Constitution & Bylaws


C O N S T I T U T I O N

Article I – Name

The name of this organization shall be OREGON POETRY ASSOCIATION.

Article II – Mission

The mission of OPA is to build and sustain a diverse community of Oregon poets, provide Oregon poets opportunities to exchange ideas and learn from one another, further the appreciation of poetry throughout the state, raise awareness of Oregon poets

Article III – Membership

Section 1: Membership in OPA shall be open to everyone.

Section 2: A person shall be deemed a member upon payment of dues.

Article IV – Administration

Section 1. OPA 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 general membership meeting.

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.

Section 6. Members of the Board of Directors shall be OPA members in good standing at the time of their election to the Board.

Article V – Officers

Section 1. OPA 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.

Section 4. Officers shall be OPA members in good standing at the time of their election as officers.

Article VI – Duties of Officers

Section 1. The President shall preside at all meetings, appoint committee chairs, and represent OPA 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 OPA 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 OPA accounts; make all disbursements; 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 OPA, 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 OPA’s annual general membership meeting.

Section 2. Meetings of the Board of Directors shall be called by the President or Vice President as needed to conduct OPA 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 OPA business.

Section 2. Five members shall constitute a quorum of the Board of Directors.

Article IX – Fiscal Year

OPA’s fiscal year shall be the calendar year.

Article X – Amendments

Any proposed amendment to the OPA 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. OPA 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 OPA 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 OPA shall publicize unit activities through its newsletter, website, and/or other regular means.

Section 5. Units shall assist OPA in carrying out activities in their respective areas; OPA shall hold or sponsor events in the areas served by the units at reasonable intervals, as agreed upon with the units.

Section 6. OPA will not be responsible for any debts incurred by units. Units will not be responsible for any payment to OPA except when contracts are entered into voluntarily with OPA.

Article XII – Disbandment

If the Oregon Poetry Association is dissolved, any assets shall be granted to (a) not-for-profit organization(s) for the support of Oregon poets and poetry, at the discretion of the Board.


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 OPA 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 OPA 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 no less than six months before the annual general membership meeting, 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 general membership meeting. 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.

Section 4. Nominating committee members shall be OPA members in good standing.

Section 5. Nominees shall be OPA members in good standing at the time of their nomination, whether by committee or from the floor.

Article V – Parliamentary Procedure

All parliamentary procedure not covered by the OPA Constitution and Bylaws shall be governed by Robert’s Rules of Order.


A M E N D M E N T S:

4/12/2014

The General Membership Meeting, April 12, 2014, made several amendments to articles and bylaws of the OPA Constitution, as noted above. For historical interest, the unamended versions appear below.

Constitution

Article IV, 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.

Article VII, Section 1. All members shall be notified of the date, place and time of OPA’s annual meeting, which shall be held in April.

Article VI, Section 4. The Treasurer shall receive all money and deposit it to OPA 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.

Article XI. 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.

Bylaws

Article IV, 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.

Article IV, 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.

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