New York Physical Therapy Association. Executive Committee Procedure Manual

New York Physical Therapy Association Executive Committee Procedure Manual Approved 1/93 Amended 8/96 Amended 10/04 Amended 10/06 Amended 01/07 Edited 01/08 Amended 02/08 Edited 06/08 Amended 10/10 Edited 11/10 Amended 1/28/11 Amended 1/2012 Edited 6/25/12

TABLE OF CONTENTS I. Organization... 3 A. Creation... 3 B. Purpose... 3 C. Accountability... 3 D. Constituency... 3 E. Election and Tenure... 3 F. Voting Power... 3 G. Vacancy of Office... 4 II. Operations... 5 A. Meetings... 5 B. Minutes... 6 C. Reports... 7 D. Orientation of New Members... 8 E. Organizational Manual and Procedure Manuals... 8 F. Duties and Responsibilities... 8 NOTE: See Board of Directors Procedure Manual for Job Descriptions of President, Vice President, Secretary, Treasurer, Speaker 2

EXECUTIVE COMMITTEE PROCEDURE MANUAL I. Organization A. Creation By action of the New York Chapter Bylaws. B. Purpose The purpose of the Executive Committee is to provide a mechanism for exercising the power of the Board of Directors between meetings of the Board. C. Accountability The Executive Committee is accountable to the Delegate Assembly, the Board of Directors, and the membership. D. Constituency The members of the Executive Committee are the President, Vice-President, Secretary, Treasurer, and one Member-at-Large from the Board. The Executive Director serves as a consultant to the Committee; the Attorney, Accountant, and Lobbyist may also serve as consultants. Qualifications: Qualifications of the officers are governed by the Bylaws of the New York Physical Therapy Association. Only such Chapter members shall be eligible for election to the Board who: 1. Are PT, retired PT or life PT members in good standing of the Association and the Chapter. 2. Have consented to serve if elected. 3. Have been members of the Association for two years preceding election. E. Election and Tenure 1. Election - Election of officers is governed by the Bylaws of the New York Physical Therapy Association. a. At the annual meeting of the Assembly, the President, Vice-President, and Speaker of the Assembly shall be elected on the even-numbered years. b. At the annual meeting of the Assembly, the Treasurer, the Secretary and the Chief Delegate to the Association House of Delegates shall be elected on the oddnumbered years. c. Procedures for Elections are found the New York Chapter Nominating Committee Procedure Manual. 2. Tenure a. The term of office of all Officers shall be two years or until their successors are elected, and shall become effective immediately following the adjournment of the Assembly at which elected, except for the Chief Delegate to the Association House of Delegates who shall assume the office following the adjournment of the Annual Meeting of the House of Delegates in the year elected. b. No Officer may serve in the same office for more than two consecutive terms, but may be re-elected to that office following an interim of at least a complete term. c. No person shall serve as an Officer of the Board for more than eight consecutive years. F. Voting Power Each member of the Executive Committee shall have one vote. 3

G. Vacancy of Office 1. Filling Vacancies Policy: Vacancies will be filled in accordance with the NYPTA Bylaws: a. President: If the President becomes disqualified, is removed from office, resigns, or dies, the Vice-President shall succeed to the vacated office for the unexpired portion of the term. b. Other Officers: Vacancies created by disqualification, removal, resignation, or death of officers other than the President shall be filled by appointment by the Executive Committee of the Board for the unexpired portion of the term. Procedure for filling Officer Vacancies: 1. Upon vacancy of an office (other than the Presidency), the Speaker of the Assembly (or Vice-Speaker if the office is that of Speaker) shall initiate the Procedure for filling the office by notifying the Executive Committee. 2. The Executive Committee will charge the Board of Directors to develop a list of candidates to fill the vacancy (this is the only motion that will need to be made in this process). The Executive Committee, as Board members, will also provide input to the list. 3. Once the list is generated, the Executive Committee will rank the candidates. 4. After ranking by the Executive Committee, the Speaker or Vice-Speaker will personally contact the first person on the list and determine their willingness to serve. If the first person on the list declines, the Speaker or Vice-Speaker will contact the next person on the list until someone agrees to serve. Should the list be exhausted, the process will start over. 5. Once a candidate has consented to serve, the President will send a congratulatory letter with any pertinent information regarding the office. 6. The President shall be responsible for orientation of the new officer. 2. Resignation Procedure for Officers: a. Resignations shall be sent by the Executive Committee members in writing to the Speaker of the Delegate Assembly. In the case of the Speaker of the Delegate Assembly, resignation shall be sent in writing to the Vice-Speaker (Vice-President). b. A copy is to be sent to the Executive Director. c. Notification shall be sent as soon as possible and preferably 90 days prior to the effective date. d. In the case of resignation of the President, the Vice-President shall immediately assume the office of President. e. In the case of other officers, the Speaker of the Assembly (or Vice-Speaker when appropriate) shall initiate the process to fill the vacancy. 3. Dismissal of officers (BOD 04-07-04): Policy: Grounds for dismissal of elected officials and appointees are: a. Documented noncompliance with Chapter policies and procedures. b. Documented failure to perform assigned tasks and fulfill required responsibilities. c. Documented failure to attend required meetings, workshops, etc. Procedure for Dismissal: When any Chapter member has reason(s) to call for the dismissal of an Officer, a. A written request shall be submitted to the Speaker of the Assembly (Vice-Speaker in the case of Speaker of the Assembly) b. A copy is to be sent to the Executive Director. c. The Speaker (Vice-Speaker) shall initiate a review and the Executive Committee shall make final determination of appropriate action. 4

