KAPIO Bylaws

I. Name

The name of this organization is the Kansas Association of Public Information Officers (KAPIO).

II. Mission

The mission of KAPIO is to encourage, advance, and promote communication and sharing of resources among communication professionals throughout governments and public institutions in Kansas.

III. Purpose

KAPIO aims to:

• Promote professionalism in the field of public information.
• Create a network of communication professionals for professional development and crisis management.
• Improve communication between public sector organizations and their audiences.
• Serve as an information resource for government management and communication professionals.
• Support professional growth.
• Raise awareness of public information operations and ethical standards.

IV. Membership

1. Qualification: Members are individuals who represent a public jurisdiction as communicators, public relations or community affairs specialists, public information officers, special projects coordinators, and/or public administrators, including appointed and/or elected officials.
2. Types of Membership
   1. General Member: Any communication professional working for a governmental agency in Kansas.
   2. Associate Member: Individuals from quasi-governmental agencies or private entities working with governmental agencies in Kansas (non-voting members).
   3. Student Member: Students or interns from Kansas community colleges or universities interested in government communication.
   4. Special Member: Communication professionals formerly employed by a governmental or quasi-governmental agency.

V. Rights of Membership

• All General Members can vote and serve on the Board of Directors.
• All members can receive and participate in KAPIO communications and General Meetings.

VI. Selection of Membership

Membership is granted upon application approval and payment of annual dues.

VII. Membership Dues

Dues are determined by a majority vote of the Board of Directors and must be paid annually.

VIII. Board of Directors

1. Board Composition
   • The Board consists of the President, Vice President, Secretary, and Treasurer.
   • The Past President serves as an ex officio member.
   • Committee chairs may be appointed by the President and approved by the Board.
   • The Executive Secretary (provided by the League of Kansas Municipalities) supports the Board but is a non-voting member.
2. Terms
   • Officers serve two-year terms, starting June 1 following election.
   • President and Vice President are elected in odd-numbered years; Secretary and Treasurer in even-numbered years.
   • Officers can serve no more than two consecutive terms in the same position.
3. Vacancies
   • Vacancies are filled by a majority vote of General Members at the next meeting.
   • Temporary replacements may be appointed by the President or Vice President.
4. Duties & Responsibilities
   • President
     • Presides over meetings and functions.
     • Serves as an ex officio member of all committees.
     • Acts as the official spokesperson.
     • Signs for expenditures with the Treasurer.
     • Serves as the Conference Coordinator unless appointing another individual.
   • Past President
     • Serves as a mentor.
     • May be responsible for member recruitment and marketing.
     • Serves as Membership Coordinator unless another is appointed.
   • Vice President
     • Acts as President in their absence.
     • Coordinates educational and peer recognition programs.
     • Oversees membership programs and organization marketing.
     • Serves as Social Media Coordinator unless another is appointed.
   • Secretary
     • Oversees all published KAPIO materials (except social media).
     • Records minutes for Board and General Meetings.
   • Treasurer
     • Manages KAPIO’s financial affairs.
     • Co-signs all expenditures with the President or another designated officer.
     • Prepares financial reports and ensures records are available for audits.

IX. Powers and Authority

• The Board of Directors sets policy and oversees all KAPIO activities.
• In case of vacancies, the President may nominate replacements, subject to approval.

X. Elections

• Elections occur annually at the business meeting of the annual Conference.
• Terms begin June 1 and end May 31 two years later.

XI. Meetings & Quorum

• General Meetings occur at least once a year.
• Board Meetings may be held more frequently.
• Meetings may be conducted virtually when needed.
• A quorum for Board meetings is three (3) members.

XII. Amendments

• Amendments require a majority vote (51%) of ballots received from General Members.
• Voting may be conducted virtually and does not require a General Meeting.

XIII. Parliamentary Authority

• Robert’s Rules of Order (Newly Revised) govern all procedural matters not covered by these Bylaws.