Ohio Association of Election Officials
The Name of the Association shall be the OHIO ASSOCIATION OF ELECTION OFFICIALS
OBJECTS AND PURPOSES
The object of the Association shall be:
(1) To promote a closer association and a better understanding between Board Members, Directors and
Deputy Directors of the CountyBoards of Election of the State of Ohio and the Secretary of State;
(2) To establish and maintain uniformity and certainty in the customs of the various Boards of Elections
and the interpretation of the laws of Ohio relating to elections;
(3) To elevate the standards of our profession through education and offer ways and means to better
serve the public;
(4) To encourage the passage of laws improving the administration of the duties of Election Officials;
(5) To cultivate a friendly dialogue among those directly or indirectly interested in elections.
To create unity and interest among its members by:
(1) Establishing and maintaining a clearing house of useful information relating to interpretation of laws; interpretation of opinions of the Attorney General, the Secretary of State, and the Ohio Elections Commission, and other matters relating to elections in Ohio;
(2) Furthering the interest of electors of the State of Ohio by investigation, discussion, dissemination of
information, legislation and appeal to the public sentiment.
Any Board Member, Director or Deputy Director, clerk or office staff of CountyBoards of Elections of the State of Ohio shall be eligible for membership in the Association as a voting member.
Associate Membership: This class of members shall consist of the Secretary of State’s office, Elections Division staff. This is a non-voting membership.
Honorary Membership: Any person who has rendered distinguished service to the causes and objectives of this Association shall be eligible for honorary membership. Nominations to honorary membership may be made at any meeting of the Association by a voting member, and upon approval thereof by the voting members shall be accorded the rights and privileges of the Association. This is a non-voting membership.
Life Membership: When voting members of this Association retire, resign, or vacate their official Association office, they may upon nomination and majority vote of the voting members of the Association present, become Life Members of this Association. Such members shall be accorded all the rights and privileges of the Association. Dues for this membership will be paid by the Association, but all Conference and Registration fees will be at the member’s expense.
Any member may be suspended for a period or expelled for just cause, such as violation of the By-Laws or rules of the Association, or for conduct prejudicial to the best interests of the Association. Such suspension or expulsion shall be by a majority vote of the Board of Trustees, provided that a statement of said charges shall have been mailed by registered mail to the member under consideration, at his or her last recorded address at least fifteen (15) days before final action is taken thereon; this statement shall be accompanied by a notice of the time and place where such action is to be taken, and the member so charged shall have an opportunity to present a defense. Failure to make a defense before the Board of Trustees shall imply acquiescence to the charge.
The revenue necessary for the operation of Association shall be raised by dues and or fees to be
assessed against the members on an annual basis, and in an amount as shall be determined by the Board of Trustees. Annual membership dues shall be paid by August 15th of each calendar year unless otherwise approved by a majority of the officers. REFUNDS WILL BE CONSIDERED AT THE SOLE DISCRETION OF THE BOARD OF TRUSTEES, BUT NOT GUARANTEED, ON AN INDIVIDUAL BASIS WHEN A WRITTEN REQUEST IS SENT TO THE TREASURER. THE REQUEST MUST BE RECEIVED WITHIN 30 DAYS OF THE CONFERENCE TO BE ALLOWED.
REFUNDS FOR AN EMERGENCY SITUATION, SUCH AS A DEATH IN THE FAMILY, HEALTH CONCERNS, ETC. WILL ALSO BE CONSIDERED, BUT THIS REFUND REQUEST SHOULD BE SUBMITTED IN WRITING CITING SPECIFIC DETAILS.
The annual meeting (Conference) of this Association shall be held during the month of January of each year, at such time and place as the Board of Trustees shall designate. Notice of this meeting shall be TRANSMITTED BY ELECTRONIC MAIL TO THE OFFICE OF EACH BOARD OF ELECTIONS.
At this meeting there shall be conducted the election of members of the Board of Trustees for the new year; the receiving of annual reports, and the transaction of such other matters as may properly come before the body.
All attendees of this meeting shall pay a Conference registration fee. Dues must be paid in order to register for the Annual Meeting (Conference).
Special meetings may be called by the Board of Trustees at their discretion, or upon the written request of one-third of the voting members. Notice of such special meetings shall include the subject matter to be discussed, and only such matters as have been announced can properly come before such meetings. Notice shall be TRANSMITTED BY ELECTRONIC MAIL TO THE BOARD OF ELECTIONS AT LEAST FIVE (5) DAYS IN ADVANCE OF THE TIME AND PLACE DESIGNATED FOR SUCH MEETING.
One-fifth (1/5) of the voting membership of the Association present at any meeting of the Association shall constitute a quorum and in case there shall be less than this number, the presiding officer may reschedule the meeting for no longer than twenty (20) days.
