Board of Directors Procedural Manual - ORAHEAD

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					Board of Directors
Procedural Manual


Table of Contents

ORAHEAD Mission Statement and History……………………………

ORAHEAD in Governance………………………………………………………
    President………………………………………………………..…………..
    President-Elect………………………………………………..……………
    Immediate Past President………………………………….……………..
    Secretary……………………………………………………………………..
    Treasurer……………………………………………………………………..
    Communications-Membership Officer………………………………….
    Standing Committees…………………………………..…………….……

Schedule of Meetings…………………………………………….………………..

Affiliate Mailing Address…………………………………………..………………

Tele-Conference Vendor and Numbers………………………..………………

Membership Levels and Fees…………………………………..………………..

Financial Operating Policies and Procedures……………..………………….

      Insurance………………………………………………….………………….
      Bank Accounts………………………………………………………………
      Check Signers………………………………………….……………………
      Investment Account………………………………….……………………..
      IRS Filing……………………………………………..………………………
      State and Federal Tax Information………………………………………
Cancellation Policy for Events…………………………………………………..

Forms Approval………………………………………………………………..…..

AHEAD Affiliation…………………………………………………………..………

Travel Request and Reimbursement Procedures……………………………

    Mileage Reimbursement………………………………………….……….
    Public Carrier……………………………………………………….………
    Meals………………………………………………………………..………..
    Lodging…………………………………………………………….…………
    Ground Transportation…………………………………………..…………
    Parking and Tolls……………………………………………………………
    Disability Accommodations During Travel………………………………
    Non-Travel Related Expenditures/Reimbursement…………………….

Continuing Education (CEUs)………………………………………….………….

    Licensed Professional Counselor………………………………………
    Licensed Social Worker…………………………………….……………

Appendix………………………………………………………………………………

    Calendar of Activities…………………………………………………….…
    Presidents’ End of Year Report Archives..……………………………..
    Past Officers…………………………………………………………………
    Past Regional Workshops…………………………………………………
    Past Conferences……………………………………………………………

    Forms……………………………………………………………..……………
         Non-Travel Related Reimbursement……………..………………
         Travel Request…………………………………………………….…
         Travel/Meal Expense Log………………………………………..…
         Template-President’s End of Year Report………………………
      ORAHEAD Mission and History



Mission Statement:


The Oregon Association of Higher Education and Disability (ORAHEAD) [formerly the
Oregon Association of Disabled Student Service Programs in Higher Education
(OADSSPHE)], a coalition of professionals from public and private institutions of higher
education around the state of Oregon, has been established to strengthen the
professionalism, expertise, and competency of individuals who are vitally interested
and involved in services for students with disabilities by:

      1. becoming an effective voice for post-secondary disability services personnel in
      the state;

      2. promoting equal rights and opportunities for post-secondary students with
      disabilities by encouraging and supporting legislation for their benefit;

      3. communicating and coordinating with other organizations and agencies
      involved in efforts related to education, transition, and habilitation of persons with
      disabilities;

      4. facilitating the exchange of information and the coordination of efforts among
      personnel serving students with disabilities in post-secondary, public, private,
      and continuing education in all post-secondary systems in Oregon;

      5. conducting professional meetings and conferences among personnel working
      with students with disabilities in higher education;

      6. advancing high standards of professional ethics and conduct among personnel
      serving students with disabilities in higher education;

      7. developing ways of improving post-secondary educational programs and
      services for students with disabilities;

      8. stimulating, promoting, and supporting research in the field of disability
      services within higher education;

      9. informing the public concerning post-secondary education programs for
      students with disabilities.
AHEAD in Oregon Governance

A copy of the Affiliate’s Bylaws can be found online at



The Board of Directors is composed of the following elected officers:


Section 1 - Officers and Terms of Office

   The Officers of the Association shall be the President, President-Elect, the
   Immediate Past President, the Treasurer, Secretary, Communications Officer,
   Membership Officer, Continuing Education Liaison and Conference Liaison.

