PURPOSE OF MANUAL
THE PURPOSES OF THIS MANUAL OF OPERATIONS ARE AS FOLLOWS:
q To provide standard procedures describing election and appointment processes and duties of all Officers, Board Members and Committees.
q To provide a yearly timetable of organizational events, goals, objectives and results of organizational expectations.
q To provide guidelines for fiscal management.
q To provide guidelines for Chapter requirements and organization of Divisional Units within the Association.
q To provide procedures by which an orderly transfer of administration and functions of the Chapter can be accomplished from one year to the next, thereby insuring continuity of organization, plans, and programs through the cooperative planning and appointments of the outgoing President, incoming President, and the President-Elect.
The duties of the Officers and Board of Directors shall be in accordance with the Constitution and Bylaws of the Kentucky Rehabilitation Association.
The President shall:
a. Serve as Chief Executive Officer of the Association.
b. Conduct a minimum of four (4) Board meetings per year beginning in January. Meetings will follow Robert’s Rules of Order (Appendix F).
c. Serve as Chairperson of the Board of Directors.
d. Call Board meetings as needed.
e. Develop an annual budget to be presented to the Board of Directors at the first Board of Directors meeting for the calendar year.
f. Serve as an Ex-Officio member of all other Standing Committees.
g. Monitor Board Member’s attendance.
h. Monitor all expenditure requests.
i. Appoint all Standing Committee Chairpersons with the exception of Program Committee Chairperson, who shall be the President-Elect and the Nominating Committee Chairperson, who shall be the immediate Past President.
j. Develop an Annual Conference Theme
k. Choose and submit Annual President’s Award(s) winner(s) to the Awards Committee.
l. Prior to the end of his/her term, orient the incoming President to duties of the office.
The President-Elect shall:
a. Serve on the Board of Directors.
b. Serve as Ex-Officio member of all other Standing Committees.
c. Perform assignments as made by the President.
d. Serve as Chairperson of the Annual Conference Committee
e. Serve as Chairperson of the Program Committee.
f. Utilize this term of office to become thoroughly familiar with the Constitution and Bylaws and operations of the Kentucky Rehabilitation Association (Appendix G). It is recommended that the President-Elect serve as chairperson of the Constitution and Bylaws committee.
g. Assume the office of President effective the first day of January of the year following his/her term as President-Elect.
m. Prior to the end of his/her term, orient the incoming President-Elect to duties of the office.
The Past President shall:
a. Serve on the Board of Directors
b. Assume the position of President in the event the current President is unable to fulfill his/her term of office.
c. Serve as Chairperson of the Nominating Committee
d. Assume responsibility for maintaining the Manual of Operations
e. Prior to the end of his/her term, orient the incoming Past President to duties of
The Secretary shall:
a. Serve on the Board of Directors.
b. Record minutes of all stated or called meetings of the Association and disseminate copies to all members present at the following Association meeting.
c. Record minutes of all Board of Directors meetings and disseminate to all Board members within thirty (30) days.
d. Maintain files of all minutes
e. Transfer all records and any other pertinent data to the incoming Secretary by January 1.
f. Prior to the end of his/her term, orient the incoming Secretary to duties of the office.
The Treasurer shall:
a. Serve on the Board of Directors
b. Be responsible for the financial receipts and disbursements of the Association under the general direction of the Board of Directors.
c. Invest funds with the guidance of the Board of Directors.
d. Insure that reconciliation form and receipts submitted for payment are correct as affirmed by submitting individual, and are within budgetary parameters.
e. Present financial statements at each Board of Directors meeting and/or at any time requested by the President.
f. Present financial records for audit at the end of the fiscal year.
g. Transfer all records, funds, and any other pertinent data to the incoming Treasurer as soon as the December bank statement has been received and reconciled.
h. Serve as member of the Annual Conference Planning Committee.
i. Prior to the end of his/her term orient the incoming Treasurer to all financial responsibilities and obligations.
BOARD OF DIRECTORS
The Board of Directors shall:
a. Consist of the President, President-Elect, Past President, Secretary, Treasurer,
the Presidents or designees of each of the organized Divisional Units, six (6) elected Board Members, and the Following Ex-Officio Members:
q Committee Chairpersons who are not elected Board Members
q Any elected NRA Officer or Board member of and NRA Divisional Unit employed in or living in the Association’s area
q Any elected SERNRA Officer or Board Member employed or living in the Association’s area.
q Any elected Officer or Board Member of a SERNRA Divisional Unit employed in or living in the Association’s area.