d. Should dismissal be recommended, the Officer will be notified in writing of the decision and grounds for dismissal. e. The Speaker (Vice-Speaker) shall initiate the procedure for filling the vacancy. 4. Appeal of Dismissal Policy: An officer or appointee who has been dismissed by the Executive Committee has the right to appeal the decision within two weeks. a. The appeal of dismissal must be submitted in writing to the Speaker (Vice-Speaker).\ b. A copy should be sent to the Executive Director. c. The Speaker (Vice-Speaker) will initiate a review by the Delegate Assembly; with the Assembly making the final determination. To insure timely resolution, vote may be by mail, or at an Assembly meeting. II. Operations A. Meetings 1. Authorization The Executive Committee will meet via conference call at a minimum of 3 times per year in the months that a Board meeting is not scheduled. In the months that a Board Meeting is held, the Executive Committee will hold on-site meetings prior to each Board of Directors Meeting (BOD 01-07-09). 2. Dates Dates for meetings are determined by the President in consultation with members of the Committee. 3. Special Meetings The President may call a special meeting of the Executive Committee on his/her own initiative and must call a meeting on written request of three members of the Committee. 4. Notice Notice of meetings is the responsibility of the President. Notice of all meetings shall be given to all members of the Executive Committee not later than five days before the date fixed for the meeting. 5. Location a. When the meeting coincides with the NYPTA Annual Meeting, the location will be the site of the meeting. b. When the meeting coincides with a Board meeting, the site will be that of the meeting of the Board of Directors. c. Other meetings will be held at the Chapter Office or another site economically comparable. 6. Quorum Three members shall constitute a quorum. 7. Agenda a. The President is responsible for preparing the agenda for a meeting of the Executive Committee. In the event of illness or similar emergency involving the President, the Vice-President shall be responsible for preparation of an agenda. b. The Executive Committee agenda routinely includes (unless it is a special meeting called for a specific purpose): 1. Report of officers to include status of current charges (Assembly, BOD, and EC) objectives, and ongoing activities; 2. Financial Matters a) Report of the Finance Committee; b) Review of any vouchers for reimbursement that were received after 30 days (BOD 04-86-14). 5

3. Review of existing Executive Committee charges, objectives, and ongoing activities for committee of the whole; 4. Report of Executive Director to include status of current charges (Assembly, BOD, and EC) objectives, annual conference, and ongoing activities; 5. Review of Board of Directors and Delegate Assembly actions for new policies, duties, or charges for the committee; 6. Development of procedures by which policies, duties and charges of the Board or Assembly can be fulfilled; 7. Personnel matters 8. Legislative issues 9. Preparation of motions for BOD or Delegate Assembly 10. Strategic Planning As appropriate: 11. Conference sites (i.e., hotel, BOD must approve city) 12. Continuing education programs 13. Relationships with outside organizations and agencies 14. Contract reviews and approvals 15. Filling committee vacancies Annually, the following are to be included on the agenda: 16. Review and update procedure manual for Winter Board of Directors Meeting. 17. Insurers Briefing (Advisory Payment Panel primarily responsible) 18. Office personnel salaries (after recommendation of maximum increase by Finance Committee). 19. Evaluation of Executive Director. 8. Interim Action The President may seek a determination between meetings of the Executive Committee by a mail, email, fax or telephone vote. B. Minutes Policy: Minutes are to be recorded and kept for each committee meeting and distributed within 30 days. According to Robert's Rules, "the minutes, or record of proceedings, of an executive session must be read and acted upon only in executive session." "Minutes should contain mainly a record of what was done at the meeting, not what was said by the members. The minutes should never reflect the secretary's opinion, favorable or otherwise, on anything said or done." 1. Recording: The following should be recorded: a. Date and Hour of Call to Order b. Attendance c. Officer / Executive Director Reports The responses to previous Executive Committee charges should be recorded in the minutes. d. Status of Board Charges e. Discussion Discussion may be included in the minutes if it helps clarify the issues. No editorial comments should be made nor should opinions of the secretary be included. The minutes should reflect the factual information presented. If the opinion of the person addressing the motion/issue is recorded, it should thus be stated; e.g. it was the opinion of (person speaking) that (opinion stated as accurately as possible.) 6

