Policies, Bylaws & Reports

Article II. Membership of Organization 

Section 1. Membership Eligibility
Membership in the Association shall be open to persons who hold an interest in furthering the purposes of the Association and who meet the qualifications for membership of these code of regulations. Our Association is committed to the full utilization of all human resources and to a policy of equal opportunity. Our Association will not discriminate against anyone on any legally recognized basis including, but not limited to, race, age, color, religion, gender, sexual orientation, pregnancy or other related medical conditions arising from pregnancy or childbirth, marital status, veteran status, ancestry, national origin, or physical or mental disability.

Section 2. Classes of Membership
There shall be two classes of members: General Member and Student Member. The designation of "member" in these code of regulations shall be deemed to include all categories, except where there is an express provision to the contrary.

General Members
Members shall be persons who hold interest in furthering the purpose of the Association and who have completed the membership application and have paid the annual dues designated for a General Member by the Board of Trustees. Members are provided with the privileges of voting, holding office, and running for an elected position within the organization.

Student Members
A student who is registered for undergraduate, graduate or professional studies at an academic institution in Ohio may become a student member of OAGE. When students apply for membership they must indicate that they are members of an academic program. Students may continue as Student Members as long as they are registered for undergraduate, graduate, or professional studies at an academic institution in Ohio. Otherwise, students may not continue beyond the membership year in which they cease to qualify for this category of membership. Student members of OAGE will pay a reduced membership fee as determined by the Board of Trustees. Members are provided with the privileges of voting, holding office, and running for an elected position within the organization.

Section 3. Removal from Membership
A member may be dropped from membership by a majority vote of the Board of Trustees for conduct that injures the Association or is contrary to or destructive of its purposes. Allegations must be stated in writing to the member, and the member must be given full opportunity for a hearing in order to respond to those allegations before the Board of Trustees or a body designated by it.

Section 4. Electorate of the Association
The Electorate of the Association shall consist of General Members and Student Members.

Article IV. Board of Trustees

Section 1. General Powers
All of the authority of this Association shall be exercised by the Board of Trustees, except as otherwise provided in the Articles of Incorporation or by Chapter 1702, Ohio Revised Code. For the government of its actions, the Board of Trustees may adopt code of regulations consistent with the Articles of incorporation.

Section 2. Standard of Conduct
A Trustee shall comply with the code of regulations and policies established by the Association. A Trustee shall perform his/her duties as a Trustee in good faith, in a manner he/she reasonably believes to be in the best interest of the Association, and with the care that an ordinarily prudent person in a like position would use under similar circumstances. In performing her/his duties, a Trustee, when acting in good faith, is entitled to rely on information, opinions, reports or statements, including financial statements or other financial data that are prepared or presented by: (a) one or more Trustees, Officers or employees of the Association who the Trustee reasonably believes are reliable and competent in the matters prepared or presented; (b) counsel, public accountants or other persons as to matters that the Trustee reasonably believes are within the person's professional or expert competency; or (c) a committee of the Trustees upon which he/she does not serve, duly established in accordance with the code of regulations, as to matters within its designated authority, which committee the Trustee reasonably believes to merit confidence.

A trustee shall not be considered to be acting in good faith if he/she has knowledge concerning the matter in question that would cause reliance on information, opinions, reports, or statements that are prepared or presented by persons described in (a), (b), or (c) in the first paragraph above, to be unwarranted.

Section 3. Composition of the Board of Trustees
The Board of Trustees will consist of 21 individuals who adequately represent our broadly defined constituencies (educators, researchers, practitioners, and students). The board will include three students. The President of the organization has discretion to fill two of the 21 seats based on the needs of the organization. In addition, three non-voting ex officio members including one representative each from the Ohio Department of Aging, the Ohio Department of Higher Education, and the Ohio Area Agencies on Aging, as well as any emeritus Trustees will serve on the board and participate in discussion and activities of the association. Known disabilities will be reasonably accommodated provided the Trustee can perform the essential functions of the Trustee role.

Section 4. Functions of the Board of Trustees
The Board of Trustees shall function as the policy body of the Association. The Board shall formulate policy to be recommended to the Electorate and shall appoint members to committees. It shall have responsibility for all activities undertaken in the name of the Association and shall perform such other duties as are specified by code of regulations. The Board of Trustees shall have responsibility and authority over the funds of the Association within the limitations set forth by the Code of regulations. It may review or examine, upon its own initiative or upon bona fide request of a member, the actions of any officer, committee, or other instrumentality of the Association.

