Oregon Council of Teachers of Mathematics Constitution

Adopted May, 2012

Article I. Name

The name of this organization shall be Oregon Council of Teachers of Mathematics. 

Article II.   Objective 

The objective of this organization shall be to further the development of mathematics education. 

Article III.   Membership

Section 1.   All persons interested in the objective of the organization shall be eligible for regular membership.

Section 2.  All students who have not taught professionally and who are interested in the objective of the organization shall be eligible for student membership. 

Article IV.   Dues 

The annual dues for regular, student, institutional, and life membership shall be set by the Executive Board.

 Article V.   Districts 

Section 1.  The Executive Board shall designate no more than twenty-five districts covering the entire state, each to be represented by one or two area representatives as provided herein.

Section 2.  One area will include out-of-state members and will be represented by the vice president. 

Article VI.   Officers and Terms of Office 

Section 1.  The membership of the Executive Board, which includes all elected and appointed officers, shall include at least one person from each of the following instructional levels:  elementary, junior high or middle school, senior high, community college, and college.  If one of these levels is not represented by any other officer, then and only then, the president shall appoint a representative for that level. 

Section 2.  The elected officers of the organization shall be:  president, president-elect, vice president, secretary, secretary of treasury, and secretary of treasury -elect.  Nominees for elected office shall be members of the OCTM.  Elected officers shall be members of the Oregon Education Association.

Section 3.  The president-elect, vice president, secretary of treasury -elect, and secretary shall begin their terms of office during the last Executive Board meeting of the year they were elected.  The president-elect shall begin their term of office as president the same time as the vice president with whom they are to serve.  The secretary of treasury shall begin their term of office at the beginning of the year following their election.

Section 4.  The secretary of treasury -elect shall begin their one-year training period at the last Executive Board meeting the year they were elected, and assume the duties of secretary of treasury at the beginning of the following fiscal year.

 Section 5.  All elected officers shall serve for a period of two years except the president-elect and the secretary of treasury -elect, both of whom shall serve for one year.

Section 6.  Following their term as president, the president shall serve one year as past president.

Section 7.  The appointed officers of the organization shall be:  the editor(s) of the official OCTM publication, the NCTM representative, the publicity director, the mailing officer, the membership secretary, the scholarship chairperson, the area representatives, instructional level representatives as required herein, and other consultants appointed by the president.

Section 8.  Appointed officers shall serve for a period of two years except Area Representatives who shall serve for three years.

 Section 9.  The terms of office of half the area representatives, the publicity director, an editor, and the membership secretary shall begin the same time as that of the president-elect.  The terms of all other appointed officers shall coincide with that of the president.

Section 10.  The State Mathematics Specialist(s) shall serve as an OCTM Officer(s) and member(s) of the Executive Board.

Section 11.  If any officer shall miss three consecutive regular meetings of the Executive Board, that office shall be automatically vacant.  The vacancy shall be filled as provided herein.  

Article VII.   Duties of Officers 

Section 1.  The president shall call meetings of the Executive Board, implement directives of the Executive Board, guide and direct the program of the organization, nominate all appointed officers for approval by the Executive Board, act at their own discretion in situations considered to be emergencies, subject to later discussion and action by the Executive Board, and otherwise implement the provisions of the constitution and OCTM policy.

Section 2.  The president-elect shall serve as an aide to the president.

Section 3.  The past president shall serve as a consultant to the president.

Section 4.  The vice president shall assume the duties of the president during their temporary absence, assume the office of president when it is vacated, represent out-of-state members on the Executive Board, and serve as chairperson of the Membership Committee. 

Section 5.  The corresponding secretary shall keep an accurate record of minutes of the meetings of the Executive Board.

Section 6.  The secretary of treasury shall be responsible for collection and payment of funds, maintain the financial records of the organization, train the incoming secretary of treasury -elect from the time of their election until they assume office as secretary of treasury, prepare with the assistance of the president the annual budget, obtain the biennial review, prepare the annual financial report for each year they are in office, file the annual tax return, and serve on the Membership Committee.

Section 7.  The membership secretary shall keep a record of membership, coordinate mailings with the mailing officer, and serve on the Membership Committee.

Section 8.  The area representatives shall assist in the annual membership drive, assist in the planning and carrying out of programs, assist the editors by obtaining information about activities in their areas and otherwise serve as liaison between their areas and the Executive Board.

Section 9.  The editor(s) of the official OCTM publication shall be chief editor(s) and serve as chairperson(s) of the Editorial Committee.

Section 10.  The NCTM representative shall serve as liaison with The National Council of Teachers of Mathematics.

Section 11.  The publicity director shall be in charge of OCTM publicity and advertising and serve as chairperson of the Publicity Committee.

Section 12.  The mailing officer shall maintain OCTM mailing lists and be responsible for all OCTM mailings.

Section 13.  The State Mathematics Specialist shall serve as a liaison with the Oregon Department of Education.

Section 14.  The instructional level representatives are to serve as representatives for their levels of instruction on the Executive Board.

Section 15.  The scholarship chairperson shall recommend criteria for granting OCTM scholarships, chair the scholarship selection committee, and publicize the scholarship selections.  

Article VIII.   Elections and Vacancies 

Section 1.  A regular election of officers shall be held once a year prior to the last Executive Board meeting.

