CONSTITUTION AND BYLAWS
OREGON ASSOCIATION OF COUNTY ENGINEERS AND SURVEYORS ADOPTED NOVEMBER 16, 1993
Most recently amended, November 2015
Name, Location, Purpose, Structure
Section 1 – Name:
The name of this Association shall be the Oregon Association of County Engineers and Surveyors (OACES), an affiliate of
the Association of Oregon Counties (AOC).
Section 2 – Location:
The headquarters of this Association shall be located at the office of the Association of Oregon Counties.
Section 3 – Purpose:
The purpose of this Association is to promote public works activities, including the construction and maintenance of roads and appurtenances to recognized engineering standards in the counties; to promote the professional application of land surveying; to promote the ethical practices of the professions; and, by the exchange of ideas, give all counties in Oregon the advantages of these professions in all phases of county services.
Section 4 – Structure:
There shall be two divisions of this Association, the Public Works Division and the Surveyors Division.
Section 1 – Types of Memberships:
a. “VOTING MEMBER” The County Public Works Director/Engineer/Roadmaster and County There shall be only one “Voting Member” per division, per county. The County Public Works Director/Engineer/Roadmaster and County Surveyor may appoint another person from the same county to serve as the “Voting Member”.
b. “ASSOCIATE MEMBER” A county employee serving in the Public Works, engineering or surveying
c. “LIFE MEMBER” A former “Voting Member” or “Associate Member” may receive a life membership for long and meritorious service that includes service on the Board and/or has served in a leadership role, as approved by the Board of Directors.
d. “HONORARY LIFE MEMBER” An individual who has contributed immeasurably to the welfare and success of the Association as approved by the Board of
e. “AGENCY AFFILIATE” An individual employed by a government agency who by virtue of their particular interest in or their association with this organization shall be eligible as an “Agency Affiliate”, as approved by the Board of Directors or at a regular business
f. “BUSINESS AFFILIATE” An individual who by virtue of his/her business has an interest in or association with this organization shall be eligible as a “Business Affiliate”, as approved by the Board of Directors or at a regular business
Assessments and Dues
Section 1 – Assessment:
In order to achieve the purposes set forth in Article I and to conduct the normal business of this Association, annual dues will be assessed and will be due November 1 for the year to follow.
Section 2 – Dues:
Annual dues to this Association shall be as established by the Board of Directors.
Section 1 – Officers:
Only “Voting Members” or “Associate Members” in good standing shall have the right to hold office. The officers of this Association shall be the President, Immediate Past President, President-Elect and Secretary-Treasurer.
a. The office of President and President-Elect shall alternate every other year between a Public Works Division member and a Surveyor Division member.
b. The President-Elect shall automatically become the President the term following election as President-Elect.
Section 2 – Board of Director
The Board of Directors (Board) shall be the officers of this Association, one
Board Member At Large from each division who is either a “Voting Member” or an “Associate Member” and an AOC board member appointed by the AOC Board of Directors.
Section 3 – Association of Oregon Counties Board of Directors:
The OACES delegate to and the voting member of the Board of Directors of the Association of Oregon Counties shall be elected at the fall meeting of the Association in odd numbered years and shall serve for a two year term said term commencing January 1 of the following year.
Section 4 – Term of Office:
The terms of all Board members of the Association shall be for one (1) year, said term to extend from the election of Board members at the close of the regular fall meeting, at which said Board members are elected, and shall continue for one (1) year or until successor is duly elected.
Section 5 – Re-election:
Board members may be re-elected.
Section 6 – Vacancies:
A vacancy in any office shall be filled by appointment by the Board of Directors, and this person shall serve until the next regular fall meeting of the Association.
Section 7 – Quorum:
A quorum of the Board of Directors shall be four members provided a majority of those in attendance are Voting or Associate Members of OACES.
Section 8 – National Association of County Engineers State Director
The Oregon NACE State Director shall be elected at the regular fall meeting of the association. The person elected to this position shall be “Voting” or “Associate Member” of OACES and a “Voting Member” of NACE. This position shall be a four year term.