Section 5. Functions of the Student Members of the Board of Trustees
The Student Members of the Board of Trustees shall have the same responsibilities as the non-student Members of the Board of Trustees. Student Members of the Board shall be engaged in organizing at least one student-focused event at the annual conference, participating in the recruitment of student members throughout the year, actively participate in a standing committee, and be in contact with the colleges and universities that have gerontology programs and honor societies throughout Ohio.

Section 6. Meetings of the Board of Trustees
The Board of Trustees shall meet a minimum of two times a year, one of which is the Annual Meeting. The President may call special meetings. Notice of meetings, in writing, for every Annual Meeting and for special meetings shall be prepared and distributed to each member no less than thirty days before the meeting. The Board of Trustees shall publish its minutes and proceedings. All meetings of the Board of Trustees shall be open to all members of the Association, except when two-thirds of the members of the Board of Trustees vote for a closed meeting.

Section 7. Rules of the Board of Trustees
A majority of the members of the Board of Trustees shall constitute a quorum, unless otherwise stated in code of regulations. And, except as otherwise specified in these code of regulations, decisions shall be by a majority of those present in voting.

Section 8. Terms for Board of Trustee Members
Members of the Board of Trustees shall assume their duties at the close of the Annual Meeting. The term of office for Trustees shall be three (3) years. A Trustee may be asked to serve a second consecutive three (3) year term. No Trustee shall serve more than two (2) consecutive terms except when filling an unexpired term: then it may be the remainder of the unexpired term in addition to the two (2) consecutive terms. A lapse of one (1) year after the second consecutive term must occur before further services as a Trustee may be considered. Beginning with the election for Board of Trustee Members for 2009, non-student Trustees are eligible to be elected to serve two consecutive terms and then must leave the board for one year before running for reelection to the board. The term for students shall be for one (1) year and students may be asked to serve a second one (1) year term at the time that new Board members assume their duties.

Article VI. Committee and Sections

Section 2. Internal Board Committees
The Internal Board Committees will consist of the Nominating/Bylaw Committee, Finance Committee, and the  Executive Committee.

a. The Nominating Committee will be chaired by the immediate Past President with a minimum of two members from the Board of Trustees appointed by the President. The duties of the Nominating/Bylaw Committee are to propose names of candidates for office and to propose names for unfilled positions. It will also review the bylaws annually and recommend any updates to be approved by the Board of Trustees.

b. The Finance Committee will consist of the Treasurer who serves as chair, and two board members appointed by the President in consultation with the Treasurer. In those years that are appropriate, the Treasurer-elect will serve as an ex-official member of the Finance Committee. The Finance Committee will develop and approve all budgets and contracts with the assistance of the Executive Committee. The committee will meet as needed and provide a report to the Board of Trustees at Trustee meetings and a report at the Annual Meeting.

c. The Executive Committee is designated as the committee responsible for the long-range planning of the organization, development of the organization’s budget and be the stewards of the organization’s funding. The Executive Committee will be composed of the following positions: President of the Board, Vice President of the Board, Treasurer of the Board. immediate Past President, and Student Board Member.

The duties of the Executive Committee are as follows:

1. The Executive Committee will engage in long-term planning as needed. It is responsible for the initiation and implementation of a strategic plan every five years. In addition, it will review and evaluate the accomplishments of the Association goals and objectives on an annual basis.
2. The Executive Committee with the assistance of the Finance Committee will develop and submit for board approval the organization’s annual budget prior to October 1st of each year.
3. The Executive Committee will maintain an ongoing history of the Association. 

Section 3. Standing Committees
The standing committees of the Association shall consist of the Conference Committee, Development/Membership Committee, Policy/Legislative Affairs Committee, Education/Scholars Program Committee, Awards Committee, Communications Committee, and the Student Committee. All categories of members shall be eligible to serve on committees for terms specified in the code of regulations pertaining to these committees. The president shall be an ex-officio member of all committees, except the Nominating Committee, but may designate the vice president to serve in his/her place.

a. The Development/Membership Committee is comprised of a chair and a minimum of two members from the Electorate appointed by the President. The Committee will recruit new members from educators, researchers, practitioners, and students. Also, this committee will be responsible for public relations and the development of publicity materials related to membership. It will also create a financial and expertise base from which OAGE can execute our objectives.

