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					                            MAEA POLICY DOCUMENT
                                      TABLE OF CONTENTS [revised 10-2009]

1.0 Administrative Policies
      1.1 Vice President                                                3
      1.2 President Elect                                               3
      1.3 Executive Board                                               3-5
      1.4 MAEA Meeting Procedures                                       5
      1.5 MAEA Officers, Division Chairs, Liaisons                      5
      1.6 Membership Secretary                                          5
      1.7 Executive Secretary                                           5
      1.8 Nominations Committee and Elections                           5-6

2.0 Financial Policies
       2.1 Treasurer Duties [with no bookkeeper]                        7
       2.2 Treasurer Duties [with a bookkeeper]                         7
       2.3 Bookkeeper Duties                                            7-8

3.0 Job Descriptions
      3.1 Treasurer                                                     8
      3.2 Bookkeeper                                                    8-9

4.0 Background, Qualifications and training                             9

5.0 Banking Procedures                                                  9

6.0 Payment/ Reimbursement procedures                                   10

7.0 Conference Registration and Reimbursement                           10

8.0 Bonding and Insurance                                               10

9.0 Revenue and Benefits                                                10

10.0 Maintenance of Budget Accounts                                     10

11.0 Signature Authorization                                            11

12.0 Fiscal year and Carryover Money                                    11

13.0 Federal and Tax Exempt Status                                      11-12

14.0 Cash Box                                                           12

15.0 Banking and Assessments                                            12

16.0 Conference Policy [see also Conference Policy Document]            12-13

17.0 Advocacy/ Award Policy
      17.1 Art Acquisitions                                             12-3
      17.2 Governor’s Traveling Show                                    13
      17.3 MYAF                                                         13
      17.4 Awards Chair Committee Requirements                    13
      17.5 Procedures for selecting Art Educators of the Year     13
      17.6 Policy /Procedures for Distinguished Service Award     14
      17.7 Procedures for Recognizing MAEA Retired Art Teachers   15
      17.8 Explanation of the Memorial Endowment Fund             15
           Art Educator Scholarship
      17.9 Communications Equipment                               16-17
      17.9 Policy Notebook Maintenance                            17

Appendix
     1 MAEA Conflict of Interest Disclosure Statement             18-19
     2 MAEA Equipment Loan Receipt                                20
     3 MAEA Governance Structure                                  21
     4 Nomination Form Template                                   22
     5 Daily receipt Recap Sheet                                  23
     6 MAEA Disbursement Journal Sample                           24




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                                           MAEA POLICY DOCUMENT

                                         I.0. ADMINISTRATIVE POLICIES
1.1. VICE PRESIDENT will: [as per Constitution and By-Laws]
   1.1.1. Strengthen regional liaison network by:
          a. Vice President holding a half-hour meeting before council meetings specifically for liaison concerns.
          b. A column in newsletter for liaisons. Region numbers placed on conference name tags
   1.1.2. (Procedure) Limit reports at annual business meeting to 5-10 minutes.
    1.1.3 (Procedure) Liaisons notify Vice President if they need to quit. It is their responsibility to choose and train
    a successor as soon as possible.
    1.1.4. Liaison Direction: Liaison responsibilities:
          a. Ambassadors are needed to recruit leaders and volunteers through “personal touch.”
          Phone calls, Personal visits
          b. Networking (members should feel that they are never alone)
          c. Needs assessment to inform us about our membership
          d. Liaison Collegiality: Empowerment of the liaisons. Certificates provided by the Association rewarding
          volunteers for their help, signed by the President and the Liaison
          e. Budget for the liaison to reflect current needs.
          f. Regional “let’s get together” time: should be built into the Fall conference
          g. Liaisons should personally encourage their members to attend these meetings.
          h. Liaisons should become mentors to their members during the conference (conferences can be cause for
          fear).

1.2. PRESIDENT ELECT will: [as per Constitution and By-Laws]
   1.2.1. Implement the plan of action:
         a. Form committees as needed
         b. In the event that a committee finishes the designated work for that year, they may “pull ahead” and begin
         to work on the following year’s agendas.
         c. Update the Council on the progress of each committee.
         d. Present completed committee work before council for approval (proposals policies, recommendations,
         etc.).
         e. Present updated Strategic Plan to Council.
         f. Update Strategic Plan yearly during the Fall workshop by:
                   Reviewing priorities from the previous year.
                   Considering new issues that may have emerged. Council members may present issues for
                   consideration at this time.
                   Review mission and goals and modify the plan based on data collected.

1.3. EXECUTIVE BOARD will: [as per Constitution and By-Laws]
     1.3.1. (Recommendation) Book conferences three years in advance. Rotate location of Annual Conference to
     three sections of the state.
     1.3.2. (Procedure) MAEA officer notebooks will be updated at the end of each officer’s term.
     1.3.3. Policy for the Acceptance of Gifts to the Michigan Art Education Association property, the Executive
     Council should respond according to the following procedures:
          a. Include the proposed gift as an agenda item at a regular council meeting.
          b. Ask that the donor provide a clear explanation of intent or expectation, if any, for the acceptance or use
          of the gift using the form provided.
          c. Entertain a motion for the acceptance of the gift with a simple majority required for passage.
          d. Direct the Recording Secretary to provide the donor with a letter of acceptance and appreciation which
          clearly indicated the value and nature of the gift.
     1.3.4. Gifts should not be accepted which:
          a. Compromise the integrity of the MAEA.
          b. Constitute a flow-through payment for services not directly authorized by Executive Council.
          c. Jeopardize the tax-exempt or non-profit status of the Association.
          d. Place the Association in an obligatory unless deemed appropriate by the Executive Council.
     1.3.5. MAEA agrees with the NAEA policy statement against contests in art education.
     1.3.6. No advertising or solicitation of votes for any nominee for any office of MAEA will be acceptable

                                                           3
1.3.7. Condensed minutes as well as the annual Treasurer’s Report will be included in Arteacher. This shall be
the responsibility of the Recording Secretary.
1.3.8 All MAEA Executive Board and MAEA Council members will review and discuss the following
policies required for non-profit organizations annually:
CONFLICT OF INTEREST: all members of these two governing bodies will be given the opportunity to
sign their agreement to this policy
     Conflict of Interest Policy

    MAEA directors, officers, committee members, staff, and other volunteers, while acting on behalf of
    MAEA should avoid conflicts of interest. Even the appearance of a conflict of interest should be avoided.
    All actions should be based solely on the best interests of MAEA, in accordance with applicable state and
    federal laws and regulations. Actions should not be influenced by personal considerations.

    A conflict of interest occurs whenever an individual has a direct or indirect interest, financial or otherwise,
    in the outcome of any transaction or matter involving MAEA. A conflict of interest also occurs whenever
    an individual has a relationship with other parties to the transaction or matter in a manner adverse to
    MAEA.

    Depending upon the immediacy and seriousness of the conflict, a number of resolutions are possible. If the
    conflict is minimal, it may be cured through nothing more than disclosure of the interest and a pledge to
    remain objective and neutral to it. Other conflicts are more serious and may require the board or committee
    member to remove themselves from any involvement in the association’s discussions or decision making
    on the matter. (This is called recusal.) In rare cases, conflicts are so immediate and serious that resignation
    from the board, committee, or other association assignment is the only prudent means of avoiding the
    conflict.