f. Informal consideration According to Robert's Rules, "When a question is considered informally, the same information should be recorded as under the regular rules, since the only informality in the proceedings is in the debate." g. Motions 1. Each main motion will be assigned a number using the format: EC-month-year - # of motion at that meeting. 2. All motions (primary, secondary, tertiary and Parliamentary) will be included in the minutes in the order presented. If a motion is withdrawn or there is objection to consideration, the full motion will not be recorded, only the number and "Withdrawn" or "Objection to Consideration". All other motions will be included in their entirety with the presenter; content of motion; action taken -- carried, defeated, postponed, postponed definitely, referred, etc.; rationale; target date; and any fiscal impact. h. Good and Welfare Announcements should be listed. 2. Distribution: a. The Secretary will insure that the minutes (marked Draft) are completed and distributed to the Board and Committee Chairs in compliance with Chapter Policies. b. The Secretary will insure that the Chapter complies with APTA Policies regarding minutes. 3. Approval of Minutes: a. Draft of minutes is sent to Exec. Committee, marked draft. 1. Each member of the Executive Committee approves the minutes at the next meeting. If no corrections, the Chapter Office staff will mark the minutes approved, file them replacing all Draft copies, send an approved copy to each of the Executive Committee members, post the approved minutes on the website, and notify anyone else requesting them that the approved minutes are posted on the website. C. Reports Policy: The Executive Committee is to make reports to the Board of Directors and the Delegate Assembly. 1. When the meeting coincides with a Board of Directors meeting, the Secretary prepares and presents to the Board a report of the immediately preceding Executive Committee meeting. 2. The Secretary will prepare a report for each Board meeting, following the format for Committee reports to the Board, including status of charges from the Board, summary of meetings, etc. 3. The Secretary will prepare an annual report of the Executive Committee to be included in the Delegate Assembly packet, following the format for the Committee reports to the Assembly (JC 08-96, BOD 10-06-08). D. Orientation of New Members Policy: New Officers will receive an orientation. 1. Current and outgoing officers will meet within one month of the Delegate Assembly to provide for a smooth transition for new officers. This meeting will only occur if newly elected officers have not served the preceding term of the same office (5-80, 1-99-06). 2. The President (or outgoing president) is responsible for the general orientation of all persons newly elected to the Executive Committee. 3. Each member newly elected to the Executive Committee shall receive a copy of the Chapter Operations Manual, a job description, the agenda and supporting materials for the immediately 7

