Policies

Corporate Logo (Effective - 12/ 1/ 2003)
Purpose: To establish responsibility for the selection and adoption of an insignia for the Association.

  1. The Association shall establish a representative insignia for the corporation “The Wyoming Occupational Therapy."
  2. The insignia shall be called the Association logo and shall be used to represent WyOTA.
  3. The Board shall be responsible for the selection of an appropriate insignia and oversee the implementation of its use.
  4. The Board will approve the logo.
  5. The logo of the Association shall be owned by the Association.

Official Documents (Effective - 12/ 1/ 2003)
Purpose: To clarify policy on official documents of the Association.

  1. Official documents are documents produced and authorized by the Association.
  2. Official documents of the Association may be classified as legal, professional, or operational.
    1. Legal- Documents evidencing corporate status of the Association and required by law in carrying out the activities of the Association. Examples are the Articles of Incorporation, Bylaws, Policies, and Procedures and Official minutes of the Board and annual business meeting.
    2. Professional- Documents related to skills and standards of the occupational therapy profession.
    3. Operational- Documents created in the course of the ordinary activities of the Association. Examples are reports by and to committees, the Board and other Association bodies.
  3. Official documents, except confidential records, shall be available to all members.

Membership Fees (Effective - 12/ 1/ 2003)
Purpose: To establish policy for setting membership fees.

  1. The Board will determine the annual membership fees for all categories of membership.
  2. The Board will notify members of the fees assessed in October for the following calendar year.
  3. Membership fees will be due on an annual basis based on initiation date of original membership.

Open Meetings (Effective - 12/ 1/ 2003)
Purpose: To establish policy regarding attendance at official meetings of the Association.

  1. All meetings sponsored by the Association shall be open for audit by the membership except:
    1. Discussion of specific personnel performance, hiring, or firing.
    2. Consideration of a proposal for a business matter that involves negotiation.
    3. When consulting with counsel.
    4. For an exceptional reason that, by vote of two-thirds of the members present at the meeting, they find the reason to be so compelling to close the meeting.
  2. A statement regarding open meetings shall be published whenever a schedule of meetings appears (i.e., newsletter, annual conference program).

Membership for Association Leaders (Effective - 12/ 1/ 2003)
Purpose: To establish policy requiring leaders of the Association to be members of the election area and national professional organizations.

  1. It is the responsibility of the individuals holding leadership roles in the Association to ensure that their memberships in the election area association and national association are current.

Advertisement in Official Publications (Effective - 3/ 2004)
Purpose: To establish policy to follow when selling advertisement space in official Association publications.

  1. It is the responsibility of the Board to act in the best interest of its members and to always act in a fiscally responsible manner.
  2. The Board will establish a fee schedule for advertisements in all official Association documents.
  3. Advertisements will be placed in both the quarterly newsletter and on the WyOTA Web site. Advertisements placed on the Web site. will remain posted for a period of three months or until the even is hosted, which ever come first.
  4. The fee schedule will be as follows:
    1. Business Card Size - $25.00
    2. Eighth Page - $35.00
    3. Fourth Page - $70.00
    4. Half Page - $120.00
    5. Full Page - $195.00

      A 15% discount will be offered if the same ad is placed in four consecutive issues or publications. (Fees established in 2001.)
  5. Rates will be reviewed by the Board on an annual basis and adjusted with a majority approval of voting members of the Board.

Association Ad HOC Bodies (Effective - 12/ 1/ 2003)
Purpose: To define structure of Association bodies.

  1. All bodies not identified in the Bylaws will be ad hoc.
  2. An ad hoc body has the following characteristics.
    1. The members of the body shall be appointed.
    2. The body shall be charged with a specific task.
    3. The body shall not duplicate a task of an existing body.
    4. The body shall present a final report to the Board by the designated date.
    5. The body shall be discharged after presentation of a final report.

Scholarhips for WyOTA Sponsored Events (Effective - 12/ 1/ 2003 Revised - 8/ 4/ 2005)
Purpose: To identify guidelines for the Association in selecting individuals to receive scholarship funds from the Association.