    It is the prerogative of the board, not the individual, to determine how severe a conflict is and the
    appropriate steps that must be taken to remedy it.

    Interests do not often, per se, create actual conflicts. Individuals often have fully legitimate responsibilities
    to more than one board or organization. It is generally only when some specific issue arises in which both
    organizations have a direct interest that an actual conflict exists. It is important to stress that the existence
    of a conflict of interest and the actions taken to resolve that conflict are not punitive or a negative reflection
    on the affected board or committee member’s ethics, commitment to MAEA, or judgment.

    If an individual has a conflict of interest or potential conflict of interest in connection with any MAEA
    transaction or matter, he or she should immediately notify the President, or other appropriate MAEA
    representative.
    See appendix # 2 for signature document

    DOCUMENT DESTRUCTION PROHIBITED

    No officer, director, employee or agent of the Association shall knowingly destroy a document with the
    intent to obstruct or influence the investigation or proper administration of any matter within the
    jurisdiction of any government department or agency or in relation to or contemplation of any such matter
    or case.

    RETALIATION AGAINST WHISTLEBLOWERS PROHIBITED

    No officer, director, employee or agent of the Association shall take any harmful action with the intent to
    retaliate against any person, including interference with employment or livelihood, for providing to a law
    enforcement officer any truthful information relating to the commission or possible commission of any
    offense.

1.3.9 Mailing list and or personal contact information: The MAEA Executive Board and/or its representatives
will at no time release the member mailing list for sale, or by request without the express permission of
the majority of the membership, by vote of the entire membership.

                                                       4
    1.3.10. See MAEA Communications Equipment Policy 17.9

1.4. MAEA Council Meeting procedures:
     1.4.1. Begin meetings with a moment for the mission followed by time for what is happening with kids (sharing
     time).
     1.4.2. Set aside time at Council meetings for liaisons to update us on what is happening around the State and
     devote January meeting or annual leadership meeting to Liaison concerns.
1.5. MAEA Officers, Division Chairs, Liaisons will:
     1.5.1All MAEA members holding offices and/or chair responsibilities are required to follow all MAEA
     approved policies. If this member, chair, or elected officer wishes to have a policy reviewed they must go
     through the following process while abiding by the MAEA policy in question:
          a. They are to present the policy in question to the Executive Board stating their concern or opinion.
          b. The Executive Board will review the concern/policy, and make a determination to revise or keep the
          policy as written.
          c. During this process the member, chair, or elected officer in the leadership position must follow the policy
          until a determination has been made by the MAEA Executive Board.
          d. Once the Executive Board makes a determination the member, chair, or elected officer will be presented
          with the board decision.
          e. If the member, chair, or elected officer cannot abide by the Executive Boards decision then the board will
          replace the individual in this position. This will be followed as set in the MAEA By-Laws: I. Duties and
          Responsibilities of the MAEA officers, appointed chairs and liaisons, section 1. President.
See Appendix 1 Michigan Art Education Association Governance Structure
1.6.MEMBERSHIP SECRETARY:
   1. 6.1.Membership will be presented with a breakdown of numbers in different divisions, (Higher Education,
          Secondary, Middle School and Elementary, students, retirees, museum ed.) during the annual business
          meeting.
   1.6.2. Welcome packets are sent to new members by Membership Secretary.
   1.6.3. Renewal Forms are sent out by membership secretary to members who do not renew (excluding students).
   1.6.4. Publish the names of new members yearly in Arteacher
   1.6.5. Use the Arteacher as a vehicle for recruitment of non-council members to work on committees
   1.6.6.. (Procedure) Print the Council directory once per year in the Arteacher. Post the directory on the website,
   email the directory quarterly and include information on how to have a hard copy of the council directory mailed
   in each edition of the Arteacher.

1.7. EXECUTIVE SECRETARY COMMUNICATIONS: [see Conference Policy, Constitution and By-Law,
Job Qualifications and Job Description Documents]
 An ad hoc committee appointed by the President will be charged to: establish and maintain the general job
description, duties, salary and employment hours of the Executive Secretary. This committee also will monitor
and annually review this position with recommendations for job performance and future concerns to the
President. The charges of this ad hoc committee will run concurrently with the President’s term of office.
         3.3.2. The Executive Secretary will serve on the MAEA Executive Board as a non-voting member.
         3.3.3. The MAEA President retains the sole authority to hire and dismiss the Executive Secretary
              based on the recommendations of the ad hoc committee whose responsibility is to monitor and
              review the performance of the Executive Secretary.
   1.7.1. Executive Secretary will follow all the communications jobs specified in the Job Description/ Job
   Qualifications Document.
   1.7.2. Executive Secretary will meet responsibilities requested by President and set in the Job Description
   document.

1.8. NOMINATIONS COMMITTEE:
   1.8.1. The MAEA Nomination Committee is comprised of the MAEA Past President and two council appointed
   members, (as prescribed by the MAEA by-laws). The MAEA Nomination Committee is charged with the
   responsibility of canvassing the membership developing a qualified slate of candidates for presentation to the
   membership and implementing the election process.
   1.8.2.The Nomination Committee is a standing committee established by the council twelve months prior to the
   election. The Nomination Committee should regularly meet to review the needs of the Association, specifically
   to identify individuals/members who can effectively serve the Association in future elected positions.

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   1.8.3. A Nomination Committee member cannot be a candidate for an elective office. In the event a
   Nomination Committee member wishes to be a candidate for an elected office, the MAEA President
   will appoint a non-candidate member from the council to fill the vacancy.
   1.8.4. The MAEA Election Committee is charged with the following responsibilities:
         a. Canvassing the membership and the Council for qualified candidates. All nominees must be
         MAEA/NAEA members in good standing. A nomination form will be presented to all council members
         and forms will be available on the MAEA website and published in the MAEA Arteacher Newsletter
         calling for nominations and resumes from the general membership. The Nomination Committee will
         determine nomination deadlines and timelines for the election.
         b. Develop a manageable slate of candidates that meet the needs of the Association based on demonstrated
         service to the Association and a candidate’s resume of qualifications.
         c. Present the slate of candidates to the President and Council prior to the annual MAEA conference.
         Presentation of the slate will occur during the annual MAEA business meeting.
         d. Compile and prepare a biographical synopsis sheet to accompany the ballots so membership can make
         an informed decision. It is the responsibility of the nominee to provide said biographical information,
         photos, etc. to the committee in whatever format the Nomination Committee deems appropriate for
         publication. The Committee should plan to take photos of the candidates at right after the Annual Business
         Meeting.
         e. The treasurer will provide a line item (called Nomination Committee/Elections) for expenses (printing,
         envelopes, postage, etc.) dealing with the election process. The amount for this line item will be
         determined by the Nomination Committee and approved by Council.
         f. Develop a document inclusive of the biographical information, and a photograph of each candidate, and
         the ballot. The ballot must include space for write-in candidates. Send the approved ballot to the MAEA
         graphic designer.
         g. The Executive Secretary will proof the text and layout of the ballot, with final approval from the
         Nomination Chair. The ballot will then be sent to the Webmaster for posting on the MAEA Website.
         h. The approved ballot will also be available on the website as a PDF, for opening in a Read-Only, typing
         in the responses, and printing and mailing to the Nomination Chair.
         h. The electronic ballots inclusive of the biographical information on the candidates will be posted on the
         MAEA website with directions for casting a vote.
         i. It is recommended that the election begin at least two weeks following the annual conference Business
         Meeting
         j. Once the final ballot is posted, an email will be sent to the entire MAEA membership. This notification
         will be sent using the current NAEA/MAEA membership information.
         k. Current NAEA/MAEA membership ID numbers will be required to vote in the election.
         l. The ballots will be submitted online and available to only the Election Committee Chair as designated on
         the electronic ballot.
         m. Download and print the computer tally of the ballots.
         n. The Nomination Committee will notify the winning and losing candidates by letter, phone call, or email
         prior to the January changeover meeting and prior to making information available to the general
         membership. Results of the election will be available on the MAEA website and printed in the Winter
         issue of the Micro Arteacher Newsletter with accompanying information (when applicable) on each elected
         officer, if the deadline for this publication can be met. It is advisable that the Chair contacts the Executive
         Secretary or Graphic Designer to reserve space for the article.
         o. The computer printout of the number of votes cast, and the totals for each candidate will be presented at
         the January executive and Council meetings for approval. In the event of a tie, refer to the MAEA
         Constitution and by-laws for disposition.
         p. The electronic ballots system will be destroyed following their verification by vote of Council.
         q. The Nomination Committee will dissolve. The MAEA President will send letters of recognition and
         thanks to the Nomination Committee for their personnel files. The new candidates for the Nomination
         Committee will be canvassed from the membership through the MAEA Volunteer Bureau.


