| ARTICLE I: MEMBERSHIP |
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1. There shall be five types of memberships: |
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A. Regular
B. Life
C. Student
D. Honorary and/or Emeritus
E. Institutional |
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2. Regular membership shall include: |
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A. Voting privileges
B. Eligibility to hold office
C. Receiving publications
D. Other privileges provided by the Association |
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3. Life membership will include: |
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A. Voting privileges
B. Eligibility to hold office
C. Receiving publications for life
D. Conference registration for life
E. Other privileges provided by the Association |
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4. Student membership will include: |
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A. Undergraduate students or graduate students not employed on a full-time basis by an institution
B. Voting privileges
C. Receiving publications
D. Other privileges provided by the Association |
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5. Honorary membership shall grant full privileges to individuals who have served the field of Communications well and who are selected by the Executive Committee. Such membership will be permanent and free of dues. Emeritus membership shall grant full privileges to retired teachers in the field of Communication who wish to remain affiliated with the OCA. No dues will becharged. Emeritus membership shall be granted upon written request to the Executive Director noting date of retirement. Such membership is also permanent. |
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6. Institutional membership will include: |
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A. Conference registration for one student
B. A full-page ad in the Ohio Communication Journal
C. A subscription to the Ohio Communication Journal for the department |
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7. Membership may be terminated at any time upon written request to the Executive Director or failure to pay the annual dues |
| ARTICLE II: FEES AND DUES |
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1. Annual dues for various types of membership shall be established by the Executive Committee.
2. The annual Conference fee shall be established by the Executive Committee. |
| ARTICLE III: NOMINATIONS |
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1. The Executive Director shall consult with the Executive Committee to assemble a ballot of candidates nominated for vacant offices prior to the annual conference.
2. Nominations will also be accepted from the floor during the annual business meeting at the conference.
3. Nominations will also be solicited from the general membership through the Newsletter. |
| ARTICLE IV: ELECTIONS |
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1. At the annual business meeting the following positions shall be elected: |
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A. Vice-President/President-Elect (election in even numbered years)
B. District representatives for the Executive Committee.
(Southeast and Northwest in even numbered years; Southwest, Northeast, and Central in odd numbered years)
C. Two graduate representatives
D. Two Undergraduate representatives
E. Any unfilled vacancies at the time of the annual meeting. |
| 2. The votes necessary for an election shall be: |
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A. A majority vote of ballots cast for the office of Vice-President/President-Elect.
B. A plurality of ballots cast for the representatives for the Executive Committee. |
| 3. Procedures |
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A. The Executive Director shall circulate a slate of nominees through the electronic communications to the entire membership prior to the annual conference. Included shall be candidates for Vice-President/President-Elect, District Representatives, Graduate Representative, Undergraduate Representative, and Officers as deemed necessary by the Executive Committee. Paid members who will not be in attendance at the annual conference may contact the Executive Director for an absentee ballot. The Executive Director must receive all absentee ballots one week prior to the annual conference. The Executive Director will bring any absentee ballots to the annual conference. After the regular balloting has been computed, the Executive Director will add the absentee ballots to the count.
B. Voting will take place during the annual business meeting. The Executive Director will prepare ballots and distribute them to paid members only.
C. The Executive Director, President and Vice-President/President-Elect shall serve as tellers for the election.
D. Notification of election results shall be posted before the end of the annual conference. |
| 4. If the candidate for Vice-President/President-Elect does not receive a majority vote then: |
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A. The Executive Director will conduct a run-off election.
B. The two names receiving the largest number of votes will be selected as candidates for the election.
C. The ballots will be distributed to all authorized members indicating a return deadline of no less than 30 days.
D. The ballots returned to the Executive Director will constitute the total vote.
E. Three tellers, appointed by the Executive Director, will open and count the ballots.
F. The Executive Director shall then: |
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1. Notify the candidates of the results.
2. Notify the Executive Committee of the results.
3. Notify the membership of the results.
4. Hold the ballots for record until the next annual business meeting.
5. The elected members shall take office immediately following the annual conference and shall serve until the closing of the annual conference in the year their terms end.
6. The Executive Director, the Journal Editor(s) the Convention Coordinator, and Newsletter Editor shall assume responsibility immediately upon their appointment to office.
7. In case of a resignation or the inability of the President to carry on the functions of his/her office, then: |
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A. The Vice President/President-Elect shall assume the duties of President.
B. The vacancy created in the office of Vice-President/President-Elect shall be filled by the candidate receiving the second highest number of votes in the preceding election. If no such candidate ran, then the newly ascended President will nominate a replacement that must be approved by a majority of the Executive Committee. |
| ARTICLE V: DUTIES |
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1. President |
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A. To preside at the annual business meeting of the Association and meetings of the Executive Committee.