Section 2.   The vice president and corresponding secretary shall be elected in odd-numbered years; the president-elect and secretary of treasury -elect shall be elected in even-numbered years.

Section 3.  The president shall appoint a nominating committee of at least three members.  Any ten OCTM members may nominate another member for office by a written notice to the committee by January 1.  This provision of the constitution shall be announced in the first issue of the official OCTM publication each year.  Additional nominations may be made by the committee.

The list of candidates shall be complete at least six weeks prior to the date on which the ballots are due, as designated by the nominating committee.  At least two nominations shall be made for each office to be filled.  No member shall be nominated for more than one office in an election.

Section 4.  If a special election is necessary, the election procedure shall be set by the Executive Board.

Section 5.  No member shall hold two elected offices simultaneously.

Section 6.  All elections shall be by ballot.

Section 7.  In all elections, publicity of candidates shall consist of a picture, a statement of views, and a list of qualifications of each candidate.  Such materials shall be sent to all OCTM regular and student members at least two weeks prior to the date on which ballots are due.

Section 8.  A plurality of all votes cast shall constitute the election of a candidate to office.

Section 9.  When the office of president is vacated, the office shall be assumed by the vice president.  If the office of the president-elect is vacated, the vacancy shall be filled by a special election. 

In cases of a vacancy occurring in another elected office, the vacancy shall be filled either by appointment by the Executive Board or by a special election which shall be authorized by the Executive Board.  In the case of a vacancy in an appointed office, the president shall nominate a replacement for approval by the Executive Board.

An officer who has assumed a vacated position shall serve out the remainder of the term of the officer who was replaced.

Article IX.   Committees 

Section 1.  Standing committees shall be:  The Executive Board, the Membership Committee, the Editorial Committee, and the Publicity Committee.  All members of standing committees shall be members of OCTM.

Section 2.  Executive Board.  The chairperson shall be the president.  Other members shall be the other officers.  The Executive Board shall have four regular meetings during the year, the first meeting to be held before October 1, and the last meeting no earlier than April 1.  Special meetings may be called at the discretion of the president.  The duties of the Executive Board shall be to implement the provisions of the constitution, to establish OCTM policy, to act in an advisory capacity to the president and other members of the Executive Board, to approve appointments proposed by the president, and to approve the annual budget.

Section 3.  Membership Committee.  The chairperson shall be the vice president.  Other members shall be the membership secretary, the secretary of treasury, and the area representatives.  The Membership Committee shall be responsible for the annual membership drive.

Section 4.  Editorial Committee.  The chairperson(s) shall be the editor(s) of the official OCTM publication.  The Editorial Committee shall publish the official OCTM publication at least four times during the year.

Section 5.  Publicity Committee.  The chairperson shall be the publicity director.  Remaining members shall be appointed by the chairperson.  The Publicity Committee shall be responsible for all OCTM publicity and advertising as designated by the Executive Committee. 

X.   Finance Article 

Section 1.  The fiscal year of the organization shall be July 1 to June 30, herein referred to as "the year."

Section 2. The annual budget for the next year shall be submitted for approval to the Executive Board at its last meeting of the prior fiscal year.

Section 3.  Financial records shall include a check register, an account for each general item of budgeted income and expense, and such additional records as the Executive Board may direct.

 Section 4.  Financial records for each year shall be preserved for at least three years following the conclusion of that year.

Section 5.  All funds spent on expense accounts shall be accounted for to the secretary of treasury before July 10 for the preceding year.

Section 6.  The outgoing secretary of treasury shall turn over all financial records within one month of the date on which the new secretary of treasury assumes office.

Section 7.  The secretary of treasury shall submit the financial records for review at the end of each odd-numbered year.

Section 8.  The annual financial report shall be presented at the first meeting of the year.  The biennial review shall be submitted by the secretary of treasury to the Executive Board no later than November 1 of the following year.

Section 9.  In the event of dissolution of this organization, any and all funds remaining after outstanding obligations are satisfied will be transferred to The National Council of Teachers of Mathematics.

Section 10.  Any expenses in excess of $500 not specifically addressed in the annually adopted OCTM budget must be approved by a majority vote of the OCTM Executive Board, or in emergency situations, by a majority vote of the OCTM elected officers as outlined in Article VI, Section 1. 

Article XI.   Amendments

Section 1.  This constitution may be amended at any regular election.

Section 2.  Amendments to the constitution may be proposed by the Executive Board or by any member of the OCTM who submits the proposed amendment to the Executive Board with the signatures of at least 30 members.  This provision of the constitution shall be announced in the first issue of the official OCTM publication each year.

Section 3.  Any proposed amendment received by petition on or before January 1 must be submitted for vote of membership in the regular election of that year.  Such proposals received after January 1 will be voted upon in the regular election of the next year unless the Executive Board decides to submit them in the year received.

Section 4.  The president shall appoint committees to prepare pro and con arguments to be submitted to all OCTM members.  This requirement may be waived by the unanimous consent of those voting at an Executive Board meeting.  The proposed amendments and arguments must be submitted to the members at least two weeks before the ballots are due.

Section 5.  The assent of at least two-thirds of the members voting on the amendment is required for its acceptance.  The amendment becomes effective on July 1 following the election when it was approved.