See Appendix 2 for suggested nomination form.




                                                           6
                              2.0 Financial Policies:[ adopted the NAEA Draft of Handbook for State/ Province Art
                                      Education Association Treasurers or Financial Trustees 2006]
The Executive Board recognizes its responsibility to maintain stable, secure financial policies that will abide by all
state and federal laws, and protect the association’s non-profit organization status.

2.1. TREASURER DUTIES: [no association Bookkeeper]
The Treasurer will:
        2.1.1. Receive and deposit all association monetary funds in the banking institution approved by the
        Executive Board.
        2.1.2. Maintain prudent investments in money market account, or mutual funds approved by the Executive
        Board.
        2.1.3. Disburse funds by check when proper invoices, forms, and receipts have been submitted for
        reimbursement or payment.
        2.1.4. Maintain electronic financial records for the association.
        2.1.5. Serve on the Finance Committee.
        2.1.6. Submit proposed budget to Executive Board prior to the beginning of the next fiscal year.
        2.1.7. Submit an Annual Report for publication at the Annual Business meeting.
        2.1.8. Be responsible for all financial reporting as required by law.
        2.1.9. Work cooperatively with the Bookkeeper [if there is an association Bookkeeper] as the
                second reviewer in the monthly reconciliation of all financial records, and the annual
                preparation of tax records as required by law.
        2.1.10. The Association Financial Institution[s] shall be reviewed annually and a report should be
               given to the Executive Board detailing whether a change to another institution needs to be made.
        2.1.11. Signatures on all accounts should be changed when required by election
                results, personnel changes in positions on the Executive Board, or the law.
        2.1.12. Signatures for all banking Institutions shall be handled during an official Executive Board meeting
               as required by State and Federal banking laws and Homeland Security laws, with all designated
               parties present and signing.

2.2. TREASURER DUTIES: [with an association Bookkeeper]
The Treasurer will:
        2.2.1. Maintain prudent investments in money market account or mutual funds approved by the
               Executive Board.
        2.2.2. Maintain electronic financial records for the association.
        2.2.3. Serve on the Finance Committee.
        2.2.4. Submit proposed budget to Executive Board prior to the beginning of the next fiscal year.
        2.2.5. Submit an Annual Report for publication at the Annual Business meeting.
        2.2.6. Be responsible for all financial reporting as required by law.
        2.2.7. Work cooperatively with the bookkeeper as the second reviewer in the monthly reconciliation of all
               financial records and the annual preparation of tax records as required by law.
        2.2.8. The Association Financial Institution[s] shall be reviewed annually and a report should be
                given to the Executive Board detailing whether a change to another institution needs to be made.
        2.2.9. Signatures on all accounts should be changed when required by election results, personnel
               changes in positions on the Executive Board, or the law.
        2.2.10. Signatures for all banking Institutions shall be handled during an official Executive Board meeting
               as required by State and Federal banking laws and Homeland Security laws, with all designated
               parties present and signing.
        2.2.11. Approve and Sign monthly Disbursement Journal as prepared by Bookkeeper for check
               authorization. [see 11.5]
See Appendix 4 for recommended form
2.3. BOOKKEEPER DUTIES:
A bookkeeper hired by the Executive Board will:
        2.3.1. Maintain both daily operating expenses and procedures for the association.
                  a. Receive and deposit all association funds.
                  b. Disburse funds by check as requested with the appropriate receipts, disbursement forms, and
                  documentation.
                  c. Disburse funds only if they are within the line item budget allowed by the Executive Board.

                                                           7
                 d. Maintain electronic financial records of all transactions.
                 e. Work cooperatively with the Treasurer to prepare annual tax records as required by law.
                 f. Work cooperatively with the Treasurer to prepare the annual report.
                 g. Work cooperatively with the Treasurer to prepare the association books for audit when required
                 by the Executive Board and or by law.
                 h. Work cooperatively with the Treasurer as the second reviewer in the monthly reconciliation of
                 all financial records,
                 i. Sign monthly Disbursement Journal and send to Treasurer for approval of check authorization.
                 [see 11.5]
        2.3.2. Maintain the daily finances for the annual association conference.
                 a. Co-sign Conference account with the Conference Chair[s] and Treasurer.
                 b. Receive and deposit all conference funds.
                 c. Disburse funds by check as requested with the appropriate receipts, disbursement forms, and
                 documentation.
                 d. Disburse funds when approved by the Conference Chair[s].
                 e. Maintain electronic financial records of all annual conference transactions.
                 f. Work cooperatively with the Conference Chair[s] to complete the Annual Conference Financial
                 Report.
        2.3.3. Function cooperatively with the elected Treasurer.
        2.3.4. Association books will be audited every year, until such time that it is recommended to audit during
        election years. The audit years will coordinate with the election of a new Executive Board or during a
        regularly scheduled number of years

                                           3.0. JOB DESCRIPTIONS

3.1 TREASURER: [as per Constitution and By-Laws]
       The Treasurer will:
       3.1.1. Handle all expenditures concerning association funds in collaboration with accounting
              professionals.
       3.1.2. Oversee/facilitate long range financial planning in conjunction with approved professional(s)
               recommended by the finance committee or Executive Board.
       3.1.3. Present an annual operating budget to the Executive Board and General Council at the January
               meeting for approval.
       3.1.4. Submit records for financial review including:
                 a. A written report to be published for the General Business Meeting
                 b. An in-house financial review during off election years.
                 c. A written independent financial review [audit] following a general election.
       3.1.5. Maintain non-profit [501 C3, 501c6] status and report status annually at Executive Board
              budget meetings.
       3.1.6. Insure expenditures within the budget shall not exceed the assets of the organization.
       3.1.7. Seek and attend IRS training for non-profit organizations.
       3.1.8. Attend Executive Board and General Council meetings.
       3.1.9. Be bonded along with any other Executive Board or Governing Council members handling
              association funds.
       3.1.10. Transfer funds on any given line item by approval of the Executive Council and notification
                 of parties.
       3.1.11. Insure that all Standing Committees controlling funds have accounts co-signed and supervised by
               the President and Bookkeeper.