  A. The President, President-Elect, and Immediate Past President will hold office for
     one (1) year. The Treasurer, Secretary, Communications Officer, Membership
     Officer, Continuing Education Liaison and Conference Liaison will hold office for
     two (2) years. The Treasurer will be elected in odd years, and the Secretary will
     be elected in even years. The Communications Officer and Conference Liaison’s
     terms will coincide with the Secretary’s term. The Secretary’s term will begin at
     the fall conference business meeting and end at the Business meeting two years
     later. The Membership Officer and Conference Liaison will coincide with the
     Treasurer’s term. The Treasurer’s term will begin January 1 of the year
     immediately following his/her election and end December 31 two years later.
     (Nov07, Nov09)

   B. The President- Elect shall automatically assume the responsibilities as President
      at the business meeting of the annual Fall business meeting of the year following
      being elected.

   C The outgoing President shall automatically assume the responsibilities as
     Immediate Past President at the conclusion of the business meeting at the
     Annual Fall business meeting of the year following assuming the Presidency.

   D. The Officers shall be elected from Professional Members in good standing.
      When feasible, it is the Association's intention to rotate the nomination of a
      president between the representative types of institutions found within the
      Association.

   E. In case of resignation, parliamentary removal, or death of any Officer, the
      President, with the Board's approval, shall appoint a member of the Association
      in good standing to serve the remainder of the term of office.
   Article 3, Section 2 - Duties of the Officers. (Nov 08)

PRESIDENT
The President is responsible for the efficient and effective operation of the Affiliate.
Upon completion of his/her one year term, the President will assume the position of
Immediate Past-President.

Duties include but are not limited to the following:
    Open and call to order all general and Board of Director meetings
    Establish agenda and announce the business before the assembly.
    Establish and oversee Committees deemed necessary for the efficient operation
       of the Affiliate.
    Serve as official liaison of the Affiliate to AHEAD and other organizations or to
       appoint a designee for such purposes.
    Ensure adherence of the Affiliate to the Affiliate Bylaws as set forth by the
       membership.
    Complete a year-end report for the Board and general membership.
    Ensure continuation of insurance in all categories of coverage.
    Attend all regularly scheduled Board of Directors tele-meetings
    Attend the annual Board of Directors working retreat
    Attend annual state conference in its entirety and spring conference
    Perform any other duties assigned by the Bylaws or membership-at-large

PRESIDENT ELECT
In the absence of the President, the President-Elect takes the chair and follows the
same list of duties as the President. The following year, the President-Elect is assumes
the duties of President.

Duties include but are not limited to the following:
    Plan and facilitate annual fall and spring conferences
    The President- Elect shall solicit nominations for the slate of officers and Board
       members to be elected at the Fall business meeting.
    In the absence of the President, assume the duties of that office.
    Attend 9 of 11 regularly scheduled Board of Directors tele-meetings
    Attend the annual Board of Directors working retreat.
    Attend all planned regional workshops and Affiliate conference in their entirely
    Perform any duties assigned by the President, Board of Directors, or
       membership-at-large
IMMEDIATE PAST PRESIDENT
In the absence of the President and President-Elect, the Immediate Past President
assumes the duties of President. The Immediate Past President provides support and
guidance to the President and the Board of Directors.

