OREGON STATE POETRY ASSOCIATION
C O N S T I T U T I O N
Article I - Name
The name of this organization shall be OREGON STATE POETRY ASSOCIATION.
Article II - Mission
The mission of the Oregon State Poetry Association shall be to bring together, and nurture, the widest possible community of Oregon poets; to help Oregon poets, young and old, develop their talents and skills; to stimulate, at the grass-roots level, a statewide appreciation of poetry; and to raise public awareness of Oregon poets, past and present.
Article III - Membership
Section 1: Membership in OSPA shall be open to everyone.
Section 2: A person shall be deemed a member upon payment of dues.
Article IV - Administration
Section 1. OSPA shall be administered by a Board of Directors comprised of nine members elected by the membership.
Section 2. Board elections shall be held at the annual meeting in April.
Section 3. Board members shall serve three-year terms, and may seek re-election.
Section 4. The Board shall be divided into three groups. Groups of three shall be elected in rotation at successive annual meetings.
Section 5. If a vacancy occurs on the Board, the President shall appoint a member to serve until the next annual meeting, at which time a permanent replacement shall be elected.
Article V - Officers
Section 1. OSPA officers shall be as follows: President, Vice President, Secretary, Treasurer and Historian.
Section 2. Officers shall be elected by the Board of Directors from its own members immediately following the annual meeting.
Section 3. Officers shall serve one-year terms, and may seek re-election.
Article VI - Duties of Officers
Section 1. The President shall preside at all meetings, appoint committee chairs, and represent OSPA at public functions.
Section 2. The Vice President shall assist the President, and perform the duties of President in her or his absence.
Section 3. The Secretary shall keep records, including minutes of OSPA annual meetings and meetings of the Board of Directors; send copies of all minutes to the President, members of the Board, and others, as directed by the President; and conduct correspondence.
Section 4. The Treasurer shall receive all money and deposit it to OSPA accounts; make all disbursements by check; keep an accurate record of receipts and disbursements; report to the Board of Directors as directed by the President or Vice President; and give a full report at the annual meeting, or upon request.
Section 5 (Amended). The Historian shall maintain a record documenting activities of OSPA, prepare an annual report to be delivered at the annual meeting, and file the report with the Secretary as a permanent record.
Article VII - Meetings
Section 1. All members shall be notified of the date, place and time of OSPA's annual meeting, which shall be held in April.
Section 2. Meetings of the Board of Directors shall be called by the President or Vice President as needed to conduct OSPA business, but no less than bimonthly.
Article VIII - Quorum
Section 1. Members present at the annual meeting shall be considered a membership quorum for the purpose of transacting OSPA business.
Section 2. Five members shall constitute a quorum of the Board of Directors.
Article IX - Fiscal Year
OSPA's fiscal year shall be from May 1 through April 30.
Article X - Amendments
Any proposed amendment to the OSPA Constitution or Bylaws shall first be submitted to the Board of Directors. If approved by the Board, it shall be submitted to members with the notice of the annual meeting. Adoption shall be by a two-thirds vote at the annual meeting.
Article XI - Units (Amendment)
Section 1. OSPA units will be established through the granting of charters by the Board. A charter shall require approval by two-thirds of the Board.
Section 2. Any group seeking unit status must include at least three OSPA members, one of whom shall serve as unit chair.
Section 3. Units may levy whatever assessments or dues they wish.
Section 4. Units shall report to the Board on their activities, and OSPA shall publicize unit activities through its newsletter, website, and/or other regular means.
Section 5. Units shall assist OSPA in carrying out activities in their respective areas; OSPA shall hold or sponsor events in the areas served by the units at reasonable intervals, as agreed upon with the units.
Section 6. OSPA will not be responsible for any debts incurred by units. Units will not be responsible for any payment to OSPA except when contracts are entered into voluntarily with OSPA.
Article XII - Disbandment
If the Oregon State Poetry Association is dissolved, any monetary credits shall be granted to the Oregon State Library in Salem for the purchase of poetry books and/or recordings.
B Y L A W S
Article I - Dues
Section 1. Annual dues shall be determined by the Board of Directors and approved by a two-thirds vote of members present at the annual meeting.
Section 2. Dues shall be payable annually.
Article II - Sponsors' Fund
Section 1. Tax-deductible gifts in any amount may be contributed by groups or individuals to the Sponsors' Fund.
Section 2. This fund shall be used exclusively to sponsor OSPA contests.
Section 3. Groups and individuals providing sole sponsorships of contests may stipulate criteria such as form and theme, subject to approval by the Board of Directors.
Article III - Education Fund
Section 1: Tax-deductible gifts in any amount may be contributed by groups or individuals--including, but not limited to, public and private granting agencies and personal estates--to the Education Fund.
Section 2: This fund shall be used exclusively to sponsor OSPA programs and activities for elementary, middle and high school students throughout the state.
Section 3: A grantor may stipulate the types of programs and activities, or the specific program or activity, for which a gift may be used.
Article IV - Nominations and Elections
Section 1. At a regular meeting within three months of the Fall Conference, the Board of Directors shall select a nominating committee of three members, no more than one of whom may be a current Board member.
Section 2. The nominating committee shall submit a list of nominees for open Board positions at the annual meeting in April. Nominations also may be made from the floor.
Section 3. The election shall be held by secret ballot at the annual meeting. Directors shall assume their duties immediately.
Article V - Parliamentary Procedure
All parliamentary procedure not covered by the OSPA Constitution and Bylaws shall be governed by Robert's Rules of Order.