B. To appoint, with the approval of the Executive Committee, specified committees.
C. To serve on the Advisory Council of the Central States Speech Association.
D. To serve as the official representative of the Association.
E. To promote the best interest of the Association. |
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2. The Vice-President/President-Elect |
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A. To perform other duties assigned by the President.
B. To plan special state and regional activities. |
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3. The Executive Director |
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A. Act as secretary for all meetings of the OCA. |
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1. Keep and file minutes of each meeting.
2. Prepare agendas for meetings.
3. Maintain records of OCA actions.
4. Store former journal copies. |
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B. Act as financial director for OCA |
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1. Maintain financial records.
2. Pay all invoices due.
3. Mail all invoices necessary.
4. File necessary IRS forms.
5. Collect journal subscriptions.
6. Collect dues.
7. Prepare accounts for annual audit. |
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C. Coordinate membership records and all funds. |
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1. Act as liaison with the Ohio Education Association.
2. Prepare directories and mail.
3. Mail all OCA materials to general membership (except Conference).
4. Compile and mail Newsletters. |
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D. Coordinate non-site related conference activities. |
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1. Dues collection.
2. Registration table.
3. Payment of bills.
4. Special equipment assistance.
5. Coordinate election. |
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a. Receive nominations from committee.
b. Prepare ballots and count.
c. Post results.
d. Carry miscellaneous duties (general troubleshooting for OCA matters). |
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E. Distributes the newsletter electronically to the membership. |
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4. Journal Editor |
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A. Solicit manuscripts for publication.
B. Select refereeing committees and/or methods.
C. Prepare manuscripts for publication.
D. See that the Journal is available for distribution for the Annual Conference.
E. Nominate Journal Business Manager. |
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5. Journal Business Manager |
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A. Solicit institutional advertising.
B. Arrange for printing of manuscript.
C. Work with Executive Director on budgeting of the Journal.
D. Attempt to provide for the Journal to pay for itself.
E. Prepare accounts for annual audit. |
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6. Conference Coordinator |
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A. Work with Executive Director on preparation for Conference.
B. Act as liaison with hosting hotel, motel complex.
C. Arrange all program and non-program related matters of Conference.
D. Organize luncheon.
E. Make arrangements with keynote speaker.
F. Arrange printing of Conference programs.
G. Arrange for program equipment as needed.
H. Work with coordinator designated in second year.
I. Secure future site(s). |
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7. Newsletter Editor |
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A. Solicit story ideas and announcements for publication.
B. Assigns and edits stories for publication.
C. Supervises layout and design of the newsletter.
D. Submits the newsletter electronically to the President and Executive Director. |
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8. District, Graduate, and Undergraduate Representatives |
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A. Attend to business meetings and participate in electronic discussions.
B. Communicate with individuals and institutions with their constituents.
C. Promote their constituents’ participation in OCA conferences and programs.
D. Solicit candidate nominations for offices, including their own successors. |
| ARTICLE VI: AD-HOC COMMITTEES |
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1. The President, with the approval of the Executive Committee, shall appoint Ad-Hoc Committees to meet the specific needs of the Association.
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The Ad-Hoc Committees shall function throughout the year within their sphere of interest and definition of duties.
3. At the end of the year the need for continuation of the Ad-Hoc Committee shall be reviewed by the Executive Committee. |
| ARTICLE VII: RULES OF ORDER |
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1. All meetings of the Association shall be governed by the Constitution and By-laws of the Association.
2. Parliamentary rules contained in Alice F. Sturgis’ LEARNING PARLIAMENTARY PROCEDURES, Revised edition, shall be used as the guidelines for the conducting of business meetings. |
| ARTICLE VIII: CHANGES |
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1. Changes to the By-laws may be considered by Association members’ sending a copy of the proposed amendment to the Executive Director one month prior to any called meeting of the Executive Committee.
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Changes to the By-laws become effective with a 2/3 vote of the Executive Committee members present at any officially-called meeting.
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Changes declined by the Executive Committee may be appealed to the total membership at the annual business meeting of the Association. A 2/3 vote of the members present at the business meeting will constitute passage.
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Changes shall take effect immediately following the announcement of their adoption. |
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| Adopted: October 6, 1973 |
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| AMENDMENT I: |
| The President shall be empowered to remove any elected Executive Committee member if such a member misses Executive Committee meetings two consecutive times. The President shall be empowered to appoint a replacement with the Executive Committee approval. |
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| Adopted: October 3, 1975 |
Revised: October 7, 1977
Revised: October 10, 1980
Revised: November 28, 1983
Revised: March 28, 1984
Adopted: March 20, 1992
Revised: February 22, 1998
Revised: March 20, 2003
Approved: March 20, 2003
Revised: October 5, 2007
Revised: October 4, 2008
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Constitution |
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