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Association of Office Professionals - Bylaws


Article I – Name
 

The name of the Association shall be Boise State University Association of Office Professionals, also
known as Boise State Association of Office Professionals, BSUAOP, AOP or the Association.

 

Article II – Purpose
 

The purpose of this Association shall be to elevate the standards and promote professional growth of the office personnel (or those aspiring to be) within the University and to provide for a finer understanding of the relationship between the University and the community in order to promote positive attitudes and to encourage further training in specific skills relevant to each member’s job responsibilities.
 

Article III – Affiliation
 

This Association shall annually affiliate with the National Association of Educational Office
Professionals (NAEOP) and the Idaho Association of Educational Office Professionals (IAEOP).

 

Article IV – Membership
 

Section 1: Membership/Election Year will be July 1 through June 30 to coincide with other Boise State Organizations and with the University fiscal year.
 

Section 2: Membership shall be of two (2) classes: Active and Associate.

  • Section 2.1: Active Members – All persons in either classified or professional positions in the educational system of Boise State University shall be eligible upon payment of dues for active membership in the Association and be entitled to a membership vote, to hold office, and to participate in all activities of the Association except that of awards (see Guidelines for awards).

  • Section 2.2: Associate Members – Members who are not eligible as Active Members, specifically faculty and general Boise State retirees, may become Associate Members with all the privileges of the Active Member except that of holding office and voting. Current Active AOP members who retire will be afforded privileges as an Associate Member and will not be required to pay dues. All other Associate Members will be required to pay dues.

 

Section 3: Annual Dues – Active and Associate memberships are determined by payment of annual dues, except AOP retirees. Membership begins with payment of dues and is for that membership year, July 1 through June 30.

 

Section 4: Withdrawal of Employment – Withdrawal from employment at Boise State University shall cease membership for the remainder of the membership year. If the individual is re-employed at Boise State at any time during that membership year their AOP membership will be reinstated. Active AOP members who retire from Boise State will be moved to Associate status at that time.

 

Article V – Officers
 

Section 1: Association Officers – The officers of the Association shall be President, President Elect, Vice President, Secretary, Treasurer, Immediate Past President, and Member Representatives, all of whom shall be members in good standing (paid dues) at the time they assume office and shall assume office at the beginning of the membership year for which they were elected. “Members in good standing” indicate payment of dues within one month of assuming office. Non-payment of dues may result in removal from the Board and the Association.
 

Section 2: Executive Board – The Executive Board shall consist of the officers of the Association (see Article V, Section 1). All shall have voting privileges during Executive Board meetings. Appointed committee chairpersons are encouraged to attend Executive Board meetings but have no voting privileges.
 

Section 3: Nominations – Nominations for office shall be made by a nominating committee. (See Article VII, Rules of Elections.)
 

Article VI – Duties of Officers
 

Section 1: President – The President shall preside at all meetings of the Association and of the Executive Board, shall call special meetings of the Executive Board, and shall appoint committees as indicated in Article VIII of this document. The President shall be a member ex-officio of all committees except Nominations and Elections. The President or the Treasurer (President Elect or Past President in lieu of either availability) shall be responsible to approve all Travel Authorization forms for members when Association funds are to be expended for travel-related costs, along with approval of all funds in operation of the organization. The President shall be responsible for requesting employee release time for all events through the Boise State Presidents Office.
 

Section 2: President Elect – The President Elect shall fill a vacancy in the Presidency and be Chair of the annual Professional Development Day.
 

Section 3: Vice President – The Vice President shall perform the duties of the President in the event of the President’s absence and be Chair of the Program Committee.

 

Section 4: Secretary – The Secretary shall keep an accurate record of the proceedings of the Association and the Executive Board meetings, and shall send to the President and the Executive Board (via email) a copy of the minutes of each meeting within five business days after the meeting and secure a minutes vote (via email) from the board prior to the next meeting. The Secretary shall conduct the correspondence of the Association as directed by the President.
 

Section 5: Treasurer – The Treasurer shall receive all monies, disburse funds as directed by the
Executive Board, approve funds as necessary, instruct members on matters dealing with the budget, work with the University’s financial system in conjunction with the President and committee chairs. They will present a monthly report to the Executive Board and at Association meetings. The Treasurer shall be an ex-officio member of all committees.

 

Section 6: Immediate Past President – The Immediate Past President shall be Chair of the Holiday
Auction Committee and of the Nominations and Elections Committee. The Immediate Past President shall be responsible for recruiting other past presidents as well as the general membership to assist on the Holiday Auction Committee.

