Policies

Approved September 2006
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CHAPTER CORE STANDARDS

The Carolinas Chapter of ASID’s mission statement shall be supportive to that of the Society's.
Chapter Core Standards are as follows:
1. The chapter shall serve member needs, based on member survey feedback and other national and chapter research.
2. The chapter shall endorse the strategic management process and have a well-designed strategic plan, work plan and budget. Fundamental to the strategic management process
3. The chapter shall be open to participation by all members without leadership cliques.
4. All member categories shall be served appropriately based on expressed needs.
5. The chapter shall maintain or increase its membership.
6. The chapter shall present at least four (4) educational/training programs each fiscal year (e.g. CEU's, SBSS workshops, STEP, career day for students and other interested practitioners and industry partners, etc.).
7. The chapter shall address pressing legislative challenges.The chapter shall address pressing legislative challenges.
8. The chapter board members shall attend all required training programs (e.g. Chapter Leadership Conference, meetings, etc.).
9. The chapter officers and administrators must be linked to National Headquarters by fax and on-line no later than September 1st of each year.
10. The chapter shall meet all deadlines required by National Bylaws and Policies (e.g. elections, financial reports, strategic plans, work plans, etc.)
11. The process used by the chapter for the development of its strategic plan shall be guided by the recommendations and procedures of the National Strategic Planning Committee, with appropriate input from national strategic planning counselors, CST and the Board.

CHAPTER BOARD TERM LIMITS

The positions of president, president-elect and immediate past president are a one-year term only.
Chapter directors are elected to two-year terms. Directors may not serve two (2) full terms consecutively; however, after serving their term, a director is eligible to serve as presidentelect.
STAGGERED TERMS. All Directors, except the At-Large Director(s), shall serve staggered terms and shall be elected for one two-year term. The At-Large Director(s) shall be elected to a one-year term.

CHAPTER WORKPLAN AND BUDGET

The chapter's work plan and budget fiscal year shall be October 1 through September 30.
The chapter shall submit copies of the strategic plan, work plan and budget by June 30 of each year to the Director of Finance and Administration. Fourth quarter and first quarter dues allocations shall be retained at National Headquarters until these documents are received bythe Director of Finance and Administration from the chapter.
Any resource allocations deviating from those specified in the strategic plan or budget must be approved by the chapter Board.

CHAPTER ACCOUNTS

Institutions providing accounts and other services to the chapter that bear the chapter’s federal identification number shall be directed to send all statements and other official correspondence to the Board (member) with financial oversight
Chapter Board members with financial oversight responsibilities shall include transaction data and balances of all chapter accounts in the quarterly and annual financial reports submitted to National Headquarters in accordance with Society’s Bylaws.
The chapter shall not establish a bank account unless the same is in the name of the chapter and is registered under the chapter’s tax identification number. All of the chapter’s funds, including any funds derived from chapter activities shall be deposited in such chapter account.
The chapter shall be responsible for preparing and filing the required Federal Tax Form 990 (and 990T if applicable) prepared by a professional tax preparer.
The chapter is required to carry public liability insurance coverage. Such coverage will be provided by a central policy arranged for by National Headquarters staff. The cost of the central policy will be allocated to the chapter on the basis of membership as of January 1st and will be deducted from the chapter’s dues allocation.
Two (2) signatures shall be required on all checks drawn on the chapter account. It is recommended that the two (2) signatures be the Financial Oversight Director and the chapter President.
The chapters shall provide the Director of Finance and Administration with an un-audited financial statement at the end of each quarter to be prepared in accordance with the format and instructions issued by the Director of Finance and Administration. In addition, a final yearend financial report is to be provided that summarizes the entire fiscal year in accordance with the format and instructions issued by the National Director of Finance and Administration.

FUND RAISING ACTIVITIES & EVENTS

For all chapter events and fund raising activities, the chapter shall: submit a general description of its plans to the National Director of Finance and Administration including information about (i) the product or service, (ii) who is going to provide it, (iii) who will benefit from it, (iv) what its objective is in relation to the purpose of the Society, (v) a budget, and (vi) other relevant information.
The general description should be submitted well in advance of any deadline associated with the project or event to ensure adequate time to respond to any concerns raised.
Copies of all proposed contracts and proposals for the chapter fund raising and other chapter events must be sent to simultaneously to the National Director of Finance and Administration and to ASID's Legal Counsel.
ASID's Legal Counsel's review is limited to determine whether chapter contracts or events would violate any Society policy or adversely affect the Society's tax-exempt status. All other business and legal issues are left to the wisdom of the chapter Board and local legal counsel.
The Chapter should obtain the advice of local counsel to assist in the negotiation and preparation of chapter contracts.

