Oregon AER Bylaws
(Revised and approved by membership 10/8/2008)
ARTICLE I, NAME
The name of this organization shall be the “Oregon Chapter of the Association for Education and Rehabilitation of the Blind and Visually Impaired” also known as and registered with the State of Oregon as Oregon AER. In these bylaws, the International Association for Education and Rehabilitation of the Blind and Visually Impaired, of which Oregon AER is a chapter, will be referred to as “AER”.
ARTICLE II, PURPOSE
The purpose of Oregon AER shall be to develop and promote professional excellence through support of those who provide services to people of all ages with blindness and visual impairments by:
1. Offering professional development through conferences, seminars, publications, leadership training experiences and other means of promoting professional growth and education;
2. Working to improve and expand services for individuals with visual impairments by advocating for:
b) Innovative program development
c) Public policy benefiting persons who are blind or visually impaired and the professionals who work with them, and
d) A forum for discussion of issues and opportunities related to service delivery
ARTICLE III, MEMBERSHIP
Section 1. Eligibility. All persons, agencies and/or organizations who are members in good standing of AER and who live or work within the state of Oregon are eligible for membership in Oregon AER.
Section 2. Non-Discrimination. No person, agency or organization otherwise eligible shall be denied membership in Oregon AER on the basis of age, sex, race, religion, sexual orientation, national origin or disability.
Section 3. Types of Memberships. The types of memberships in Oregon AER shall consist of the same categories specified in the bylaws of AER.
Section 4. Membership Fees. Dues for individual and institutional membership are established by AER. The chapter shall not charge any amount in excess of AER’s membership fees.
ARTICLE IV, OFFICERS
Section 1 Officers. The Officers of Oregon AER shall be a President, a President Elect, a Secretary, a Treasurer and an immediate Past President.
Section 2. Qualification of Officers. Any individual voting member of Oregon AER shall be eligible to serve in any office. No two offices may be held concurrently by the same person.
Section 3. Elections. The office of the President of the chapter shall be filled by succession of the President Elect. The membership shall elect a President Elect and a Secretary in even years, and a Treasurer in odd years. These elections shall be held as provided for in Article VIII, Section 5 of these bylaws.
Section 4. Terms of Office. The term of office for President, Secretary and Treasurer shall be two years. The term of office for President Elect and Past President shall be one year each, beginning in July of the year elected. (See addendum, Terms of Office/Board Members.)
Section 5: Duties of Officers. Subject to the control of the Board and these Bylaws, all Officers shall have the authority to perform their respective duties regarding chapter management.
5.1 The President shall preside at all meetings of the membership and the Board of Directors and shall appoint committees.
5.2 The President Elect shall serve as assistant to the President and in the absence of the President shall assume the President’s duties.
5.3 The Secretary shall be responsible for the records of the chapter and shall have the minutes of meetings prepared in proper order. The Secretary shall conduct routine correspondence as directed by the president and/or Board of Directors and shall see that records of all correspondence and minutes are transmitted to his/her successor at the completion of the term of office.
5.4 The Treasurer shall be the chief financial officer of the chapter. The Treasurer shall see that regular financial statements are prepared in accordance with recognized accounting principles and shall report to the Board of Directors and to the full membership. The Treasurer shall see that all financial records are transmitted to his/her successor at the completion of the term of office.
5.5 The Past President shall serve as an advisor to the Board, and in the absence of the President Elect, shall assume the duties of the President Elect or any other duties assigned by the Board.
ARTICLE V, BOARD OF DIRECTORS
Section 1: Authority. There shall be a Board of Directors, also referred to in these Bylaws as the Board. The Board of Directors of Oregon AER shall consist of the Officers of the Chapter and 2 Members At Large until July 1, 2009, when an additional Member at Large will be added to the Board.
Section 2: Members at Large. The Members at Large will serve as voting members of the Board, and may serve in any capacity identified by the Board.
2.1 The Members at Large, denoted as Member At Large “A”, Member at Large “B” and Member at Large “C”, will be elected as provided for in Article VIII of these amended Bylaws.
2.2 The terms of Members at Large A and B will be two years, beginning July 1. Member at Large A will be elected in even years. Member at Large B will be elected in odd years. The term of Member at Large C will be one year, beginning July 1, 2009, and will be elected each year. (See addendum, Terms of Office/Board Members.)
Section 3: Purpose. The purpose of the Board of Directors shall be to conduct the business of Oregon AER on behalf of the membership, following a set of Policies and Procedures developed and adopted by the Board.
Section 4: Quorum and Meetings. The Board will meet at least four times yearly. Four members of the Board shall constitute a quorum.
Section 5: Board Vacancies. In the event of a vacancy in the office of President, the President Elect shall serve the remainder of the term as acting President, and, upon completion of said term, shall assume the Presidency in normal order.