3.2 BOOK KEEPER: [as per Constitution and By-Laws]
       The Bookkeeper will:
       3.2.1. Submit all financial reports within generally accepted accounting formats, [GAAF] in cooperation
              with the Treasurer.
       3.2.2. Prepare an updated line-item budget prior to each Executive Board meeting. The budget will be
              based on the fiscal year stated in the constitution.
       3.2.3. Prepare the written report for presentation at the Executive Board anD General Council meetings and
              Annual Business meetings in cooperation with the Treasurer.

                                                        8
         3.2.4. Prepare the books for the annual review by an accountant and income tax preparation as required by
                 law.
         3.2.5. Co-sign accounts that control the operating account and conference accounts.
         3.2.6. Be bonded along with the Treasurer and any designated Executive Board members handling
                 association funds.
         3.2.7. Be bonded along with any other Governing Council members handling association funds.
         3.2.8. Transfer funds on any given line item by approval of the Executive Board and notification of
                parties.
         3.2.9. Insure that all Standing Committees controlling funds have accounts signed and supervised by the
                President, Treasurer, and Bookkeeper.

                         4.0. BACKGROUND, QUALIFICATIONS, AND TRAINING

4.1. Any individual in the association who has strong organizational skills, currently manages family finances, has
experience using computer spread sheets such as Quicken or Excel, has a record of completing work in a timely and
efficient manner, and is willing to devote a great deal of time to the association qualifies for the position of
Treasurer.

4.2. The Treasurer must be of sound character, reliable, and, above all, trustworthy. It is recommended that the
Executive Board actively seek information about these characteristics prior to accepting the nomination of any
individual for election as Treasurer or selection as Bookkeeper. Although it is difficult to quantify these
characteristics, it is highly advisable for Nominating Committees to secure character references for Treasurer and
Bookkeeper nominees.

4.3. Each association should be a member of a state non-profit organization consortium which can either provide
training for Treasurers or access information regarding procedures and obligations associated with treasury issues.

                                          5.0. BANKING PROCEDURES

Banks will provide varying checking account options and fees. Therefore, it is important to review current banking
procedures and policies such as: required minimum balances; the association’s frequency of financial transactions;
deposit procedures; un-cancelled checks [generally after 6 months]; and any other procedures or policies involved
with banking of association funds.

5.1. ATM cards shall not be approved for use to pay for any conference or association
expenses.
5.2. All association accounts shall be in the name of the association. Conference accounts will specify the
conference year or special uses such as scholarship funds, grants, or other uses approved by the Executive Board.

5.3. All association accounts shall have authorized signatures from the President, Treasurer, and Bookkeeper as
standard operating procedure. Conference accounts shall have the additional signature of the Conference Chair(s).
          5.3.1 All accounts shall be set up and signed according to state banking and federal homeland security
          laws.
          5.3.2 Association signatures must be updated with association elections and in accordance with state laws.
          5.3.3 Consideration should be given to selecting a banking company that is widely available throughout the
          state or with accessibility to all board members approved to conduct banking for the association.

                             6.0. PAYMENT/ REIMBURSEMENT PROCEDURES

6.1. Bills shall be paid only if submitted with the appropriate disbursement or
reimbursement forms that have been filled out properly and include the proper receipts.
          6.1.1. The association will provide standardized reimbursement forms.
          6.1.2. State Non Profit Associations recommend acceptance of actual receipts only. Copies of receipts can
          be altered and/or submitted multiple times.
6.2. Payments for disbursements will be made within the year they occur. Should a member request reimbursement
after the year in which it occurred, it will be paid from the current year’s budget, thus reducing the line item from
which it is taken for that year.

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6.3. The association reimburses for gas receipts only for the Executive Board and others as approved by the
Executive Board. Mileage also may be deducted as volunteer miles on individual tax forms. [Refer to IRS volunteer
mileage laws.]
6.4. Individuals receiving stipends from the association will submit an invoice for their services to the Treasurer or
Bookkeeper for payment as designated by the Executive Board.
6.5. Routine expenditures, within the line item budget allowance authorized by the Council, may be approved by the
officer or chair responsible.



                       7.0. CONFERENCE REGISTRATION AND REIMBURSEMENT

7.1. The association policy is that all members, co-chairs, Executive Board members pay a registration fee for the
annual conference.
7.2. The association shall reimburse for the cost of supplies based on the number of tickets sold for ticketed
presentations, for conference presenters when their request and receipts are submitted on the association conference
reimbursement form.

                                        8.0. BONDING AND INSURANCE

8.1. The association Board of Directors, [President, President Elect, Vice President, Secretary, Treasurer,
Membership, Conference Chairs, and Bookkeeper] and any other designated members handling association monies
shall be bonded.
          8.1.1. Bonding or insuring the Treasurer is generally recommended if there is more than $100,000 in the
          treasury at any time during the fiscal year.
8.2. The association shall maintain Liability Insurance as required by state insurance laws.

                                          9.0. REVENUE AND BENEFITS

9.1. The association shall not, in any way, act or engage in activities which might affect its right to full tax
exemption or the right of donors to full tax deduction of their contributions to the association.
9.2. The association as a tax exempt organization, shall operate so as to entitle all federal and/or state tax exemptions
which may be granted to charitable, scientific, and education associations or foundations.
9.3. The association shall not sell any substantial part of its securities or other property for less than adequate
consideration for money or money’s worth.
9.4. The association shall not engage in any other transaction that either directly or indirectly results in such
diversion of its revenues.
9.5. Annually the Executive Board and Governing Council shall determine that revenue has served the operation and
stated purpose of the organization as set forth in the Constitution and By-laws.
9.6. The Executive Board and Governing Council shall engage in sensible fiscal management that values carryover
of surplus from one fiscal year to the next in order to provide a contingency fund for unexpected expenses and to
provide unearned income for the association.
9.7. The Executive Board and Governing Council shall annually review the monetary value of the contingency fund
to determine if it is appropriate in the amount and/ or duration.

