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ASSOCIATION FOR ADULT DEVELOPMENT
AND AGING
(AADA)
POLICIES AND
PROCEDURES
MANUAL
1
TABLE OF CONTENTS
TOPIC PAGE/POLICY #
Introduction ...............................................................................................4
POLICIES AND PROCEDURES MANUAL............................................5
SECTION I. DEVELOPMENT OF POLICY – SERIES 100..................6
Development of Policy................................................................................7
All Policies & Procedures Contained in this Manual...................................8 100.1
Publication of The Policies and Procedures Manual.....................................9 100.2
SECTION II. FINANCE – SERIES 200....................................................10
Financial Matters..........................................................................................11
Balanced Budget and Approval....................................................................12 200.1
Fiscal Responsibility....................................................................................13 .200.2
Authority to Transfer Within The Budget.....................................................15 200.3
Loan Authorization.......................................................................................16 200.4
Contracts With Outside Agencies................................................................ 17 200.5
Election Expenses.........................................................................................18 200.6
Reserve Fund............................................................................................... .19 200.7
Investment of AADA Funds....................................................................... .20 .200.8
Reimbursement for Official Business..........................................................21 .200.9
AADA Dues.................................................................................................23 200.10
2
TABLE OF CONTENTS
TOPIC PAGE/POLICY #
SECTION III. GOVERNANCE – SERIES 300.....................................24
Membership.............................................................................................25 300.1
Executive Council....................................................................................26 300.2
Officers.....................................................................................................27 300.3
Duties and Responsibilities of AADA Officers.......................................28 .300.4
Duties and Responsibilities of Other members of the AADA Council....34 300.5
Representatives and Liaisons to Groups Outside ACA............................39 300.6
Committees...............................................................................................40 300.7
Standing Committees.................................................................................41 300.8
Special Committees....................................................................................49 300.9
AADA Business Meeting............................................................................50 300.10
ACA Business Meeting...............................................................................51 300.11
SECTION IV. OPERATIONS – SERIES 400............................................52
Chartering State and Region Divisions.........................................................53 400.1
Nominations and Elections Procedures.........................................................54 400.2
Election Campaigning....................................................................................58 400.3
Awards Procedures.........................................................................................59 400.4
AADA Issues Papers and Position Papers......................................................64 400.5
SECTION V. DELETION OF POLICY.........................................................67
APPENDIX.......................................................................................................68
Guidelines for Chartering State Divisions and Regions....................................69 B
AADA Awards Nomination Form.....................................................................70 A
3
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
INTRODUCTION
The content of Federal laws and Title 13.1 - Chapter 10 of the Code
of Virginia are legally superior to all Governing Documents of the
Association for Adult Development and Aging. In order of authority, the
Governing Documents of the Association include:
1) Articles of Incorporation dated September 16, 1986 and
Revised: November 04, 2004
2) Bylaws;
3) Policies and Procedures;
4) Administrative Rules and Regulations, and
5) Leadership Handbook
The Articles of Incorporation are superior to all other governing documents.
The Bylaws are superior to the policies, procedures, administrative rules and
regulation and the Leadership Handbook. In the event that a provision of a
document is in conflict with the provision of another document, the
provision in the superior document shall prevail.
4
ASSOCIATION FOR ADULT DEVELOPMENT AND DEVELOPMENT
POLICIES AND PROCEDURES MANUAL
The Policies and Procedures Manual is divided into five sections. Each section shall
include all of the governing policies that pertain to the particular section. Selected
Procedures and administrative rules and regulations may be included to assist with the
implementation of the policies.
Section I Development of Policy
Section II Finance
Section III Governance
Section IV Operations
Section V Deletion of Policy
A general TABLE OF CONTENTS in the front of the Manual lists each section, the title
and number of the policy for quick reference.
Section V is designed to provide a record of the content of deleted policies. When a
policy is deleted, remove the page from the series and place it in Section V for future
reference. When a policy is deleted, the number of the policy is retired.
When a policy is revised, the original policy is retired to Section V with a statement
regarding the reason for the revision. The revision retains the original codification
number.
5
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
SECTION I. DEVELOPMENT OF POLICY
SERIES 100
6
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Series 100
DEVELOPMENT OF POLICY
Since the Executive Council of AADA has the sole responsibility for
establishing policy, it is important that the full significance of this function is
understood and an effective approach to policy development,
implementation and review is available.
Written policies assist leaders in providing consistent governance and
contribute significantly to the Council’s efficiency. Many routine decisions
can be incorporated into written policies, procedures, rules and regulations,
thereby, freeing time for more important matters.
Written policy carries the force of law. Written policy establishes a legal record.
WRITTEN POLICIES TELLS WHAT IS WANTED AND MAY INCLUDE WHY
AND HOW MUCH.
WRITTEN PROCEDURES TELL HOW, BY WHOM, WHERE, AND WHEN
THINGS ARE TO BE DONE.
Planning and Researching of Policies for Adoption: In formulating policy, the writer
should consult individuals and or groups affected by the policies, check policy for legal
conflict/contradiction with other superior governing documents and check for
redundancy.
Suspending a Policy: Policies may be suspended but it is important to state in the
motion why and for how long the policy is to be suspended.
7
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 100.1
TITLE: ALL POLICIES AND PROCEDURES CONTAINED IN THIS MANUAL
All policies, procedures, administrative rules and regulations of the Association for
Adult Development and Aging are contained in this manual. The Policies and Procedures
Manual may not violate any provision of the AADA Articles of Incorporation and the
AADA Bylaws. Other AADA business documents may not violate any provisions in the
Policies and Procedures Manual.
Adopted:
8
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 100.2
TITLE: PUBLICATION OF THE POLICIES AND PROCEDURE MANUAL
Each year the latest version of AADA Policies and Procedures Manual, along with any
revisions, shall be distributed to new members of the Executive Council, committee
chairpersons, project team leaders and other persons so identified and approved by the
Executive Committee.
OPERATING PROCEDURES:
1. Each time a policy has been created or revised, a new copy of the
policy will be provided to the current members of the Executive
Council, committee chairpersons, project team leaders and other
persons approved by the Executive Committee for inclusion in the
manual in their possession. When a policy has been deleted, each
person who has possession of a manual shall remove the policy and
place it in Section V.
2. The Policies and Procedures Manual shall be updated annually when
policies, procedures, administrative rules and regulations have been
added, revised and/or deleted.
3. At the end of their term, members who have Policies and Procedures
Manual shall return the manual to the President.
4. A formal evaluation of the Policies and Procedures Manual may be
completed once every five years (5) to determine its relevance. The
formal evaluation is at the discretion of the Executive Council.
Adopted:
9
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
SECTION II: FINANCE
SERIES 200
10
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
FINANCIAL MATTERS
The membership of AADA entrusts the Executive Council to conduct the business of
AADA in a fiscally responsible manner. Therefore, in order to carry out the mandate, all
persons who are asked to perform tasks on behalf of the Association shall be responsible
for knowing and adhering to the financial policies of the Association For Adult
Development and Aging.
11
ASSOCIATION FOR ADULT DEVELOPMENTAND AGING
POLICY # 200.1
TITLE: BALANCED BUDGET AND APPROVAL
A. Non-Deficit Budget: The Executive Committee shall not
recommend a deficit budget to the AADA Executive Council in any
fiscal year.
B. Budget Approval: The AADA Annual Budget shall be approved in
the preceding year.
Adopted: 06/17/05
12
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY # 200.2
TITLE: FISCAL RESPONSIBILITY
All AADA officers, directors, representatives, committee members and any employees
shall exercise fiscal responsibility in a serious attempt to keep cost control in mind when
carrying out the Association business.
A. Banks and Financial Institutions: The funds of AADA shall be deposited in
its name with banks or other financial institutions approved by ACA. All banks
and financial institutions used should be members of the Federal Deposit
Insurance Corporation. When the Financial Affairs Committee finds that another
institution, which does not fall under the FDIC, offers better services or financial
return for investments, the recommendation is forwarded to the Executive Council
for approval.
B. Balances: Balances shall be maintained under insured levels for all FDIC
accounts.
C. Withdrawals: AADA monies withdrawn from AADA accounts that are not
handled through the ACA Management Services Agreement shall require two
signatures and shall be authorized by the Treasurer and the President.
D. Internal Audit: The President shall appoint an internal audit committee to
review all disbursements on an annual basis.
E. Deposits of Money: All deposits shall be completed within five (5) days.
F. Non-Dues Revenue: New income producing projects and products may be
implemented at the discretion of the Executive Council. A cost benefit analysis,
implementation costs and a professional impact statement for each project or
product should be provided to the Council at least 3 weeks prior to the next
business meeting at which the approval/denial will take place.
G. Activities with Financial Implications: All proposed activities that are not
allocated a line item in the current budget, shall be reviewed by the Financial
Affairs Committee. The Committee shall determine if there are sufficient
reserves to support the activity and make a recommendation to the Executive
Council as to disposition of funding.
H. Financial Impact Statement: Council Agenda items that require a financial
outlay for implementation shall include a financial impact statement.
13
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 200.2
FISCAL RESPONSIBILITY – continued p.2
I. Treasurer’s Report: The Treasurer shall provide a written report of activities
and professional fees of legal council, consultants and any audit results at each
semiannual Executive Council meeting.
J. Annual Review: The Audit Committee shall conduct an annual review of the
financial operations of AADA.
Adopted: 06/17/05
14
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 200.3
TITLE: AUTHORITY TO TRANSFER WITHIN THE BUDGET
A. Transfer Between Line Items: The Treasurer has the authority to transfer
amounts, not to exceed one hundred dollars ($100), between two or more
budgeted line items within the approved operational budget.
B. Transfers That Increase the Budget: The Treasurer is required to obtain
prior authorization from the Executive Committee for any transfer between units
or line items above one hundred dollars ($100).
C. Reporting Budgetary Transfers: The Financial Affairs Committee and the
Executive Committee must be informed of all transfers within the originally
approved budget. Any budgetary transfers shall be a matter of official record and
be reported to the Executive Council at the next scheduled meeting and be made
part of the minutes.
