Oregon Code Enforcement Association OCEA Bylaws
ARTICLE I NAME AND TERRITORY
Section 1. NAME
The name of this organization shall be the Oregon Code Enforcement Association.
Section 2. REPRESENTATION
The geographical sections that the Association represents shall be all participating state, county, city or other political subdivision within the boundaries of the State of Oregon.
ARTICLE II PURPOSES
The Mission of the Oregon Code Enforcement Association is to advance and encourage the recognition and profession of Code Enforcement through Interagency Cooperation, Education and Certification, Public Awareness, Standards of Conduct, and Personal and Professional Integrity.
ARTICLE III MEMBERSHIP
Section 1. MEMBERSHIP
Membership shall consist of persons involved with enforcement of environmental, building, housing, land use, nuisance and other codes of any federal, state, county, city or other political subdivision of the State of Oregon.
Section 2. CLASSES There shall be the following classes of;
A. Active Membership: The Active Member of the Association shall consist of persons who are bona fide employees of, and receive salaries from, any federal, state, county, city or same subdivision thereof. An active member shall not lose his or her active status because of retirement.
B. Special Membership: Any other application for membership not covered by this Article must be considered a special case and so handled by vote of the Executive Committee.
Section 3. PERIOD
The annual period of membership for all member classes shall be for the fiscal year July 1, through June 30.
Section 4. MEMBERSHIP DUES
Annual membership dues of the Association shall be reviewed at the annual business meeting and shall be established by a vote of the Executive Committee. Dues shall be payable on or before July
1. Any member who has failed to pay current dues prior to August 1 shall be dropped from the membership roster. Such member may be reinstated upon payment of dues.
Section 5. MEMBERSHIP TERMINATION
Any member leaving the code enforcement profession for a period in excess of six months will cease to be an active member and may be considered as a special member as outlined in Article III Section 2. B. Any member may be suspended and/or removed from the roll of the Association upon finding by the Executive Committee, and with the concurring vote of the majority of the voting delegates taken by a secret ballot, that said member has acted in such a manner as to bring discredit upon the Oregon Code Enforcement Officers Association.
Article IV OFFICERS
Section 1. DESIGNATED
The officers of the Association shall be a President, Vice President, Training Officer, Membership Officer, Information Officer, Communications Officer and Treasurer. Any active member, in good standing with the Association as defined herein, shall be eligible for any office. The officers shall be elected by the membership at the Business and Elections Meeting and shall serve for two years.
Section 2. DUTIES
A. Duties of the President:
The President shall be Chief Executive Officer of the Association and shall be directly responsible for the supervision, direction and guidance of the affairs of this Association and shall preside over all meetings. The President may execute any bonds, contracts or other instruments that the Executive Board has authorized to be executed. The President shall appoint the chair and members of various standing committees hereinafter enumerated and be an ex-officio member of all committees except the Nominations/Elections Committee. The President shall enforce the by- laws of this Association and perform other duties that would be recognized as being part of the office. The headquarters of the Association shall be the office of the President so long as it is located in the State of Oregon
B. Duties of the Vice-President
The Vice President shall preside at all meetings in the absence of the President. The Vice President shall provide a selection of conference locations, catering options and other requirements to the Executive Board for consideration. After a location is determined, the Vice President will work with the Training Officer to ensure that the needs of the conference speaker(s) are met. The Vice President will also be responsible for making room reservations for all Executive Committee members, speakers or others as directed by the Executive Committee. If the President is unable to fulfill the duties or term of that office, the Vice President shall be the acting President until the term is expired.
C. Duties of the Training Officer:
The Training Officer shall preside at all meetings in the absence of the President and the Vice President. The primary duty of the Training Officer shall be to arrange appropriate trainings for the Association membership for each conference. These trainings shall meet the requirements of the certification manual. The Training Officer shall keep an electronic record of each members training records. The Training Officer is responsible for providing conference attendance certificates, Level 1 through 3 certificates and Certified Code Enforcement Professional Certifications (CEP). The Training Officer will review and approve additional training for credit towards CEP. The Training Officer will Chair the Education and Certification Committee and to keep the President informed of the current progress and future plans of the Committee.
D. Duties of the Membership Officer
The Membership Officer shall advertise and promote the Oregon Code Enforcement Association throughout the year to increase membership by introducing the Association to jurisdictions around the State. The Membership Officer shall be responsible for a database of all current members and past members. The Membership Officer will contact members’ annually regarding renewal of memberships and follow up with members who do not renew in an attempt to retain members. The Membership Officer shall answer questions regarding membership and all related details. The Membership Officer shall chair the Membership Committee and preside at all meetings in the combined absence of the President, Vice President and Training Officer.