 

Section 7: Member Representatives – There shall be four elected Member Representatives. One
representative will be appointed Chair of the Membership Committee, which will consist of the four
Member Representatives. Duties of all Member Representatives include marketing and outreach,
membership renewal notices, new member contact, updating and maintaining the current membership roster, assisting the Treasurer in collection of dues and other assigned responsibilities. Each Member Representative will also be assigned responsibilities to other committees or assist an office of AOP.

 

Section 8: Assigned Duties – The President, with approval from the Board, shall have the ability to shift assigned duties as needed for the operation of the Association. The Executive Board shall perform such other duties as may be imposed upon it by the Association.
 

Section 9: Vacancies – The Executive Board shall have the power to fill any vacancies occurring among the officers for the remainder of the term, except the President, until the next election of officers.
 

Article VII – Rules of Elections
 

Section 1: Nominations and Elections Committee – The Nominations and Elections Committee shall consist of three (3) members: one (1) shall be the Immediate Past President who will be Chair, and two (2) from the membership-at-large.
 

Section 2: Nominations and Elections – The Nominations and Elections Committee shall present a call for nominations for candidates to the general membership at least six (6) weeks prior to the end of the membership year. At least four (4) weeks prior to the end of the membership year elections will occur. At least two (2) weeks prior to the end of the membership year the new Board will be announced for the upcoming membership year.

 

Section 3: Positions – The following positions will be part of the Nominations and Elections process
each year.

  • Section 3.1: President Elect – The President Elect shall be elected annually and will serve a three-year term: first year serving as President-Elect, second year serving as President, third year serving as Immediate Past President. It is in the best interest of the Association that the person elected into the President Elect position have an excellent working knowledge of the Association’s activities, purpose, and doctrine in order to uphold the highest standard of professionalism and integrity that those who have come before have worked hard to achieve and maintain. Therefore, anyone running for the office is encouraged to have served a minimum of 2 years on the Executive Board prior to being elected into this position and have the intent to stay at Boise State and as an Active Member of the Association for at least three years.

  • Section 3.2: President – Because the previous President-Elect will fill the office of President 
    automatically, no nominations for president will be needed on the ballot. If the President Elect cannot serve as President for any reason, nominees will be placed on the ballot for both President and President Elect.

  • Section 3.3: Vice President, Treasurer, Secretary – The Vice President, Treasurer and Secretary shall be elected annually for a term of one (1) year. Vice President, Treasurer and Secretary may succeed themselves in office for one additional term. Additional terms may occur only when no new nominees are available.

  • Section 3.4: Member Representatives – Member Representatives shall be elected for a term of two (2) years. As available two Member Representatives shall be elected on odd-numbered years and two shall be elected on even-numbered years. Member Representatives may appear on the ballot to succeed themselves in office for one additional two-year term. No member shall serve more than two (2) consecutive terms in the same office but may serve in the same office again, after a two-year break in service. Additional terms may occur only when no new nominees are available.

 

Section 4: Committee Chairs – Committee chairs serve at the discretion of the President and are not subjected to elections or limits of terms.
 

Section 5: Elections – The Membership Chair shall assist in determining the eligibility of members to vote. All active members in good standing shall receive an electronic ballot or through interoffice mail if requested. The candidates receiving the highest number of votes for each office shall be verified by the Committee and declared elected.

 

Article VIII – Committees and Appointments

 

Section 1: Standing Committees, Appointments, Representatives – The President, with acceptance from the appointee and approval of the Board, shall appoint the following positions annually as Standing Committee Chairs, Representatives and or Appointees. Exceptions are the positions in which specific Board members are assigned as part of their duties.


Newsletter Editor
Scholarship Chair
Awards Chair
Bylaws and Standing Rules Chair (Every 3 years)
Membership Chair
Nominations and Elections Chair (Immediate Past President)
Programs Committee Chair (Vice President)
Bosses Breakfast Chair
Holiday Auction Chair (Immediate Past President)
Professional Development Day Chair (President Elect)
Website Manager(s)
Professional Standards Program (PSP) Representative (Must have PSP/CEOE)
Association of Classified Employees (ACE) Representative (ACE President or ACE assigned)
Professional Staff Association (PSA) Representative (PSA President or PSA assigned)
Photographer

 

Section 2: Duties of the Standing Committees, Appointments and Representatives – The Chair of each committee shall select the members of the committee. The minimum number of members of each committee should be three, the committee Chair and two (2) members-at-large, unless otherwise stated. The Committee Chair will submit these names, in writing or electronically, to the President as soon as the committee is formed.