                                10.0. MAINTENANCE OF BUDGET ACCOUNTS

10.1. Upon approval of the annual budget by the association Executive Board and Governing Council, it shall be the
responsibility of the council member who is the manager of the individual program or budgetary line item, not to
exceed the monetary amount of their account.
10.2. If any expenses could or will exceed the budgeted amount in a particular account, it shall be the responsibility
of that council member or account manager to seek approval of Treasurer, or Executive Board. Seek approval of
Treasurer if the amount is less than $100.00 or council governing body if the amount is over $100.00




                                                          10
                                      11.0. SIGNATURE AUTHORIZATION

11.1. It shall be the responsibility of the President [or designated agent] to represent the association with his/her
name and signature on legal and ceremonial documents requiring such authorization and validation.
11.2. It shall be the responsibility of the Treasurer to represent the association with his/her signature on all financial
documents and accounts requiring authorization and validation that either the President or Treasurer could sign.
11.3. Documents that the Treasurer shall be authorized to sign on behalf of the association are checks, contracts that
involve payments, documents dealing with tax exemptions, or financial institutions relevant to the checking or
investment accounts.
          11.3.1. Documents that the association Bookkeeper shall be authorized to sign include all checks or
          financial documents dealing with the day-to-day operations of the association.
          11.3.2. The Bookkeeper must seek authorization from the Treasurer or association governing body for any
          disbursements, contracts, or payments that exceed the budgeted amount.
11.4. Checks must be signed by an Executive Board member other than the one who makes out the checks.
Example: if the bookkeeper makes out the checks, another Executive Board member signs the checks.
          11.4.1. A variation on this could be a two signature process; ie the bookkeeper makes out the check and
          signs it, as well as the treasurer or another designated Executive Board member.
11.5. The treasurer or bookkeeper compiles a monthly journal of checks for approval by the second Executive Board
designee [treasurer]. The check journal is then approved and the checks dispersed by the writer of the checks.
          11.5.1. The journal is then signed by both the bookkeeper and the treasurer.
See Appendix 4 for recommended form
11.6. Signatures of association Executive Council representatives shall be authorized to validate contractual
agreements between vendors, venues, companies, keynote speakers, presenters, and individuals with association
related duties of their office.
11.7. Every election year signature authorizations shall be reviewed and updated.
11.8. In the case of association checking accounts, money market or mutual fund accounts, signatures must be
updated to include the current President if the current Treasurer be unable to fulfill this responsibility.
11.9. Should the role of Treasurer become vacant during his or her term of office, the President will continue to
authorize financial transactions, withdrawals, or account closures until a new Treasurer can be appointed or elected.

                                12.0. FISCAL YEAR AND CARRYOVER MONEY

12.1. The fiscal year shall be defined in the association Constitution and By-Laws.
12.2. At the end of the fiscal year, all budgeted accounts shall be closed and the fiscal year budget report shall be
finalized.
12.3. The Annual Report shall be published in the association designated publication. i.e. In fall or winter journals or
newsletters, Book of Forms, on the association website, or other means of communication with the membership
approved by the Executive Council.
12.4. Until the new budget is approved by the association, Executive Board, and Governing Council, money
remaining in the appropriate accounts will be carried over into the general fund account.
         12.4.1. Requests for reimbursement or payment following the closure of the fiscal year shall be drawn from
         the new fiscal year budget and charged to the appropriate proposed budget account.
         12.4.2. When appropriate, the Executive Board or Governing Council may direct the Treasurer to place the
         unused money from the previous fiscal year in the money market or mutual fund investments in order to
         provide financial security for the association.

                                  13.0. FEDERAL AND TAX EXEMPT STATUS

13.1. As a non-profit organization with an income tax-exempt status under Section 501 C (3), associations shall
remain in compliance with all rules regarding the Internal Revenue Code Section 509 (a) (2).
13.2. It shall be the duty of Executive Council members or their representatives to use either tax-exempt status when
required or to substantiate the association as a non-profit organization free from tax obligations.
13.3. Association members shall remain in compliance with all rules regarding the State Sales and Use Tax Codes.
13.4. It shall be the duty of Executive Council members or their representatives to present the State Sales and Use
Tax Exempt Certificate when purchasing exempt merchandise or services.
13.5. It is the duty of each association to check with their State Attorney General for State Sales and Use Tax Codes
and to make sure their association designees comply with the state regulations for use.

                                                           11
                                         14.0. CASH BOX [see appendix 3]

14.1. Before placing into service, money in all cash boxes provided by the Treasurer or Bookkeeper shall be counted
by the designated association member(s) to verify the starting cash amount(s) on the form provided by the
association.
         14.1.1. Cash received at a conference or other association sponsored event must be counted out at the
         beginning and end of each day. A “Daily Receipt Recap Sheet” must be signed and dated and deposited
         that day, or the next morning. The deposit slip must then be attached to the “Daily Receipt Recap Sheet
         ”and turned into the treasurer or designated party for the official association records.
14.2. Designated association member(s) who are in possession of the cash boxes shall be responsible for the welfare
and safe keeping of the boxes and its contents before, during, and after sales activities.
14.3. Designated association member(s) who are in possession of the cash boxes shall be responsible to count the
contents and write down the total dollar amount on the form provided prior to returning the box(es) to the Treasurer
or Bookkeeper.


                                  15.0. BANKING FEES AND ASSESSMENTS

15.1. In the event that all reasonable contacts and mutual negotiations regarding the loss of an association issued
check does not result in a positive or mutually agreed upon solution, the following actions regarding stop payment
for the issued check[s] shall be implemented:
          15.1.1. Upon determination of probable cause, culpability, responsibility, and circumstance and after
          consultation with the President of the association, the total current bank fee for stop payment shall be
          assessed to the person, business, institution, or organization to whom an association check was issued and
          stop payment action was required.
          15.1.2. The party to whom the check was issued shall be assessed this fee by reducing the amount of the re-
          issued check by the amount of the stop payment bank fee debited to the association.
          15.1.3. If the amount of the original check is equal to or less than the stop
          payment fee, a check will not be reissued.
15.2. In the event that all reasonable contacts and mutual negotiations regarding an insufficient funds check is issued
to the association does not result in a positive or mutually agreed upon solution, the following actions regarding the
fee assessed to the association for checks received with insufficient funds shall be implemented:
          15.2.1. Payment of banking fee assessed to the association for returned deposited
          check due to insufficient funds shall be the accountability of the person,
          business, institution, or organization responsible for writing the check to the association.
          15.2.2. After 30 days following first contact, the outstanding payment together with the insufficient funds
          fee shall be subject to the current annual finance charge (fee) as established by credit card companies or
          banking institutions.
15.3. In the event that all reasonable contacts and mutual negotiations regarding late payment to the association does
not result in a positive or mutually agreed upon solution, the following actions regarding the annual finance charge
on late payments shall be implemented:
          15.3.1. After 30 days following first contact, the outstanding payment shall be subject to an annual finance
          charge of 12%.
          15.3.2. The current annual finance charge shall be added to the outstanding bill and compounded monthly
          until the outstanding bill has been paid.

                        16.0. CONFERENCE POLICY: [ see conference policy document]

                                     17.O. ADVOCACY/ AWARD POLICY:
17.1. Acquisitions:
        17.1.1. (Procedure) List purchased works [art acquisitions] in Spring issue of Arteacher.
        17.1.2. (Procedure) Send a certificate to members whose work was purchased by MEA (Arts Acquisitions)
        both for notification and for records of members. Also mention names of those with work purchased in the
        show catalogue, which is available to all members.
        17.1.3. Member works purchased, (through arts acquisitions) will be brought to address designated by
        MEA/MAEA on the art acquisition application.

                                                          12
17.2.Governor’s Traveling Show:
        17.2.1. (Procedure) Send letters to all teachers who are signed up for the Governor’s Traveling Show
        including schedules and procedures. Include schedule in Arteacher. Send press release to MEA Voice and
        scheduled teachers.

17.3. MYAF:
        17.3.1. Students invited to MYAF Honors luncheon will have their lunches paid for but parents and
        teachers will pay for their own lunch
        17.3.2. (Procedure) In information directed toward liaisons concerning MYAF, make clear that all work
        sent to the State level will be juried again or inclusion in the State show. Also, all students who participate
        in regional shows will be given a certificate of recognition by the Association.