b. The Conference Committee consists of the Vice President, or other Board member appointed by the President, as the chair, a local arrangements chair, and a minimum of four members from the Electorate appointed by the President. The conference chair serves for 2 years and is responsible for oversight of long-range conference planning, as well as assistance with each annual meeting during his/her term. The local arrangements chair serves for 1 year and is the Board member who represents the conference location, being responsible for hosting, organizing, and overseeing the annual conference that will take place at the end of his/her term. The specific responsibilities of the Conference Committee vis a vis the Local Arrangements Committee are outlined in the Conference Committees.

c. The Policy/Legislative Affairs Committee is comprised of chair and a minimum of two members from the Electorate appointed by the President. The duties include discussing issues related to policy in the field of aging. The committee will recommend to the Board of Trustees positions with regard to these policies. The chair of the committee and designated members, with Board approval (or, between meetings, approval of the Executive Committee), will testify, when appropriate, to legislative bodies regarding these issues.

d. The Communications Committee consists of the Secretary (who serves as chair) and a minimum of two members from the Electorate appointed by the President. The duties of the Communications Committee consist of advising the Board of Trustees on ways in which the Association's objectives may be implemented through the Association’s website and other social media outlets. Committee members will develop a communications plan, solicit updates from members in the Association, review and evaluate the updates, edit those that are accepted, and publish where appropriate.

e. The Awards Committee consists of a chair and a minimum of two members from the Electorate appointed by the President. The committee will oversee the awards for the Educator of the Year, Researcher of the Year, Practitioner of the Year, the Lifetime Achievement Award, the Dr. Jerome Kaplan Best Graduate Paper of the Year, the Arnedia Smith Best Undergraduate Paper of the Year and the Aging and Marc Molea Innovation Student Award. Committee members solicit nominations for awards and will present the awards at the annual conference.

f. The Education Committee/Scholars in Aging will consist of a chair and members as appointed by the President. The goal of this committee is to develop and offer geriatric case management programs. In addition, this committee will develop other educational programs as needed to improve the career paths for students. It will also work with the Ohio Department of Aging regarding the Scholars in Aging Program to include reviewing and assisting in the selection of Scholars in Aging, finding ways to engage current and past scholars, and identifying ways to honor the past and build the future of OAGE and the Scholars in Aging program.

g. The Student Committee is to assist with the student’s experience surrounding the annual Conference and represent the students in gerontology programs on the Board. The committee will consist of the 3 student members and a minimum of one general member as selected by the President.

Section 4. Ad Hoc Committees
The president may create Ad Hoc Committees for a specific task or purpose. Such committees will have a limited period of time specified at the time of creation. When appropriate, membership on Ad Hoc committees should be representative. The Association president makes appointments to such committees.

Section 5. Reports
Chairs of internal board committees, standing committees and the student interest group shall give a report of their activities during each meeting.

Article VIII. Meetings, Business & Organizational Structure

Section 1. Annual Meeting

Annual Business Meeting, and Special Meetings

a. There shall be an Annual Meeting of the Association at a time and place to be determined by the Board of Trustees. Times and dates of joint meetings of the Association with related organizations shall be subject to the approval of the Board of Trustees. The Annual Meeting of the Association will include the Annual Conference and the Annual Business Meeting.

b. There shall be a session at the Annual Meeting for the Annual Business Meeting of the Association, such session not to conflict with other major program interests. At this session, reports of the preceding year shall be presented to the membership by the President, Chairs of the Internal Board Committees, the Standing Committees, the Interest Group, and the chairs of the Ad Hoc Committees of the Association. Each shall report to the Association regarding Committee's responsibilities and activities. In addition, the Association shall conduct such other business as specified by this code of regulations and as members may wish to bring before it in accordance with this code of regulations. The Annual Business Meeting of the Association shall have an agenda set by the President and approved by the Board of Trustees.

c. At any meeting of the Association, the members present shall constitute a quorum.

Section 2. Dues
The Board of Trustees shall determine dues for the members. Dues shall be payable at the time of the annual meeting of the Association. Nonpayment of dues shall be considered equivalent to resignation from the Association.

Section 3. Organizational Office
The Association has established an office for the promotion of the objectives of the Association. The office is housed at the Ohio Association of Area Agencies on Aging, at 88 E Broad St # 870, Columbus, OH 43215.

