Section I – The purpose of this association shall be to promote the standards of the occupational professionals within the community colleges of Kansas, and to provide a finer understanding of the relationship between our colleges and communities, so that we may better serve our institutions.
ARTICLE II – MEMBERSHIP
Section 1 – The membership year of the association shall be from annual meeting to annual meeting. The annual dues of this association shall be set by majority vote of the Executive Board. Dues shall not be prorated. Members in good standing must have their dues paid within thirty (30) days of the annual spring meeting. Members whose dues are not paid prior to election may not vote at the election of Board members.
Section 2 – An active member shall be defined as a currently employed community college occupational professional with yearly AKCCOP dues paid. Active members shall be entitled to vote, to hold office, and to participate in all activities of the Association.
Section 3 – An associate member shall be defined as a person who is no longer engaged in educational work, but desires to keep in touch with the Association. An associate member may, upon payment of annual dues, become associate members with all the privileges of the active members except those of holding office and voting. Seminar registration and expenses shall be the responsibility of the associate member.
Section 4 – Honorary membership in recognition of outstanding service during a period of at least five years as a member of the Association of Kansas Community College Occupational Professionals and upon retirement from a Kansas community college, may be conferred by the Executive Board by a vote of the majority of active members, but shall be exempt from paying dues and are exempt from voting and holding office. Seminar registration and expenses shall be the responsibility of the honorary member.
ARTICLE III – OFFICERS
Section 1 –The officers of the Association shall be President, Vice-President, Secretary, Treasurer, Historian, Parliamentarian, and three Members-At-Large. These officers shall perform the duties prescribed by these by-laws and by the parliamentary authority adopted by the Association. Failure to responsibly carry out duties as prescribed in these By-Laws may result in dismissal of that officer from the Executive Board by a majority vote of the Executive Board. All AKCCOP materials associated with that position shall be immediately surrendered to the President.
Section 2 – The nomination committee shall present a slate of officers to the Executive Board after such candidates have been declared eligible by checking their active status and have signified their willingness to run for office for a two year term. Names of other candidates may be nominated from the floor. Election shall be by show of hands during the annual business meeting. A majority of all votes cast shall be necessary to elect officers.
Section 3 – In the event of a vacancy in the officers or Board members (except the president, in which case the Vice-president shall automatically assume office, or the immediate past president, in which case the Executive Board shall select from among those former presidents who are active members of the Association, one to serve on the Executive Board until the election of the next president) the Executive Board shall fill the vacancy until a successor shall be elected by the membership for the unexpired term. The successor shall be elected as soon as possible after the vacancy occurs.
Section 4 – Board members shall be installed at the annual meeting and shall assume office at the close of the annual meeting.
Section 5 – No officer shall serve more than four consecutive years (two terms) in the same office or more than four consecutive terms (8 years) on the Board as an elected member.
Section 6 – The President shall preside at all meetings of the Association and of the Executive Board, shall call meetings of the Executive Board, shall appoint the Webmaster and committees as indicated in the by-laws and as the need arises. The President shall serve as a member ex-officio of all appointed committees except the nominating committee.
Section 7 –The Vice-President shall assume the duties of the President in the event of the President’s absence. If a vacancy occurs in the office of the President, the Vice-President shall automatically become President. The Vice-President shall be responsible for the official Association newsletter (the Kansas Kollator). And, will serve in any such duties as assigned by the President of the Association.
Section 8 – The Secretary shall keep an accurate record of the proceedings of the Association and Executive Board meetings and send to the President and each Executive Board member a copy of the minutes of each meeting within thirty (30) days after such meeting. And, will serve in any such duties as assigned by the President of the Association.
Section 9 –The Treasurer shall keep an accurate record of receipts and disbursement of the Association, shall deposit the funds of the Association, and shall disburse them only upon a written order signed by the President. The treasurer shall receive all dues, issue membership cards, keep an accurate register of the members of the Association and shall present a report at each regular meeting of the Association. The treasurer shall close the books and submit them to the audit committee at the annual meeting. The treasurer shall submit an annual report of the Association to the Executive Board and have this report available to active members. And, will serve in any such duties as assigned by the President of the Association.
Section 10 – The Historian shall keep the memory/history book for the Association and will serve in any such duties as assigned by the President of the Association.
Section 11 – The Parliamentarian shall act as advisor in parliamentary affairs. And will serve in any such duties as assigned by the President of the Association.
Section 12 – The Member-At-Large shall serve as a voting member at meetings of the Executive Board and will serve in any such duties as assigned by the President of the Association.
Section 13 – The Past-President shall serve in an advisory capacity to the Executive Board and will serve in any duties as assigned by the President of the Association.
ARTICLE IV – DUTIES OF EXECUTIVE BOARD
Section 1 – The Executive Board shall be composed of the elected officers (President, Vice-President, Secretary, Treasurer, Historian, Parliamentarian, three Members-At-Large), the Immediate Past President and the appointed Webmaster.
Section 2 – The Executive Board shall have general supervision of the Association between business meetings, shall give approval to the committee appointments made by the President, shall make recommendations to the Association, and shall perform such other duties as may be imposed upon it by the Association.
Section 3 – Special meetings of the Board may be called by the President and shall be called upon the written request of three members of the Board.
Section 4 - AKCCOP accounts held by the organization are required to have two (2) AKCCOP members authorized by the President listed on the accounts.