E. Duties of the Information Officer:
The Information Officer shall keep a complete record of all proceedings of the Association and shall be the recording officer and custodian of the records, except when specifically assigned to other individuals. The primary duties of office shall include the recording of all regular and special Association meetings and meetings of the Executive Board. The Information Officer shall be responsible for the Association’s correspondence and shall keep readily available at all meetings such records as the book of minutes, a copy of the Articles of Incorporation and Bylaws, the roster of membership, a complete list of any standing or special committees, current correspondence, and other records as necessary. The Information Officer shall also act as the Editor of the Association’s newsletter and may enlist members in good standing to assist with this publication
F. Duties of the Treasurer:
The Treasurer shall be the custodian of all monies of this Association and shall chair the Finance and Budget Committee. He/she will be responsible to see that the dues of all members are paid in full prior to the opening of the annual business session and shall report the same to the President. All collections and expenditures for the Association funds shall be checked and signed by the Treasurer. A financial database of all Association transactions shall be maintained. The Treasurer’s books and records shall be audited each year by the Executive Committee prior to the annual conference. At the Annual Business Meeting, the Treasurer shall present a financial statement and report of all expenditures for all members to view.
G. Communications Officer
The Communications Officer shall have primary responsibility for the operation and programming of the Oregon Code Enforcement Association’s official website. The Communications Officer shall work closely with the Membership Officer and Information Officer with regard to the communication of information to the Association’s members and the public. The Communications Officer shall be authorized to apply the Official Seal of the Oregon Code Enforcement Association to all publications. In the absence of the Information Officer, the Communications Officer shall act in the capacity of that office and shall forward the minutes of that meeting to the Information Officer.
ARTICLE V EXECUTIVE COMMITTEE
Section 1. EXECUTIVE COMMITTEE
The Executive Committee of the Oregon Code Enforcement Association shall consist of the elected officers of the Oregon Code Enforcement Association.
Section 2. BUSINESS
The business and affairs of this Association, including its financial development, shall be managed by the Executive Committee. The Executive Committee shall act upon all appointments made by the President to fill vacancies in offices or on the Executive Committee. For the purposes of the transaction of business at the Committee meeting, a quorum shall consist of a simple majority of the members in attendance at any meeting of the Committee. No Committee member may vote by proxy or appoint a proxy to vote for him or her.
Section 3. ELIGIBILITY
Any active member of the Association, who is in good standing as described in Article III, shall be eligible for any office. The normal term of office shall be 2 years effective at the end of the Elections meeting. There will be a one month timeline for the official transfer of documents or information to the newly elected officer.
Section 4. BUSINESS MEETINGS
The Executive Committee shall hold at least 2 business meetings annually.
Section 5. BOARD OF DIRECTORS
If, at any time, the active members of the Association determine that the Association should have a Board of Directors, a request shall be prepared and submitted to the Executive Committee who shall put this matter to a vote of the general membership of the Association, the membership shall elect the Board of Directors to serve as an advisory council which shall consist of four (4) members, each serving a term of office which shall be determined at the time of election.
ARTICLE VI. ELECTIONS AND VOTING
Section 1. PROCEDURES
A. At least sixty (60) days prior to the Business and Elections Meeting, the Executive Committee shall appoint a Nominating Committee consisting of three or more persons who are active members in good standing of the Association. Thirty (30) days prior to the Business and Election Meeting members running for a selected office must submit all letters of intent to the Elections and Voting Committee. A slate of candidates will be delivered to the general membership either by mail or electronically at least fourteen (14) days prior to elections and/or voting. The official ballot will be distributed to the general membership at the Business and Elections meeting. The Elections and Voting Committee will meet as needed to establish eligibility, voting slate of candidates and voting materials.
B. The Nominating Committee shall prepare a slate of nominees after soliciting from the general membership by mail as listed on the membership roster for the offices of the President, Vice-President, Training Officer, Membership Officer, Information Officer, Treasurer and Communications Officer. The Nominating Committee may select and recommend more than one person for all offices.
C. In the event there is only one nominee for any particular office, the membership assembled may instruct the Elections and Voting Committee Chair, by proper motion, to cast a ballot for the full number of qualified voters at the meeting for the said nominee whereupon the Elections and Voting Committee Chair shall declare him/her elected by acclamation.