Duties include but are not limited to the following:
    Organize and oversee the annual election of officers according to the Affiliate
       Bylaws.
    Act as Parliamentarian of the Affiliate.
    Act as Affiliate Historian
    Attend 9 of 11 regularly scheduled Board of Director tele-meetings
    Attend the annual Board of Directors working retreat.
    Attend annual Affiliate conference in its entirety
    Perform any duties assigned by the President, Board of Directors, or
       membership-at-large

SECRETARY
The Secretary is the recording officer of the Affiliate. This office is elected for a two year
term to run in alternate years with the treasurer. This position coincides with the

Duties include but are not limited to the following:
    Take written minutes of Board/membership meetings and Board working retreats.
    Prepare meeting minutes for review and revision no later than 3 weeks following
       the called meeting
    Submit revised minutes to Board at next monthly tele-meeting for approval
    Attend 9 of 11 regularly scheduled Board tele-meetings
    Attend the annual Board of Directors working retreat
    Attend annual Affiliate conference in its entirety
    Perform any duties assigned by the President, Board of Directors, or
       membership-at-large.
    On Hold Submit approved minutes for posting to the Affiliate website within one
       week of Board approval
    Confirm timely posting of minutes to web-site one week after submission
    Prepare and communicate Affiliate documents for any required state or federal
       filings.
TREASURER
The Treasurer is the chief financial officer of the Affiliate. This office is elected for a two
year term to run in alternate years with the Continuing Education Liaison and
Conference Liaison.

Duties include but are not limited to the following:
    Establish Affiliate banking accounts and pay liabilities
    Transfer funds between Affiliate accounts to meet obligations, at the direction of
       the Board of Directors
    Utilize accounting methodologies agreed upon by the Board of Directors
    Provide proposed annual budget to the Board of Directors for
       review/revision/adoption; make revisions as directed by the Board of Directors
       and incorporate into accounting records.
    Manage access to bank accounts.
    Provide at least quarterly updates on the approved budget to the Board of
       Directors.
    Prepare end-of-year budget summary of assets, income and expenditures to be
       presented to the Board of Directors no later than the scheduled February Board
       of Directors meeting following the close of the previous fiscal year.
    Prepare or assist in the preparation of regulatory filings. (Directors and Officers
       Insurance and State Registry for new Officers)
    Provide reports to auditors.
    Ensure documentation of speakers to include name, SSN, and address for
       completion of 1099 forms; mail forms by January 31.
    Maintain all receipts and payment records (travel requests, reimbursement forms,
       etc).
    Attend 9 of 11 regularly scheduled Board of Directors tele-meetings
    Attend the annual Board of Directors working retreat.
    Attend the annual Affiliate conference in its entirely
    Perform any duties assigned by the President, Board of Directors, or
       membership-at-large.


Communications Officer
The Communications Liaison provides support for the ORAHEAD website. The communication
liaison facilitates communications between the Affiliate, AHEAD and the general membership.
The Communications Liaison is elected for a two year term to run in the same year as the office
of Secretary.

DUITIES INCLUDE BUT ARE NOT LIMITED TO:

      Maintain and update Affiliate web-site.
      Serve as Affiliate communications liaison to AHEAD.
      Attend at least 9 of 11 regularly scheduled Board of Directors tele-meetings.
      Attend the annual Board of Directors working retreat.
      Attend all planned regional workshops and Affiliate conference in their entirety.
      Perform any duties assigned by the President, Board of Directors, or membership-at-
       large.

Continuing Education Liaison
The Continuing Education Liaison provides support to ORAHEAD members in obtaining
continuing education credits. The Continuing Education Liaison is elected for a two year
term to run in the same year as the Office of the Secretary.

DUITIES INCLUDE BUT ARE NOT LIMITED TO:

      The Liaison has the responsibility of maintaining providerships including the filing of
       documents for possible audits by representative agencies for a five year period.
            Annual renewal applications and fees are required and paid by the Affiliate.
            The Affiliate currently provides Continuing Education Credits to be decided on by
              the membership (Licensed Professional Counselor/Licensed Master Social
              Worker?)
      Attend at least 9 of 11 regularly scheduled Board of Directors tele-meetings.
      Attend the annual Board of Directors working retreat.
      Attend all planned regional workshops and Affiliate conference in their entirety
      Perform any duties assigned by the President, Board of Directors, or membership-at-
       large

Membership Officer
The Membership Liaison provides the board with general membership information. The
Membership Officer is elected for a two year term to run in the same year as the office of
Treasurer.