ARTICLE V – GRANTS
Section 1 – The Executive Board shall award up to (not exceeding) ten grants per year to eligible applicants. Applications will be accepted and awards made on a priority basis. The Executive Board shall have primary responsibility for the grant program and reserves the right to take into consideration any extenuating circumstances.
Section 2 –The purpose of the grant shall be to provide an incentive to current AKCCOP members who wish to continue their education, but will need financial assistance. A current active member is defined as being employed in a Kansas Community College at the time of the award and having yearly dues paid by May 1 of the current membership year.
Section 3 –Applicant must be enrolled in a definite program or plan of study (e.g. career development courses), submit a letter of recommendation from a fellow college employee (preferably his/her supervisor) and provide official proof of college registration.
Section 4 – Application must be made on the Grant Program Application form and submitted to the President of the Association. Deadlines for submitting applications for consideration shall be September 1 for Board review at the fall Executive Board meeting and March 1 for review at the spring annual meeting. Grants shall not be awarded in excess of $200 per academic year/per applicant.
ARTICLE VI – PUBLICATIONS
Section 1 – The official name of the Association publication shall be the Kansas Kollator.
Section 2 –The Vice-President shall serve as editor of this publication and shall be chairman of the campus reporters.
Section 3 – Each college is responsible for selecting a reporter to represent their campus through articles in the publication and to be represented at the annual reporters’ meeting (held in conjunction with the annual Association meeting).
Section 4 – The Kansas Kollator shall be published at least semi-annually.
ARTICLE VII – COMMITTEES
Section 1 –A nominating committee shall be created and composed of a minimum of three members whom shall be appointed by the President. This committee shall present a slate of officers as stated in Article III Section 2.
Section 2 – An auditing committee of three members shall be appointed by the President prior to the Association’s annual meeting. This committee’s duties shall be to audit the Treasurer’s accounts at the close of the fiscal year and to report at the annual meeting.
Section 3 – Such other committees, standing or special, shall be appointed by the President as the Association or the Executive Board shall from time to time deem necessary to carry on the work of the Association. The President shall be a member ex-officio at all committees, except the nominating committee.
ARTICLE VIII – MEETINGS
Section 1 – The annual meeting of the Association shall be held at a time so designated by the Executive Board and the hosting college. Registration fees for the conference will be determined by the Executive Board.
Section 2 – Executive Board meetings shall be held a minimum of twice during the fiscal year. One such meeting to be held in conjunction with the annual meeting, and the other meeting to be convened in the fall.
Section 3 – Members of the Executive Board of the Association or any committee designated by such Board, may participate in a meeting of the Executive Board by means of conference telephone or similar communication equipment, by means of which all persons participating in the meeting can hear one another, and such participation in the meeting shall constitute presence in person at the meeting.
ARTICLE IX – QUORUM
Section 1 – A majority of the members present at the meeting of the Association shall constitute a quorum for the transaction of business.
Section 2 – A majority of the Executive Board shall constitute a quorum for the transaction of business at any Executive Board meeting.
ARTICLE X – CONTINUING EDUCATION UNITS
Section 1 – Continuing Education Units (CEU’s) shall be awarded for attending the annual Association seminars. One Continuing Education Unit shall be defined as ten contact hours of participation in an organized continuing education experience under responsible sponsorship, capable direction, qualified instruction, and networking session.
Section 2 – The primary purpose of the CEU shall be to provide a permanent record of the educational accomplishments of an individual who has completed one or more significant non-credit educational experiences.
Section 3 – One CEU shall be awarded for each ten clock hours of instruction (sixty-minute hours) involved in the program. Instructional hours do not include time involved in breaks, meals, social activities or business and committee meetings. The host school shall provide the agenda for the seminar to the Executive Board for review at the fall board meeting. The Executive Board shall determine the number of CEU’s (or fraction thereof) which shall be awarded for each seminar.
Section 4 – Attendees seeking CEU’s shall sign their name (no initials) on a roster generated by the host college. Roster must include name and title of program. Attendees must sign in separately for each session attended. The host college will send completed rosters to the President immediately following the seminar.
Section 5 – The host college shall be responsible for completion and distribution of CEU certificates.
ARTICLE XI – BOARD REIMBURSEMENT
Board members attending an Executive Board meeting held at a time other than that of an annual meeting of the Association will be reimbursed for meals, gas for the round trip and lodging, by the Association, if the Board member’s college does not pay travel expenses. The Board member will present a statement to the President for the expenses incurred.
ARTICLE XII – PARLIAMENTARY AUTHORITY
All meetings of this Association shall be conducted according to parliamentary procedures as set forth in Robert’s Rules of Order, Revised.
ARTICLE XIII – ORDER OF BUSINESS
The order for transaction of business for regular meeting of the Association of Kansas Community College Office Professionals shall be as follows:
ARTICLE IV – AMENDMENTS
Amendments to the By-Laws shall be submitted in writing to the President thirty (30) days prior to the regular meeting. The proposed amendment shall be presented to the Executive Board. With a recommendation from the Executive Board, the proposed amendment(s) shall be submitted in writing to the entire membership prior to the meeting where it will be open to discussion and voted upon. The membership is not obligated to adopt or reject the amendment just as it is proposed. A two-thirds vote of all voting members present shall be required. The amendment shall become effective immediately following its adoption.
Dates of Amendments: 1971, 1973, 1974, 1979, 1981, 1984, 1991, 1992, 1994, 1997, 1998, 1999, 2001, 2005, 2006, 2007, 2009.