17.4. AWARDS CHAIR/ COMMITTEE REQUIREMENTS:
        17.4.1. The Awards Chair and/or committee shall not nominate anyone for a Michigan Art Education
        Association Award.
        17.4.2. The Awards Chair or committee shall nominate the Michigan Art Education Association award
        winners for National Recognition.
        17.4.3. The Awards Chair shall select the readers from the membership at large. Elected officers will not
        be permitted to serve as a reader for Michigan Art Educator of the Year. (The elected officers vote on the
        Distinguished Service Award winners)

17.5.PROCEDURE FOR SELECTING ART EDUCATOR OF THE YEAR AND SELECTION
PROCEDURES FOR THE FOUR EVALUATORS (READERS):
       17.5.1. The awards chairperson will gather all initial applications (cards) from the annual convention and
       liaison officers by January 31st.
       17.5.2. The awards Chair must check to see if applicants are members of NAEA/MAEA, either by current
       membership list, [January], or by calling the NAEA office [703-860-8000] or by writing NAEA at 1916
       Association Dr., Reston Virginia 22091.
       17.5.3. Formal applications are then sent to the nominee and nominator to assist the nominee in completing
       the application. A follow-up phone call will be made to the nominee two weeks later to see if they have
       received the application.
       17.5.4. All applications and support materials must be received and postmarked by April 30th to he Awards
       Chairperson.
       17.5.5. The Chairperson will select the evaluation committee from the readers list of volunteers received
       from the annual conference and according to areas equal representation over the state (when applicable).
       See enclosed map. The evaluation committee will consist of four (of any of the possible match
       combinations on the two lists):
                  a. Elementary                        a. Upper Peninsula
                  b. Secondary                         b. Northern Lower Peninsula
                  c. Supervisory                       c. Western Lower Peninsula
                  d. College                           d. Eastern Lower Peninsula
       17.5.6.The chairperson will telephone or email the individuals who agree to be a reader in April and set up
       a schedule for the summer months of June, July, August. Evaluators would be allowed to sign up for their
       own time because of vacations and other obligations during the summer.
       17.5.7. Each evaluator (reader) will get three weeks to read the applications/support materials and assign
       points to each nominee’s application. The evaluation points for each application will be sent to the Awards
       Chair through the mail and not accompany the applications/support materials package to the next reader.
       The applications will be sent either through the post office or UPS to the next reader on the list.
       17.5.8. All applications should be returned to the Chairperson by August 31st. The Chair is to take the four
       scores for each applicant, add and divide by four. The application with the most points will receive the Art
       Educator of the Year Award. THE MINIMUM SCORE IS 90 POINTS.* In case of a tie, the Chair will
       break the tie by reading each application and assigning points, add the five scores and divide by five. The
       top score in each level will be that levels Art Educator of the Year. The overall top score will be the
       Michigan Art Educator of the Year. The Chairperson will then report the results/or any problems that arise
       at the first MAEA meeting in September. The Chair will also notify the Art Educators of the Year in a


                                                          13
         written letter and ask for a black and white photo for publicity. In addition a letter will be written to the
         Superintendent and Board of Education to notify them of the award.
         17.5.9. Those nominated who have applied but not chosen as an Art Educator of the Year will be notified in
         a written letter. If there are applicants who have received high points, the letter should encourage them to
         up-date and reapply again next year.
         17.5.10. THE ART EDUCATORS OF THE YEAR WILL RECEIVE A PLAQUE OF RECOGNITION
         AND THEIR MEMBERSHIP DUES PAID BY THE MAEA and two award banquet tickets. It is the
         responsibility of the Awards Chair to order the plaques and to have the Treasurer/ bookkeeper write a check
         for the member’s dues to the NAEA/MAEA for the coming year.
         17.5.11. Formal announcement will be made at the Annual Convention of the MAEA in the Fall and at the
         MYAF the following year in May at which the Art Educator of the Year will attend and receive dinner and
         lunch respectively.
         17.5.12. The Chair will also notify the NAEA Western Vice-President by October 1 so that nominations for
         national awards are to be sent to NAEA by November 1 before the annual NAEA Conference in the
         Spring. (See the NAEA News for the Western VP column for address)
         17.5.13. New applications for the following year will be made available at the Annual Fall Conference.
         17.5.14. It is the responsibility of the Awards Chair to send press releases to local and state newspapers and
         to local radio and TV, immediately following the formal presentation.
         17.5.15. The NAEA Art Educator of the Year should be encouraged to apply for the MI Art Educator of the
         Year; MI Dept of Education, P.O. Box 30008, Lansing, MI 48909, 517-373-3608. (In January applications
         are sent to Superintendents; intent to apply is due April 1; and application deadline due May 1.) This
         changes yearly by state budget, etc.
         17.5.16. It is the responsibility of the Awards Chair to write a one page yearly summary of the awards
         activities and to present the report to the MAEA President.

*If none of the nominees receives the minimum 90 points, there will not be an Art Educator of the Year.

17.6. MAEA POLICY AND PROCEDURES FOR DISTINGUISHED SERVICE AWARD:
        17.6.1. The Awards Chairperson will gather all initial applications (cards) from the annual convention and
        the liaison officers by January 31st.
        17.6.2. Formal applications are then sent to the nominator to assist the nominee in completing the
        application.
        17.6.3. A follow-up phone call will be made to the nominee two weeks later to see if they have received the
        application.
        17.6.4. The Awards Chair must check to see if applicant has turned in all information and resume/vita by
        April 30.
        17.6.5. Recommendations are selected by the Executive Council (President, President Elect, Vice-
        President, Secretary, Treasurer) at the summer meeting (organizational meeting).
        17.6.6. The total number of awards given will be based on the number of qualified nominees that have been
        judged as significant contributors to the MAEA and to art education in the State of MI and will not be
        limited as to number or professional service level.
        17.6.7. The Awards Chair will present the Executive Council’s recommendations at the first meeting in
        September. The council will take a vote.
        17.6.8. The Chair will notify the winners by written letter in September.
        17.6.9. It is the responsibility of the Awards Chair to order plaques for each individual or group receiving a
        Distinguished Service Award from MAEA.
        17.6.10. Formal announcement will be made at the Awards banquet during the Annual Conference of
        MAEA in the fall. Each award recipient will receive two banquet tickets.
        17.6.11. New applications for the following year will be made available at the Annual Conference in the
        fall.
        17.6.12. The Chair will also notify the NAEA President-Elect by October 1. (Contact NAEA office for
        address, 703-860-8000.
        17.6.13. It is the responsibility of Awards Chair to make news releases to local and state newspapers
        immediately following the formal presentation.
        17.6.14. It is the responsibility of the Awards Chair to write a one page yearly summary of the awards
        activities and to present the report to the MAEA President.


