Ohio Association for Food Protection
CONSTITUTION
ARTICLE I
ASSOCIATION
There is hereby created the Ohio Association for Food Protection, not for pecuniary purposes, which shall hereinafter be referred to as OAFP. OAFP is chartered as an affiliate of the International Association for Food Protection, Inc., hereinafter referred to as IAFP.
ARTICLE II
OBJECTIVES
The objectives of OAFP will be to:
1. Provide a forum for professionals in the area of food safety and quality.
2. Improve the professional status of the members.
3. Assist members in their technical work and professional development.
4. Disseminate information regarding the protection of the food supply.
5. Promote sanitary methods and procedures for the development, production, processing, distribution, preparation and serving of food.
6. Promote methods and procedures for supervision and inspection of the production, processing, distribution, preparation and serving of food.
7. Promote improved methods for the examination of food samples.
8. Promote the development and adoption of uniform equipment and quality standards to improve the sanitary handling of food.
9. Promote methods and procedures and improving the food supply.
10. Cooperate with other professional groups in the improvement and promotion of food safety.
ARTICLE III
MEMBERSHIP
Section 1. The classes of membership in OAFP shall be Regular and full-time Student Members.
Section 2. The qualification of the two classes of members, the dues of each, the manner of becoming a member, and their rights and privileges shall be prescribed in the Bylaws, except as otherwise provided in this Constitution.
ARTICLE IV
OFFICERS AND EXECUTIVE BOARD
Section 1. The officers of OAFP shall be President, Past President, 1st Vice-President, and 2nd Vice President, who shall hold these offices for one-year, or until their successors are elected or appointed, as provided in the Bylaws.
A. The President of OAFP must be a member of IAFP in good standing throughout his or her term as OAFP President.
B. Upon the termination of each Annual Meeting, the President, 1st Vice-President, 2nd Vice President shall automatically succeed to the offices of Past President, President, and 1st Vice-President respectively.
C. The 2nd Vice-President shall be elected as defined in the Bylaws.
Section 2. The Executive Board shall consist of the officers of OAFP, the Treasurer, and the Affiliate Council Delegate.
A. The Treasurer and Affiliate Council Delegate will serve two-year terms.
B. The Treasurer and Affiliate Council Delegate shall be elected as defined in the Bylaws and do not progress through the offices as officers in Section 1.
ARTICLE V
MEETINGS
Section 1. Each year OAFP shall hold an Annual Business Meeting in the first half of the calendar year.
A. A quorum to conduct business for any meeting shall be determined to consist of the voting members present.
B. In the event of a tie vote, the presiding officer will be permitted to vote.
ARTICLE VI
AMENDMENTS
Section 1. Any member may propose amendments to the Constitution by submitting them in writing to the 2nd Vice-President, at least 60 days before the next announced Annual Business Meeting.
A. The 2nd Vice-President shall notify all members at least 30 days before the Annual Business Meeting that the proposed amendments will be open for discussion at that meeting and that a vote will be taken.
B. Within 60 days following a majority affirmative vote of the members present at the Annual Business Meeting, the proposed amendments shall be submitted to the entire membership of OAFP for a ballot vote.
C. All members voting on such amendments shall, within 45 days after issuance of such notification, register their vote in writing with the President, on ballots furnished by OAFP.
D. The ballots shall be opened, recorded and filed, and the President shall report the results to the OAFP membership.
E. If the proposed amendments pass by a two-thirds affirmative vote of those members who register their vote with the President, the amendments shall become a part of the Constitution on the date the President issues notice.
ARTICLE VII
BYLAWS
Section 1. The OAFP parliamentary procedure shall be governed by Bylaws adopted by majority vote of voting members in attendance at a duly called meeting.
BYLAWS
SECTION I
MEMBERSHIP AND DUES
A. Regular Members:
1. Regular members of OAFP shall be those persons who are engaged in milk, food or environmental inspection, or the laboratory control of, or the administration of such function, or engaged in research or education work relating to any aforesaid function or otherwise interested in the objectives of OAFP.
2. Regular members may attend meetings of OAFP and shall be entitled to vote and hold office.
B. Full-time Student Members:
1. Full-time students pursuing undergraduate or graduate degrees in colleges or universities are entitled to membership in OAFP with the same dues as regular members.
2. Student members may attend meetings of OAFP, be accorded privilege of the floor, but shall not be entitled to vote.
3. Student members may not hold office in OAFP, but may serve on committees, and as appointed representatives of OAFP.
C. The Executive Board is authorized to set dues as may be necessary to achieve the objectives of OAFP and shall notify members of the amount of dues.