Adopted: 06/17/05
15
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 200.4
TITLE: LOAN AUTHORIZATION
AADA has the legal authority to obtain loans and grant loans. Obtaining and granting
Loans should be done with great discretion and shall be determined by a vote of the
Executive Council.
A. Loans Obtained by AADA: All loans to AADA shall require prior review by
the Executive Committee. The Executive Committee shall recommend action to
the AADA Council.
B. Loans Granted by AADA: All loans to be granted by AADA shall be
reviewed by the Executive Committee. The Executive Committee shall
recommend action to the Executive Council.
C. Loans to Council Members or Staff: Loans to Council Members and any
staff members are strictly prohibited by law.
D. Interest Rates: Interest rates earned or charged shall be negotiated by the
President and Treasurer and shall be comparable to the market rate at that point in
time.
E. Loan Security: Adequate security is required for all loans made by AADA.
Adopted: 06/17/05
16
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 200.5
TITLE: CONTRACTS WITH OUTSIDE AGENCIES
AADA has the legal authority to contract with outside agencies.
A. Contract Approval: Any contract which may obligate AADA, in any
manner, must be reviewed and approved by the Executive Committee and signed
by the President or his or her designee(s) unless otherwise stated in the Bylaws.
B. Use of Legal Counsel: Legal Counsel shall be consulted only at the
discretion of the Executive Committee or the President.
C. Reputable/Appropriate Agencies: AADA may enter into contracts with
reputable and appropriate agencies that are consistent with the goals and
objectives of the Association and with specific projects of AADA.
D. ACA Management Services Agreement (MSA): The level of services
required by AADA from ACA shall be determined by the Executive Council.
1. Flat Rate Services: Past practice has established the use of the “flat
rate” established by ACA for core services with the exception of
investments and reserve funds. Additional services shall be negotiated
with ACA on an as-need basis, according to procedures set forth in the
Management Services Agreement.
2. Signing MSA: The ACA Management Services Agreement shall be
signed prior to the August 1 by AADA.
3. Late Charges: When the MSA is signed after August 1, a surcharge
set by ACA Financial Affairs Committee shall be paid by AADA The
surcharge will be not more than five percent (5%) of the prevailing rate.
4. Late Payment: The Treasurer shall be responsible for assuring that
any payments owed to ACA for the Management Services Agreement are
paid in a timely manner and shall not exceed sixty days (60) from the due
date. When a payment is over sixty days (60) late, ten percent (10%)
interest shall be assessed. When the debt accrues to ninety days (90),
monthly revenue payments may be withheld by ACA until the debt is
liquidated.
Adopted: 06/17/05
17
ASSOCIATION FORADULT DEVELOPMENT AND AGING
POLICY 200.6
TITLE: ELECTION EXPENSES
AADA shall be responsible for its share of the cost for the AADA election, as stated in
the ACA/AADA Management Services Agreement. The cost shall be based on the
number of members in AADA as of the proceeding July 1.
The cost for the preparation, printing and distribution of the ballots shall be absorbed as
an operating expense of ACA.
Adopted: 06/17/05
18
ASSOCIATION FORADULT DEVELOPMENT AND AGING
POLICY 200.7
TITLE: RESERVE FUNDS
A. Corporate Safety Net: AADA shall build a reserve fund up to an accumulated
minimum of twelve (12) months of funding of the operating budget in order to
create provisions for a corporate safety net. The Reserve Fund may be kept in an
investment account.
1. Reports: The Treasurer shall submit a report developed by the Financial
Affairs Committee of the status of the Reserve Fund to the Executive Council.
B. Contingency Reserves: The purposed annual budget recommended to the AADA
Executive Council shall contain a line item that is designated as Unanticipated
Expenses. If the Unanticipated Expenses account has a balance at the end of the
fiscal year, the balance shall be transferred to the Reserve Fund designated as a
Corporate Safety Net.
1. Report: The Treasurer shall present a report of the status of the Contingency
Fund to the Executive Council.
2. Authorization of Use: The Financial Affairs Committee and the Executive
Committee shall authorize any disbursements from the Contingency Reserves.
3. Replacement Plan: A plan shall be established by the Financial Affairs
Committee and approved by the Executive Committee to replace any disbursed
fund from the account.
Adopted: 06/17/05
19
ASSOCIATION FORADULT DEVELOPMENT AND AGING
POLICY 200.8
TITLE: INVESTMENT OF AADA FUNDS
AADA shall endeavor to invest Association assets in such a manner as to optimize long-
term appreciation and consistency of the total portfolio. These funds may be managed
independently of ACA.
A. Investments of Assets: AADA shall endeavor to invest Association assets
within a level of risk deemed acceptable by the Executive Council.
B. Diversification: No more than five percent (5%) may be in securities of any
one issuer with the exception of the U.S. Government, its agencies and
instrumentalities, federally insured certificated of deposits and mutual funds.
OPERATING PROCEDURES
1. Executive Council Responsibilities:
a. The Executive Council shall have ultimate oversight of any
AADA investments.
b. The Executive Council shall review any recommendations or reports
of the Financial Affairs Committee regarding investments and take
appropriate action.
c. The Executive Council may hire a professional investment advisor.
2. Financial Affairs Committee Responsibilities:
a. The Financial Affairs Consultant shall investigate investment
opportunities to determine which would best serve the interests of AADA
and bring the information to the Committee for consideration.
The Committee shall report the findings and recommend preferred action
to the Executive Council.
b. The Financial Affairs Committee shall review the investment policies
to determine the need for policy revision. The committee may suggest
revisions to the policy.
Adopted: 06/17/05
20
ASSOCIATION FORADULT DEVELOPMENT AND AGING
POLICY 200.9
TITLE: REIMBURSEMENT FOR OFFICIAL BUSINESS
AADA Council members authorized by the President and AADA Council may be
reimbursed for business expenses accrued for the summer AADA Council meeting and
the AADA Conference.
AADA Council members shall not be reimbursed for the cost of attending the meeting
held in conjunction with the ACA Conference, however, if the Treasurer indicates that
sufficient funds exist, the AADA Council may authorize a stipend for attendance.
The President or other designated representative may be reimbursed for the cost of
attending the summer meeting of the Council of Presidents and Region Chairs at the site
of the following year’s ACA Annual Conference, and the winter Council of Presidents
and Region Chairs meeting in Alexandria, VA.
The President-Elect or other designated representative may be reimbursed for the cost of
attending the winter meeting of the Council of Presidents and Region Chairs in
Alexandria, VA.
The ACA Governing Council Representative will be reimbursed for the cost of
attending all ACA Governing Council meetings by ACA.
A. TRAVEL: Only the following expenses directly related to travel will be reimbursed,
consistent with the policies and procedures of ACA.
1. Transportation: Round Trip Air travel shall be reimbursed at the coach fare
rate with appropriate receipts. Comparable Train or Bus travel shall require
receipts. Travel by automobile at the current IRS standard rate, not to exceed one
round trip coach airfare from the individual’s place of residence or point of
departure, shall be reimbursed. A statement of mileage must accompany the
request for reimbursement.
2. Automobile Rental may be reimbursed, if authorized by the AADA President,
after consultation with the Treasurer, and there is no other reasonably available
transportation at less cost. A receipt is required for reimbursement receipts for
reimbursement.
4. Inter-City Cab: When the official business requires traveling by cab, receipts
are required for reimbursement.
21
ASSOCIATION FORADULT DEVELOPMENT AND AGING
POLICY 200.9
REIMBURSEMENT FOR OFFICIAL BUSINESS - continued – p.2
B. HOTEL ACCOMMODATIONS: Double-occupancy is encouraged whenever
possible in order to keep division expenses to a minimum. In no case shall
reimbursement exceed the prevailing minimal rate for single occupancy. Receipts
are required.
C. MEALS: Meals require receipts; otherwise a maximum of $42 subsistence
allowance will be given for each day of official business including days required
for travel. In the event that meals are provided in the course of AADA business,
the subsistence allowance shall be reduced on the following basis: breakfast,
$7.50; lunch, $9.50; dinner, $25.00. This payment schedule may be adjusted,
from time to time, in accordance with the ACA payment schedule.
D. EXPENCE/TRAVEL REIMBURSEMENT FORMS: Forms are available from
the AADA Treasurer. The forms must be completed and returned to the Treasurer
for approval, along with required receipts, no later than 30 days following
completion of travel.
Travel advances may be requested, and must be followed by expense vouchers to
clear accounts no later than 30 days following completion of travel.
E. APPROVAL OF REIMBURSEMENT REQUESTS: AADA Treasurer reviews
and approves requests for advances or reimbursements and forwards the approved
request to the ACA accounting department for payment.
Adopted: 06/17/05
22
ASSOCIATION FORADULT DEVELOPMENT AND AGING
POLICY 200.10
TITLE: AADA DUES
Bylaws Article II, 2.2 Annual Dues requires that annual dues of AADA shall be
established by the AADA Board, subject to the approval of a majority of voting
members at the regular AADA business meeting.
1. Dues Rate Changes: AADA dues may be increased once every three years by
an amount not to exceed the cumulative increase in the Producer Price Index
(PPI) for the concluding three-year period, rounded to the nearest whole dollar.
Example: PPI increase for year #1= 2.1%; for year #2 = 1.9% and for year
#3 –=2.5%. Total cumulative increase = 6.5%. This percentage is applied
to current dues rate, i.e., $24, resulting in $1.56; rounding to the nearest
whole dollar = $2.00, making new dues rate $26.
2. Three-Year Cycle: The dues for the three-year period July 1, 1999 through
June 30,2002 shall be the basis for future dues increases.
Dues increases, as approved by the members at a duly called meeting, will occur
on July 1, 2002, 2005, 2008, 2011, etc.
3. Additional Dues: If the AADA Executive Council deems it necessary,
additional dues increases may be recommended. Any dues increase shall be
approved by a majority vote of the members attending the AADA annual business
meeting.