COMMITTEES & TASK FORCES

All committees and Task forces shall take into consideration the chapter as a whole when performing their assigned task.
They shall be given a clear definition of purpose and/or work to be performed.
They shall be required to submit one (1) written summary report to the Board at the end of each year which shall include its assignment, results, financial report and any recommendations.
Committee Chairs shall make interim reports to the Board for its review as necessary. All reports must include the necessary information to allow the chapter Board to make decisions that are in the best interest of all the members.
Task forces are the support groups whose assignments are directly tied to accomplishing specific tasks of the chapter’s current work plan, within the current year. They address issues not assigned to committees. Assignments are contained within a defined time period, lasting no longer that one work plan year. Task forces are disbanded at the conclusion of their assignment or at the direction of the chapter President.

NOMINATION & ELECTION GUIDELINES

NOMINATING COMMITTEE:
1. Chapter Nominating Committee:
  The chapter Nominating Committee each year shall be selected by the seated board and consist of:
  (i). Three members who have served on the Chapter Board within the last 10 years
  (ii). One at-large chapter member
  (iii). The Immediate Past President, who serves as a non-voting chair
  
  (a). Cause its list of nominees to be posted as a matter of public record and a copy of the list,
  as it will appear on the chapter ballot, sent to National Headquarters by no later that October
  15 of each year. Completed chapter slates must be signed by all members of the Chapter
  Nominating Committee before submitting to National Headquarters.
  
  (b). shall establish the ballot for all chapter elections, utilizing a standard format developed by
  the National Nominating Committee for all Society elections.
  
  (c) Shall qualify nominees according to qualification criteria.
2. ASID Opportunity Form, or other Board approved form, sent from National Headquarters shall be used as the basis for evaluation of potential candidates for chapter office.
3. All nominating materials and returned ballots (whether valid or invalid) must be retained by the chapter for a period of two (2) years after the election.
4. Chapter ballots are invalid if any one of the following occurs:
  (i). Envelopes containing the return ballots ARE NOT signed,
  (ii). Ballots themselves are signed,
  (iii). Ballots are mis-marked, mutilated, or marked with more than the required number of selections of any elected position.
5. In the event that "Yes" or "No" options have not been checked off by the voter on the designated space next to each officer to be elected on the single slate, the abstention will count as a "No" vote.
6. Ballot envelopes must be opened by a neutral third party. The envelopes and the ballots should be separated before the ballots are counted. As an option, a chapter may use a certified outside service (such as a certified public accountant) to receive and count ballots, and to provide an affidavit of results.
7. CST members shall serve as the election advisors for the chapter nominating committee.
8. By no later than December 1 of each year, the official chapter ballot must be mailed to all eligible members.
9. No member of the Nominating Committee, including the chair, may be re-elected to the Nominating Committee for three (3) years upon completion of his or her term.
10. To avoid the inevitability of a sole losing candidate, it is recommended, but not required, that candidate pools for Board members be equal to the number of vacancies plus two.
11. The student member on the chapter Board (SRB) is responsible for representing all student chapters and student corresponding members within the chapter. One nominee from each student chapter is submitted to the chapter board who shall then vote from among the candidates to fill the position.
BOARD CANDIDATE RESTRICTIONS:
1. Officer candidate must have served on the chapter board within the past five years and/or have served as a committee chair for two of the past five years.
2. The immediate past president shall not be eligible for election to any chapter office or board for a period of two years following completion of his term.
3. No member shall be qualified to be elected to the office of President-elect unless such member shall have served as a member of the chapter board within the past five years.
4. All chapter finance and personnel committees must be composed solely of chapter board members.
5. Directors may not serve two full terms consecutively.
VACANCIES:
1. Chapter President shall be filled by the President-elect, provided that the President-elect has completed all presidential training as stipulated by the Chapter Support Team. In the absence of such an individual, the vacancy shall be filled by a qualified professional member who has served in the position of President not less than two years and no more than five years prior and approved by the chapter board.
2. Chapter President-elect or other chapter officer position shall be filled by a qualified Professional member approved by the chapter board. All vacancies in chapter officer or chapter board positions must be filled within 45 days unless approval is obtained by the Chapter Support Team.
3. The Chapter board shall be filled by the candidate who was the next highest vote-getter in the pool of candidates for this position in the last chapter election. In the event that no such candidate is available, the vacancy shall be filled by a qualified member approved by the chapter board.