D. Any person desiring membership in OAFP shall request membership and pay dues to the Treasurer. It is the responsibility of the Executive Board to insure that applicants meet the eligibility requirements for membership.
E. Any person, having once become a member, may continue membership in OAFP so long as the annual membership dues are paid, except as provided in Section III,G,8 of these Bylaws.
1. Any member who shall fail to pay dues by the required date shall be placed on the inactive list.
2. Such member may be reinstated within 90 days thereafter, upon payment of dues.
3. Any member who is delinquent in dues after 90 days will be dropped from the inactive list.
3.1 Membership may be renewed by filing an application and payment of annual dues.
F. Collection of dues:
1. The Treasurer shall collect annual membership dues for each member paying directly to OAFP.
2. OAFP may authorize the Executive Director of IAFP to bill their members for both OAFP and IAFP dues. In such case, the Executive Director of IAFP will forward to OAFP, within 30 days of collection; the dues paid for OAFP membership.
3. OAFP may collect both the OAFP and IAFP dues. In such case, the Treasurer of OAFP will forward to IAFP, within 30 days after collection; the dues paid for IAFP membership.
SECTION II
MEETINGS
A. Each year, OAFP shall hold an Annual Meeting to provide education to its members in the area of food safety.
B. The Executive Board shall meet at the Annual Meeting.
C. OAFP shall hold an Annual Business Meeting at its Annual Meeting.
1. The Executive Board may call other official meetings of OAFP, by duly announcing any called meeting at least 60 days prior to the date of the meeting.
2. A quorum to conduct business at an Annual Business Meeting shall consist of the voting members present.
D. Robert’s Rules of Order shall govern the procedures at all meetings.
E. Voting by proxy shall not be permitted.
F. When, at the discretion on the Executive Board, it is considered advisable to conduct a vote by mail ballot, a majority of the votes cast will be necessary to carry the proposition unless otherwise stated in the Constitution and Bylaws.
SECTION III
DUTIES OF OFFICERS AND THE EXECUTIVE BOARD
A. The President shall:
1. Preside at all meetings of OAFP and the Executive Board.
2. Appoint all committee chairpersons and members, unless otherwise directed by the Constitution and Bylaws.
3. Perform such other duties as usually devolve upon the presiding officer or are required of this officer by the Constitution and Bylaws.
B. The 1st Vice-President shall:
1. Perform the duties of President in the President’s absence and succeed to President when the President’s term expires.
2. Plan and coordinate the Annual Meeting.
3. Perform such other duties as usually devolve upon this officer or are required of this officer by the Constitution and Bylaws.
C. The 2nd Vice President shall:
1. Perform the duties of the 1st Vice-President, in the 1st Vice-President’s absence, and shall succeed the 1st Vice-President when the 1st Vice-President’s term expires.
2. Record and keep accurate minutes of OAFP’s Annual Business Meeting and the Executive Board meetings and keep them for permanent reference.
3. Issue notices of all meetings.
4. Conduct correspondence pertaining to the affairs of OAFP.
5. Be responsible for assembling and transmitting to the publication editor all papers and other matters worthy of publication.
6. Perform such other duties as usually devolve upon this officer or are required of this officer by the Constitution and Bylaws.
D. The Past President shall:
1. Shall provide assistance and guidance to the President as needed.
2. Shall serve on committees as needed.
E. The Treasurer shall:
1. Keep a list of the members and collect all moneys due OAFP giving receipt therefor.
2. Record the amount of each payment, with name and address of payer.
3. Faithfully care for all moneys entrusted to his or her keeping, paying out the necessary expenses of OAFP and giving a quarterly accounting thereof to the executive Board. (Receipts for expenses shall be retained for five (5) years.)
4. Give a detailed statement of the financial condition of OAFP at the Annual Business Meeting.
5. File all necessary tax returns.
6. Perform such other duties as usually devolve upon this Executive Board member or are required of this Executive Board member by the Constitution and Bylaws.
F. The Affiliate Council Delegate shall:
1. Represent OAFP at IAFP Annual Meeting.
2. Act for and on behalf of, OAFP as liaison officer to IAFP.
2.1 The Affiliate Council Delegate must be a member of IAFP in good standing throughout his or her term as OAFP Affiliate Council Delegate.
3. Perform such other duties as usually devolve upon this Executive Board member or are required of this Executive Board member by the Constitution and Bylaws.
G. The full management of the affairs of OAFP shall be in the hands of the Executive Board as provided in the Constitution and Bylaws. The duties of the Executive Board shall be:
1. To direct the administrative work of OAFP, including all matters connected with its collaboration with other groups institutions and its professional development.
