MCCOPA By-Laws and Yearbook

History

The organization was formed November 8, 1971 as McLennan Community College Educational Secretaries Association (MCCESA). The name was changed May 9, 1975 to the McLennan Community College Office Personnel Association (MCCOPA) to broaden the scope of membership to include clerks, bookkeepers, and office assistants as well as secretaries. MCCOPA changed the membership guidelines on February 2, 2005 to include office personnel who are categorized as professional staff at the 100 and 200 levels only.

MCCOPA meets every month from September to May.

By-Laws

  • ARTICLE I - MEETINGS
    • SECTION 1: The order of business shall be as follows:
      1. Call to order
      2. 2. Acknowledgement of Minutes approved via E-mail Treasurer’s report approved via E-mail
      3. Report of committee(s)
      4. Unfinished business
      5. New business
      6. Adjournment
      7. Programs
    • SECTION 2: "Robert's Rule of Order" revised, shall be parliamentary authority. For official rules, go to www.robertsrules.com
  • ARTICLE II - DUTIES OF OFFICERS
    • SECTION 1:President

      • The president shall preside at all meetings of the Association. The president shall be ex-officio member of all committees except the Nominating Committee and Scholarship Representative. The President will send e-mails to the membership alias as needed for items to be voted on and must receive a vote of 2/3 of active members.

    • SECTION 2:Vice President

      • In the absence of the president, the vice president shall (a) perform the duties of the president and such other duties as the president may designate. In the event the office of president shall be vacated, (b) the vice president automatically becomes president, and an election shall be held to fill the vice president position. The vice president shall also (c) purchase a token gift (not to exceed $30) for the out-going president which shall be presented at the May meeting.

    • SECTION 3:Secretary

      • The secretary shall keep accurate record of the proceedings at all meetings of the association and have the members vote on the minutes through e-mail. The secretary shall conduct all the correspondence of the association and issue notices of meetings as directed by the president. Upon the death of a member’s immediate family (parent, spouse, child, or sibling), the secretary shall send a sympathy card from the membership. The secretary shall also send an e-mail birthday card to each member upon their birthday.

    • SECTION 4:Treasurer

      • The current treasurer shall (a) keep an up-to-date roster of the membership; (b) receive, deposit, and disburse all monies of the association; (c) be responsible for the transferring of signatures at the bank. The treasurer and the president shall sign all drafts. The treasurer shall, (d) have the financial records ready to audit by the Business Office, by the end of June. Note: audited books should be ready to give to incoming treasurer by August.

    • SECTION 5:Historian/Webmaster

      • The historian/webmaster shall be responsible for publicity for the association and maintenance of MCCOPA’s web page, which includes pictures of monthly events and meetings.

    • SECTION 6:Parliamentarian

      • The parliamentarian shall act as consultant on questions concerning parliamentary procedure. http://www.robertsrules.com/

  • ARTICLE III - ELECTIONS
    • SECTION 1: There shall be a Nominating Committee of three members, each from a different department elected by the Executive Committee. This committee shall present a slate of one name for each office to be filled, and a majority vote shall be required for election. The Committee Chair may present the slate of names in the form of an e-mail to the membership alias as needed for items to be voted on, and must receive a vote of 2/3 of active members.
    • SECTION 2: The president, vice president, secretary, treasurer, historian/webmaster, and parliamentarian shall assume office immediately upon installation. All files and records should be handed down from the outgoing officers to the incoming offices as soon as possible, after installation.
    • SECTION 3: No officer shall serve more than two consecutive terms in the same office.
  • ARTICLE IV - COMMITTEES
    • SECTION 1: Executive Committee

      This shall be a standing committee consisting of the organizations officers. Responsibilities: To offer guidance for all other standing committees.
    • SECTION 2:Fund Raising Committee

      This shall be a standing committee selected by the Executive Committee. Responsibilities: Plan/coordinate fundraisers for the year.
    • SECTION 3: Membership Committee

      This shall be a standing committee selected by the Executive Committee. Responsibilities: Coordinate membership drive, seek prospective membership, welcome attendees at regular meetings, coordinate with treasurer to maintain updated membership list. Maintain MCCOPA alias.
    • SECTION 4: Nominating Committee

      This shall be a standing committee of three members, each from a different department appointed by the Executive Committee. This committee shall present a slate of one name for each office to be filled for the coming fiscal year. The slate of names shall be presented to the membership at the April meeting.
    • SECTION 5: Program Committee

      This shall be a standing committee selected by the Executive Committee. Responsibilities: Coordinate opportunities for the Chapter’s professional growth and development via programs/presentations designed to increase awareness of professional service to students and community and to enhance personal development.
    • SECTION 6: Scholarship Representative

      This shall be a member selected by the Executive Committee to serve on the MCC Foundation Scholarship Committee as a representative of MCCOPA. The representative will serve a two-year term. Responsibilities: Coordinate with MCC Foundation scholarship committee to insure compliance of chapter guidelines in considering, choosing, and awarding of MCCOPA scholarship.
    • SECTION 7: Social Committee

      This shall be a standing committee selected by the Executive Committee. Responsibilities: Coordinate monthly meeting refreshment list. Work closely with all committees in planning and organizing Chapter social events, such as luncheons, parties, and installation service. Duties may include (but are not limited to) planning a menu, reserving a room, organizing a work schedule, or decorating. All reusable decorations should be kept for future use. Decorations should not exceed $30 per event, unless approved by the executive committee.
    • SECTION 8: Revision(s) Committee

      This shall be an Ad Hoc committee appointed by the Executive Committee to study proposed amendments to the By-Laws and/or Constitution, and upon completion of the study, present the amendments to the membership for vote.
  • ARTICLE V - DUES
    • SECTION 1: Annual dues shall be $10.00 and shall be paid to the treasurer; dues after January 1 shall be $5.00 for new employees. (Effective September 1, 2004).
    • SECTION 2: Fiscal and membership year shall be from June 1 through May 31.
  • ARTICLE VI - AMENDMENTS

    These By-Laws may be amended at any regular meeting of the association or by electronic mail by a vote of two thirds of the active members, provided that the proposed amendments shall have been submitted to the revisions committee for study.