      Maintain membership database
      Maintain Affiliate member listserve (to be determined)
      Receive and respond/assign response to member/prospective member/outside inquiries.
      Attend at least 9 of 11 regularly scheduled Board of Directors tele-meetings.
      Attend the annual Board of Directors working retreat.
      Attend all planned regional workshops and Affiliate conference in their entirety.
      Perform any duties assigned by the President, Board of Directors, or membership-at-
       large.

Conference Liaison
The Conference Liaison provides the Board with support by collaborating with individuals
engaged in planning ORAHEAD conferences. The Conference Liaison is elected for a two
year term to run in the same year as the Office of the Treasurer.
    Provide the Board with support by working with local conference planners.
    Responsible for the collection of conference fees.
    Provide leadership in awarding the scholarship/stipends if funds are available.
          1. Develop and maintain guidelines for awarding scholarship/stipends
          2. Send out criteria for awards at least two months prior to the scheduled event
           3. Convene members of the Board for purpose of judging/awarding stipends
      Attend at least 9 of 11 regularly scheduled Board of Directors tele-meetings.
      Attend the annual Board of Directors working retreat.
      Attend all planned regional workshops and Affiliate conference in their entirety.
      Perform any duties assigned by the President, Board of Directors, or membership-at-
       large.

 Schedule of Board Meetings
The Affiliate’s Board of Directors (including elected officials and current committee
chairs) will meet monthly either by phone or in person.

The Board will hold a minimum of one advertised, open forum per year.

An annual membership meeting will be held.

Affiliate Mailing Address
For all mail, including bank statements and insurance documentation, the Board will
establish a post office box accessible to all current Board members. The
Communication-Membership Liaison will maintain the Post Office Box. The current
address is:



Affiliate Tele-Conference Vendor

Tele-conference meetings are arranged through the following vendor:

www.freeconference.com.

Membership Levels and Fees:

ARTICLE 2- MEMBERSHIP - TO BE VOTED ON FOR FALL 2010 CONFERENCE

Section 1 - Types of Membership

The board will need to revisit the membership levels and associated fee.


A.     Professional Membership. Professional membership shall be open to those
academic personnel engaged in the administration or provision of services enhancing
postsecondary educational opportunities for students with disabilities. Members in good
standing are expected to attend one ORAHEAD conference/meeting each year and
may have voting rights and access to the association’s professional listserv. (5/03)

B.    Preprofessional Membership. Any postsecondary student engaged in training for
the administration or provision of services enhancing postsecondary educational
opportunities for students with disabilities may be a Preprofessional Member of the
association. Student members are not eligible to vote in association business, nor may
they hold elective office, but they may serve on committees as non-voting members,
and they may have access to the professional listserv. Preprofessional Members must
be sponsored by a current ORAHEAD member in good standing. (5/03)

C.      Associate Professional Membership. Those persons who share an interest in the
administration or provision of services enhancing postsecondary educational
opportunities for students with disabilities. This level of membership would include, but
not be limited to, people who work in related fields. Associate members are not eligible
for voting privileges or holding office, but they may serve on committees in the
organization. A person who wishes to become an associate professional should be
sponsored by a current member in good standing. Associate members may participate
in the association’s listserv if they have attended a Fall and Spring meeting, and if they
are welcomed to the listserv by the member who sponsored them. (5/03)

D.     Emeritus Membership. Academic personnel previously engaged in the
administration or provision of services enhancing postsecondary educational
opportunities for students with disabilities. This level of membership would include
former ORAHEAD members or retirees from the field. Emeritus professional members
are not eligible for voting privileges or holding office, but they may serve on committees
in the organization, and they may have access to and participate in the association’s
professional list serv. Former members will be able to renew their membership.(5/03)

Section 2 - Terms of Membership.