4. Non-Payment of Dues: Membership shall be rescinded for non-payment of
dues.
Reference: Bylaws Article II, 2.2 Annual Dues and 2.3 Non-payment of Dues.
Adopted: 06/17/05
23
SECTION III
SERIES 3000
GOVERNANCE
24
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.1
TITLE: MEMBERSHIP
Membership in AADA shall be an individual membership.
A. Classes of Members: The following classes of members are established by
the Articles of Incorporation: Professional, Retired, Student and Associate.
B. Changes in Classes of Members: Changes in classes of members may be
added or deleted based on organizational need.
C. Any changes in classes of members recommended to the Executive
Council for approval shall be supported with written documentation
describing the organizational need for such changes and the reason for
such chance shall be recorded in the minutes of the Association.
Reference: Bylaws Article II 2.1 Membership; 2.2 Classes of Members and
2.2.1 Additional Classes.
Adopted:
25
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.2
TITLE: THE EXECUTIVE COUNCIL
According to AADA Bylaws Article IV – The AADA Executive Council, referred to as
AADA Council, shall consist of five officers, the ACA Governing Council
Representative, two regular members-at-large. The newsletter editor and the journal
editor serve as ex-officio members of the Council. All members shall be voting members
of AADA.
A. Function of the AADA Council: The AADA Council shall regulate the
internal affairs of the Corporation and make appropriate decisions on behalf of
the Association.
Formulate policies concerning governance and operations of AADA and submit
them to the full AADA Council for adoption.
Have responsibility for conducting all meetings of AADA
Coordinate the relationships of AADA with its state chapters, regional
organizations and other divisions of ACA and organizations.
Develop and Recommend amendments to the Bylaws to members for adoption.
B. Meetings of the AADA Council: The AADA Council shall meet a minimum
of twice per year, once at the ACA Annual Conference and once in the summer,
as soon after the new business year begins.
Committee chairs will be asked to submit reports and they may also attend the
spring meeting.
Additional meetings may be scheduled at the discretion of the president.
C. Quorum: Five members of the AADA Council shall constitute a quorum
Through out any meeting of the Council at which official business is transacted.
Adopted:
26
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.3
TITLE: OFFICERS
There shall be five officers: President, President-Elect, immediate Past-President,
Secretary and Treasurer.
A. Qualifications of Officers: Candidates for elective office shall be members of
AADA and be holders of a Master’s Degree or higher from a college or university
accredited by one of the regional accrediting bodies recognized by the Council on
Postsecondary Accreditation or Council of Higher Education Accreditation and
shall have been a member of AADA for at least one year.
B. Vacancies: In the event of a vacancy of the offices of the Secretary or
Treasurer, the AADA Council shall elect a successor to serve until the next annual
election.
In the event the Presidency is vacated, the President-Elect shall replace the
President for the duration of the President’s term.. The President-Elects position
shall be filled by the immediate Past-President until the next annual election.
C. Term of Office:
President, President-Elect, immediate Past-President – 1 year
Secretary and Treasurer – 2 years
D. Duties and Responsibilities of AADA Officers
Reference: Bylaws Article III – Officers, 3.1 and Article IV The AADA Executive
Council 4.4 Term of Office, 4.4.2, 4.4.3, 4.5 Qualifications of Officers, and 4.6
Vacancies, 4.6.1 and 4.6.2
Adopted:
27
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.4
TITLE: DUTIES AND RESPONSIBILITIES OF AADA OFFICERS
PRESIDENT
1. Exert leadership in achievement of the purposes of AADA.
2. Conduct the official business of AADA, including issuance of notice of meetings
and Conduct the official business of AADA, including issuance of notice of
meetings and formulation of an agenda.
3. Preside at the Executive Council meetings of AADA, at the Executive Committee
meetings, and at annual business meetings.
4. Prepare and distribute a President’s Report of AADA activities, goals, and
accomplishments at the AADA Executive Council meetings.
5. Ensure that the AADA Executive council actively participates in establishing and
achieving goals, including membership goals.
6. Work closely with the Treasurer in preparation and administration of the budget.
7. Inform state division presidents of AADA events through memos, and letters sent
out by the AADA State Division Chair.
8. Appoint an editor of the AADA newsletter.
9. Prepare a President’s column for each issue of the AADA newsletter to inform the
membership of the goals and activities of AADA.
10. Share with the AADA Executive Council and membership (via newsletter and
other correspondence) information received from national and regional offices.
11. Submit names, titles, and institutional affiliations of officers and committee chairs
to newsletter editors of AADA and ACA.
12. Coordinate activities of the newsletter and journal editors, and committee chairs.
13. Appoint committees as needed, with the advice and consent of the Executive
Council and the stipulation that all committee members must be AADA members.
14. Provide committee chairs and potential chairs with relevant pages from this
handbook.
15. Serve as ex-officio on all AADA committees.
16. Appoint and work with Awards Committee to:
a. suggest AADA awards and outline criteria for them;
b. solicit AADA nominations for AADA and ACA awards, and
c. provide recognition for service to AADA.
17. Contact AADA nominees to inform them of national election results.
18. Serve in a clearing capacity for internal organizational questions, concerns and
suggestions.
19. Participate with members in the creation of and support of appropriate new ways of
advancing the purposes of AADA through activities and services.
20. Work closely with the ACA Annual Conference Committee to ensure responsible
coverage of all national convention procedures.
28
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.4
TITLE: DUTIES AND RESPONSIBILITIES OF AADA OFFICERS -continued
p.2
PRESIDENT – continued:
21. Select the social chair for the ACA Annual Conference, if desired.
22. Secure the speaker for the AADA special mealtime function at the ACA Annual
Conference, if desired.
23. Coordinate the scheduling of all ACA Annual Conference programs and events
sponsored by AADA.
24. Order ribbons and other necessary items for recognition of members, officers, and
committee chairs.
25. Order, and present gavel to the President-Elect at the ACA Annual Conference
business meeting.
26. Communicate ACA Annual Conference meeting times.
27. Host any AADA social functions at the ACA Annual Conference and AADA
Conference if held.
28. Appoint a coordinator for an AADA conference held separately from the ACA
Annual Conference, if Executive Council agrees to conduct such an event.
29. Serve as liaison between AADA and ACA.
30. Represent AADA at national, state, or regional meetings.
31. Serve on, an attend meetings of the ACA Council of Presidents and Region Chairs
(COPARC) composed of ACA President, division presidents and region chairs.
32. Receive and direct ACA reports, memos, and inquiries.
33. Receive and direct outside reports, memos, and inquiries.
34. Send required reports to the ACA national office.
35. Submit copy to ACA for publication in the ACA newsletter.
36. Appoint AADA representatives to ACA committees per ACA schedule.
37. Seek AADA involvement in state and national efforts which advocate for the
concerns of adults across the lifespan.
38. Send to the AADA Secretary materials for the AADA archives.
39. Perform other duties as directed by the Executive Council.
40. Pass on all relevant file material to his/her successor.
Reference: AADA Bylaws Article IV The AADA Executive Council, 4.7 President
4.7.1, 4.7.2, 4.7.3, 4.7.4, 4.7.5, 4.7.6, and 4.7.7
29
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.4
TITLE: DUTIES AND RESPONSIBILITIES OF AADA OFFICERS -continued
p.3
PRESIDENT-ELECT
1. Perform duties of the President in the event of the resignation, incapacity, absence,
or death of the President.
2. Become informed of the current affairs and activities of the association and become
involved in the activities as requested by the Executive Council.
3. Serve as a member of AADA Executive Council and the Executive Committee and
attend all meetings.
4. Attend AADA annual business meeting at the ACA Annual Conference.
5. Submit a written report of activities and recommendations to the President for each
meeting of the AADA Executive Council and the annual business meeting.
6. Perform various functions as requested by the President and Executive Council to
promote and carry out the programs and objectives of AADA.
7. Inform state division presidents of AADA events through memos included in the
AADA State Division Chair’s letters.
8. Inform AADA membership of state activities via the AADA newsletter.
9. Select the ACA Annual Conference social chair for the following year, if desired, to
serve during the term of the President-Elect’s presidency.
10. Select committee chairs and the newsletter editor for the upcoming year by the
time of the ACA Annual Conference.
11. Work with President to schedule the Old-New Board Meeting (current and new
AADA Executive Council members) to be held during the ACA Annual Conference
12. Schedule a meeting with state division representatives to be held during the ACA
Annual Conference, if desired.
13. If agreed by Executive Council to have a booth at the ACA Annual Conference,
arrange for materials for the booth, for set-up, staffing, maintenance, and closing of
the booth.
14. Arrange for recognition of the outgoing President at the ACA Annual Conference.
15. Serve on and attend meetings of the Council of Presidents and Region Chairs
(COPARC) that includes the ACA President-Elect, division President-Elects, and
Region Chair-Elects.
16. Keep files of activities and transfer them to the succeeding President-Elect.
17. Perform other duties as directed by the AADA Executive Council.
18. Pass on all relevant file material to his/her successor.
Reference: AADA Bylaws Article IV The AADA Executive Council, 4.8
President-Elect. 4.8.1, 4.8.2, 4.8.3, 4.8.4
30
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.4
TITLE: DUTIES AND RESPONSIBILITIES OF AADA OFFICERS -continued
p.4
PAST PRESIDENT
1. Serve as a member of the AADA Council and Executive Committee.
2. Attend all AADA Council and Executive Committee meetings, and the business
meeting at the annual ACA Conference.
3. Serve as Chair of the AADA Nominations and Election Committee.
4. Perform duties of the President-Elect in the event of the resignation of the President
or President-Elect, incapacity, absence, or death of the President-Elect.
5. Serve as an advisor to the President, President-Elect, Executive Council, and
Executive Committee.
6. Submit written report of activities to the AADA Council and Executive Committee
and at the annual business meeting.