NOTE: Ex-Officio Board Members do not hold voting privileges.
b. Conduct the affairs and activities of the Association within the boundaries of
the Constitution and Bylaws and actions of the membership in formal session.
c. Represent the individual members of the Association
d. Attend all meetings.
NOTE: If a Board Member is absent for two (2) or more meetings the President shall bring the matter before the Board of Directors, who will consider the circumstances including the Board Member’s ability to attend future meetings and reason for missing meetings, prior to holding a board vote declaring the Board Member’s term null. In such instances, the Constitution and Bylaws provision governing the fulfilling of unexpired terms will be followed
e. Assist the Association’s Officers and committees in fulfilling the goals and
objectives of the Association.
f. Attend the final meeting of the previous year’s Board.
g. Board Members will chair standing committees of the Association
h. Board Members will serve as delegate of the association if attending training conferences where delegate assembly will be held.
The following positions shall be elected at the Annual Conference. All Officers and Board Members shall assume office January 1 following their election.
Shall be elected for a one (1) year term. The President-Elect shall proceed to the
office of President the following and will serve in that position for one (1) year, and when the term of President has expired, will serve in the position of Past President for a one (1) year term.
Shall be elected for a one (1) year term.
Shall be elected for a two (2) year term.
Shall be elected for three (3) year terms. Two (2) slots will become vacant on the Board each year. Should a Board Member position be vacated during an unexpired term, the President at his or her discretion, appoints an individual with approval of the Board to complete the unexpired term.
The Past President will serve as Chairperson of the Nominating Committee, and it’s fifth member. A Nominations Committee consisting of four (4) KRA members in good standing, shall be appointed by the Past- President with the approval of the Board of Directors at the first Board meeting.
CALL FOR NOMINATIONS AND REQUIREMENT FOR CANIDACY
The nominations committee shall have the responsibility to select a slate of officers and board members for the coming year and present same to the association for their consideration. Said slate should have a minimum of two candidates for each available position. Any KRA member in good standing wishing to become a candidate for office must notify the Chairperson of the Nominating Committee within thrity (30) days of the Association’s Annual Conference. These names will be placed on the election ballot for officers. All other candidates shall be nominated from the floor during the business meeting.
Election of Officers and Board Members will be conducted during the business meeting held during the Annual Conference. All votes must be cast on an official ballot (Appendix A).
Following the closing of nominations, voting shall be by secret ballot. A simple majority of votes cast will be required for a candidate to be elected. In the event of a tie, a run –off election between those candidates will occur immediately.
Membership of all persons voting will be verified against the printout of the membership roster, and will be identifiable by an insignia on the nametags used during annual conference. The National Rehabilitation Association membership card can serve as verification of membership, provided the card has not been altered. The Membership Chairperson will be consulted for verification of membership for those members who do not appear on the roster but affirm membership and wish to vote. If membership cannot be substantiated, the right to vote will be waived.
The Nominations Committee at the close of the voting period will sequester itself and tabulate the voting results. The official results will be reported to the President By the Chairperson of the Nominating Committee immediately after the results are determined. The election results will be presented to the membership during the business meeting.
Committees exist to advance the objective of the Association. Standing Committee Chairperson, with the exceptions of the Annual Conference Planning Committee who will be the President-Elect, and Nominating Committee, will be the Past President, shall be appointed by the President.
Standing Committees are those which are outlined in the Constitution and Bylaws of Kentucky Rehabilitation Association.
The Program Committee shall:
a. Be chaired by the President-Elect
b. Provide necessary leadership and coordination in the planning, arranging, conducting and final reporting of the Annual Conference of the Association.
c. Assist the Chairperson in appointing necessary sub-committees to assist with the Conference arrangements and functions.
d. Conduct site surveys for the Annual Conference in order to assure at minimum, compliance with Title III of the Americans with Disabilities Act (refer to Appendix E), economical rates, and adequate meeting facilities.
e. Assure that all participants in Annual Conference activities are provided equal opportunities for full participation.
f. Develop a program agenda, determine speakers, presenters, etc., for the Annual Conference within the parameters of the Board approved Conference budget.
g. Assist Divisional Units in insuring proper coordination of their meetings and meeting facilities.
NOTE: The decision of the Annual Conference site will be decided by the President-Elect and presented to the Board at the first Board meeting of the year.