Effective November 5, 2009, the term of membership shall be January 1 to December
31.

Section 3 - Dues.
Dues of the Association shall be set by the Board with the approval of the membership.

Section 4 – Payment of Dues.
First time payment of dues will be accepted by the Treasurer at any time during the
membership year. Renewal of annual dues shall be paid January 1 with an allowance of
a 60 day grace period. Annual dues shall not be prorated.

Section 5 - Guest Participation.
Guest participation is at the invitation of a current ORAHEAD member in good standing.
Guests do not have voting privileges.


Financial Operating Policies and Procedures


The Board of Directors is charged with fiscal management and decision-making
congruent with the mission of the organization and with good financial practices. The
elected Treasurer will manage the day-to-day finances of the organization with oversight
from the Board of Directors.


INSURANCE:

       The Board of Directors will maintain continuous coverage to protect the interests
and practices of the organization and individual Board Officers. The Affiliate has two
policies – Directors/Officers Protection and General Liability. The effective dates of
coverage are May to May, annually and the President of the Affiliate has the
responsibility of completing the necessary paperwork to maintain the policies. This will
include information on the most recent financial statement, the Board of Directors office-
holders and the latest copy of the Affiliate’s By-Laws. The current brokerage for the
current policies is:
                     D & O Insurance -Great American Insurance Group
                                Liability Insurance – AHEAD

BANK ACCOUNTS:

        The Treasurer, with Board approval, will establish and maintain accounts for
management of organizational funds. These may include checking and savings,.
Current Accounts are maintained through US Bank—a statewide bank—allowing the
Affiliate to maintain the account with the election of a new treasurer each two years.
These accounts include a checking account and a savings account. The treasurer has
the power to move money between accounts as needed for Affiliate business.

The Affiliate currently maintains the following accounts:

Checking Account: this account is utilized for day-to-day operating expenses and
conference/workshop planning/implementation costs.


CHECK SIGNERS:

        The Treasurer and President will have check signing authority at a financial
institution approved by the Board of Directors.
        The Treasurer is responsible for completion of the appropriate paperwork each
year to provide the current President with check signing privileges.
        US Bank is the current financial institution used by the Affiliate.

IRS FILINGS:

       The Board of Directors will assure the Affiliate files the appropriate tax forms
annually. The Treasurer is responsible for informing the Board if filing is necessary and
acting as liaison with any outside firms contracted to file annual returns. All submitted
forms will be available for public access. Any paid speaker will be sent a Form 1099 by
January 31 each year. The accounting firm of is currently contracted to provide
professional accounting services.


STATE AND FEDERAL TAX INFORMATION

In 2001, AHEAD in Oregon was recognized as a non-profit organization by the state of
Oregon Non-Profit Corporation Act. Through the Secretary of State, periodic reports
must be completed to maintain this status. It is not necessary for the Association to
send annual reports regarding change of officers or report changes in the Constitution
or By-laws of our organization. A form will be mailed to our registered agent at the time
the form is due.

              The registered agent for the non-profit status with the state:
                            NAME and ADDRESS needed

                               Filing number: 93-0735045
                               State Tax number: 11950



The Association also obtained exempt status, 502(c)(3), through the Federal Internal
Revenue Service in 2000. It is required that the Association file Form 990, Return of
Organization Exempt from Income Tax, only if gross receipts each year are normally
more than $25,000. If a return is required, it must be filed by May 15 th. The law
imposes a penalty of $20 a day, up to a maximum of $10,000, when a return is filed
late, unless there is reasonable cause for the delay.

                       Federal Identification Number: 93-0735045

                                  Association Contact:
                                    Address needed




AHEAD Affiliation:

       The President-elect serves as the Affiliate liaison to AHEAD. The stipend
provided by AHEAD to facilitate attendance to the AHEAD Conference will go to the
President of the Affiliate or to his/her designee.

				
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