Section 1 – Regular meetings:
The regular fall and spring meetings of the Association shall be held at such time and place as may be selected by the Board of Directors.
Section 2 – Monthly meetings:
Monthly meeting of the Public Works and Surveyors Committees shall be held at such time and place as may be selected by the President. The President, or President-Elect, shall preside at such meetings.
Section 1 – Standing Committees:
a. Awards Committee
b. Nominating Committee
Section 2 –Special Committees:
Special committees may be appointed by the President.
Section 3 – Committee Reports:
A committee report that is not approved by the Association shall be forwarded without prejudice to the Association of Oregon Counties Board of Directors as a minority report.
Section 4 – Reimbursement for Travel Expenses:
a. Subject to budget limitations, the Association will reimburse expenses for:
1. “Voting Members” who hold national elected office in NACE, NACS or ACSM (NSPS) to attend the annual NACE, NACS or ACSM (NSPS) conference.
2. The President, President-Elect, Immediate Past President and Secretary- Treasurer (or their appointed delegates) to attend
the annual NACE, NACS or ACSM (NSPS)
3. Board of Directors expenses related to official OACES.
4. An Oregon member of the NACo Transportation Steering Committee, should there be one, to attend either the annual National Legislative Conference or the annual NACo meeting.
5. “Voting Members” or “Associate Members” to attend other appropriate meetings, seminars or training which have been submitted to the Board for preapproval.
b. Reimbursement for travel expenses is limited to official business only and shall include the following:
c. Travel Policy: OACES declares that any frequent flyer mileage and othertravel awards to an employee or agent (public official) of OACES to be a form of non-cash compensation. Responsibility for reporting taxable income for the award, if any, lies with the employee or agent.
d. Attendees shall file a report with the Association at the next regular meeting following the national conference
e. All travel must be pre-approved by the President or the Board of Directors.
Section 1 – Letter Ballot:
a. Any section or sections of this Constitution and Bylaws may be altered or amended by letter Two-thirds (2/3) of the “Voting Members” in good standing shall be in the affirmative to carry an amendment.
b. Letter ballots shall be mailed to all “Voting Members” in good standing by the Secretary-Treasurer or his duly appointed representative. Ballots shall be returned to the Secretary-Treasurer or his duly appointed representative and shall be canvassed by at least a majority of the Board of Directors not less than thirty (30) days no more than sixty (60) days after the mailing of the notice calling for such a vote.
Section 2 – Ballot at Meeting:
Any section or sections of the Constitution and Bylaws may be altered or amended by an affirmative vote of two-thirds (2/3) of the “Voting Members” present and in good standing at a regular meeting.
Section 1 – Secretary-Treasurer Duties:
a. The Secretary-Treasurer shall be responsible for the care and deposit of all funds of the Association and shall prepare an annual budget for the coming year. The Secretary-Treasurer shall make a detailed report of all the income and expenses at the regular fall and spring meeting of the Association.
b. The Secretary-Treasurer shall pay all bills from the funds of the Association.
Section 2 – Financial Report:
The financial report to be read by the Secretary-Treasurer at the regular fall meeting shall be as of the preceding November 1.
Section 3 – Access to Records:
Any Member of the Association at any time shall have reasonable access to any data, papers, or property of the Association; provided, however, that such papers, data, or property shall not be removed from the office of the Association without consent of the Secretary-Treasurer or President.
Section 4 – Secretary-Treasurer Replacement:
In the event of the Secretary-Treasurer’s disability or inability to act or refusal to act, the President shall have full authority to serve in the place of the Secretary-Treasurer.
Section 5 – Association Budget
The Secretary-Treasurer shall prepare an annual Association budget and present that to the Board of Directors before the fall conference for review.
Order of Business – Meetings
The order of business for all regular meetings shall be:
b. Business arising from the discussion of minutes
d. Reports of officers
e. Reports regular committees
f. Reports of special committees
g. Unfinished business
h. New business
j. Applications for membership
k. Conference program
m. Election of Officers (Fall meeting only)