Constitution & Bylaws

CONSTITUTION

ARTICLE I: NAME

The name of this organization shall be the Ohio Communication Association.

ARTICLE II: PURPOSE

1. To unite those persons interested in communication studies.
2. To act as a clearing house and advisor to the various Association special interest groups.
3. To encourage excellence in faculty preparation.
4. To develop guidelines for curricular and co-curricular activities.
5. To strengthen all learning and teaching programs.
6. To publish research studies and scholarly materials.

ARTICLE III: MEMBERSHIP

1. Membership shall be open to any person or agency interested in the purposes of this organization.
2. Membership shall be verified by written application and payment of specified annual dues.

ARTICLE IV: OFFICES AND TERMS OF OFFICE

1. The elected officers of the Association shall be:

A. President
B. Vice-President / Elect
C. District Representatives from each of the five districts (Southeast, Southwest, Northeast, Northwest, and Central)
D. Graduate Student Representatives

2.  The officers appointed by the Executive Committee shall be:

A. Executive Director
B. Journal Editor(s)
C. Journal Business Manager
D. Conference Coordinator
E. Communication Coordinator

3. The terms of office shall be:

A. The President shall serve for a period of two years.
B. The Vice President/President-Elect shall serve for a period of two years, and then advance to the office of President.
C. The Executive Director shall serve for a period of three to five years.
D. The Journal Editor shall serve for a period of two years.
E. The Assistant Journal Editor shall serve for a period of two years, and then advance to the position of Journal Editor.
F. The Journal Business Manager shall serve for a period of two years.
G. The Conference Coordinator shall serve for a period of two years.
H. The Communication Coordinator shall serve for a period of two years.
I. The District Representatives shall serve for a period of two years.
J. The Graduate Student Representatives shall serve for a period of one year (renewable).

4. The duties of the officers shall be specified in the Bylaws.

ARTICLE V: EXECUTIVE COMMITTEE

1. The Executive Committee shall be composed of the following members, each of whom shall be entitled to one vote.

A. President
B. Vice-President/President-Elect
C. Executive Director
D. Journal Editor(s)
E. Immediate Past-President
F. Journal Business Manager
G. Conference Coordinator
H. Communication Coordinator
I. District Representatives (five)
J. Graduate Student Representative(s)

2. The Executive Committee shall:

A. Be the initiating legislative body of the Association.
B. Transact the Association business between the annual conventions.
C. Approve appointments made by the President.
D. Fill vacancies when they occur in elected positions by a special election carried out by the Executive Director.
E. Meet at the annual conference, periodically during the year, and for special sessions called by the President.
F. Appoint up to two undergraduate representatives.

3. A quorum for the Executive Committee shall be defined as ½ of the committee.
4. Amendments shall take effect immediately following the announcement of their adoption.

ARTICLE VI: AMENDMENTS

1. The Executive Committee, by majority vote, may initiate amendments to this Constitution.
2. Any member(s) of the Association may petition the Executive Committee, which shall then mandate it to consider a proposed amendment.
3. Any 20 members of the Association may present a petition that will mandate the Executive Committee to submit a proposed amendment to the full membership.
4. Amendments initiated as specified in the Sections above shall be made available to the membership at least fifteen days prior to the Annual Conference, and shall be voted and approved by the membership as specified in the Bylaws.
5. A 2/3 vote of the members present at the business meeting will constitute passage.

BYLAWS

ARTICLE I: MEMBERSHIP

1. There shall be five types of memberships:

A. Regular
B. Life
C. Student
D. Honorary and/or Emeritus
E. Institutional

2. Regular membership shall include:

A. Voting privileges
B. Eligibility to hold office
C. Receiving publications
D. Other privileges provided by the Association

3. Life membership will include:

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

4. Student membership will include:

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

5. Honorary/Emeritus membership:

A. Honorary membership shall be granted to individuals who have served the field of Communication well and who are selected by the Executive Committee.
B. Emeritus membership shall be granted to retired teachers in the field of Communication who wish to remain affiliated with the OCA. Emeritus membership shall be granted upon written request to the Executive Director noting date of retirement.
C. Honorary and Emeritus membership is permanent and free of dues.
D. Honorary and Emeritus members are granted full privileges afforded by Life members.

6. Institutional membership will include:

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.

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

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

1. To be nominated for and serve on the Executive Committee, you must be a current member of the Association.
2. The Vice-President shall consult with the Executive Committee to assemble a ballot of candidates nominated for vacant offices prior to the annual conference.
3. Nominations will be solicited from the general membership through email and social media.
4. The Communication Coordinator and Vice-President will compile a list of nominees with any statements from nominees, which will be distributed to the membership prior to elections.

ARTICLE IV: ELECTIONS

1. After the annual business meeting, the following positions shall be elected using electronic voting:

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. Any unfilled vacancies at the time of voting may be added to the ballot by the Executive Committee.

2. The votes necessary for an election shall be:

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.
C. In the case of a position without nominees, the write-in candidate with the most number of votes will be voted into the position.

3. Procedures

A. The Vice-President and Communication Coordinator shall circulate a slate of nominees and any position statement(s) via electronic communications to the entire membership prior to the annual conference. Included shall be candidates for Vice-President/President-Elect, District Representatives, Graduate Representative, and any additional officers as deemed necessary by the Executive Committee.
B. Voting will take place electronically following the annual business meeting. The Vice-President will prepare the online ballot and voting systems and, working with the Communication Coordinator, will 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 communicated electronically following the online vote.
E. The elected members shall take office immediately following the election and shall serve until the closing of the election in the year their term ends.