BOARD OF TRUSTEES
The property, affairs, business and concerns of the Association shall be vested in the Board of Trustees, consisting of twenty (20) voting members, composed of ten (10) Directors or Deputy Directors of County Boards of Election equally divided between the Democratic and Republican Parties; and ten (10) Board Members of the CountyBoards of Election equally divided between the Democratic and Republican Parties. BEGINNING WITH THOSE TRUSTEES ELECTED 2007, MEMBERS SHALL BE ELECTED FOR A TERM OF TWO (2) YEARS AND SHALL NOT HOLD OFFICE FOR MORE THAN TWO (2) CONSECUTIVE TERMS. The Board of Trustees shall, upon election, immediately enter upon the performance of their duties and shall continue in office until successors shall be duly elected and qualified.
(1) TRUSTEES SHALL HAVE POWER TO HOLD MEETINGS AT SUCH TIME AND PLACE AS NEEDED.
(2) ADMIT ALL MEMBERS AND/OR EXPEL ANY MEMBER(S) BY AMAJORITY VOTE.
(3) APPOINT COMMITTEES FROM VOTING MEMBERS OR ASSOCIATE MEMBERS.
(4) AUDIT BILLS AND APPROVE DISBURSEMENT OF FUNDS OF THE ASSOCIATION.
(5) PRINT AND CIRCULATE DOCUMENTS AND PUBLISH ARTICLES
(6) CARRY ON ALL CORRESPONDENCE WITH OTHER ASSOCIATIONS INTERESTED IN THE ELECTIONS OF OHIO OR OTHER STATES OF THE UNITED STATES WITH THE HELP OF THE SECRETARY.
(7) PROMOTE THE OBJECTIVES OF THE ASSOCIATION, AS THEY DEEM NECESSARY, IN THE BEST INTEREST AND WELFARE OF THE MEMBERS AND THE ELECTORS OF THE STATE OF OHIO.
NOTICE OF MEETINGS OF THE BOARD OF TRUSTEES SHALL BE TRANSMITTED ELECTRONICALLY TO THE BOARD OF ELECTIONS NOT LATER THAT SEVEN (7) DAYS BEFORE THE MEETING.
Except as otherwise accounted for in Article VII, Section 4 of these By-Laws, eleven (11) Trustees shall constitute a quorum and any motion passed by a simple majority of those participating in the meeting shall be binding.
Should any Trustee be absent from two (2) meetings of the Board without sending communication to the President or Secretary stating a reason for the absence, and if the excuse should not be accepted by a majority of the members of the Board, the seat shall be declared vacant.
Any vacancy that may occur among the Trustees or Officers by death, resignation, or otherwise, may be filled by the PRESIDENT, WITH CONSULTATION OF THE 1ST VICE PRESIDENT, by appointment of an individual of the same political party as the individual who previously held the position with the consent of a majority of the remaining Trustees, for the unexpired term of that year. Any unexpired term filled with less than six (6) months to be served before the expiration, shall not be considered a full term.
Officers of the Association shall consist of a President, First Vice President, Second Vice President, Secretary, Treasurer and Immediate Past President. Each shall be a voting member of the Association and shall be elected by the incoming Board of Trustees for a term of one (1) year, except for the Immediate Past President, who will automatically serve as an officer for one year after the conclusion of his or her presidency. The First Vice President shall be of the opposite political party of the President, and the Second Vice President shall be of the same political party of the President. Annual election of Officers shall be held at the annual meeting of the Association.
The President shall preside at the meetings of the Association and the Board of Trustees. The President shall be a member, ex officio, with the right to vote on all committees except the nominating committee. The President shall also, at the annual meeting of the Association, and at such other times as the President shall deem proper, communicate to the Association or to the Board of Trustees, such matters, and make such suggestions, as may in the President’s opinion tend to promote the prosperity and welfare and increase the usefulness of the Association. The President shall perform such other duties as are necessarily incident to the office of President. In order to preserve the bipartisan character of the Association, the office of President of the Association shall rotate between the two major political parties.
THE PRESIDENT SHALL PERFORM SUCH OTHER DUTIES AS MAY BE REQUIRED. ALL COMMITTEES ARE APPOINTED BY THE PRESIDENT WITH THE CONSULTATION OF THE FIRST VICE PRESIDENT.
Vice President: In case of death or absence of the President or the inability of the President from any cause to act, THE FIRST VICE PRESIDENT SHALL PERFORM THE DUTIES OF THE OFFICE OF PRESIDENT UNTIL SUCH TIME THAT THE TRUSTEES OF THE SAME POLITICAL PARTY AS THE PRESIDENT, WILL RECOMMEND AN APPOINTMENT OF A NEW PRESIDENT TO FILL THE UNEXPIRED TERM OF THE OFFICE.