D. The Elections and Voting Committee Chair shall announce the results of all balloting and shall declare all elections.
E. Formal notification of the results shall be prepared by the Elections and Voting Committee Chair and posted to the OCEA website.
Section 2. VOTING
A. Only members in good standing of the Oregon Code Enforcement Association shall be eligible to vote on matters of the Association.
B. The Executive Committee shall determine the eligibility for voting on specific business matters in the case of a conflict of interest.
C. The Membership Officer shall maintain a current list of voting eligibility by voting members and provide information to the Elections and Voting Committee upon request.
D. Voting shall be by secret ballot, made in person by those members in good standing in attendance at the annual Business and Elections Meeting. No member may vote by proxy or appoint a proxy to vote for him or her.
ARTICLE VII ANNUAL MEETINGS
Section 1. WHEN HELD
The Annual Business and Elections Meeting shall be held on or before October 1st, for the purpose of election of officers, review of Association By-laws and the review and establishment of membership dues for the next fiscal year.
The Annual Business and Elections Meeting shall be held in conjunction with the Association’s Summer Conference, for the purpose of elections of officers, any changes to the Association’s By- laws and review and establishment of membership dues for the next fiscal year.
2. CALL FOR MEETING
The Executive Committee shall call membership meetings of the Association at such time and place as shall be determined by the committee.
Section 3. NOTICE
A written notice of the Business Meeting and Elections Meeting shall be mailed to each member not later than sixty (60) days prior to said meeting. If there are any amendments to the by-laws to be considered at the annual meeting, notice of the proposed amendments will be delivered or mailed to each member of the Association not less than fourteen (14) nor more than sixty (60) days before the meeting, excluding the day of the meeting.
Section 4. FEES
The Executive Committee shall establish the registration fee for annual meetings.
ARTICLE VIII. COMMITTEES
Section 1. APPOINTMENT
The President shall, whenever necessary and appropriate, appoint special committees to perform specific and limited duties. He/she shall appoint the following standing committees: Finance and Budget; Education and Certification, and Membership. The Chairperson of each of these standing committees are listed in the duties of each Executive Committee member (Article IV, Section 2, Duties of Officers).
Section 2. TENURE
The tenure of each special committee shall be for the duration of the specific duty assigned to it. Standing committees have a specific job description and are appointed at the pleasure of the President to serve until the end of the Association’s calendar year unless the succeeding President continues their services for another year.
Section 3. FINANCE AND BUDGET COMMITTEE
The Finance and Budget Committee is to prepare and present the annual budget to the Executive Committee at the beginning of the Association’s calendar year.
Section 4. STEERING COMMITTEE
The Steering committee shall meet as necessary and shall be responsible to the Executive Committee for the development and presentation of programs to the Executive Committee for the upcoming year.
Section 5. MEMBERSHIP COMMITTEE
The Membership Committee shall meet as necessary and is responsible for the active recruitment of new members and the retention of present members.
Section 6. EDUCATION AND CERTIFICATION COMMITTEE
The Education Certification Committee is created to offer educational certification opportunities to the Association members that are in the best interests of the Association. The committee shall meet as often as necessary to attain those goals and shall make reports to the Executive Committee of its progress and methods.
Section 7. VOTING AND ELECTIONS COMMITTEE
The Nominations Committee as used in these by-laws shall have the same meaning as the Voting and Elections Committee. The Voting and Elections Committee shall oversee the provisions of ARTICLE VI. (Elections and Voting.)
ARTICLE IX. SEAL
Section 1. APPLICATION
The Executive Committee may adopt a form of seal and, if a seal is adopted, all members of the Executive Committee are authorized to apply the seal on behalf of the Association.
ARTICLE X. AMENDMENTS
Section 1. AMENDMENTS
Amendments of these by-laws may be proposed by any member in good standing of the Oregon Code Enforcement Association, subject to approval by a majority vote of the membership. These proposals shall be transmitted to the Executive Committee who shall prepare a written ballot for the next annual Business and Elections meeting
ARTICLE XII RULES OF ORDER
Parliamentary authority for the Association shall be Roberts Rules of Order, Revised, latest edition, insofar as such rules of order will not conflict with these by-laws or special rules of order adopted by the Association
ARTICLE XIV CONTINUING EDUCATION
Once a member achieves the Certified Code Enforcement Professional certification they must receive a minimum of 20 training credits a year to maintain their certification. A yearly certificate will be issued at the summer conference if the required training credits are maintained.