  1. The Association feels it is important to encourage student membership in both the local and national professional associations.
  2. The Association feels it is important to encourage other interested individuals to participate in educational opportunities sponsored by the Association.
  3. Scholarship funds will only be offered to students who are members in good standing of WyOTA.
  4. Scholarship funds will be offered to other interested individuals who have completed the application and are approved by the Board.
  5. The Association will offer up to 5 scholarships.
  6. Applications will be submitted to the President at least three weeks prior to the event using the appropriate forms. The Board will make the final decision and approval of requests.
  7. Individuals will be notified two weeks prior to the event.

Policy Manual (Effective 12/ 1/ 2003)
Purpose: To facilitate and promote the development and maintenance of policies with Association objectives and to provide the membership with current statements of these policies to guide their actions.

  1. The Association supports membership input regarding current trends in practice, education, and research for use in the formation of policy. The Board has the authority to develop policies.
  2. The Board coordinates and ensures that appropriate mechanisms for implementation of the police are established.
  3. Members and Association personnel shall utilize current policy when carrying out Association activities.
  4. Policies shall be reviewed periodically to ensure that they reflect current practice. A procedure for doing this shall be the responsibility of the Secretary.
  5. The Policies shall be contained in the Association's Policy Manual. New and revised policies shall be published annually in the WyOTA January Newsletter.

Reimbursement for Official Association Expenses (Effective 12/ 1/ 2003)
Purpose: To establish policy for reimbursement of expenses related to the Association.

  1. Expenses made on behalf of the Association will be reimbursed from the Association’s account.
  2. Expenses shall fall within the budgeted amount allotted in the current budget.
  3. A receipt will be submitted to the Treasurer along with the appropriate form for reimbursement. Checks will be issued on a monthly basis.

Vendor Fees for Official Events (Effective 9/ 17/ 2004 - Reviewed 8/ 4/ 2005)
Purpose: To establish policy to follow when selling vendors space at official Association events.

  1. It is the responsibility of the Board to act in the best interest of its members and to always act in a fiscally responsible manner.
  2. The Board will establish a fee schedule for vendor space at all official Association events.
  3. Vendors will provided a space to display their products and visit with event participants. Space will be provided throughout the entire event. Vendors will be provided the opportunity to include promotional materials in registration packets at no cost to the vendor.
  4. The fee schedule will be as follows:
    1. $150.00 for a two days
    2. $100.00 for one day
  5. The Board and/or event committee may elect to have the vendors compensate the Association in an alternative manner, such as, but not limited to sponsorship of a social activity or conference program presenter.
  6. Rates will be reviewed by the Board on an annual basis and adjusted with a majority approval of voting members of the Board.

State Reciprocity for WyOTA Sponsored Events (Effective 12/ 1/ 2003)
Purpose: To identify guidelines for the Association in to offer reciprocity to individuals who are members of other election area associations wanting to attend WyOTA sponsored events.

  1. The Association feels it is important to participation in continuing education and professional events.
  2. Individuals wishing to attend WyOTA sponsored events may receive membership discounts when proof of current membership in an election area association is provided.
  3. Proof of membership must accompany registration for the event. The Board or its designee will determine if the membership discount will be given.
  4. Individuals will be notified in a timely manner prior to the event.

Fees for Website Postings (Effective 9/ 17/ 2004 - Reviewed 8/ 4/ 2005)
Purpose: To establish policy to follow when posting information from outside sources on the official Association's website.

  1. It is the responsibility of the Board to act in the best interest of its members and to always act in a fiscally responsible manner.
  2. The Board will establish a fee schedule for posting information from outside sources on the Association's website.
  3. Outside parties will be provided a space to display their information on the Association's website. Space will be provided for a three-month period.
  4. The fee schedule will be as follows:
    1. $150.00 for a three month period
  5. The Board and/or committee may elect to have the outside party compensate the Association in an alternative manner, such as, but not limited to sponsorship of a social activity or conference program presenter.
  6. Rates will be reviewed by the Board on an annual basis and adjusted with a majority approval of voting members of the Board.
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