The Membership Committee shall:
a. Organize and direct the membership drive activities of the Association within policies approved by the Board of Directors.
b. Make recommendations to the Board of Directors with respect to membership
activities such as implementing recruitment of members through membership
drives, contests, and other activities designed to encourage and maintain
c. Maintain an up-to-date membership roster and status report and present this
Report during each regularly scheduled board meeting.
d. Monitor the membership status of all officers, Board Members-at-Large,
Committee Chairpersons, and Division Presidents, on a quarterly basis; contact any whose membership expires; and report these
names during scheduled Board meetings.
e. Maintain appropriate liaison activities with both regional and national
f. Monitor the membership status of all candidates for election and appointees to
Serve as Officers, Board Members, Committee Chairpersons, or Committee members. The Chairperson shall report to the President the names of any such persons who are not current members in good standing of the Association, in order to assure that all persons voting or carrying on the business of the Chapter as representatives of the membership are truly eligible to do so.
NOTE: The Chairperson shall have ultimate responsibility for verifying the membership of voters who do not appear on the membership roster during the election period of the Annual Conference.
The Nominating Committee shall:
a. Consist in the number and structure specified in Article V, NOMINATIONS
AND ELECTION OF OFFICERS AND BOARD MEMBERS, of the Constitution and Bylaws. The Chairperson shall be the Past President.
b. Solicit a slate of candidates for each Office and Board Member
c. Verify each candidate’s membership status with the Membership Committee, to assure that each is a current member in good standing of the Association.
d. Carry out it’s duties as established in Article V, NOMINATIONS
e. AND ELECTION OF OFFICERS AND BOARD MEMBERS; and in Section III of the Manual of Operations.
The Scholarship Committee shall:
a. Solicit and Accept nominations from the membership for the KRA Scholarship
Award; review all nominations and determine which individual from those
nominated shall receive the KRA Scholarship for that year.
b. Coordinate with the Awards Committee for presentation of the KRA
Scholarship at the Annual Conference Awards Ceremony.
c. Submit the name of the KRA Scholarship winner as the Association’s
nominee for the SERNRA Scholarship.
NOTE: Criteria for the KRA and SERNRA Scholarships are listed in Appendix B.
The Publications Committee shall:
a. Maintain the Association’s Website, and update at regular intervals.
b. Develop a Newsletter to be posted on the Association’s Website at least two (2) times annually.
The Accessibility Committee shall:
a. Promote the removal of architectural and attitudinal barriers throughout the
Commonwealth of Kentucky.
b. Shall also address annual conference accessibility and accommodation needs.
c. Act as a resource for the membership on Accessibility issues.
EDUCATION AND ADVOCACY
The Education and Advocay Committee Shall:
EDUCATION AND ADVOCACY
a. Consist of a Chairperson
b. Make recommendations to the Board of Directors regarding legislative activities that impact upon person with disabilities and/or rehabilitation professionals.
c. Monitor legislative activities on the local, state, and national levels.
d. Coordinate KRA’s participation in the NRA Governmental Affairs Seminar, if participation if approved by the board.
The Awards Committee shall:
a. Be responsible for arrangement and coordination of the Awards ceremony at
The annual conference.
b. Coordinate with the Scholarship Committee, and Divisions to present their
respective awards at the Annual Conference Awards Ceremony. (Appendix C)
The Necrology Committee shall:
a. Maintain a listing of the names of those current and/or former members of the
chapter who die during the period of time between Annual Conferences. The Chairperson shall present a written report to the President and an oral report to the membership during the business meeting at the Annual Conference wherein the deceased individuals are identified and wherein a brief, but appropriate eulogy is offered.
b. The Chairperson will also provide the Necrology report for oral presentation
at both the Regional and National Conferences.
The Corporate Sponsorship Committee shall:
a. Be responsible for soliciting and securing corporate sponsors for the Annual
b. Be responsible for appropriate recognition of corporate sponsors during the
The Fundraising Committee shall:
a. Conduct activities for the purpose of gathering funds to assist the Association in carrying out its mission.
b. Coordinate with sub-committees and Divisional Units fundraising activities to be held throughout the year and during annual conference.
Ad Hoc Committees are those additional temporary committees which may be appointed by the President with the approval of the Board of Directors to accomplish specified short-term goals, and may not exceed the term of the office of the President.
Each year the Officers, Board of Directors, and Committees shall determine the goals and objectives of the Association. These goals and objectives shall be factors in the development of the budget by which the Chapter shall operate.
Upon acceptance and review of the proposed budget as submitted by the President the Board of Directors will adopt an annual budget, establish policies for administration of funds, and regularly review the financial status of the Association. Budget projections should include a review of previous years’ expenses and revenues. This budget will reflect and anticipate the needs and resources of the Association for realizing its goals. It will reflect input from Officers, Committee Chairpersons and members of the Chapter.