4. If the candidate for Vice-President/President-Elect does not receive a majority vote then:

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 electronically redistributed to all authorized members indicating a timely completion deadline.
D. The completed ballots will constitute the total vote.
E. Tellers, appointed by the Executive Director, will count the ballots.
F. The Executive Director shall then:

i. Notify the candidates of the results.
ii. Notify the Executive Committee of the results.
iii. Notify the membership of the results.
iv. Keep a record of the ballots until the next annual business meeting.

5. In case of a resignation or the inability of the President to carry on the functions of his/her office, then:

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 a special election, as stipulated in the Constitution (Article V, Section 2), unless it is within four months of the annual business meeting.

ARTICLE V: APPOINTED POSITIONS AND PROCEDURES

1. To be appointed for and serve on the Executive Committee, you must be a current member of the Association.
2. Appointed positions include:

A. Executive Director
B. Journal Editor(s)
C. Journal Business Manager
D. Conference Coordinator
E. Communication Coordinator
F. Undergraduate Student Representatives

3. Appointed offices shall be determined by the Executive Committee at the Executive Committee meeting held during the annual conference.
4. Newly appointed members of the Executive Committee will transition into their positions following the annual conference.

ARTICLE V: DUTIES

1. President

A. Presides over the annual business meeting of the Association and meetings of the Executive Committee.
B. Appoints, with the approval of the Executive Committee, specified committees.
C. Serves on the Advisory Council of the Central States Speech Association.
D. Serves as the official representative of the Association.
E. Promotes the best interest of the Association.

2. The Vice-President/President-Elect

A. Coordinates the general election.

i. Receives nominations from committee.
ii. Prepares and counts online ballots.
iii. Posts results.

B. Coordinates the Awards Ceremony during the annual conference.
C. Plans special state and regional activities.
D. Performs other duties assigned by the President.

3. The Executive Director

A. Acts as financial director for OCA.

i. Maintains financial records.
ii. Pays all invoices due.
iii. Mails all invoices as necessary.
iv. Files necessary IRS forms.
v. Collects dues.
vi. Prepares accounts for annual audit.

B. Coordinates membership records and all funds.

i. Acts as liaison with the Ohio Education Association.
ii. Prepares directories and mail.
iii. Mails all OCA materials to general membership (except Conference).

C. Coordinates non-site related conference activities.

i. Dues collection.
ii. Registration table.
iii. Payment of bills.
iv. Special equipment assistance.

D. Performs other duties as needed by the Executive Committee and/or the Association.

4. Journal Editor

A. Solicit manuscripts for publication.
B. Select refereeing committees and/or methods.
C. Prepare manuscripts for publication.
D. Oversees the online publication of the Journal.
E. Nominates Journal Business Manager.

5. Assistant Journal Editor

A. Manages Editorial Board contact information.
B. Assigns manuscripts to reviewers.
C. Organizes manuscripts and reviews.
D. Works with the Journal Editor as needed.

6. Journal Business Manager

A. Collects journal subscriptions.
B. Solicits institutional advertising.
C. Works with Executive Director on budgeting for the journal.
D. Attempts to provide for the journal to pay for itself.
E. Prepares accounts for annual audit.

7. Conference Coordinator

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).

8.   Communication Coordinator

A. Acts as secretary for all meetings of the OCA.

i. Keeps and files minutes of each meeting.
ii. Prepares agendas for meetings.
iii. Maintains records of OCA actions.
iv. Stores former journal copies.

B. Solicits story ideas and announcements for the association website and other media outlets.
C. Maintains accuracy and efficiency of material on the association website and other media outlets.
D. Works with the web developer and supervises the layout and design of the association website.
E. Serves as the primary contact for all information and materials to be posted on the association website and other media outlets.
F. Explores and implements creative innovations in digital media for the association.

9. District and Graduate Student Representatives

A. Attends business meetings and participates in electronic discussions.
B. Communicates with individuals and institutions within their constituency.
C. Promotes their constituents’ participation in OCA conferences and programs.
D. Solicits candidate nominations for offices, including their own successors.

10. Undergraduate Student Representatives

A. Shall be appointed by the Conference Coordinator
B. Assists the Conference Coordinator with any duties necessary during the annual conference.
C. Undergraduate Representatives that do not hold student memberships (have paid dues) will not be granted voting privileges.

ARTICLE VI: AD-HOC COMMITTEES

1. The President, with the approval of the Executive Committee, shall appoint Ad-Hoc Committees to meet the specific needs of the Association.
2. 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

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

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.
2. Changes to the By-laws become effective with a 2/3 vote of the Executive Committee members present at any officially-called meeting.
3. 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.
4. Changes shall take effect immediately following the announcement of their adoption.

Adopted: October 6, 1973

AMENDMENT I:

1. The President shall be empowered to remove any elected Executive Committee member if such a member misses Executive Committee meetings two consecutive times.

2. The President shall be empowered to appoint a replacement with the Executive Committee approval.

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
Revised: October 4, 2009
Revised: October 1, 2011
Revised: October 4, 2013