Constitution

  • ARTICLE I - NAME

    The name of this organization shall be the McLennan Community College Office Personnel Association (MCCOPA).

  • ARTICLE II - PURPOSE

    The purpose of this organization shall be to provide an opportunity to promote the interests of educational office support personnel; share ideas, information and comradeship with other educational support personnel; support and assist in personal and professional growth; refine existing skills and develop leadership qualities; promote high standards and values throughout the community and the college.

  • ARTICLE III - MEMBERSHIP
    • SECTION 1: All office personnel who work 20 hours per week or more at MCC (including office personnel who are categorized as professional staff at the 100 and 200 levels only) shall be eligible for active membership in this organization.
    • SECTION 2: Membership in the McLennan Community College Office Personnel Association shall be of two classes: active and honorary.
    • SECTION 3: The title Honorary Member may be conferred upon any man or woman whom the organization desires to honor.
    • SECTION 4: Membership shall be terminated by non-payment of dues, by resignation, by termination of employment at MCC, or other causes determined by the Executive Board. Membership is non-transferable.
  • ARTICLE IV - OFFICERS

    The officers of the association shall be a president, vice president, secretary, treasurer, historian/webmaster, and parliamentarian, all of whom shall be active members in good standing. They shall assume office immediately after installation.

  • ARTICLE V - MEETINGS

    Meetings of the association shall be held each month at 12 noon. The president, with the consent of the Executive Board, shall have the power to change the date of the meeting. Special meetings may be called by the President.

  • ARTICLE VI - AMENDMENTS

    This constitution may be amended by any regular general meeting of the association or by electronic mail by vote of two-thirds of the active members present, provided that the proposed amendment shall have been submitted to the revisions committee for study.

  • AMENDMENT I

    The Executive Committee shall have the power to appoint a successor to an office when a vacancy has been created by an official resignation of an officer. Scholarship Guidelines

    The Association will award one scholarship, annually, to be disbursed during the Fall semester only, through the MCC Foundation Office. The amount of said scholarship will be voted on by the membership during the Spring semester, prior to the Fall semester awarded, for which it applies. Every two years MCCOPA elects one member to serve on the MCC Foundation Scholarship committee. The MCC Foundation Office awards the scholarship as follows:

    1. Recipient requirements

      Recent high school, GED graduate or returning student with preference given to students who have:

      1. Financial need
      2. Academic standing (Minimum HS or college GPA of 2.5)
      3. High potential for success
      4. Relationship to MCCOPA members/ A deserving student
      5. Not a recipient of McLennan or Presidential Scholarship
    2. Scholarship covers tuition, fees, books or other student services
    3. The recipient is notified by means of a letter from the MCC Foundation Office.
    Honorary Membership Guidelines

    The Honorary Membership Committee recommends that the following guidelines be adopted for bestowing Honorary Memberships in MCCOPA.

    1. Honorary memberships should be limited to persons who have given unusual or outstanding contributions and support to MCCOPA.
    2. Each year the president of the association should remind the chairman of the Membership Committee that members who wish to nominate a person for honorary membership may submit such a name to that committee at any time during the year. However, these names will be considered by the Membership Committee and a recommendation brought to the association to be voted on during the April business meeting. We recognize the fact that most years the recommendation of the Membership Committee will be to bestow no Honorary Membership that year. Still, the report should be made.
    3. Certificate of Award of the Honorary Membership shall be presented at the annual installation meeting.
    4. Finally, we recommend that the guidelines stated in this committee report be printed in the MCCOPA Yearbook so that future members may easily be made aware that MCCOPA does give honorary memberships on those very rare occasions where the qualifications and outstanding commitments of their friends justify such action.
    Honorary Members

    Dr. Wilbur A. Ball (1972 - 1973) President Emeritus, McLennan Community College, retired

    Dorene Allen (1975 - 1976) Former member, retired

    Nell Taylor (1978 - 1979) Former member, retired

    Mary Cantrell (1980 - 1981) Director, Mental Health Programs, retired

    Lucy Locke (1985 - 1986) Library assistant, retired

    Doris Wiley (1987-1988) Library Assistant II, retired

    Evelyn Pratka (1994-1995) Coordinator, Grants/Auxiliaries, retired

    Doris Thompson (1996 -1997) Executive Secretary, Vice President Student Services, retired

    Marie Cobbs (1997 - 1998) Executive Secretary, Continuing Education, retired

    Cathy Hagan (1999 - 2000) Sr. Research and Evaluation Specialist, Institutional Effectiveness and Planning

    Beverly Roberts (1999 - 2000) Programmer/Analyst, Computer Services

    Fay Gutierrez

    Diann Harris

    Carmen Shaw

    Darlene Kilgore, Mickey Reyes, & Dr. Michaelis (2008 - 2009)