Bylaws

Sunday, 03 May 2009 13:27 |

The OCP Board met on November 10, 2009 at Dick Conners Correctional Center to discuss a proposed and necessary by-laws change. OPM was denying OCP’s application for payroll deduction due to the association not being limited to state employee membership. The Board decided the only option was to remove Retiree, Honorary and Associate membership levels from the bylaws, request reconsideration of our application from OPM, and attempt to get these important levels back after OCP had the money to fight.

Oklahoma Corrections Professionals By-Laws

Article I

Name

1.1 Our Name: Is Oklahoma Corrections Professionals (“OCP” or “the association”).

1.2 We Are: An employee association of Criminal Justice Professionals who are employed by the Oklahoma Department of Corrections and 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.

Article II

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 Correctional active and retired employees.

Article III

Membership

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. These members shall consist of employees who have completed the membership enrollment process and are current on dues. Active members shall be eligible to vote, hold office, and serve as committee members.

3.2 Membership Termination: Membership may be terminated at any time, with just cause, at the discretion of the Board of Directors.

Article IV

Board of Directors

4.1 Board of Directors: The Board of Directors shall have thirteen (13) seats comprised of the President, 1st Vice-President, 2nd Vice-President,Treasurer, Secretary, and eight (8) seats consisting of board members from: one (1) seat comprised of an active Department of Corrections Executive Administration employee, one (1) seat from the Pardon and Parole Board and the remaining six (6) seats from diverse areas of the Department of Corrections to allow for representation of all employees.

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 position of President shall be for a three (3) year term, the position of 1st Vice-President shall be a two (2) year term, 2ndVice-President shall be for a one (1) year term,Treasurer shall be for a two (2) year term, Secretary shall be for a one (1) year term, Executive Administration of the Department of Corrections shall be for a (2) year term, Three of the remaining seven seats shall be for a (2) year term, and the remaining four (4) seats shall be for a (1) year term.

4.3 Eligibility Requirements: The position of President is required to possess a minimum of seven (7) years of employment, in good standing, with the Department of Corrections or the Pardon and Parole Board. All other board positions are required to possess a minimum of five (5) years, in good standing, 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 assembly. Members who want to run for office shall notify the current secretary and request a participation ballot. The member shall obtain twenty (20) signatures of support from active members, to be eligible to seek election for the board seat. The secretary will receive all participation ballots, assemble a list of the eligible participants and prepare a ballot. For the positions of President, 1^st Vice President and 2^nd Vice President, ballots will be mailed to all voting eligible membership. For all other board seats voting will take place at the annual membership assembly. Newly elected Board Directors shall assume their duties on January 1^st immediately following the annual membership assembly.

4.5 Vacating of Board Seats: In the event of the death, resignation, or removal from office of the President, the 1^st Vice-President shall immediately assume the office of President and the board shall elect from its existing board members a 2^nd Vice President. The President will then fill by appointment the position left vacant by the newly elected 2nd Vice President, until a new member can be elected at the annual membership assembly. In the event of the death, resignation, or removal of any other board member(s), the President shall fill the position by appointment until a new member can be elected at the annual membership assembly.

4.6 Removal of Board Members: Any member of the Board of Directors, with the exception of the President, may be removed from their 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 position requires a two-thirds (2/3) vote of no confidence by the membership.

4.7 Advisory Board: Upon the completion of service as an officer of the Board of Directors, the officer has the option of retaining a non-voting seat on the Advisory Board. Advisory Board members may attend all meetings of the Board of Directors and may offer opinions and advice to the board. An Advisory Board term lasts two years, with no option for re-election to the Advisory Board. An officer whose term ended due to removal from office by the Board of Directors or membership is not eligible for a seat on the Advisory Board. A member of the Advisory Board may be removed from their seat at any time with a (2/3) two-thirds vote of the Board of Directors when it is deemed to be in the best interest of the Association.

Article V

Board Member Duties

5.1 President: Shall preside over all meetings of the Association and shall appoint any and all committees to handle situations that require decisions or recommendations that need to be made to the membership.

5.2 1^st Vice President: Shall exercise the duties of the President in the event of the absence or incapacity of the President. The 1^st Vice President shall perform other duties as requested or directed by the President. The 1^st Vice President shall be Chairperson of the Legislative Committee and any committees as assigned.

5.3 2nd Vice-President: Shall preside and shall assume all duties assigned to the 1^st Vice-President in his or her absence. The 2^nd Vice President shall be Chairperson of committees as assigned.

5.4 Secretary: Shall be responsible for the recording, dissemination and archiving of all approved minutes. The secretary shall give notice of meetings. Association minutes of any meeting shall be available to any board member upon request and to the active membership upon written request. All executive session meeting minutes will remain confidential.

