ARTICLE I – NAME
ARTICLE II – AUTHORITY AND PURPOSE
ARTICLE III – MEMBERSHIP
ARTICLE IV – OFFICERS AND ELECTIONS
ARTICLE V – EXECUTIVE DIRECTOR
ARTICLE VI – MEETINGS
ARTICLE VII – COUNCILS AND COMMITTEES
ARTICLE VIII – ANNUAL REPORT
ARTICLE IX – EFFECTIVE DATE OF BY-LAWS
ARTICLE X – PARLIAMENTARY AUTHORITY
ARTICLE XI – AMENDMENTS TO THE BY-LAWS
Effective 13 April 2021
ARTICLE I – NAME
The name of this organization shall be the Oklahoma Federal Executive Board, referred to hereafter as the Board.
ARTICLE II – AUTHORITY AND PURPOSE
Section 1 – Federal Executive Boards were established by direction of the President in a memorandum to heads of departments and agencies dated November 10, 1961, supplemented by a memorandum to the Director, Bureau of the Budget, dated August 13, 1969, and operate under 5 CFR 960.106. By letter, dated April 2nd, 1993, Acting OPM Director, Pat Lattimore, authorized the establishment of the Oklahoma City Federal Executive Board*.
Section 2 – Consistent with the authority and discretion Board members hold by delegation from superiors in their respective agencies, it is the purpose of this Board to initiate activities to improve coordination of governmental activity with federal agencies in Oklahoma. Where possible, the Board will provide unified policy guidance in areas such as general management, public affairs, and other substantive programs, the nature of which crosses department or agency lines and/ or levels of government.
Section 3 – Under the guidance of the Director, U.S. Office of Personnel Management (OPM), the Board will undertake cooperative efforts to provide the highest quality service possible to the American public and direct its cooperative activity to specific programs concerning presidential policies of general application.
Section 4 – The Sponsoring Agency will be the field establishment designated by the Department of Defense to provide support to the Board.
*On December 18th, 2001, merged with the Tulsa Federal Executive Association to become the Oklahoma Federal Executive Board.
ARTICLE III – MEMBERSHIP
Section 1 – Membership of the Board will consist of the most senior official (civilian or military) of federal establishments located in the state of Oklahoma. Requests for multiple memberships from separately reporting establishments withing a single agency will be allowed. However, requests for additional memberships must include receipt of either approval in writing by their agency heads or written confirmation that the requestor has coordinated with existing members from that agency and all agree to additional registration.
Section 2 – Board members will each designate an alternate who may attend all board meetings and shall participate in Board actions including voting on Board matters when the principal is not in attendance. Under special circumstances, the Chair, Vice Chair, or Director, with concurrence of the Executive Council, may grant membership to additional persons where it is in the best interest of the Board.
Section 3 – Members will, from time to time, designate employees on their staffs to participate in Board activities or projects under the direction of the Executive Director. Such participation will not constitute membership on the Board.
Section 4 – Voting privileges in meetings of the Board will be restricted to members or their designated representative.
ARTICLE IV – OFFICERS AND ELECTIONS
Section 1 – The elected officers of the Board will be a Chair and Vice-Chair. The members of the Executive Council are also elected.
Section 2 – Duties of the elected officers are as follows:
- The Chair shall preside at all meetings of the Board and the Executive Council, serves as a voting leader in all issues of business, and acts as a spokesperson for the Board. The Chairperson will determine if special meetings shall be called based upon recommendation of the Director. The Chairperson shall also serve as Chairperson of the Executive Council.
- The Vice-Chair shall assist the Chair and preside at meetings of the Board or Executive Council in the absence of the Chair. In the event of a vacancy in the Chair position between scheduled elections, the Vice Chair shall succeed until the Executive Council selects a Chair.
- The Executive Council shall serve as a Board of Directors to the Board. The Executive Council shall vote whether to support recommendations of the Executive Director regarding identification of activities that will permit the Board to accomplish its mission. This Council shall advise the Chair and recommend actions to Council/Committee Chairs. The Executive Council shall establish all standing policies of the Board.
Section 3 – The term of office for the Chair and Vice-Chair shall be one year, renewable by vote for an additional year. The term of office may be extended for up to one additional year, pending a majority vote of the Executive Council.
Section 4 – The Executive Council shall consist of the current officers of the Board (Chair and Vice-Chair), two ex-officio members (the immediate past Chair of the Board & the representative of the Sponsoring Agency), and nine additional members elected by the Board. Elected Executive Council members shall have no more than five-year terms.