Section 4. Publications
Notices, records, reports, proceedings, journals and other documents shall be published as are authorized by these code of regulations or by a vote of the Board of Trustees. All documents shall be kept on file in the central office or office designated by Executive Committee.

Article X. Rules of Procedure

The rules of procedure in the meetings of the Association, including the Board of Trustees and the Executive Committee, shall be those of Robert's Rules of Order (latest edition) except as may be otherwise specified in these code of regulations. All motions, except as otherwise specified in this code of regulations, shall be determined by a majority of the votes cast.

Article X!I. Conflicts of Interest and Disclosure of Related Activities

The Conflict of Interest Policy is designed to make sure that Trustees, volunteers and key employees do not participate in decision making on behalf of OAGE that can benefit them or their family. The questions set forth in the Annual Conflicts of Interest and Disclosure of Related Activities Statement have been prepared for the purpose of helping the OAGE identify matters which might create, or be thought to create, conflicts of interest for Trustees in carrying out their fiduciary responsibilities to the OAGE. (The complete Statement is posted on the OAGE web site and available upon request.)

Article X!II. Indemnification

Section 1.
The Association shall indemnify each member of its Board of Trustees, Executive Committee, Officers, and Staff for the defense of civil or criminal actions or proceedings as hereinafter provided and, notwithstanding any provision in this code of regulations, in a manner and to the extent permitted by applicable law.

Section 2.
The Association shall indemnify each of member of the Board of Trustees, the Executive Committee, officers, and staff as aforesaid, from and against any and all judgments, fines, amounts paid in settlement, and reasonable expenses, including attorney's fees, actually and necessarily incurred or imposed as a result of such action or proceeding, or any appeal therein, imposed upon or asserted against him/her by reason of being or having been such a member or officer and acting within the scope of his or her official duties, but only when the determination shall have been made judicially or in the manner hereinafter provided that he/she acted in good faith for a purpose which he/she reasonably believed to be in the best interests of the Association, and, in the case of a criminal action or proceeding, in addition, had no reasonable cause to believe that his/her conduct was unlawful. This indemnification shall be made only if the Association shall be advised by its Board of Trustees acting (1) by a quorum consisting of Board of Trustee members who are not parties to such action or proceeding upon a finding that, or (2) if a quorum under (1) is not obtainable with due diligence, upon the opinion in writing of independent legal counsel that the member or officer has met he foregoing applicable standard of conduct. If the foregoing determination is to be made by the Board of Trustees, it may rely, as to all questions of law, on the advice of independent legal counsel.

Section 3.
Every reference herein to a member of the Board of Trustees, or Executive Committee or to an office of the Association, or to a staff member shall include every member and officer thereof or former member and officer thereof. This indemnification shall apply to all the judgments, fines, amounts in settlement, and reasonable expenses described above whenever arising, allowable as above stated. The right of indemnification herein provided shall be in addition to any and all rights to which any member of the Board of Trustees or Executive Committee member or officer, or staff member of the Association might otherwise be entitled and the provisions hereof shall neither impair nor adversely affect such rights.

Ohio’s 2023-2026 State Plan on Aging sets a bold goal that all Ohioans live longer, healthier lives with dignity and autonomy, and that disparities and inequities are eliminated. Progress toward this goal is critical because, for too many Ohioans, opportunities for healthy aging are out of reach. For example, Ohioans living just miles apart experience strikingly different life expectancy driven by differences in community conditions and access to resources.

The global COVID-19 pandemic has accentuated the unique needs and challenges faced by older Ohioans and caregivers, exposed flaws in systems and infrastructures, and highlighted the resilience of communities and the aging network. The pandemic has profoundly impacted many Ohioans, with disproportionate impacts on some groups, such as Black Ohioans and Ohioans with disabilities.

The state’s commitment to older adults and caregivers is unwavering in the face of these challenges, and this commitment is reflected in Ohio’s 2023-2026 State Plan on Aging.

The Ohio Department of Aging develops a strategic framework, required by the federal Older Americans Act, to provide leadership that improves and promotes quality of life and personal choice for older Ohioans, adults with disabilities and their families and caregivers. The most recent framework, or state plan, covers federal fiscal years 2023 through 2026.

Ohio’s 2023-2026 State Plan on Aging implements a collaborative approach that stands out from other aging plans across the country. The plan calls on all Ohioans – including state and local partners in both the public and private sectors – to join forces to help Ohioans live longer, healthier lives with dignity and autonomy, and to eliminate disparities and inequities in aging.

For more information