1.1 Our Name: Is Oklahoma Corrections Professionals (“OCP” or “the Association”).
1.2 We Are: An employee association of Corrections and Criminal Justice Professionals employed by the Oklahoma Department of Corrections or the Oklahoma Pardon and Parole Board.
1.3 We Are: A non-profit employee association organized under section 501(c)(5) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Objectives and Purposes
2.1 Our Mission: Is to provide a unified voice and representation for Corrections and Criminal Justice Professionals.
2.2 Our Intent: Is to improve the image, benefits, compensation, working conditions, and retirement of all Corrections and Criminal Justice Professionals.
3.1 Membership Eligibility: Any person shall be eligible for membership who is currently employed with the Oklahoma Department of Corrections or the Oklahoma Pardon and Parole Board, has completed the membership application, and remains current in payment of monthly dues. Members shall be eligible to vote, serve on committees, and, upon meeting all qualifications, hold office.
3.2 Membership Termination: Membership may be terminated at any time, with just cause, at the discretion of the Board.
Board of Directors
4.1 Board of Directors: The Board of Directors shall have nine (9) seats comprised of the President and eight (8) seats consisting of: one (1) seat reserved for a representative from the Pardon and Parole Board and the remaining seven (7) seats to be filled with the goal of providing representation for all employees and from diverse areas of the Department of Corrections or Pardon and Parole Board. The positions of Vice President, Secretary and Treasurer will be elected by the Board.
4.2 Term of Office: The term of office for all elected board members shall be for two (2) years. The initial election period shall be as follows: the President shall serve a three (3) year term, Vice-President shall serve a two (2) year term, Treasurer shall serve a two (2) year term, and Secretary shall serve a one (1) year term. Three (3) of the remaining five (5) members shall serve a (2) year term, and the remaining two (2) members shall serve a (1) year term.
4.3 Eligibility Requirements: The President must possess a minimum of seven (7) years of employment with the Department of Corrections or the Pardon and Parole Board. All other board members must possess a minimum of five (5) years of employment with the Department of Corrections or the Pardon and Parole Board.
4.4 Elections: The election for expiring board seats shall take place at the annual membership conference. The Secretary will issue notification of the upcoming elections and a call for Candidate Filing Forms. A member must obtain twenty (20) signatures of support from active members to be eligible to seek election. Newly elected board members shall assume their duties on January 1st following the annual membership conference.
4.5 Vacating of Board Seats: If a vacancy occurs in the office of the President, the Vice President shall succeed to the office of President and complete the remaining term of office. If a vacancy occurs in the office of Vice President, Treasurer, or Secretary, the Board will elect the replacement to complete the remaining term of office.
4.6 Removal of Board Members:A member of the Board of Directors, with the exception of the President, may be removed from his or her seat at any time with a two-thirds (2/3) vote of the Board when it is deemed to be in the best interest of the Association. Removal of the President requires a two-thirds (2/3) vote of no confidence by the membership.
4.7 Advisory Board: Upon completion of service as an officer of the Board of Directors, an officer has the option of retaining a non-voting seat on the Advisory Board. Advisory Board members may attend all board meetings and may offer opinions and advice to the Board. An Advisory Board term lasts two years, with no option for re-election. An officer whose term ended due to removal from office by the Board or membership is not eligible for a seat on the Advisory Board. A member of the Advisory Board may be removed from his or her seat at any time with a (2/3) two-thirds vote of the Board when it is deemed to be in the best interest of the Association.
4.8 Quorum: Attendance by two thirds (2/3) of the total number of board members, excluding any vacancies, shall constitute a quorum for the transaction of business at a board meeting. If at any meeting a quorum is not present, the board members present shall adjourn the meeting. A quorum cannot be valid without at least one the following being present: President or Vice President. A proxy designated to conduct business on behalf of a board member may not be counted toward establishing a quorum for executive sessions.
4.9 Powers of Governance: A quorum of the elected officers of the Association shall be the governing body of the Association between meetings. They shall act without restrictions and with full authority of the membership exercising its general powers to conduct all business as deemed necessary and appropriate.
