awards to be presented at the spring workshop.

E. Retired KAEOP Members - will be honored at the spring workshop.

F. PSP Award Recipients - will be honored at the fall workshop.

V. Executive Board Meetings

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.

VI. Mailings

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

B. Workshop Brochures – Fall/Spring 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.

VII. Publications

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

VIII. Budget Items

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

1. Affiliation fee - NAEOP
2. Field service - NAEOP
3. Mileage for officers and standing committee chairmen
4. President-elect
5. Mona Smith Member Dependent Scholarship ($100.00 annually to come from Ways and Means - Country Store).

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

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

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

C. 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.

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

1. Should be an attending representative of KAEOP at all meetings of the conference and should attend the institute scheduled in conjunction with the conference.

2. Should give a financial report at the first KAEOP executive board meeting following the conference. A written record should be a part of the secretary's minutes.

3. Alternative executive board delegate should be identified by the KAEOP president.

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

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

1. Local associations will better understand the function of the state association.

2. Potential state association officer candidates and committee chairmen may be identified.

F. 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. This is to include the mileage and expenses incurred in connection with the planning of both the fall and spring workshops.

X. Elections

In the event that the vice president who is chairman 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 chairman. The president may appoint a replacement or ask the parliamentarian to act as Elections Committee chairman.

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