Secretary: The Secretary shall be elected, and the compensation, if any, shall be determined by the incoming Board of Trustees. It shall be the Secretary’s duty to give notice of and attend all meetings of the Association and keep a record of the business transacted at such meetings; to conduct all correspondence and carry into execution all orders, votes, and resolutions not otherwise committed; to keep a list of all Voting, Associate, Life and Honorary Members of the Association; to notify members of their appointment on committees; to keep records of all staff, employees, and agents of the Association, their salaries and terms of employment; to prepare under the direction of the Board of Trustees and annual report; and to generally devote the Secretary’s best efforts to forwarding the businesses and advancing the interest of the Association.
Treasurer: The Treasurer shall be of the opposite party of the Secretary. The Treasurer shall be elected, and the Treasurer’s compensation, if any, shall be determined by the incoming Board of Trustees. The Treasurer shall keep an account of all moneys received and expended for the use of the Association and shall make disbursement only upon vouchers approved in writing by either the President, First Vice President, or the Secretary. For vouchers in excess of five thousand (5,000) dollars, the Treasure will only make disbursement upon approval in writing by not less than two of the following three officers: the President, First Vice President, or Secretary. The Treasurer shall collect the annual dues, fees and all other revenues. The sums received shall be deposited in a bank, or banks, or trust company approved by the Board of Trustees and the Treasurer shall notify the Secretary upon receipt of any membership dues. The Treasurer shall make a report at the annual meeting or when called upon by the President. Funds may be drawn only upon the signature of the Treasurer. The funds, books, vouchers, and securities shall at all times be under the supervision of the Board of Trustees and subject to its inspection and control. At the expiration of the Treasurer’s term in office, the Treasurer shall deliver over to the successor all books, moneys, and all property, or in the absence of the Treasurer-elect, to the President. The Treasurer shall give a good and sufficient surety bond to be approved by the Trustees.
Prior to the annual meeting, the President, WITH THE CONSULTATION OF THE FIRST VICE PRESIDENT, shall appoint a Nominating Committee of five (5) voting member, two of each major political party, in good standing, and a chairman of the same political party as the President.
It shall be their duty to nominate twenty (20) candidates, composed as provided for in Section I of Article III, for the election of trustees at the ensuing annual meeting of the Ohio Association of Election Officials. The Chairman of the committee shall appoint a Secretary Pro Tem to keep a record of the meeting. Prior to the report of the Nominating Committee to the membership, it shall notify the Secretary of the Association, in writing, the names of such candidates, and the Secretary of the Association shall determine that such candidates are voting members in good standing.
Nomination to the Board of Trustees may also be made by any voting member provided such nominations are forward to the Secretary at lest ten (10) days prior to the annual meeting of the Association for immediate transmittal by he/she to the members.
THE PRESIDENT MAY APPOINT ALL OTHER COMMITTEES WITH THE CONSULTATION OF THE FIRST VICE PRESIDENT, (with an equal number from each party) among which shall be a Legislative Committee, to consist of as many members as the President deems advisable. At least one member of each committee, including the Nominating Committee, shall be a member of the Board of Trustees. They shall hold office until the selection of their successor.
All committees report to the Board of Trustees. No standing or special committees shall represent the Association in the advocacy of, or opposition to, any project or legislation without the specific confirmation of the Board of Trustees or such confirmation as may be clearly granted under general powers delegated by the Board of Trustees to that committee. The Board of Trustees shall not bind the Association to any position of support or opposition to specific legislation without an affirmative vote of at least thirteen (13) members of the Board of Trustees.
A majority of the members of any committee of the Association shall constitute a quorum for the transaction of business, unless, it is otherwise ordered by the Board of Trustees. Meetings of committees may be called at any time by the President, or Chairman or such committee.
ORDER OF BUSINESS
Order of business at the annual meeting of the Association shall be as follows:
(1) Calling the meeting to order, and establishment of a quorum.
(2) Approval of the minutes
(3) Treasurer’s report
(4) Receiving of Communications
(5) Election of Officers
(6) Report of Officers
(7) Report of Committees
(8) Unfinished Business
(9) New Business
The order of business as stated in Section1, Article VIII herein may be altered or suspended by a majority vote of the members present, when not in conflict with these By-Laws or the usual parliamentary procedure contained in “Robert’s Rules of Order”.
Any motion or resolution made or offered at any meeting shall, upon request of the Presiding Officer, be PROVIDED in writing and furnished to the Secretary before the motion shall be put to a vote.
These bylaws may be amended, repealed, altered, in whole or in part, by a majority vote of the voting members, present at any duly organized meeting of the Association, provided the proposed change is submitted to the office of any Board of Elections holding membership in the Association at least fifteen (15) days before the time of the meeting which is to consider the proposed amendment.