Board Member Duties
5.1 President: The President shall preside over all meetings, decide all questions of order and procedure, submit for consideration all motions and observe and require compliance with the Constitution, By-laws, and Policies of the Association. The President shall only vote in the case of a tie.
5.2 Vice President: The Vice President shall fulfill the duties of the President upon the President’s absence.
5.3 Secretary: The Secretary shall give notice of meetings. The Secretary shall record and report the minutes of all meetings and maintain the official association records in coordination with the staff. The Secretary shall provide meeting minutes upon the request of any board member or upon the written request of any active member. All executive session minutes shall remain confidential.
5.4 Treasurer: The Treasurer must possess a minimum of two (2) years accounting or finance background, education, or training. The Treasurer shall be the Chairperson of the finance committee and shall oversee all deposits, funds, and disbursements. All transactions shall be documented. The Treasurer shall prepare quarterly financial reports for presentation at each board meeting and shall ensure the books are maintained to provide for a review by any board member upon written request.
6.1 Standing committees: The Board of Directors may create standing committees. A committee shall be disolved by board vote.
6.2 Special committees: The President, or designee, may appoint a special committee to perform particular duties outside the province of any standing committees. A special committee shall be dissolved upon the completion of the duties designated by the Board.
7.1 Board Meetings: The Association shall conduct a minimum of four (4) Board of Directors meetings and one membership conference annually. Meeting times and locations will be determined by the President, or designee. At any time, the Board may recess into executive session in order to conduct business of a sensitive or confidential nature. Any votes resulting from issues discussed during the executive session will be conducted after the Board resumes regular session.
7.2 Emergency Meetings: An officer of the Board may call an emergency meeting to address urgent business as deemed necessary. Notice shall be given to all board members at least twenty-four (24) hours prior to the emergency meeting.
8.1 Dues: The Board of Directors shall determine the amount of dues for membership and the procedure for collection of dues. All members shall pay the appropriate dues. Any dues increase for members shall be approved by a majority (51%) of those voting on the measure at the annual membership conference.
8.2 Independent Audits: At the end of each fiscal year, an independent audit of the Association's financial records shall be conducted by a Certified Public Accountant licensed for business in the State of Oklahoma. At the discretion of the Board, a special audit may be called upon a majority vote. Results of the audit shall be reported directly to the Board and made a matter of public record.
8.3 Contracts: All contracts must be for the sole purpose of benefiting the membership. Board members and their immediate family, along with immediate family of staff, are ineligible for contracts with the Association. Immediate family is defined as, but not limited to, spouse, parents, children, and siblings.
8.4 Staff: The Board of Directors shall employ an Executive Director who shall serve the needs of the Association under the direction of the Board. The Executive Director, with Board approval, will retain and supervise support staff as necessary to carry out the day-to-day operations of the Association. Compensation of, bonding, and policies related to the employment of this position will be determined by the Board. At its discretion, based on a two-thirds (2/3) vote, the board may intervene in the hiring, termination and discipline of any employee or agent. Additional personnel shall be hired to conduct association business as deemed necessary by the Board.
Amendments to the By-laws
9.1 By-law Amendments: A proposed amendment to the By-laws must be submitted in writing to the President at least sixty (60) days prior to the annual membership conference. The proposal shall be made known to the membership at least two weeks prior to any vote on the amendment. It shall require a two thirds (2/3) vote of the active membership present to be adopted. Once adopted, an approved amendment is effective immediately.
10.1 Oklahoma Correctional Employees Memorial Foundation: Acting under the authority of the Association, the Memorial Foundation will function according to the direction of its own Board of Directors and by-laws. After the Association has collected membership dues for six months, it shall forward a portion of all dues collected each month to the Memorial Foundation. A member of the Memorial Foundation’s Board of Directors, or a designee thereof, will attend each board meeting in order to report to the Board on the actions of the Memorial Foundation.
10.2 Oklahoma Corrections Professionals Political Action Committee: Acting under the authority of the Association, the Political Action Committee will function according to the direction of its own Board of Directors and by-laws. After the Association has collected membership dues for six months, it shall forward a portion of all dues collected each month to the Political Action Committee. A member of the Political Action Committee’s Board of Directors, or a designee thereof, will attend each board meeting in order to report to the Board on the actions of the Political Action Committee.