Section 5 – Elections shall be held annually at a regularly scheduled meeting of the full Board during the 4th quarter of the fiscal year. Elected officers shall assume their duties in October following elections.
Section 6 – The Chair shall appoint a nominating committee of at least three members. The nominating committee shall place in nomination at least one name for each office being filled. The Executive Director is encouraged to give recommendations.
Section 7 – A listing of those to be nominated by the nominating committee shall be provided each member with the notice of the date, time, and place of the election meeting. Nominations may be made from the floor at the election meeting.
Section 8 – Elections shall be by electronic mail (e-mail). In all instances, the candidate receiving the largest number of votes cast for the office shall be declared elected to that office. If only one candidate is nominated for an office, election may be by acclamation rather than ballot.
Section 9 – Only members may hold office.
Section 10 – In the event of a vacancy in the position of any elected officer, the position shall be filled by a nomination made by the Executive Director and appointed by the Chair. In the event of a vacancy in the office of Chair or Vice-Chair, the office shall be filled by majority vote of the Executive Council.
ARTICLE V – EXECUTIVE DIRECTOR
The Executive Director is responsible for identifying and developing initiatives and placing them before the Executive Council for support. The Director is responsible for identifying and coordinating resources (manpower and funding) for efforts to increase the efficiency and effectiveness of the federal community. This individual provides continuity for the Board in an environment of one-year term officers. The Director is responsible for the organizational structure and for restructuring as necessary, on approval of the Executive Council. The Director is responsible for providing an annual budget plan for operations and establishing procedures to implement programs undertaken. The Director is responsible for preparing and submitting an annual report of the Board’s accomplishments to the U.S. Office of Personnel Management (OPM), for the year in addition to an annual work plan. The Director will also prepare and submit other reports as may be requested by the Director of OPM. He/she shall monitor and evaluate activities of the Board’s councils/committees and initiate or recommend the initiation of any changes in procedure or policy that will improve the effectiveness of the Board.
ARTICLE VI – MEETINGS
Section 1 – The full membership of the Board will meet no less than three times during the fiscal year. Special meetings of the Board may be held on call by the Chair or Executive Director.
Section 2 – The Executive Council will meet no less than four times during the fiscal year. The Chair or Executive Director may call special meetings of the Board or Executive Council at any time.
Section 3 – Members present will constitute a quorum for transaction of business at any meeting of the Executive Council or the Board.
ARTICLE VII – COUNCILS AND COMMITTEES
Section 1 – All councils/committees, except the Executive Council, shall be proposed and established by the Executive Director, with the support of the Executive Council. The Executive Director may nominate appointments to Council Chair positions based upon approval of the Executive Council, or the Executive Council may allow elections from within the individual councils/committees. If elections are authorized, the slate of nominated officers is to be approved by the Executive Director prior to presentation for internal elections.
Section 2 – Meetings of all councils/committees shall be on the call of the council/committee’s Chairperson or recommendation of FEB Officers or Executive Director.
Section 3 – From time to time, FEB Officers or Executive Director, with the approval of the Executive Council, may extend to various associations, councils, and other federal, quasi-federal, or other government entities, the opportunity and privilege of official association with the Board. These organizations will benefit and enjoy the affiliation due to similar goals and purposes in connection with special programs concerning Presidential or public policies of general application which they share with the Board. These organizations will be represented on one or more committees related to their areas of organizational interest.
ARTICLE VIII – ANNUAL REPORT
As required by the Director, OPM, the Executive Director shall prepare and, on approval by the Executive Council, submit to OPM, an annual report of the Board’s accomplishments for the year in addition to an annual work plan. The Director will also prepare and submit other reports as may be requested by the Director of OPM.
ARTICLE IX – EFFECTIVE DATE OF BY-LAWS
By-laws shall become effective upon adoption by a majority of the Executive Council members present and voting and will expire 5 years from their effective date.
ARTICLE X – PARLIAMENTARY AUTHORITY
Roberts Rules of Order, Newly Revised, will govern the Board in all cases in which they are applicable.
ARTICLE XI – AMENDMENTS TO THE BY LAWS
Amendments to the Board’s by-laws may be proposed by any Executive Council member. Voting on the amendment(s) will occur at the next scheduled Executive Council meeting following its proposal and requires a majority vote of the majority of Executive Council members present. Approved amendments will be provided to all members at the next regularly scheduled full board meeting following the approval of the amendment(s).