                                                         14
17.7. POLICY AND PROCEDURES FOR RECOGNIZING MAEA RETIRED ART TEACHERS:
The MAEA recognized the importance of those members who have given many professional years helping students
to appreciate art and to create art. In order to honor these individuals, the MAEA intends to do the following:

        17.7.1. The Retiree Division Chair is to write an article or ad in the newsletter, Arteacher, for both the
        Spring and Fall issues asking for the names of those art educators who are about to retire.
        17.7.2. The names received will be honored at the Awards banquet during the Annual MAEA Fall
        Conference.
        17.7.3. The honorees will receive an enamel pin with the logo of RAEA/MAEA, a banquet ticket, a
        certificate and an art educator retiree’s emergency kit (which will consist of suntan lotion, schedule for
        cruises, and a golf ball/tee, etc.).
        17.7.4. New applications for the following year will be made available at the Annual Fall Conference.
        17.7.5. The criteria for eligibility are: (1) need to be a member of the NAEA/MAEA for five years and (2)
        need to be recognized as retired by the state of MI.
        17.7.6. It is the responsibility of the Awards Chair to write a one page yearly summary of award activities
        and to present the report to the MAEA president.




THE CERTIFICATE WILL READ:
For lifelong dedication to art education in the state of MI, the Michigan Art Education Association honors your
instruction and passion for the visual arts.

                                                     __________________________________
                                                     President, MAEA             Date


17.8. EXPLANATION OF THE MEMORIAL ENDOWMENT FUND/ART EDUCATOR SCHOLARSHIP:

MAEA Fund 12/30/94                                              (+ Conference $)         $10,000

Earnings 12/30/95                                                                         $ 1,000.
        @ an average of 10% (greater or lesser in some years)

Payout to MAEA for scholarship :(5% of total fund annually)                               $   500.

Investment Fee (.5% annually)                                                            $    50.

Administration Fee (.5% annually)                                                        $    50.

Amount to principal                                                                      $    400.

MAEA Fund 12/30/96                                                                       $10,400.

The decision and criteria for the scholarship is MAEA’s. A check is sent to MAEA and then reissued by MAEA to
the recipient of the scholarship. Money from conference fees, memorials or wills may be added at any point in time.
No problem where the office is located




                                                        15
17.9 MAEA Communications Equipment:
From time to time, the Association may issue to its volunteers or permit its volunteers to utilize
certain electronic devices or other equipment (“Equipment”). This policy governs the use of such
Equipment.
17.9.1 Use of Equipment for Association purposes
All Equipment that is issued by the Association to, or that is permitted to be utilized by, its
volunteers is done so for the purpose of furthering the interests of the Association. Volunteers
are required to limit their nonbusiness use of Equipment, if any, to unanticipated and exigent
circumstances. Any non-business use of Equipment is at the sole and exclusive risk of the
volunteer.
The volunteer is solely responsible for any claim, expense, damage, or liability that may arise
from any non-business use of Equipment. Any use of Equipment which is not supported by
documentation or other information sufficient, in the sole discretion of the Association,
adequately to demonstrate the business nature of that use, shall be deemed to be non-business
use. Any billing, costs, or other expense attributable to any nonbusiness use of Equipment
issued to a volunteer is the sole responsibility of the volunteer, and will be billed through to the
volunteer by the Association.
17.9.2 Ownership and review of data
The Association at all times retains ownership of, and title in, any Equipment provided to any
volunteer (except to the extent title or an interest remains vested in a third party provider of
Equipment). The Association also retains ownership of all Association data sent to or from,
generated on, contained on, or transmitted or received by, all Equipment. Accordingly, the
Association has, and expressly reserves, the right to inspect any data contained in, received or
transmitted by, generated on, or sent to or from, any item of Equipment. Such an inspection
may take place at any time, with or without notice to the volunteer, and for any purpose deemed
acceptable by the Association in its sole discretion.

17.9.3 Volunteers are not authorized to transmit Association data from any item of Equipment to
any person other than in furtherance of the interests of the Association. Thus, for example, a
volunteer may not transmit Association data from an item of Equipment to another home
computer system for personal use, use by a friend, or use by another association, business or
other party.

17.9.4 Notwithstanding any other provision of this policy, volunteers are strictly prohibited from
using any Equipment in any manner which may violate any federal, state, or local law,
regulation, or ordinance. Volunteers are not authorized to use any Equipment in any unlawful
manner, and no officer or other representative of the Association has the ability to authorize
unlawful use of any Equipment. Volunteers are responsible for ensuring that her or his use of
any Equipment complies with all applicable laws.
17.9.5 Without limiting the generality of the foregoing, volunteers are specifically prohibited from
using any Equipment for any of the following purposes: unlawful surveillance, wiretapping or
eavesdropping; the retrieval, receipt, viewing, storage, or transmission of obscene,
pornographic, or offensive communications; and harassment of any person, including sexual,
racial, religious, and other forms of unlawful harassment.

17.9.6.Care and maintenance of equipment
Volunteers should take the utmost care to ensure that any Equipment entrusted to them
remains in good operating condition, is not abused, and is not lost. A volunteer who damages,
destroys, or loses any item of Equipment through her or his own negligence, her or his
intentional act, or the negligence or intentional act of another person to whom the volunteer has
entrusted the Equipment, is responsible for the full repair or replacement cost for the


                                                16
Equipment, at the Association’s election. (Due to changing models and technology, replacement
cost may be calculated for a comparable, newer model of similar equipment.)
See appendix #2 for sign out form

17.10. POLICY NOTEBOOK MAINTENANCE
This document shall be reviewed every election year beginning with the January Executive and Council meetings.
The Recording Secretary is responsible for updating and making revisions as determined by the Executive Board to
this document as stated in Section 6. E of the MAEA By-Laws.




                                                       17
                        Michigan Art Education Association

                                 Conflict of Interest Policy


MAEA directors, officers, committee members, staff, and other volunteers, while acting
on behalf of MAEA should avoid conflicts of interest. Even the appearance of a conflict
of interest should be avoided. All actions should be based solely on the best interests
of MAEA, in accordance with applicable state and federal laws and regulations. Actions
should not be influenced by personal considerations.

A conflict of interest occurs whenever an individual has a direct or indirect interest,
financial or otherwise, in the outcome of any transaction or matter involving MAEA. A
conflict of interest also occurs whenever an individual has a relationship with other
parties to the transaction or matter in a manner adverse to MAEA.

Depending upon the immediacy and seriousness of the conflict, a number of resolutions
are possible. If the conflict is minimal, it may be cured through nothing more than
disclosure of the interest and a pledge to remain objective and neutral to it. Other
conflicts are more serious and may require the board or committee member to remove
themselves from any involvement in the association’s discussions or decision making
on the matter. (This is called recusal.) In rare cases, conflicts are so immediate and
serious that resignation from the board, committee, or other association assignment is
the only prudent means of avoiding the conflict.

It is the prerogative of the board, not the individual, to determine how severe a conflict is
and the appropriate steps that must be taken to remedy it.

Interests do not often, per se, create actual conflicts. Individuals often have fully
legitimate responsibilities to more than one board or organization. It is generally only
when some specific issue arises in which both organizations have a direct interest that
an actual conflict exists. It is important to stress that the existence of a conflict of
interest and the actions taken to resolve that conflict are not punitive or a negative
reflection on the affected board or committee member’s ethics, commitment to MAEA,
or judgment.

If an individual has a conflict of interest or potential conflict of interest in connection with
any MAEA transaction or matter, he or she should immediately notify the President, or
other appropriate MAEA representative.


                                              18
                       Michigan Art Education Association
                       Conflict of Interest Disclosure Statement

       I have read the MAEA Conflict of Interest Statement and I support its intent.