2. To act as trustee of OAFP property.
3. To set the time and place for the Annual Meeting.
4. To act for and on behalf of OAFP in any administrative, financial, educational, or other capacity as OAFP may direct.
5. To act on its own initiative between meetings and report such action at the next Annual Meeting.
6. To make protem appointments to fill any vacancy that may occur among the officers between OAFP meetings.
7. To recommend the replacement of an officer at the Annual Meeting because of inability or inactivity or for other causes which may be in the best interest of OAFP
8. To recommend expulsion of members from membership for cause by two thirds of all Executive Board votes cast. In no case shall revocation be recommended without giving the member written notice of the contemplated action at least one month before action is taken. An opportunity for a hearing in person and/or rebuttal in writing must also be granted prior to expulsion.
9. To execute the policies of OAFP and report to the members at the Annual Business Meeting, any action taken that was not specifically authorized.
10. To set the amount of annual dues and the registration fee for the Annual Meeting.
11. To give special recognition to deserving individuals.
SECTION IV
COMMITTEES AND THEIR DUTIES
A. The following ad hoc committees of the Association shall exist:
1. Membership
2. Constitution and Bylaws
3. Program
4. Public Relations
5. Nominating
6. Awards
7. Audit
B. Each committee shall consist of not less than three (3) members (including the chairperson). Members serve as necessary. Reappointment is permitted.
C. Committee chairpersons shall be appointed by the President to serve a minimum of one-year term and until their successors have been appointed. Reappointment is permitted.
D. A majority of a committee’s members present shall constitute a quorum and shall be sufficient to decide any issue.
E. Committees will meet at the OAFP Annual Meeting and at other times as required.
F. The chairperson of each committee shall set the time and place to meet and shall notify each committee member at least 48 hours before such meeting.
G. Each committee shall perform duties as prescribed in this Constitution and Bylaws and other duties as assigned by the President and the Executive Board.
H. Each committee shall assist other committees in the performance of their duties within the field assigned.
I. Defined duties of each committee are as follows:
1. The Membership Committee shall recruit additional members for the Association and encourage active participation of all members.
2. The Constitution and Bylaws Committee shall study and make recommendations concerning proposed changes to the Constitution and Bylaws.
3. The Program Committee shall properly plan and coordinate the Annual Meeting for OAFP to provide educational opportunities for members. The President-elect shall chair this committee.
4. The Public Relations Committee shall do all things necessary to publicize the activities of the Association and the food safety profession. This shall include publishing and distribution of a semi-annual newsletter to each member.
5. Each year the Nominations Committee shall nominate at least one candidate for the office of 2nd Vice-President. Every other year, the Nominations Committee shall nominate at least one candidate for the office of Treasurer and at least one candidate to serve as Affiliate Council Delegate.
5.1 The committee shall be chaired by the Immediate Past President.
5.2 The committee shall ascertain that the members nominated are eligible for office as provided in Section I of the OAFP Bylaws.
5.3 The election process:
5.3.1 OAFP members may suggest candidates to the chairperson of the committee not later than 60 days preceding the election date.
5.3.2 The committee chairperson shall notify the President of the names of the nominees not later than 30 days preceding the election date.
5.3.3 Nominations may be made at the Annual Meeting.
5.3.4 Voting takes place at the Annual Meeting as determined by the Executive Board.
5.3.5 Only one (1) vote per eligible member will be allowed.
5.3.6 Upon conclusion of the vote, candidates receiving a majority of the votes will be considered duly elected.
5.3.7 The President will report voting results.
6. The Audit Committee shall consist of two auditors appointed by the Executive Board. The Audit Committee shall audit and certify the financial status of OAFP. This committee shall present a report to the membership at the Annual Business Meeting.
J. The President may at his or her discretion, or when so instructed by the Executive Board; appoint additional committees as are necessary. However, whenever possible all work should be performed by the appropriate body outlined within these Bylaws. Any such special committee shall function under the rules set forth in Section IV of these Bylaws.
SECTION V
FISCAL YEAR
A. The fiscal year of the Association shall begin on the first day of January and end on the last day of December each year.
SECTION VI
AMENDMENTS
A. Any member may propose amendments to these Bylaws by submitting them in writing to the 2nd Vice-President at least 60 days before the date of the next announced meeting.
1. The 2nd Vice-President shall notify all members, at least 30 days before the next announced meeting that the proposed amendment(s) will be open for discussion and voting at the next meeting.
2. These Bylaws may be amended by majority affirmative vote of the voting members present.
Members requesting a strike-through version of the present Constitution & Bylaws can contact an Executive Board member.