7. Perform other duties as directed by the AADA Council and the President.
8. Work on ACA Annual Conference activities as AADA Program Chair.
9. Pass on relevant files to successor.
Reference: AADA Bylaws Article IV The Executive Council, 4.9 Past President,
4.9.1, 4.9.2, 4.9.3, 4.9.4
31
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.4
TITLE: DUTIES AND RESPONSIBILITIES OF AADA OFFICERS -continued
p.5
SECRETARY
1. Serve as a member of the AADA executive Council and Executive Committee.
2. Conduct official AADA Correspondence including the issuance of notices of
meetings when requested by the President.
3. Attend and take minutes at the AADA Executive Council, Executive Committee,
and business meetings and distribute them at the earliest possible date to AADA
Executive Council members, committee chairs, and everyone on the AADA
leadership roster.
4. Present minutes at meeting of the AADA Executive Council, Executive Committee
and business meetings.
5. Maintain a file of the minutes of the last three years to take to all meetings.
6. Solicit written reports of standing and special committees for the Executive Council
and business meetings as specified by the President.
7. Notify ACA of amendments to the Bylaws when adopted by the AADA
membership.
8. With the Past-President, maintain and update the AADA Leadership Handbook,
incorporating any necessary changes to its content based on actions taken by the
Executive Council, Executive Committee, at the annual business meeting, or by
ACA.
9. At the direction of the President, transmit to the AADA Adultspan editor, within 30
days following their election or appointment, the names of AADA officers, so that
the membership may be informed.
10. Keep materials for the AADA archives; send materials to the ACA Librarian at the
end of the year.
11. Perform other duties as directed by the President and the Executive Council.
12. Pass on all relevant file materials to successor.
Reference: AADA Bylaws Article IV The AADA Executive Council, 4.10 Secretary
4.10.1, 4.10.2, 4.10.3, 4.10.4, 4.10.5, 4.10.6, 4.10.7, 4.10.8.
32
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.4
TITLE: DUTIES AND RESPONSIBILITIES OF AADA OFFICERS -continued
p. 6
TREASURER
1. Serve as a member of the AADA Council and Executive Committee.
2. Attend all meetings and present reports of the financial status of AADA to the
Executive Committee, AADA Council, and the annual business meeting.
3. Chair the AADA Financial Affairs Committee.
4. Make recommendations to the AADA Council for the financial policies of AADA.
5. Present to the AADA Council a recommended budget for the following fiscal year,
for review at its meeting
6. Prepare, duplicate, and distribute the recommended budget for the following fiscal
year, for review and approval at the annual business meeting.
7. Follow required timelines to file approved budget with ACA.
8. Enter into annual Management Services Agreement (MSA) with ACA by required
deadlines, negotiating services and fees as directed by AADA Council and
obtaining all necessary signatures.
9. Review monthly MSA invoices from ACA, negotiate and resolve any
discrepancies, and authorize payment in a timely manner to avoid any penalties for
late payment.
10. Authorize all requests for expenditure of AADA funds and forward to ACA
Accounting Department for payment.
11. Review monthly financial reports prepared and distributed by ACA Accounting
Department to verify accuracy of AADA revenue and expenditures and balances in
AADA bank accounts; work closely with ACA Accounting Department staff to
resolve any discrepancies in a timely manner.
12. Maintain a current balance for each budget item of AADA activities.
13. Consult with Financial Affairs Committee and/or Executive Committee prior to
authorizing any expenditures in excess of budget.
14. Report any budget problems to the Executive Committee and/or AADA Council.
15. Make books available for audit at the request of the AADA Council.
16. Recommend changes in budget procedures for AADA and ACA.
17. Attend annual meeting of ACA division and region Treasurers held at the ACA
Annual Conference.
18. Perform other duties as directed by the AADA Council.
19. Pass on all relevant file material to successor.
Reference: AADA Bylaws IV The Executive Council, 4.11 Treasurer, 4.11.1,
4.11.2, 4.11.3, 4.11.5, 4.11.6, 4.11.7
33
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.5
TITLE: DUTIES AND RESPONSIBILITIES OF OTHER MEMBERS OF THE
AADA COUNCIL
MEMBERS-AT-LARGE
General Duties
1. Serve as a member of the AADA Council.
2. Attend AADA Council meetings and annual business
meeting at ACA Annual Conference.
3. Participate at the request of the President in AADA activities related to the
functions of the Executive Council that are extrinsic to the duties of other officers
of AADA.
4. Prepare a written report of activities for meetings of the Executive Council and
business meetings.
5. Perform other duties as directed by the AADA Council.
6. Pass on all relevant file material to successor.
Specific Duties for the Member-At-Large, Membership Chair
1. Serve as Chair of the Membership Committee
2. Send welcome letters and certificates to new members.
3. Track members who do not re-join and send special letters to encourage renewal of
membership.
4. Send information and articles related to membership to the AADA membership.
5. Review membership data from ACA and keep the President and Executive Council
informed of trends.
6. Prepare a written report of activities in the area of membership for AADA Council
and business meetings.
7. Plan events that will attract membership and present ideas for authorization by the
AADA Council.
8. Maintain a file of each year’s activities to be passed on to the next Membership
Chair.
Specific Duties for the Member-At-Large, State Divisions Chair
1. Develop a plan of action to be submitted to the President and the AADA Council.
2. Maintain an updated roster of AADA State Divisions, with name and contact
information for current president.
3. Develop a communication link with each state division.
4. Provide leadership and coordination for state divisions.
5. Respond to inquiries from state branches, and provide information and assistance to
those wishing to start state divisions of AADA.
34
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.5
TITLE: DUTIES AND RESPONSIBILITIES OF OTHER MEMBERS
OF THE AADA COUNCIL - Continued p. 2
Special Duties of Member-At-Large, State Divisions Chair - continued
6. Encourage the planning and development of activities within and among state
divisions.
7. Encourage informational exchanges among state divisions.
8. Respond to general inquiries and requests from current and emerging AADA state
division leaders.
9. Write articles for he AADA newsletter concerning state division activities and
solicit contact persons in states without a contact person.
10. Review the guidelines for chartering state divisions and make recommendations to
the AADA Council.
11. Assist in the chartering of state divisions.
12. Report to the Executive Council on state division activities, at the request of the
AADA President.
13. Recommend to the AADA Council states to be chartered after an examination of
application materials to verify they have met AADA criteria.
14. Arrange for the presentation of state charters, calligraphy of charters, and
presentation of charters at the annual conference.
15. Maintain a file of each year’s activities to be sent to the archives at the ACA
Library and another to be passed on to the next State Divisions Chair.
Reference: AADA Bylaws, Article IV The AADA Executive Council, 4.4.4
Members-At-Large 4.12.1, 4.12.2 4.12.3
35
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.5
TITLE: DUTIES AND RESPONSIBILITIES OF OTHER MEMBERS
OF THE AADA COUNCIL - Continued p.3
ACA GOVERNING COUNCIL REPRESENTATIVE
1. Attend all meetings of the ACA Governing Council
2. Serve on ACA Governing Council Committees.
3. Maintain fiduciary responsibilities to ACA.
4. Be knowledgeable about existing ACA bylaws, policies and procedures, and any
other documents that govern the functioning of ACA.
5. Focus decision-making in the best interest of ACA and the counseling profession,
while making every effort to represent the wishes of the AADA membership and
Executive Council.
6. Be informed about the issues to be considered at Governing Council meetings.
7. Participate in periodic reviews of the performance of the ACA Governing Council,
and take steps to improve its effectiveness.
8. Maintain confidentiality on those matters considered so by the ACA Governing
Council.
9. Work with AADA President, executive Council and/or Executive Committee to
prepare and submit motions for the ACA Governing Council agenda arising out of
ACA actions or recommendations.
10. Serve as a member of the AADA Council and attend all meetings.
11. Prepare clear, concise and unbiased written reports of ACA Governing Council
actions.
12. Maintain communication with the AADA President and AADA Council and all
AADA representatives to ACA committees.
13. Perform other duties as directed by the Executive Council.
14. Maintain a file of each year’s activities to be passed on to the next ACA Governing
Council Representative.
Reference: AADA Bylaws – Article IV The AADA Executive Council, 4.4.5 ACA
Governing Council Representative, Representative to the ACA Governing Council
4.13, 4.13.1, 4.13.2, 4.13.3, 4.13.4
36
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.5
TITLE: DUTIES AND RESPONSIBILITIES OF OTHER MEMBERS
OF THE AADA COUNCIL - Continued p.4
NEWSLETTER EDITOR
1. Attend AADA Council and business meetings as an ex-officio member.
2. Recommend a newsletter publication schedule for approval by the AADA Council.
3. Publish the newsletter according to the schedule approved by the AADA Council.
4. Solicit and collect articles, book reviews and news items relevant to AADA
interests and concerns, and review all submissions for appropriateness to AADA.
5. Edit articles where needed, checking with authors as necessary.
6. Select appropriate articles for each issue and coordinate preparation of camera-
ready copy for printing.
7. Publish future submission deadlines and procedures, an article from the current
AADA President, and an article “From the Editor @” section in each issue of the
newsletter.
8. Proofread draft of each issue and insure necessary changes are made.
9. Secure labels from ACA for the mailing of each newsletter issue; work with
AADA Treasurer, as needed to authorize expenditures.
10. Maintain a bulk mail permit and work with AADA Treasurer to secure an advance
for mailing costs, as needed.
11. Transport final camera-ready copy to printer, and printed copies to bulk mailer,
along with previously secured mailing labels.
12. Handle all communications for the newsletter.
13. Submit reimbursement forms to AADA Treasurer for layout, printing and related
costs.
14. Follow up to assure that all vendors are paid.
15. Submit annual budget report to the AADA Council.
16. Perform other duties as directed by the AACA Council.
17. Maintain a file of each year’s activities to be passed on to the next editor.
Reference: AADA Bylaws Article IV The Executive Council, Newsletter 4.14,
4.14.1, 4.14.2, 4.14.3, 4.14.4
37
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
Policy 300.5
TITLE: DUTIES AND RESPONSIBILITIES OF OTHER MEMBERS
OF THE AADA COUNCIL - Continued p.5
JOURNAL EDITOR
1. Attend all AADA Council and business meetings as an ex-officio member.
2. Assume responsibility for all aspects of the development and publication of a high
quality journal which is relevant to the needs of the AADA membership.