prior or current meeting of the Executive Committee, and such other materials as are handed down by his/her predecessor. E. Organizational Manual and Procedure Manuals Policy: The Executive Committee shall be responsible for the annual review and revision of this document to reflect subsequent action of the Delegate Assembly, Board of Directors, and Executive Committee. 1. Executive Director will send a reminder to the Officers of the need to review the policy and procedure manuals. 2. Any changes to be made should be in the form of a motion to amend the policy or the procedure; using the appropriate motion format. 3. These motions should be sent to Executive Director in time for inclusion in the Board packet for the winter board meeting. F. Duties and Responsibilities 1. The duties and responsibilities of the Executive Committee as found in the bylaws are as follows: a. Exercise the administrative authority of the Board between meetings. b. Appoint the Chairs and members of all committees and Task Forces, except the Nominating Committee. c. The Executive Committee will charge the AIPT to develop a list of candidates to fill vacancies on the Advisory Payment Panel (APP) (BOD 02-08-15). d. The Executive Committee will assure that at least one member of the APP is also a member of the AIPT (BOD 02-08-15). 2. Executive Committee Liaisons to Districts (EC 01-11-01) Members of the Executive Committee will be assigned to districts and SIGs. Responsibilities will include keeping in touch with Chapter Directors and SIG Chairs as a resource throughout the year and prior to each board of directors' meeting. Assignments will be reviewed annually and reassignments made at the EC meeting which takes place after the conclusion of the Delegate Assembly. The EC Liaisons are available to attend district meetings as requested. 3. Appointing Committees (BOD 10-10-06) a. The Executive Director shall initiate and maintain the following process for creating a pool of volunteers as potential appointees for Chapter committees and task forces. i. At each Board of Directors meeting, the agenda shall have an item of business allowing for nominations from the Board. ii. At each Delegate Assembly, the agenda shall have an item of business allowing for nominations from the Delegates. iii. Prior to each Board of Directors meeting, a call for volunteers shall be posted on the Chapter web site, and sent via e-mail to all Chapter members. The call for volunteers shall seek self-nominations, nominations from individuals, districts, committees and SSIGs. The Executive Director will combine all volunteer pool nominations into a single list. Persons nominated for the volunteer pool shall, immediately complete a Volunteer Opportunities Form indicating willingness to serve if appointed, and the committees or task forces for which they have interest. iv. Nominees shall remain in the volunteer pool for a period of two years from the time of nomination, unless they request to be removed. v. Those persons nominated for, and accepting a place on, the volunteer pool list who are not appointed to a committee or task force within the two-year period shall receive a thank you letter sent by the Executive Director (over the President s signature). b. Nominees may come from entities other than the Board. Nominations from the Board of Directors and Delegate Assembly must have a vote of approval to create a nominee from 8

either group. Nominations from individuals within these groups that do not have a vote by the group are individual nominations. c. With the exception of the Finance Committee, the Vice President will contact the Chair of the respective committee in order to prioritize the list of nominees in the volunteer pool. In the event that the vacancy is for the Chair's position, the Executive Committee will prioritize the list of nominees for that position. In the case of the Finance Committee, the Board will prioritize the list. Note: Appointments to committees should be considered with succession in mind. 4. Committee Vacancies Policy: If a vacancy occurs on a committee, due to death, incapacitation, resignation or dismissal, the Executive Committee will appoint an individual to serve the remainder of the term. Procedure for appointing is above. 5. Committee Resignations: a. All resignations shall be sent by the individual, in writing, to the Chapter President; b. In the case of committee members, copies of the resignation are to be sent to the Committee Chairman and the Executive Director. b. In the case of the Committee Chairman, copies should be sent to the Executive Director and committee members. c. Notifications should be sent as soon as possible, and preferably 90 days prior to the effective date. The President will initiate the procedure to appoint a member or Chairperson as outlined above. 6. Dismissal and appeal of dismissal for committee appointees: a. Dismissal: When a committee member or any Chapter member has reason(s) to call for the dismissal of an appointee, 1. A written request shall be submitted to the President. 2. A copy is to be sent to the Secretary and Executive Director (BOD 10-06-04). 3. The President shall initiate a review including contacting the Committee Chairperson and Committee members; the Executive Committee shall make final determination of appropriate action. 4. Should dismissal be recommended, the committee member will be notified in writing of the decision and grounds for dismissal. b. Appeal of dismissal An appointee who has been dismissed by the Executive Committee has the right to appeal the decision within two weeks. 1. The appeal of dismissal must be submitted in writing to the President. 2. A copy should be sent to the Executive Director. 3. The President will initiate a review by the Executive Committee. 4. If the Executive Committee reverses its decision, the member will be reinstated for the remainder of his/her term. 5. If the Executive Committee upholds its decision, it will make a recommendation to the Board; with the Board of Directors making the final determination. To insure timely resolution, vote may be by mail, phone, or at a Board meeting. If a committee member is dismissed, the President will initiate the procedure for appointing committees as outlined above. c. Fill all vacancies of elected Officers of the Chapter, except the President. (Procedure for filling Officer Vacancies is found in Section I.) 9