A budget report will be presented to the Board of Directors at each Board meeting which will incorporate modifications needed to adapt to unanticipated factors, as well as revised income and expenditures. (For sample see Appendix D)
A review of the financial statements/fiscal records of the Chapter will be conducted at the end of each year by a CPA approved by the Board of Directors.
Upon the receipt of any donation, gift, contribution or bequest, it is the responsibility of the President to acknowledge the gift appropriately. All gifts or contributions shall be utilized as deemed appropriate by the Board of Directors.
The Chapter will reimburse in accordance with the Association’s Travel Policy and Guidelines (Appendix D), those individuals authorized by the Board of Directors for budgeted travel expenses incurred while participating in activities related to the Chapter. These expenses will be reviewed annually.
q Mileage to attend a KRA Board meeting may be reimbursed.
q Mileage, lodging, meals, registration, and other transportation expenses (i.e. airfare, taxi, parking) to attend a NRA related conference/training may be reimbursed.
q Mileage, lodging, meals, and other transportation expenses (i.e. airfare, taxi, parking) to attend a national or regional meeting may be reimbursed.
q Mileage will be reimbursed at $.30 per mile.
q Lodging will be reimbursed at cost.
q Meals will be reimbursed at the per diem rate of:
Breakfast - $7.00
Lunch - $8.00
Dinner - $15.00
q Tips and gratuities shall be reimbursed at a rate not to exceed 20% of expense or $1.00 per luggage.
q Two methods of reimbursement are allowed:
-Cost reimbursement shall occur after the expenses have occurred.
-Cost estimate payment shall occur before the expenses have occurred.
q Both methods require the completion of the Reconciliation Form and submission to the KRA Treasurer.
q Receipts are to be submitted with airfare, hotel lodging, and conference registration only.
q Reimbursement requests during a calendar year must be submitted by January 15th of the following year. (i.e. for a board term in 2005, reimbursement request must be received by Treasurer before January 15, 2006). No reimbursements will occur following this date, even if an individual is serving a 2-year term.
q Each board member shall have funding for each calendar year determined by the current President and approved by the board at the first meeting of the calendar year.
q Travel expenses will be utilized from individual travel budgets.
q The travel budget will be submitted with the general budget during the first board meeting and approved by the board.
Divisional Units of NRA approved and recognized National Divisions may be organized within the State Chapter. Members who wish to form a new Divisional Unit must submit a Statement of Intent to the Board of Directors for approval. If approved, each newly established Divisional Unit shall submit to the KRA Board of Directors within one (1) year of inception a copy of its Constitution and Bylaws for review, to be sure it conforms with the KRA Constitution and Bylaws.
Presently, these are four (4) active Divisions within the Kentucky Rehabilitation Association. These Divisions are:
q Kentucky Job Placement and Development (KJPD)
q Kentucky Association of Rehabilitation Leaders (KARL)
q Kentucky Rehabilitation Counselors and Educators Association (KRCEA)
q Kentucky Association of Rehabilitation Support Staff (KARSS)
The President of each Division or his/her designee shall hold a voting seat on the KRA Board of Directors, and shall be given the opportunity to present a report of the Division’s activities at each Board meeting. A report of Division activities must be presented to the KRA membership each year at the annual business meeting.
Each Division shall be given the opportunity to meet at some time during the Annual Conference and to present Division Awards at the Annual Conference Awards Ceremony.
All participants in activities conducted or sponsored by the Kentucky Rehabilitation Association or any of its Divisions, including Board meetings, committee meetings, training sessions, Annual Conference activities, and any other events, shall be provided equal opportunities for full participation.
Opportunities to take part in KRA activities shall not be prevented to any individual with a disability because of the necessity to provide accessibility and auxiliary aids and services. Auxiliary aids and services that may be necessary, depending on the needs of individuals may include but are not limited to:
q Accessible locations and facilities
q Materials in accessible formats and/or readers
q Open or closed captioning of any audiovisual materials that are used
q Good lighting or an interpreter, an good general illumination
q Clarification of concepts presented in training or meetings as may be needed for participant understanding
Registration forms for Chapter or Division-sponsored activities must include a request for registrants to notify the sponsor of any needs for accessibility or auxiliary aids and services. Individuals who plan to attend a KRA function that does not require registration should notify the appropriate Committee Chairperson in writing of any needs no less than ten (10) days prior to the event. The Kentucky Rehabilitation Association shall not place shall not place special charges on individuals with disabilities to cover the costs of individual auxiliary aids or services.
Whenever KRA contracts for training or with facilities such as hotels or conference centers, the Association shall assure that accessibility and other needed auxiliary aids and services are provided. Public accommodations which are used for KRA functions must be in compliance with Title III of the Americans with Disabilities Act (see Appendix E).