3. Develop and recommend a publication schedule to be approved by the AADA
Council.
4. Recruit and recommend new members for the JADA Editorial Board to be approved
by the AADA Council
5. Train new Editorial Board members, as needed.
6. Recruit and recommend appointment of associate editors (s), if desired, to be
approved by the AADA Council.
7. Train new associate editor(s) as needed.
8. Develop and recommend JADA policies and procedures for approval by AACA
Council.
9. Recommend an annual budget that covers all journal production/distribution costs.
10. Solicit manuscripts.
11. Coordinate the manuscript review process.
12. Make decisions concerning publication of manuscripts.
13. Communicate with authors in a timely manner; work with those whose manuscripts
need revision, and inform those whose manuscripts are not accepted for
publication.
14. Work with ACA publications staff to coordinate all aspects of journal production.
15. Submit annual written and budget report to the AADA Council.
16. Represent AADA on ACA Council of Journal Editors.
17. Perform other duties as directed by the AADA Council.
18. Maintain a file of each year’s activities to be passed on to the next editor.
Adopted:
38
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.6
TITLE: REPRESENTATIVES AND LIAISON TO GROUPS OUTSIDE OF ACA
According to AADA Bylaws Article VI Representation 6.2, AADA has the privilege of
appointing representatives to other organizations. AADA may have two categories of
representation: representatives and liaisons.
A. Representatives: Persons appointed as a representative to a specific organization
speak for AADA. The president may appoint Representatives to national
and state board of ACA and other groups approved by the AADA Council.
1. Responsibility: In the cases where an appointed member is the AADA
Representative to a governing body of a specific organization and has voting
rights, the representative shall honor his/her fiduciary responsibilities to the
organization while providing appropriate input regarding the needs and
concerns of AADA. In cases where an appointed member is the AADA
Representative is to a loosely-knit group or consortium, and does not have
voting rights, the representative shall provide appropriate input regarding the
needs and concerns of AADA.
2. Reporting: The President may request a report of information and activities
and forwarded the report to the AADA Council. At the Presidents discretion,
the Representative may be invited to present information at the AADA Council
or the annual business meeting.
B. Liaisons: Liaisons to other organizations may be appointed from time to time as
determined by the President and/or AADA Council. The liaison serves in an
advisory capacity to both the organization and the AADA Council, informing
AADA on activities of the other organization that are relevant to the mission and
purpose of AADA.
1. Reporting: The President may request a report of information and activities
and forwarded the report to the AADA Council. At the Presidents discretion,
the Liaison may be invited to present information at the AADA Council or the
annual business meeting.
Adopted:
39
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.7
TITLE: COMMITTEES
Article VII – Committees 7.1 states that there shall be both Standing Committees and
Special Committees for the purpose of furthering the work of the AADA.
A. Standing Committees: Standing committees serve the Association in matters
requiring continuous pursuit. The standing committees of AADA are:
Awards
Bylaws
Financial Affairs
Membership
Nominations and Election
Public Policy and Legislation
B. Special Committees: Special Committees are established by an AADA
President to work on matters of an immediate or non-recurring nature related to
a specific purpose of AADA.
1. Convention Committee: A Convention Committee, chaired by the
AADA President, may be appointed each year to provide leadership for
planning AADA activities during each year’s ACA Annual
Conference. The President, President-Elect, and a liaison from the
convention city comprise the committee.
a. Term: The term on this committee is one year for each officer and
member.
2. Other Special Committees: Other special committees may be found
in the AADA Leadership Handbook.
Reference: AADA Bylaws Article VII Committees, 7.1 Committees of AADA, 7.2
Standing Committees, 7.3 Special Committees, 7.4 Designation of Committees, 7.5
Methods of Appointment, 7. 6 Meetings
Adopted:
40
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.8
TITLE: STANDING COMMITTEES
There are six (6) standing committees: Awards, Bylaws, Financial Affairs, Nominations
and Election, Membership and Public Policy and Legislation.
A. AWARDS COMMITTEE
The Awards Committee shall serve as the screening and selection body for the granting
of AADA awards with the exception of the Mentor Award which is given at the option of
the President. The selection of award recipients by this committee are not subject to the
approval of the AADA Council. Criteria for each award, and nominations and selection
procedures are described in the Leadership Handbook.
1. Duties and Responsibilities:
a. Prepare an annual plan and budget for solicitation and presentation of
AADA awards.
b. Solicit award nominations through the AADA newsletter and/or
correspondence.
c. Acknowledge nominations and select recipients of awards.
d. Review nominations and select recipients of awards.
e. Notify award winners by telephone and follow with a written letter of
congratulations, with copies to the President and President-Elect, and the
person(s) responsible for nomination.
f. Prepare and send a letter of commendation to the administrative head of the
recipient’s employer/organization, if appropriate.
g. Order award plaques through a convenient vendor and prepare awards for
presentation at the annual business meeting at the ACA Annual Conference.
h. Coordination attendance of recipients at AADA breakfast/business meeting
at the ACA Annual Conference.
i. Coordinate presentation of awards.
j. Request that ACA add the name of the AADA distinguished Service Award
to the permanent plaque at ACA headquarters.
k. Announce award recipients in AADA newsletter following presentation of
awards.
l. Inform the AADA Council of criteria and deadlines for ACA awards.
m. Coordinate, prepare and submit any nominations for ACA awards as
directed by the AADA Council
n. Submit revisions and/or new AADA award categories to the AADA
Council for approval, as needed.
o. Submit a written report of Awards Committee activities to AADA
Council and the annual business meeting.
p. Maintain accurate records and pass on all relevant file materials to the next
Awards Committee chair.
2. Members: There shall be three (3) voting members of AADA, including the Chairperson.
3. Term: Members of this committee shall serve a three (3) year term and may be reappointed.
4. Meetings: The chairperson call meetings with the approval of the President.
41
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.8
TITLE: STANDING COMMITTEES – continued p.2
C. BYLAWS COMMITTEE
The Bylaws Committee shall serve to review the bylaws of AADA, develop amendments,
make recommendations and provide advice regarding the bylaws to AADA Council
1. Duties and Responsibilities:
a. Solicit and process suggested bylaws changes from the membership, the
AADA Council and The Executive Committee.
b. Draft proposed amendments to the bylaws for presentation to the
membership.
c. Review changes in ACA bylaws and draft proposed AADA bylaws changes
needed to keep the two documents consistent.
d. Inform the membership about proposed bylaws changes, as required by the
bylaws.
e. Maintain a current set of bylaws at all times, and distribute updated copies
to all members of the Executive Committee after passage of each bylaws
amendment.
f. Assist the President and/or the ACA Governing Council Representative in
preparing and submitting bylaws changes to ACA Governing Council for
approval, as required in ACA bylaws.
g. Review all actions taken by the AADA Executive Council for possible
bylaws implications.
h. Submit a written report of activities to the President for the annual business
meeting.
i. Maintain accurate records, and pass on all relevant file material to the next
Bylaws Committee Chair.
2. Members: There shall be three(3) voting members of AADA, including the
Chairperson.
3. Term: Members of this committee shall serve a three (3) year term and may
be reappointed.
4. Reports: A report of committee activities investments shall be submitted to the
AADA President.
5. Meetings: The chairperson call meetings with the approval of the President.
Reference: AADA Bylaws Article VII Committees, 7.2 Standing Committees, 7.2.3
42
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.8
TITLE: STANDING COMMITTEES – continued p.3
D. FINANCIAL AFFAIRS COMMITTEE (FAC)
The scope of the Financial Affairs Committee shall be to recommend and guide the
investment of AADA funds.
1. Duties and Responsibilities:
a. The Financial Affairs Committee shall investigate investment
opportunities to determine which would best serve the interests of AADA.
The Committee shall report the findings and recommend preferred action to
AADA Council for approval.
b. The Financial Affairs Committee shall periodically review all
investment policies to determine the need for policy revision. The
Committee may recommend policy revision to the AADA Council.
c. The Financial Affairs Committee may recommend
that AADA Council .seek the services of a professional financial consultant
when a need for such services is identified.
2. Membership: AADA Chairperson, the AADA President and an AADA
member shall comprise the FAC. The AADA member shall be appointed by
the President.
3. Term: The term on the FAC for officers of AADA shall run concurrently
with their term of office. The AADA member’s term shall be three years.
4. Reports: The Committee shall report annually to the AADA Council
and recommend actions deemed necessary to maintain fiscal responsibility.
5. Meetings: Meetings are called by the chairperson, with the approval of the
President.
Reference: Policy 200.2 FISCAL RESPONSIBILITY; Policy 200.5 CONTRACTS WITH OUTSIDE
AGENCIES; Policy 200.7 RESERVE FUNDS and Policy 200.8 INVESTMENT OF AADA FUNDS.
AADA BYLAWS: Article VII Committees.
43
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.8
TITLE: STANDING COMMITTEES – continued p.4
E. MEMBERSHIP COMMITTEE
The Membership Committee shall promote membership in AADA and prepare an annual
plan for membership recruitment and retention to be submitted to the AADA Council for
approval.
1. Duties and Responsibilities:
a. Send welcome letters and other pertinent information to new AADA
members.
b. Inform the membership of activities of the committee.
c. Prepare articles for the division newsletter.
e. Work with the ACA membership office to identify and utilize the services
ACA offers.
f. Design and implement promotional activities and procedures.
g. Work with President and ACA staff to design and/or modify AADA
membership brochure, as needed.
h. Arrange for appropriate distribution of membership brochures.
i. Analyze lapsed membership for patterns, and suggest to the AADA Council
appropriate actions to prevent membership loss.
j. Maintain accurate records and pass on all relevant file materials to next
membership committee chair.
2. Committee Membership: The committee shall be composed of at least three
members. A Member-At-Large shall serve as the chair and two voting AADA
members shall be appointed to the committee.