  • Section 2.1: Newsletter Editor – The Newsletter Editor is responsible for publishing a newsletter at least two and up to four times per membership year. The official name of the publication shall be “The Keynoter.” Recommended publication pattern: September/October, November/December, February/March, and April/May. The Newsletter Editor shall also assist in development of the marketing and use materials for all events. 

  • Section 2.2.: Scholarship Chair – The Scholarship Chair is responsible for selection of their committee which will consist of two additional members in good standing. The committee is responsible for advertising the availability of scholarships, processing scholarship applications of members in good standing, and submitting their recommendations to the Executive Board for final approval. Scholarships are available for professional development requests such as: NAEOP, IAEOP or PDD conferences, classes, workshops, webinars, and other trainings, whether AOP sponsored or through private/public vendors. The committee is also responsible for ensuring that the budget, set by the Executive Board, is followed and determining due dates for applications that will follow all University travel and payment guidelines. The committee will adhere to the Standing Rules for Scholarship Guidelines.

  • Section 2.3: Awards Chair – The Awards Chair is responsible for selection of their committee which will consist of two additional members in good standing. The committee is responsible for the Administrator of the Year and Office Professional of the Year marketing, nominations and final decision to be presented at the annual Bosses Breakfast. The Awards Chair shall be an ex-officio member of the Bosses Breakfast committee. No one on the committee nor the President is eligible for the award.

  • Section 2.4: Bylaws and Standing Rules Chair – The Bylaws and Standing Rules Chair is responsible for selection of their committee which will consist of at least one other member in good standing. The committee shall review both documents to ensure adherence and to make recommendations to the Board for determination of updates.

  • Section 2.5: Membership Chair – The Membership Chair shall be an appointment from the Member Representatives and the committee will consist of all Representatives. Duties include: collecting dues in collaboration with the Treasurer, issuing membership renewal notices, determining eligibility of members to vote, promoting membership, updating and maintaining the membership roster and supporting various AOP committees as assigned.

  • Section 2.6: Nominations and Elections Chair – The Immediate Past President shall be the Chair of the Committee. The Nominations and Elections Committee shall comply with the regulations provided in Article VII of this document.

  • Section 2.7: Programs Committee Chair – The Programs Committee Chair shall be the Vice President. The committee shall consist of at least two members and develop programming, upon Executive Board approval, that provide meaningful speakers and workshop leaders for the sessions referred to as ‘Brown Bag’ that are open to all campus employees. Brown Bags should be held during months not encumbered by other AOP events (such as Professional Development Day, Bosses Breakfast, etc.).

  • Section 2.8: Bosses Breakfast Chair – The Bosses Breakfast Chair shall choose a committee which will consist of at least three members in good standing, along with the personnel for the entertainment portion of the event. The Bosses Breakfast Chair will work with the Awards Chair.

  • Section 2.9: Holiday Auction Chair – The Holiday Auction Chair is the Immediate Past President. The chair is responsible for selection of their committee which will include at least three current, active members plus all willing past presidents and the auctioneer(s).

  • Section 2.10: Professional Development Day (PDD) Chair – The Professional Development Day Chair is the President Elect. The chair is responsible for selection of their committee which will include at least three members. The committee shall, upon Executive Board approval, develop programming, select meaningful speakers and workshop leaders, and make all logistical arrangements for the day-long mini conference that is open to all campus employees.

  • Section 2.11: Website Manager(s) – The Website Manager(s) will be responsible for maintenance and updating of the website or Association information pages as directed by the President and the Executive Board.

  • Section 2.12: Professional Standards Program (PSP) Representative – The PSP Representative shall endorse and maintain the ideals and standards of this organization by encouraging members to maintain a high level of performance in their work by enrolling in the NAEOP Professional Standards Program. The PSP Representative shall provide members with information on how to enroll, provide or arrange for coaching, and work with chairs to submit each monthly program to NAEOP for approval towards PSP requirements. The PSP Representative shall have their PSP and/or CEOE. In lieu of a qualified member the President will ask an IAEOP or NAEOP member to be the representative. 

  • Section 2.13: Association of Classified Employees (ACE) Representative – The ACE Representative shall be responsible for representing the Association at the monthly ACE meetings and reporting to the Association about ACE meetings and activities.

  • Section 2.14: Professional Staff Association (PSA) Representative – The PSA Representative shall be responsible for representing the Association at the monthly PSA meetings and reporting to the Association about PSA meetings and activities.