       I hereby certify that to the best of my knowledge, I do not have any financial or
other interest that raises an actual or potential conflict of interest with my activities on
behalf of MAEA. If any actual or potential conflict of interest exists, the conflict, as well
as the financial or other interest upon which it is based, are described in the written
statement I have attached to this form.

      If an actual or potential conflict of interest subsequently develops, I will promptly
submit an amended Disclosure Statement to the MAEA President who will forward it to
the appropriate MAEA representative.

        I understand that it is the association’s prerogative to decide how serious and
immediate any conflict is, and to determine what steps are necessary to cure the
conflict. (These cures include disclosure, recusal and, in extreme cases, resignation.) I
agree to abide by the decision of the governing board in any such matter that may arise.

       As directed and where appropriate, I will make disclosure of the conflict of
interest to MAEA readers MAEA course participants, or to fellow members of MAEA
deliberative bodies.

____________________________________                          _________________
           Signature                                                  Date




Appendix 1




                                             19
                                 MAEA Equipment Loan Receipt
Loaned property is for MAEA-authorized business use only.
Property details:
                                                                                              Condition
          Type                    Manufacturer                  Model – ID#
                                                                                           (new, used, other)




Equipment Return Due Date:             _______________________________
Lost, Damaged, Destroyed or Stolen Equipment
The MAEA employee/volunteer is required to have appropriate safeguards in place to prevent loss, damage,
destruction, vandalism, or theft of equipment. If the Loaned MAEA equipment becomes damaged for any reason, it is
the employee’s/volunteer’s responsibility to notify MAEA as soon as the facts become known. For the purpose of this
Agreement damages consist of loss, damage, vandalism, destruction or theft of equipment. The employee/volunteer
may be responsible for any and all damages and shall repair or compensate MAEA as needed to return its equipment
in the condition in which it was received or purchase a replacement of same/better quality/functionality.


Authorized by:______________________________________________________________

   __________________________________________________________________________________
                         Signature                                    Date
Received by:_________________________________________________________________________________
                         Signature                                     Date

     -                                                                                       ----------------------
                         -- - - - - - - - -- - - - - - - - -- - - - - - - - -- - - - - - - - -- - - - - - - - - - -
                                             Equipment Return Receipt
Equipment Returned Date:          ___________________________________

Condition/notes, if not same as above:___________________________________________________

Accepted by: ________________________________________________________________________
                         Signature                                    Date
Appendix 2

                                                       20
                                     Michigan Art Education Association Governance Structure

                                                      EXECUTIVE COUNCIL

                                                                      President

                                                                                                       Vice President
    Past – President &                  President -
    NAEA Delegate                       Elect


                Elementary Division           Middle-Level Division        Secondary Division

                Conference Chairs             Art Acquisitions             Executive Secretary

Membership      Recording
                Parliamentarian                       NAEA
                                        Treasurer Historian
                                             MAEA                          Student Division
Secretary       Secretary                             Delegate
                Council leadership            Museum Division              MYAF
                Development

                Advocacy Chair                Higher-Ed Division           Governor’s Traveling show

                Summer Opportunities          Retired Division             Technology                   Liaisons 18
                                                                                                        regions
                MAEA Awards Chair             Multi-Ethnic Division

                Finance                       Lifelong Learning            Michigan Dept. of Ed.

                Professional development




    OFFICERS & STANDING COMMITTEES
       MAEA GOVERNING BODY: Executive Council, and Standing Committees are Volunteers and are
       voting members.

       EXECUTIVE COUNCIL: Elected Positions- consult Constitution and By-Laws for responsibilities.

       OFFICERS AND STANDING COMMITTEES: Appointed Positions- consult Constitution and By-Laws
       and Job Descriptions for responsibilities.




       Appendix 3

                                                                   21
                              MAEA NOMINATION FORM [sample]

MAEA President Elect (six year term, 2010-2016: two years each as president elect, president, and past president, 2
years as NAEA Delegate to concur with 2nd year as President, 1st year as Past President
Vice president (two year term, 2010-2012)
Recording Secretary (two year term, 2010-2012)
Membership Secretary (two year term, 2010-2012)
Treasurer (two year term, 2010-2012)
NAEA Delegate (two year term, 2010-2012)
(For job descriptions, visit the Governing Documents tab at www.miarted.org. Look for the Constitution and By-
Laws, Job Qualifications and Job Description Document.
If you are interested in running for office, please fill out the following form and return it to the Election Committee
member listed below, no later than July1, 2009.

Please return bottom portion to the following member:

Madeline Milidonis-Fritz, Past President
7971 West Opal Lake Road
Gaylord, MI 49735
-----------------------------------------------------------

MAEA Position I would like to run for:

_____ President Elect       _____ Vice President         _____ NAEA Delegate

_____ Treasurer             ____ Recording Secretary _____ Membership Secretary

NAME: ________________________________________ Region # _______

MAEA/NAEA membership # _________ Home phone (                   ) ___________

e-mail address: __________________________________________________

mailing address: _________________________________________________

City and zip code: ________________________________

Please attach a brief biography of 200 words or less that lists your current and past experience in MAEA, as well as
your accomplishments in arts education, and your vision for the future of MAEA as well as a digital photograph.

mailing address: _________________________________________________

City and zip code: ________________________________

Please attach a jpg photo as well as a brief biography of 200 words or less that lists your current and past experience
in MAEA, as well as your accomplishments in arts education, and your vision for the future of MAEA.




Appendix 4

                                                          22
                        MAEA DAILY RECEIPT RECAP SHEET [revised 3-2009]



DATE_______________________

MORNING START UP [IMPREST]                                $_______________________

____________________________
initials
____________________________
initials

CASH COLLECTED                                            $_______________________

CHECKS COLLECTED                                          $_______________________


TOTAL                                                     $_______________________

LESS IMPREST AMOUNT                                       $_______________________

DAILY DEPOSIT                                             $_______________________


______________________________________                    ________________________
signature                                                 title



______________________________________                    ________________________
signature                                                 title


Tally the number and amount of each denomination on the back of this sheet and turn in with
cash to the treasurer or designated Executive Board member, each day.




Appendix 5
                                              23
                                                     MAEA
                                           Disbursement Journal Sample



                                                                                                      Date____________
Treasurer___________                                             Bookkeeper____________               _

                                         Nu
                       Type    Date      m         Account                 Split          Amount


                       Chec   12/20/20   216   National City -   C-4
Gail Bohner            k            06   4     Operating         Equipment/Software        -174.88
                       Chec   12/26/20   216   National City -
Harvey Goldstein       k            06   5     Operating         B-2 Arteacher              -14.40
                       Chec   12/26/20   216   National City -
Kim Cairy              k            06   9     Operating         Split                     -234.60
                       Chec   12/26/20   216   National City -
Madeline Fritz         k            06   8     Operating         -SPLIT-                   -134.82
                       Chec   12/26/20   216   National City -
Margaret Black         k            06   7     Operating         -SPLIT-                  -1,087.87
                       Chec   12/26/20   217   National City -
Suzanne Butler-Lich    k            06   0     Operating         -SPLIT-                     -78.38
Total                                                                                     -1,724.95




     Appendix 6




                                                         24

				
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