In the event of a vacancy in the office of President Elect, there shall be no replacement until the next regularly scheduled election at which time there shall be elected both a President and a President Elect.
In the event of a vacancy in both offices of President and President Elect, another officer selected by the Board of Directors shall assume and perform the duties of President until the next election.
In the event of a vacancy in any other office or Board position, the Board of Directors may appoint a replacement from its own body or the general membership for the remainder of the term.
If the immediate Past President is unable to serve for any reason, no vacancy shall be deemed to have occurred.
ARTICLE VI, COMMITTEES
Standing and ad hoc committees may be established to perform specific duties required by Oregon AER, and will report directly to the Oregon AER Board of Directors.
ARTICLE VII, CHAPTER MEETINGS
Section 1: Frequency. The membership of Oregon AER will meet at least once yearly. These meetings will be referred to as Chapter meetings.
Section 2: Purpose. The purpose of Chapter meetings shall be to conduct the business of Oregon AER with the participation of all members in attendance.
Section 3: Time and Place. Chapter meetings may be held in conjunction with a conference or other gathering that members would typically have an opportunity to attend.
Section 4: Quorum. A quorum at a Chapter meeting shall be constituted by the presence of at least ten percent of the membership.
Section 5: Equal Participation and Access. Oregon AER shall make every reasonable effort to schedule and hold its Chapter meetings and conferences in venues and locations that are intended to allow any member to freely participate and be fully accommodated.
Section 6: Parliamentary Authority. Chapter meetings shall be governed by Roberts Rules of Order, Newly Revised, when specific action is to be taken by a vote of the membership.
ARTICLE VIII, ELECTIONS
Section 1: Purpose. The purpose of elections shall be to determine, by a majority of votes cast, officers and other members of the Board of Directors.
Section 2: Electorate. All members of Oregon AER shall be eligible to vote for all positions of the Board of Directors.
Section 3: Frequency. Elections shall be held annually each spring in order for the newly elected board members to take office July 1. Elections for President Elect, Secretary and Member at Large A will be in even numbered years, and elections for Treasurer and Member at Large B will be held in odd years. Election of Member at Large C will be held every year.
Section 4: Nominations. A nominating committee, consisting of at least 2 Board members, will solicit nominees to run for each vacant office prior to elections. Nominations will also be accepted from the floor if the elections are held at a Chapter meeting.
Section 5: Procedures. Elections shall be held according to procedures established by the Board of Directors.
ARTICLE IX, AMENDMENTS
Section 1: Process. These Bylaws may be amended at any Chapter meeting of Oregon AER (with a quorum) or by an electronic or mail ballot of the Chapter membership.
Section 2: Origination. An amendment to these Bylaws may be submitted to the membership of Oregon AER for its vote in one of the following manners: 1) by a majority vote of the Oregon AER Board of Directors, 2) by a written request from a member, approved by a majority vote of the Oregon AER Board of Directors, or 3) by a written request from the International AER Board of Directors approved by a majority vote of the Oregon AER Board of Directors.
Section 3: Adoption of Amendments. Amendments to these bylaws will be adopted with an affirmative vote of 2/3 of members present at a Chapter meeting (with quorum) or 2/3 affirmative vote of returned ballots in a vote by mail or in an electronic format (the number of respondents must equal a quorum).
ARTICLE X, BUDGET AND FISCAL CONTROL
Section 1: Budget. The Board will develop and use an annual budget to manage the finances of Oregon AER. Regular expenditures shall be made in accordance with this approved annual budget. Non-budget expenditures shall be made in accordance with policies and procedures approved by the Board.
Section 2: Fiscal Control. All Oregon AER monies shall be held in accounts selected by the Treasurer and approved by the Board. All funds expended and deposited shall be reported to the Board at each Board meeting.
Section 3: Authority to Expend Funds. The Treasurer and up to two other Officers of the Board are authorized to sign checks, following procedures required by the financial institution in which the accounts are placed.
Section 4: Fiscal Reports. Any fiscal reports required by the IRS, AER and/or the State of Oregon will be completed by the Treasurer and reported to the Board.
Section 5: 501(c)(3) Status: Oregon AER has 501(c)(3) status as a subordinate unit included in AER’s group exemption with the IRS as of September 30, 1999.
Ashley Jopling (Term: 7/2018- 7/2020)
Katherine Botsford (Term: 7/2018-7/2020
Lynette Kleespies (Term: 7/2017-7/2019)
Jennifer Orton (Term: 7/2018 -7/2020)
Member at Large A
Leanne Cook (Term: 7/2018 -7/20200
Member at Large B
Sheila Spencer (Term: 7/2017-7/2019)
Member at Large C
Kirsten French (Term: 7/2018 -7/2019)
Joyce Lonsford (Term: 7/2018-7/2020)