d. Select and employ Executive personnel who shall be responsible to the Board and for administration of the Chapter Office. 1. Selection and employment: a. Executive Director: If a vacancy exists in the position of Executive Director, a search committee will be formed to select a new Executive Director. 1. The Search Committee will consist of one Chapter Director, one member at large, and at least three Executive Committee members. 2. When interviewing candidates for the position of Executive Director, references will be thoroughly checked. (BOD 10-90-08) 3. The Search Committee recommends a candidate to the Executive Committee; hiring of the Executive Director requires a majority vote of the Executive Committee. b. Other Office Staff: It is the Executive Director s responsibility to search for office staff and, with the consultation of the President, to hire. 7. Review of Executive Office Personnel a. Annually there shall be a mutual review with the Executive Office Personnel concerning job performance. 1. The Executive Committee will use the approved form for evaluating the Executive Director. 2. The President, will compile the information and if necessary, further consult with the Executive Committee, to prepare the evaluation of the Executive Director. 3. The President (and one other Executive Committee member, if desired) will meet with the Executive Director to go over the evaluation. 4. Review will occur at intervals in accordance with the Personnel Policies. 5. The Executive Director, in consultation with the President, will prepare an evaluation of the other office staff, in accordance with the Personnel Policies. 6. A written evaluation will be placed in the employee s file within 14 days of the review. b. Any comments from Chapter members regarding the performance of Chapter Office staff shall be submitted to the President or the Executive Committee, or both in writing and signed for verification, consideration and appropriate action as necessary (BOD 1-77-01). 8. Salaries: The Finance Committee shall annually, at its Spring meeting, recommend the maximum percentage increase that may be awarded to all office personnel for the following year, with a report to the next Executive Committee meeting (BOD 01-89-17). The Executive Committee will approve annual salaries for Chapter Office Personnel. 9. Provide for bonding of all persons handling money or other property of the Chapter. 1. The Executive Director, Finance Manager, President, and Treasurer will be bonded. 2. After election of new officers, or a change in office personnel, a form will be obtained from national by the Executive Director, or the Treasurer in the case of a change in Executive Director. 3. Form is to be completed as directed, and returned to APTA. 10. Other duties according to Board policies: a. The Executive Committee is to approve the following: 10

1. Capital Investments - these must be recommended by the Finance Committee with expert financial consultation (BOD 04-86-20). 2. Contracts - all agreements entered into on behalf of the Chapter; such agreements shall be signed by an officer of the Chapter and/or the Executive Director (BOD 08-78-01 & 5-80). (All legal documents must be reviewed by legal counsel before the Chapter acts upon them (BOD 01-90-18).) 3. Honorarium for speakers - guidelines for honorarium for speakers at Chapter functions (BOD 04-86-17). 4. Insurance Policies - renewals or purchase of all insurance policies upon recommendation of the Finance Committee (BOD 8-83-33, 1-88). 5. Salaries - approve annual salaries for Chapter Office personnel. 6. Utilization of all Chapter professional services contracted on a fee for service basis; the contact person shall be the President or his/her designee (BOD 05-88-05). 7. The members of the Executive Committee are required to attend the Chapter conference (BOD 01-12-02) b. The Executive Committee is to set the following: 1. Registration category limits for any Chapter continuing education activity (BOD 05-78-19 & 2-81). 2. Rates (if any) for mailing labels to be used by Exhibitors at Conference - Exhibitors at the New York Chapter Conference may receive NY Chapter mailing labels for pre-conference use if reference to the upcoming meeting is included in the mailing piece; cost, if any, to be determined by the Executive Committee (BOD 10-92-13). c. The Executive Committee is to evaluate the following: 1. Utilization of all Chapter professional services contracted on a fee-for-service basis must be approved by the Executive Committee and the contact person shall be the President or designee (BOD 10-05-21). d. The Executive Committee is to appoint the following: 1. Individual members to represent the Chapter to outside organizations and agencies. 2. Attendees for the Government Affairs Workshop if the time frame is not such that the Board can identify them e. The Executive Committee is to review the following: Annually, the Executive Committee will review, with the Executive Director, the State Regulatory Agencies that are impacting the profession of PT and determine the mechanism of communication. f. The Executive Committee is responsible for overseeing the Strategic Planning process in accordance with the procedure found in the Chapter Operations Manual (BOD 04-99-28). g. The Executive Committee is to draft Goals and Objectives every three years to submit to the Delegate Assembly for adoption at the Annual Meeting. h. Continuing Education: The Chapter, under the direction of the Executive Committee and Executive Director, should conduct service programs at various sites around the state each year as the need arises. The subject of these service programs should be an extension of the strategic planning process each year, and should be presented at the Fall BOD meeting for budgetary consideration. An alternative mechanism is for committees to include these programs in their three-year plan and annual budget. Fees established for these service programs must at least cover the expenses of these programs (BOD 01-94-15). i. Disaster and Emergency Committee (DEC) The Executive Committee shall serve as the Disaster and Emergency Committee (BOD 10-06-11). 11