3. Term: Committee members shall serve a three (3) year term.
4. Reports: A written report of activities shall be submitted by the Membership
Chair to the AADA President for presentation at the annual business meeting.
5. Meetings: Meetings are call by the chairperson, with the approval of the
President.
Reference: AADA Bylaws: Article VII Committees 7.2 Standing Committees 7.2.3
44
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.8
TITLE: STANDING COMMITTEES – continued p.5
F. Nominations and Elections Committee
The Nominations and Elections Committee shall set forth the procedures in AADA
Bylaws, Article VIII Nominations and Elections for the election of officers of AADA as
specified in Articles III Officers and IV Executive Council.
1. Duties and Responsibilities:
a. Seek nominees for elective officers following requirements set forth in
AADA Bylaws and procedures described in this manual.
b. Announce in the AADA newsletter positions for which candidates are being
sought for the next election cycle, including a brief description of duties and
the term of office.
c. Receive nominations by a variety of methods including, but not limited to,
letter, telephone call, e-mail, fax, and during the annual business meeting at
the ACA Annual Conference.
d. Provide all candidates with an appropriate description of duties and
responsibilities from this handbook, a copy of the current AADA Bylaws,
and the ACA Election Campaign Policies set forth in the ACA Policies and
Procedures Manual.
e. Review nominee qualifications, prepare a slate contained not fewer than two
names for each AADA office to be filled, and submit this slate to ACA by
the designated date.
f. Obtain consent from all nominees prior to submitting their names to ACA as
candidates for division office.
g. Distribute required ACA candidate information to all nominees by the date
designated by ACA.
h. Maintain contact with nominees to insure all required candidate information
forms are completed and submitted to ACA headquarters by the designated
date.
i. Inform the AADA Council of the slate of candidates no later than June 1 of
each year.
j. Maintain accurate records and pass on all relevant file materials to next
Nominations and Elections Chair.
2. Membership: The Nominations and Election Committee is made up of the
three (3) most recent Past Presidents of AADA available to serve, or other
members designated by the President. The committee is chaired by the
immediate Past President.
45
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.8
TITLE: STANDING COMMITTEES – continued p.6
F. Nominations and Elections Committee – continued
3. Term: Past President shall serve a three (3) year term. Each term shall
begin the year of their immediate Past Presidency. Other members designated
by the President shall serve a three year term.
4. Report: The committee chair shall submit a written report of activities to the
President for presentation to the annual business meeting.
5. Meetings: Meetings are called by the chairperson, with the approval of the
President.
Reference: AADA Bylaws: Article Vii Committees 7.2.2 Nominations and Elections and Article VIII
Nominations and Elections 8.1, 8.2 and 8.3
G. PUBLIC POLICY AND LEGISLATION COMMITTEE
The scope of the Public Policy and Legislation Committee includes keeping abreast of
current public policy and legislation issues critical to the counseling profession, AADA
and adult clients of all ages and informing the AADA Council of pertinent issues.
1. Duties and Responsibilities:
a. Maintain contact with ACA Public Policy and Legislation Committee and
with staff at ACA headquarters responsible for PP&L activities and issues.
b. Assist in the dissemination of public policy and legislative information to
AADA members and other entities within or outside ACA for whom such
information is significantly connected to organizational goals.
c. Encourage political responsiveness among AADA members and other entities
within or outside of ACA concerning significant public policy and legislation.
d. Perform other duties as determined by the President.
e. Maintain accurate records and pass on all relevant file materials to next PP&L
Committee chair.
2. Membership: The AADA PP&L committee is composed of a chair appointed by
the President and at least two (2) other voting members of AADA.
3. Term: The Chair and committee members shall serve a three-year term and
may be reappointed.
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
46
POLICY 300.8
TTITLE: STANDING COMMITTEES – CONTINUED p.7
4. Report: The PP&L chair shall submit a written report of activities to the
President for presentation at the annual business meeting.
5. Meetings: Meetings are called by the chairperson, with the approval of the
President
Reference: AADA Bylaws: Article VII Committees 7.2.3
Adopted:
47
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.9
TITLE: SPECIAL COMMITTEES
The AADA Council or the President may establish special committees to deal with
matter of an immediate or non-recurring nature related to the specific purposes of AADA.
The Strategic Planning Committee may recommend to the AADA Council special
committees determined advantageous after a review of the AADA Strategic Plan and
Action Plans. .Duties and responsibilities and charge of each special committee shall be
assigned by the President and/or AADA Council.
1. Duties and Responsibilities:
a. Prepare a plan of action for each year following the Committee’s charge.
b. Inform the AADA membership of the interests, activities and results of work
undertaken by the special committee through the division newsletter and other
appropriate methods; invite interested members to participate in the work of
the committee.
c. Perform other duties as assigned by the President and/or AADA Council.
d. Maintain accurate records and pass on all relevant file materials to the next
committee chair if appropriate.
2. Membership: The special committee shall consist of a chair and at least three (3)
voting members. The President shall appoint the chair, unless a specific
chairperson is named by the AADA Council. The President or the committee
chair, with the approval of the President, shall appoint other members.
3. Term: The term of service of each special committee shall expire with the term
of the President, but may be renewed if the tasks necessary to meet the charge of
the committee require additional time to complete.
4. Reports: The chair shall prepare a written report to be submitted to the AADA
Council and the annual business meeting.
5. Meetings: Meetings are called by the chairperson, with the approval of the
President.
Reference: AADA Bylaws Article VII Committees 7.3 special Committees
Consult the AADA Leadership Handbook for a list of current Special Committees.
Adopted:
48
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.10
TITLE: AADA BUSINESS MEETINGS
All meetings held for the purpose of conducting the official business of AADA shall
be conducted in accordance with general parliamentary procedure set forth in the
current edition of Robert’s Rules of Order. One AADA business meeting shall be
held mid-year and one shall be held at the ACA Annual Conference.
1. Agenda Items: Members of AADA or the AADA Council may submit items for
the agenda of the AADA business meeting to the President at least 30 days prior to
the scheduled meeting date.
B. Motions: Motions made a such meetings shall be recorded on a Motion Control
Form. (See Appendix)
C. Minutes: The AADA Secretary shall take and transcribe minutes of the
Minutes of the proceedings held for the purpose of conducting the official
business of AADA.
D. Reports: Copies of all written reports presented at official meetings shall be
attached to, and become a part of the minutes of that meeting.
C. Archiving of Minutes: The AADA Secretary shall submit copies of the
minutes of all meetings to ACA headquarters for he purpose of archiving.
These materials should be sent to: ACA Librarian, American Counseling
Association, 5999 Stevenson Avenue, Alexandria, VA 22304.
Reference: AADA Bylaws: Article IV The AADA Executive Council, 4.3 Meetings
of The AADA Council, Article IX Meetings 9.1 Program, 9.2 Business.
Adopted:
49
ASSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 300.11
TITLE: ACA BUSINESS MEETINGS
The ACA Governing Council holds face-to-face meetings at least twice each business
year, in the fall and in the spring in conjunction with the annual ACA Annual
Conference. The ACA President sends notice of these meetings to all Governing Council
members, Division Presidents and Presidents-Elect, Region Chairs and Chairs-Elect and
other ACA leaders approximately three months prior to the scheduled meeting date. The
notice includes a request for agenda items and a deadline date for submission of these
items.
1. Proposed Motions/Resolutions: The proposed motions and/or resolutions from
AADA that have potential impact on the governance, policies or operating
procedures of ACA may be adopted by AADA at an meeting held for the purpose
of conducting official business of AADA.
2. Forwarding Proposed Motions/Resolutions: The AADA President and
Governing Council Representative shall work closely to forward such items for
inclusion on the agenda of the next ACA Governing Council meeting adhering to
the requirements and deadlines established by ACA. (See form in Appendix).
3. Cooperative Sponsorship of Motions/Resolutions: The AADA President,
governing Council Representative and other AADA Council members may seek
cooperation from other ACA divisions, organizational affiliates, or other ACA
entities in sponsoring an item for inclusion on the ACA Governing Council
agenda.
4. Rationale: AADA Governing Council Representative to ACA will have the
authority to express to the ACA Governing Council the rationale and reasons for
AADA supporting a specific agenda item.
5. Reports: The ACA Governing Council Representative shall report back to the
AADA Council on any actions taken by ACA Governing Council on agenda
items submitted by AADA.
6. Reporting to the Membership: The AADA Representative to ACA governing
Council shall report results to the membership via the AADA newsletter when
appropriate.
Adopted:
50
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
SECTION 4. OPERATIONS
SERIES 400
51
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.1
TITLE: CHARTERING STATE AND REGIONAL DIVISIONS
According to AADA Bylaws Article X State and Regional Divisions, 10.1 Charters,
AADA is granted permission to establish AADA state and region branches upon the
completion of requirements set forth in rules of procedures established by the AADA
Council. According to Policy # 300.5 Duties and Responsibilities of Other Members of
the AADA Council, a Member-At-Large shall be chair of the State Division Committee.
In the case where ACA does not have an ACA State Branch, AADA may issue a charter
without the supporting documents from an ACA State Branch. In the case where ACA
does not have ACA State Branches in adjoining states, AADA may charter a regional
branch for members in those states not served by ACA.
1. Duties and Responsibilities: Detailed description of specific duties are cited
in Policy 300.5 Duties and Responsibilities of Other Members of the
AADA Council.
2. Implementing Procedures:
a. State Divisions Chair contacts ACA state branches that do not have
AADA branches and invites them to initiate an AADA branch in their
location.
b. At the annual business meeting held during the ACA Annual Conference,
the AADA State Division chair shall issue an invitation to interested
parties to initiate a state or regional branch.
b. Provide a copy of the Guidelines for Chartering State Divisions of
AADA to interested entities. (See Appendix)
c. The AADA State Divisions Chair will present the completed application
for chartering to the AADA Council at the next meeting. The AADA
Council will review and take action upon the application and inform the
group of its decision.
d. The charter will be officially ratified and presented at the annual
business meeting of AADA.