5.5 Treasurer:This board seat will require a minimum of two years (2) accounting/finance background, education and/or training. The Treasurer shall be the Chairperson of the finance committee and shall be responsible for the oversight of all deposits, funds, and disbursements. All disbursements shall require two (2) signatures. Those board members who may sign are as follows; Treasurer, President, 1^st Vice President or 2^nd Vice President. All transactions shall be documented and receipts presented for any purchases made. The Treasurer shall present a written accounting of the status of any and all accounts at all board meetings and shall ensure the books are maintained to provide for a review by any board member upon a written request.

5.6 Parliamentarian: Shall give opinions on parliamentary procedures. This officer shall be familiar with the Association bylaws and shall receive proposed bylaw amendments, prepare standing rules and amendments to standing rules and bylaws upon request of the Board of Directors. During each board meeting the parliamentarian will be the designated time keeper and will assist the President in maintaining order. The President will assign the Parliamentarian duties to one of the Board of Directors.

5.7 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.

5.8 Quorum: A two thirds (2/3) majority of the total number of board members excluding any vacancies shall constitute a quorum for the transaction of business at any meeting of the board. If at any meeting a quorum is not present, a majority of the board members present shall adjourn the meeting. A quorum cannot be valid without at least one the following being present: President, 1^st Vice President, or 2^nd Vice President.

Article VI

Committees

6.1 Audit Committee: Shall be comprised of three (3) members, with a minimum of two (2) years accounting/finance background, education and/or training each, whose purpose is to audit the Treasurer’s books any time deemed necessary by the Board of Directors, at the close of the fiscal year, or to transfer accounts to the newly electedTreasurer.

6.2 Special committees: Shall be appointed as the need arises by the President, or designee, to perform particular duties outside the province of any standing committees. They shall be dissolved upon the completion of the duties designated by the Board of Directors.

Article VII

Meetings

7.1 Board Meetings: The Association shall conduct a minimum of four (4) Board of Directors meetings and one Membership Assembly annually. Meeting times and locations will be determined by the President. At any time, the Board of Directors can recess into executive session in order to conduct business of a sensitive or confidential nature. All issues discussed during the executive session which require a vote will be conducted after the Board of Directors resume regular session.

7.2 Special Meetings: Shall be called by the President, or designee, as deemed necessary. Notice shall be given to all active board members at least three (3) days prior to the calling of a special meeting.

7.3 Emergency Meeting: Shall be called by the president as deemed necessary to address urgent business. Notice shall be given to all active board members at least twenty-four (24) hours prior to the emergency meeting.

Article VIII

Business

8.1 Dues: The Board of Directors shall determine the amount of dues for memberships and the procedure for collection of such dues. All members shall pay the Association the appropriate dues. Any dues increase for members shall be approved by a majority (51%) of the affected membership.

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 of Directors, a special audit may be called upon a majority vote. Results of the audit shall be reported directly to the Board of Directors and made a matter of public record.

8.3 Contracts: The Board of Directors, following a two-thirds (2/3) majority vote, may enter into a legal contract, a binding agreement, or financial arrangement in the name of, and on behalf of, the Association. All contracts must represent services that are 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 Boardof Directors.At its discretion, based on a two-thirds (2/3) majority vote, the board shall retain the right to intervene in the hiring, termination and discipline of any employee or agent. Additional personnel shall be hired as deemed necessary by the Board of Directors to conduct the business of the Association.

Article IX

General Provisions

9.1 Discrimination: Oklahoma Corrections Professionals shall not, on the basis of age, race, color, national origin, religion, sexual preference, gender, or physical disability/impairment, be excluded from participation in, be denied the benefits thereof, or be subject to any form of discrimination by this Association.

Article X

Amendments to the By-laws

10.1 By-law Amendments: All proposed amendments to the by-laws must be submitted in writing to the President at least sixty (60) days prior to the annual Membership Assembly. The proposal shall be made known to all the membership at least two weeks prior to any vote on the amendment(s). It shall require a two thirds (2/3) vote of the active membership present to be adopted. Once adopted, approved amendments are effective immediately.

Article XI

Affiliation with the Oklahoma

Correctional Employees Memorial Foundation

11.1 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 the terms of its adopted bylaws. After the Association has collected membership dues for six months, it shall forward sixteen and two thirds percent (16.67%) of all membership dues collected each month to the Memorial Foundation to support the building and sustaining of a permanent monument to recognize Corrections Professionals who have given their life in the line of duty. A member of the Memorial Foundation’s Board of Directors, or a designee thereof, will attend each meeting of the Association’s Board of Directors in order to report to the board on the actions of the Memorial Foundation. The board reserves the right to revise this arrangement at any time if deemed necessary.

Last Updated (Saturday, 28 November 2009 07:15)