  • Section 2.15: Photographer – The Photographer shall be responsible for attending all major events to create a photographic history of the Association’s activities and to make these available to the Executive Board for use in online applications such as marketing and reporting.

 

Section 3: Special Appointments – The President may appoint special committees, appointees or representatives as necessary. The President and Treasurer shall serve as ex-officio members of all standing and special committees, except the Nominations & Elections Committee. It is recommended due to workload that all main event committees have co-chairs.

 

Section 4: Committee Reports – Each Committee Chair shall prepare an annual report in writing to be presented at the Annual Meeting and Luncheon at the end of the membership year. Each report shall be placed on the AOP Google site and a copy placed with Albertsons Library Special Collections & Archives.

 

Article IX – Meetings
 

Section 1: Meetings – Board meetings will be held monthly on an agreed upon schedule and attended by those available based on employment status to accommodate any members with less than year-round employment.
 

Section 2: Annual Meeting – The Annual Meeting of the Association should be held in June and shall be an overview of the membership year, allow for any membership voting needs and be a listening session for direction in the new year.
 

Section 3: Special Meetings – Special meetings of the Executive Board may be called by the President. Special meetings of the membership may only be called by a two-thirds (2/3) majority vote of the Executive Board.
 

Section 4: Order of Business – The suggested order of business for general or Executive Board meetings of the Association should be as follows: Call to Order, Reporting of the Minutes, Reports of Officers, Reports of Standing Committees, Reports of Special Committees, Unfinished Business from previous meeting, New Business, and Action Items.
 

Section 5: Conducting Business – All meetings of this Association shall be conducted according to
parliamentary procedures as set forth in the latest edition of Robert’s Rules of Order or by other means as determined by the Board at the beginning of each membership year.

 

Article X – Quorum
 

Section 1: Executive Board – A simple majority of the elected members of the Executive Board shall
constitute a quorum for the transaction of b
usiness.

 

Section 2: Membership – Membership present shall constitute a quorum for the transaction of business at all regularly announced meetings of the Association.
 

Article XI – Amendments
 

Section 1: Bylaws Amendments – Amendments to the Bylaws shall be submitted in writing to the
President for discussion at the next Executive Board Meeting. Once amendments have been approved by the board they shall be submitted in writing/electronically to the general membership at least fifteen 
(15) days prior to a vote being taken.

 

Section 2: Amendment Voting – A two-thirds (2/3) vote of all voting members present at a meeting or a 2/3 vote of all ballots received by e-mail shall be required for the passage of amendments.
 

Section 3: Amendment Adoption – The amendment shall become effective immediately following
adoption.


Article XII – Indemnification
 

The Association shall indemnify any present or former officer or member of the Association, and their respective heirs, administrators, personal representatives, successors and assigns, against any and all costs and expenses, including, but not limited to, counsel fees, judgments paid and amounts paid in settlement (before or after legal proceedings are commenced), actually and reasonably incurred, in connection with the defense of any claim, action, suit or proceeding, whether civil, criminal, administrative or otherwise in nature, in which such person may be involved by reason of being or having been such officer or member of the Association, except in relation to matters as to which such officer or member shall be adjudged in any action, suit or proceeding to be liable for his own negligence or misconduct in the performance of a duty to the Association.
 

A conviction or judgment, whether based on a plea of guilty or nolo contendere or its equivalent, or after trial, in a criminal action, suit or proceeding shall not be deemed an adjudication of liability for negligence or misconduct in the performance of a duty to the Association, if such officer or member acted in good faith and believed that such action was for the best interest of the Association with no reasonable cause to believe that the action was illegal.
 

The foregoing indemnification shall not be deemed exclusive of any other rights to which such officer or member may be entitled under any bylaw, agreement or otherwise. The Association, its officers, members or agents shall be fully protected in taking any action or making any payment under this Article XII, or in refusing to do so upon the advice of legal counsel.

___________________________________________________________________________________________
Original Bylaws adopted in 1982.
Revised and approved by the BSUAOP on March 12, 1985 by unanimous voice vote.
Revised and approved by a unanimous voice vote of the membership on February 8, 1995.
Revised with the addition of Article XII, Indemnification – and approved by a unanimous voice vote of the membership in the Fall of 1998.
Revised May 10, 2005 by a vote of those in attendance at the May general meeting.
Revised March 10, 2009 by a vote of those in attendance at the March general meeting.

Revised April 1, 2017 by a majority vote of those voting.
Revised February 16, 2020 by a 2/3 majority vote of those voting.

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