Reference: AADA Bylaws Article X State and Regional Divisions, 10.1 Charters,
Policy 300.5 Duties and Responsibilities of Other Members of the AADA Council
and the ADDENDIX “Guidelines for Chartering State and Region Divisions of
AADA.”
Adopted:
52
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.2
TITLE: NOMINATIONS AND ELECTIONS PROCEDURES
AADA election of officers shall take place annually in conjunction with the ACA
election of officers. The Nominations and Elections Committee shall be responsible for
completing the process of seeking qualified nominees and submitting a slate of
candidates to ACA for inclusion in the election ballot.
A. Candidates for ACA President-Elect: According to ACA Bylaws, each
division and region of ACA has the right to submit the name of no more than
one candidate to be placed on the ballot for the position of ACA President-
Elect. This shall occur only at the ACA Annual Conference.
B. Candidates for AADA Officers: Nominees for all AADA elective offices
shall be members of AADA and ACA for at least one year. Candidates for
President-Elect shall be Professional Members of AADA.
1. Nominations for Candidacy: Nominations may be made by any
member or group of members of AADA.
a. A letter of nomination may be sent to the Chair of the AADA
Nominations and Elections Committee by May 15th, or by such date
as required to meet the deadlines established by ACA. The letter
must indicate a consent to run by the candidate.
b. Nominations may be made from the floor at the annual business
meeting.
2. Qualifications, Terms and Election Cycle of AADA Offices:
a. PRESIDENT-ELECT: Profession member of AADA for at
lease one year. Service on the AADA Council is preferred but
other experience is acceptable.
Term of Office: One year as President-Elect
One year as President
One year as Past President
Election Cycle: A President-Elect is nominated and elected each
year and the term begins July 1
b. SECRETARY: Member of AADA for at least one year.
Term of Office: Two year term, elected alternately with the
Treasurer
53
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.2
TITLE: NOMINATIONS AND ELECTIONS PROCEDURES – continued p.2
b. SECRETARY – continued
Election Cycle: Nominated in 2001, elected in 2002, for period of
July 1, 2002 through June 30, 2004,
Nominated in 2003, elected in 2004, for period of
July 1, 2004 through June 30, 2006.
c. TREASURER: Member of AADA for at least one year.
Term of Office: Two year term, elected alternately with the
Secretary.
Election Cycle: Nominated in 2002, elected in 2003, for period of
July 1, 2003 through June 30, 2005,
Nominated in 2004, elected in 2005, for period of
July 1, 2005 through June 30, 2007.
d. MEMBERS-AT-LARGE: Member of AADA for at least one
year.
Term of Office: Three years, rotating with other Member- at-
Large and ACA Governing Council
Representative.
Election Cycle: Member-At-Large, Membership:
Nominated in 2001, elected in 2002, for period of
July 1, 2002 through June 30, 2005,
Nominated in 2004, elected in 2005, for period of
July 1, 2005 through June 30, 2008.
Member-At-Large, State Divisions:
Nominated in 2002, elected in 2003, for period of
July 1, 2003 through June 30, 2006,
Nominated in 2005, elected in 2006, for period of
July 1, 2006 through June 30, 2009.
e. ACA GOVERNING COUNCIL REPRESENTATIVE: Shall
be a member of AADA and ACA for at least one year. Must
have served on the AADA Council or other ACA governing body.
54
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.2
TITLE: NOMINATIONS AND ELECTIONS PROCEDURES – continued p.3
3. ACA GOVERNING COUNCIL REPRESENTATIVE- continued
Term of Office: Three years, rotating with other Members-at- Large.
Election Cycle: Nominated in 2000, elected in 2001, for the period of
July 1, 2001through June 30, 2004,
Nominated in 2003, elected in 2004, for the period of
July 1, 2004 through June 30, 2007
3. Nominations and Elections Committee Responsibilities: The chair of this
Committee shall be responsible for the implementation of the all policies
and procedures pertaining to the nominations and the selection and election
of candidates as stated in the AADA Bylaws and Policy 300.7.
a. Receipt of Nominations: Once the Chair of the Committee receives
notification of nominations made at the AADA Annual Meeting and letters
of intent, the chair shall distribute required ACA information forms to
all nominees by the date designated by ACA. Nominees shall also receive
copies of pertinent sections of the AADA Handbook describing the duties
and responsibilities of the position, the current AADA bylaws, any other
pertinent forms and the Election Campaign Policy 400.3.
b. Review of Submitted Forms: The N & E Committee shall review all
information submitted by the nominee and prepare a slate containing not
fewer than two names for each AADA offices to be filled and submit this
slate to ACA by the designated date.
c. Candidate Selection: The Committee shall select candidates on the
basis of qualifications and the number of nominating votes received.
4. Nominee’s Responsibilities: Nominees shall submit a brief statement of
qualifications to the AADA Nominations and Election Committee by the
required deadline which includes:
a. Length of membership in AADA.
b. Degree of involvement with AADA activities at the national and state
levels.
c. Other appropriate professional experience.
d. A statement of commitment to fulfill the duties of the position, if
elected.
e. Complete address, telephone, FAX and e-mail information, both
business and home.
55
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.2
TITLE: NOMINATIONS AND ELECTIONS PROCEDURES – continued p.4
5. Candidates Responsibilities: All candidates must follow instructions to
complete and return ACA information forms to ACA by the designated date.
6. Grievance: Grievances regarding the nomination procedure may be submitted
to the AADA executive Council.
Reference: AADA Bylaws: Article IV AADA Executive Council, 4.5 Qualifications
of Officers, Article VIII Nominations and Elections 8.2 Nominations Slate, 8.2.1,
8.2.2. 8.2.3 and 8.2.4 and Policy 300.7 Nominations and Elections
Adopted:
56
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.3
TITLE: ELECTION CAMPAIGNING
AADA and its state divisions shall not engage in the practice of budgeting or
appropriating organizational funds for support of any candidate for the AADA Executive
Council.
The American Counseling Association (ACA) prohibits any publicity in the division
newsletter or other publications for a division’s candidate for ACA office.
Acceptance of contributions from any source by a candidate shall be considered a
violation of the election campaign policies for which an individual can be subject to
removal from candidacy.
Adopted:
57
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.4
TITLE: AWARDS PROCEDURES
AADA shall designate award categories to recognize outstanding service and/or
contributions to the division, the field of adult development and aging and the counseling
profession. The awards may not be given each year. Other awards or recognition may be
presented from time to time, at the discretion of the AADA Council. The following
Award Categories have been established:
* AADA Distinguished Service Award
* AADA Outstanding State Division Award
* AADA Outstanding Research Award
* AADA Mentor Award (President’s Award)
A. Awards Committee Procedures:
1. The AADA Awards Committee is responsible for seeking of nominations
for awards under its jurisdiction and forwarding AADA Awards Nomination
Form to the appropriate person/s.
2. The Awards Committee shall review and select award recipients with the
exception of the AADA Mentor Award which is awarded at the discretion of
the President.
3. The Awards Committee’s decisions regarding award recipients are final and
not subject to review by the AADA Council
4. Upon receipt of the nominating packets, the Committee Chair shall send a
letter notifying the nominator of their arrival.
B. Award Restrictions:
1. Awards Committee members are excluded from making nominations or
being nominated.
2. Current elected officers of AADA are not eligible for AADA Awards
during their term of office.
C. Nominating Procedures: The person/s or group making the nomination
shall :
1. Complete the Awards Nomination Form (See Appendix).
2. Prepare a statement of nomination describing fully the reasons and
justification for the nomination in relation to purpose and criteria for the
award.
58
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.4
TITLE: AWARDS PROCEDURES – continued p.2
C. Nominating Procedures - continued:
3. Gather letters of testimonials in support of the nomination, if desired,
from no more than five persons or organizations.
4. Gather copies of work samples or other pertinent documentation
supportive of the nomination.
5. Make three additional copies of all materials prepared or gathered above
(nomination form, statement of nomination, supporting letters, and other
documentation, if any). Organize the originals and copies into four
complete sets or packets, each one fastened together. The packets need
not be elaborately prepared or bound
6. Mail all packets in one package to the Awards Committee Chair by the
required deadline.
D. Presentation of Awards: Awards are presented annually at the AADA
breakfast/business meeting at the ACA Annual Conference.
Commemorative plaques of recognition are provided to each recipient.
E. Awards Purposes and Requirements:
AADA Distinguished Service Award
1. Purpose of Award: This perpetual award was established in 1978 by
David Capuzzi, President of AACD. This was a landmark year for
AADA, as it was established as an Organizational Affiliate of AACA in
the summer of 1986, and as a Division less than a year later in 1987. The
name of each year’s award recipient is added to the perpetual award,
which is maintained at ACA headquarters. In addition, a commemorative
plaque of recognition is provided to each recipient.
2. Criteria for Nomination:
a. NATURE OF SERVICE: Professional service is defined as
work done or duties performed primarily with the intent of benefiting
or giving service to others rather than for personal gain. This work
should This work should be of a nature to promote growth of the
profession relative to the needs of adults across the life span. It
should have wider perspective and reflect general efforts and effects
rather than being limited in scope.
59
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.4
TITLE: AWARDS PROCEDURES – continued p.3
AADA Distinguished Service Award - Continued
b. RELEVANCE TO THE PROFESSION: The professional
service efforts must be concerned primarily with the profession in
general as related to the interests of AADA.
c. SIGNIFICANCE OF SERVICE: The nominee has a history of
activity resulting in expanding and extending the horizons of the
profession in any or all of the following: across the life span; efforts to
impact other professions in relation to the needs of adults across the life
span; efforts to identify needs of the public and provide services to
meet those needs for adults across the life span; efforts to enlarge the
potential clientele for service delivery across the life span; efforts to
promote the concerns of adults across the life span within the
counseling and helping professions.
d. RECORD OF LONG-CONTINUED PROFESSIONAL
CONTRIBUTIONS: Evidence of substantive work, beyond the call
of duty, to improve professional practices and the contributions of
counselors to meeting the needs of adults across the life span. There
should be a history of substantial efforts to create and improve
opportunities for adults and especially older adults to realize their full
potential by evidence or work done or duties presentations and
publications, and other evidence of sensitivity to the needs of adults
across the life span.
AADA OUTSTANDING STATE DIVISION AWARD
1. Purpose of Award: This award is designed to recognize and promote the
efforts of an exemplary state division of AADA. Its purpose is to recognize
and honor a state division for outstanding contributions related to adult
development and aging during the preceding year.
2. Criteria for Nomination:
a. STATE DIVISION NEWSLETTER: Publication of a newsletter for
members that reflects and promotes the concerns of adults across the life
span and counselor strategies to address those concerns.
60
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.4
TITLE: AWARDS PROCEDURES – continued p.4
AADA OUTSTANDING STATE DIVISION AWARD - continued
b. STATE DIVISION ACTIVITIES: Activities, including
presentations, meetings and other functions throughout the year designed
to promote networking among members, professional development and
enhancement, knowledge of the needs and concerns of adults across the
life span, and advocacy of those needs.
c. ORGANIZATIONAL STRUCTURE: Evidence of a well-
developed and active organizational structure that provides roles for all
state members who wish to become active, as well as recognition for
service to the state division by those members.
d. SPECIAL REQUIREMENTS: State Divisions nominated for this
award must be current, chartered state divisions of AADA. Any state
division, officer, AADA member, or an ACA state branch president, may
make the nomination. A limit of five supporting letters, evidence or
testimonials are acceptable by the committee. Nominations for this
award must be received, by the Committee chair, no later than the 15th of
January preceding the award. A commemorative plaque of recognition is
presented to the President designated representative of the state division.
AADA OUTSTANDING RESEARCH AWARD
1. Purpose of Award: This is an award established in 1992 by Charlene M.
Kampfe, AADA President 1992-93. The purpose of this award is to promote and
recognize exceptional research that will contribute to the body of information
regarding adult development and aging. A commemorative plaque is presented
to the award recipient.
2. Nomination Procedure for Research Award: Nominees for this award
must be current members of AADA. Nominations can be made by the
researcher or any member of AADA. Nominations for this award must
postmarked no later than December 1st prior to the award’s presentation.
Nominating packets shall include one Awards Nomination Form and four
copies of the paper being nominated. The paper should include: a) a cover page
with the title of the research, but not the name of the researcher, b) a 100-word
abstract on a separate page; and c) the paper itself, that is no longer than 18
pages including references.
61
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.4
TITLE: AWARDS PROCEDURES – continued p.5
AADA OUTSTANDING STATE DIVISION AWARD – continued
3. Criteria for Nomination: Nominations for the Outstanding Research Award
shall be evaluated on the following criteria:
a. The topic is relevant to adult development and aging.
b. The paper presents sound scholarship; complete and clear literature review
based on theory; clear and sound research design; valid and reliable
instruments; appropriate analysis of data; clear description of results; and
relevant, clear, and appropriate discussion of findings using both past research
and present finding.
c. The knowledge presented and the conclusions drawn must hold promise for
the improvement of the counseling profession.
AADA MENTOR AWARD
(President’s Award)
1. Purpose of the Award: This award was established in 1990 by AADA
President Richard Johnson, in honor of an inspirational teacher with significant
ties to the field of adult development and aging.
2. Nomination: It is offered, at the discretion of the current AADA President,
during the time of the ACA Annual Conference. A commemorative plaque of
recognition is provided to the recipient.
Reference: Policy 300.7 Standing Committees
Adopted:
62
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.5
TITLE: AADA ISSUES PAPERS AND POSITION PAPERS
Rational: There are many needs of adults and concerns of helping professionals
working with the adult population that come to the attention of the AADA and ACA
leadership. A variety of issues may require action of an official nature by the AADA
Council or representatives to ACA or non-ACA entities. To assist the AADA Council
and the general membership in understanding the dynamics of such issues and
recommending plans of action congruent with the goals and philosophy of AADA, a
mechanism for identifying and exploring issues in adult development and aging is
needed. The mechanism for identify and exploring the adult concerns and issues shall be
the development of two types of papers: Issue and Position papers. AADA members
and committees may develop these issue and position papers and submit them to the
AADA Council for the endorsement as an AADA Issues or Position Paper.
A. ISSUE PAPERS: These are documents that define an issue, describe the
importance of the issue for the client population, identify potential strategies for
helping professionals to meet the identified need, and suggest an appropriate stance
for the AADA Council in relating to AADA entities.
B. POSITION PAPERS: These documents are similar in nature to Issue Papers, but
differ in 1) the purpose of the document, 2) the depth of coverage of an issue, 3) the
recommendations for action, and for the potential use of the paper. A Position
Paper is designed for the use both internal and external to the Association. Position
Papers provide an official stance from which to approach an issue. Once adopted,
they mandate a philosophy and recommended strategies for dealing with an issue
that will guide the Association, its members, and ACA in dealing with issues what
may arise related to the subject of the Position Paper. A Position Paper establishes a
mission for the Association .Strategies for implementing the mission may vary from
year to year.
Procedures for Adoption of Issue and Position Papers:
A. Development of Papers:
1. Submit a letter of intent to the AADA President, with a copy to the Chair of
the Committee of Standards. Include names of persons who will be helping to
develop the paper. The letter should indicate whether an Issue Paper or a
Position Paper is desired: however, the final determination of the status of the
paper will be at the discretion of the AADA Council.
2. The President will designate a member of the AADA Council to serve as
liaison to the persons developing the paper.
63
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.5
TITLE: AADA ISSUES PAPERS AND POSITION PAPERS – continued p.2
A. Development of Papers: continued
3. Submit a draft of the paper to the Committee on Standards with a copy (for
information only) to the President.
4. The Committee on Standards will review the paper, assist in obtaining input
and reviews through mailing to selected individuals, publication in the
newsletter, and/or other appropriate means, and provide feedback to the
initiators of the paper. This process may occur in several steps requiring
revisions and resubmissions of the paper.
5. A final draft, developed with input from the Committee of Standards, will be
submitted to the AADA Council for review and approval.
6. The AADA Council, with the recommendation of the committee on Standards,
will determine the disposition and distribution of the paper. This may include
publication in the AADA newsletter, seeking endorsement from the ACA
Governing council, or other internal or external distribution.
B. Format for Issue and Position Papers:
1. Statement of rationale – documentation of importance of issue.
2. Description of target population and needs.
3. Identification of gaps in service delivery to meet needs.
4. Recommended action steps to meet identified needs.
5. Relevant resources.
6. References.
C. Cover Letter for Submission of Issue and Position Papers: A cover letter
addressed to the AADA President should accompany the final submission of an Issue
Paper or a Position Paper. The content of the letter should include:
1. A summary of comments received in support of and in opposition to the content
of the paper.
64
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
POLICY 400.5
TITLE: AADA ISSUES PAPERS AND POSITION PAPERS – continued p.3
C. Cover Letter for Submission of Issue and Position Papers: continued
2. The suggested audience for dissemination of the paper.
3. Other information important for the AADA Council to consider in reviewing
the paper that is not part of the paper itself.
Adopted:
65
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
SECTION V. DELETION OF POLICY
66
SSOCIATION FOR ADULT DEVELOPMENT AND AGING
ADDENDIX
67
GUIDELINES FOR CHARTERING STATE DIVISIONS OF AADA
AADA may charter state AADA divisions. Please use the guide presented
below to assist you in applying for state division status.
DATE
ACCOMPLISHED: TASKS:
_____________ 1. Notification of intent to form a state division of AADA: Send
a letter of intent to the AADA State Division Chair. This
allows AADA to coordinate efforts within each state.
_____________ 2. Contact the ACA state branch President to give notification
of intent to form a state division. Request letters of support
from the state ACA branch. No state AADA charter will be
issued without letters of support from the state ACA branch
unless there is no ACA branch in you location.
______________ 3. Identify a group of individuals who may be interested in the
formation of an AADA state division. Lists of potential
members may be obtained from the following sources:
A. AADA can provide a list of members of the national
association who are residents of you state.
B. Your state department on aging can provide a list of
current projects serving older adults in you state.
C. Publish a notice in your stat ACA branch newsletter and
request names of interested members.
______________ 4. Schedule a meeting of those interested at the state ACA
branch convention or any other generally available time.
Contact state ACA branch president and AADA President for
possible representation at the meeting.
Establish that the group is statewide in representation and that
all national AADA members have been invited to affiliate.
______________ 5. Identify state coordinator to serve as a liaison with the state
ACA branch and AADA.
Appendix B
Continued on page 2
68
GUIDELINES FOR CHARTERING STATE DIVISION OF AADA
p.2
______________ 6. Form a steering committee to:
A. Recruit at least 15 individuals who are willing to join the
state division and the state branch.
B. Elect temporary officers to implement start-up procedures.
The Executive Committee/Council officers must be
members of ACA and AADA.
______________ 7. Submit required information listed below to AADA State
Divisions Chair at least 45 days prior to the next scheduled
AADA Council meeting or the next ACA Annual Conference.
Meeting dates may be obtained from the AADA newsletter or
the State Division Chair.
A. Membership Roster – membership in state branch will be
verified by state branch membership chair or other
designated official.
B. Roster of Officers – Membership in ACA and AADA will
be verified by ACA headquarters.
C. Bylaws – Must be in accordance with the purposes and
bylaws of AADA and consistent with the bylaws of ACA
and the state branch.
______________ 8. Include letter of support from the ACA state branch
president which includes verification that the bylaws are
consistent with those of the state branch.
______________ 9. The AADA State Divisions Chair will present the completed
application for charter to the AADA Council at the next
meeting. The AADA Council will review and take action
upon the application and inform the requesting group of its
decision.
______________ 10. The charter will be officially ratified and presented at the
annual business meeting of AADA.
Note: If ACA does not have a branch in your location, please contact the AADA
State Divisions Chair for additional information about forming a AADA state
branch.
Appendix B
69
Appendix A
Continued on page 2
70
AADA AWARDS NOMINATION FORM p.2
71
Appendix A
72
73
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