Policies and Procedures – Idaho Association for Play Therapy

Idaho Association for Play Therapy

POLICY AND PROCEDURES MANUAL

Adopted February 2008

Table of Contents

PURPOSE
PLANNING PROCESS
1. Long Range Plan
MEMBERSHIP
1. Categories of Membership
2. Membership of Application
3. Dues
4. Membership Database
ADMINISTRATIVE STRUCTURE
1. Offices
2. Executive Committee
3. Committees of the Association
STRUCTURE
1. Standing Committees
  1. Membership Committee
  2. Newsletter Committee
  3. Nominations and Elections Committee
  4. Conference Committee
FISCAL STRUCTURE
1. Finance
2. Budget
ELECTION PROCEDURES
1. Nominations
2. Screening of Nominees
3. Voting Eligibility
4. Counting Mail Ballots
5. Challenges to Elections
MEETINGS
POLICIES AND PROCEDURES

PURPOSE

The purpose of the Association shall be through research and education:
- To advance the psychosocial development and mental health of all people through play and play therapy
- To provide a forum for the discussion of play therapy ideas and concerns

PLANNING PROCESS

Long-Range Plan: To create a strategic plan that will reflect our purposes.

MEMBERSHIP

Categories of Membership
- Membership shall be of two types – Professional and Affiliate, as defined in Article IV of the Bylaws. APT also offers International.
- All members must be members of the national APT and IDAPT
- All members shall have the right to vote in all association elections.
- All officers and members of the Executive Council shall be members of APT and IDAPT.
Membership Applications
- Formal applications for membership shall be completed and returned with the payment of dues to the APT national office. An applicant will become a member upon receipt and processing of the payment of dues and completion of the membership application by the Association for Play Therapy.
- Verification of affiliate status must be documented through a signed letter from the department chairperson/dean on official university stationary certifying their student status.
Dues
- Dues shall be established for each membership category by recommendation of the Executive Council .
- Dues shall be collected by the Association of Play Therapy with the IDAPT dues sent directly to the IDAPT President and deposited in the name of the Idaho Association for Play Therapy by the Treasurer.
- The membership year coincides with the date of processing by the Association for Play Therapy.
- APT sends a renewal notice to each member who has not renewed his or her membership. Additional renewal notices may be sent at the discretion of the IDAPT Secretary or Membership Committee.
- At the Secretary’s or Membership Committee’s discretion, she will prepare and mail dues notices and receive dues payments for out of state members joining the IDAPT in addition to their state branch that will be forwarded to the IDAPT Treasurer for deposit.
Membership Database
- The Secretary/Membership Committee Chair will be responsible for keeping the membership database current and updated.
- Members will be able to provide new information at any time there is a change. A routine update will be completed yearly at the time of membership renewal.
- Address label information of current members may be exchanged with other professional mental health organizations as approved by the Executive Council.

ADMINISTRATIVE STRUCTURE

Executive Council – There shall be seven members on the Executive Council, including three general members and the officers of the Association. The officers of the Association shall be the President, President-Elect, Secretary, and Treasurer. All members of the Executive Council shall be elected by the membership. Qualifications to serve on the Executive Council are membership in APT and IDAPT. Members of the Executive Council shall serve two-year terms corresponding to the fiscal year beginning July 1 and ending June 30. In the case of resignation or death, the Executive Council will appoint an interim Council member.
- President – The term of this office is two years. The duties of the President include the following:
  - The President is a voting member of the Executive Council.
  - The President serves as the Chairperson of the Executive Council.
  - The President presides as chairperson at all meetings of the Association including the Executive Council and general meetings.
  - The President is responsible for determining and preparing the agenda for meetings.
  - The President shall perform duties incident to this office and other duties as determined by the Executive Council.
  - The President shall keep a binder of the year’s events. Newsletters, meeting agendas and minutes, and other materials to pass to the President- Elect.
  - The President appoints the chairs of the standing committees, ad hoc committees, task forces, liaisons, or any other appointments as necessary to carry out the business of the Association. All appointments shall be subject to the approval of the Executive Council.
  - The President serves as an ex-officio member of all committees.
  - The President shall submit annual reports of the Association’s activities to the Executive Council at the June Council meeting and to the membership in the next newsletter after the June Council meeting.
- President-Elect – The term of this office is two years.
  - The President-Elect is a voting member of the Executive Council.
  - The President-Elect shall become President of the Association after two (2) years or upon the death or resignation of the President. In the case of the later, the President-Elect shall serve the unexpired term of the President as well as the following two years.
  - The President-Elect shall serve as a chairperson and preside in the absence of, or at the request of the President at meetings of Executive Council or other meetings of the Association.
  - The President-Elect will serve as the chair of the Nominations and Elections Committee.
  - The President-Elect maintains the historical records of the activities of the Association.
  - The President-Elect serves as an ex-officio member of all committees of the Association.
  - The President-Elect consults regularly with the President regarding organizational activities to help insure continuity and smooth transition between terms of office.
  - The President-Elect assists the President in carrying out the organizational activities of IDAPT and performs other duties incident to the office or as determined by the President or Executive Council.
- Secretary – The term of this office is one (1) year beginning July 1
  - The Secretary is a voting member of the Executive Council.
  - The Secretary is responsible for accurately recording the events and information at official association meetings, maintaining official records, including membership, and writing official correspondence. These documents are a permanent record of the association and shall include the time and place, type of meeting, names of persons in attendance and a copy of the notice for the meeting and will be transferred to each succeeding Secretary. Other responsibilities include distributing minutes of meetings to each board member, taking attendance at meetings, and keeping copies of all materials distributed at meetings.
  - The Secretary is responsible for notifying members of the Executive Council, in writing, of all meetings as required by the Bylaws.
  - The Secretary maintains a sealed file of all election ballots.
  - The Secretary maintains a file of minutes from committee meetings as submitted by the committee chair.
- Treasurer – The term of this office is for one (1) year
  - The Treasurer is a voting member of the Executive Council.
  - The Treasurer assumes charge, management and custody of, and is responsible for, all funds and securities of the association within the policies determined by the Executive Council on the year of his/her term from July 1st to June 30th.
  - The Treasurer receives and gives receipts for money’s due and payable to the association as requested
  - The Treasurer provides a financial statement to the Executive Council on the financial standing of the association at each meeting.
  - The Treasurer provides a copy of all bank statements to the President for all association accounts on a monthly basis.
  - The Treasurer ensures that all government financial reports are submitted on a timely basis.
  - The Treasurer facilitates and oversees audits.
  - The Treasurer maintains records of all assets of the association including equipment and location thereof.
  - The Treasurer issues checks for reimbursements upon receipt of a completed Expense Reimbursement Request Form according to established fiscal policies and procedures.
  - The Treasurer receives and maintains a record of all membership dues forwarded by the President and the Association for Play Therapy and collects income from special assessments and /or other sources.
  - The Treasurer is responsible for development and recommendation of the annual budget to the Executive Council and communicated to the general membership in the next newsletter.
  - The Treasurer performs duties incident to this office and other duties as determined by the President or Executive Council.
  - Treasurer will complete and enter, electronically or by mail, form 990 N for the year of their term. The deadline for having this form completed is July 31st following the term.
Executive Council – Officers of the association and three general association members shall be known as the Executive Council. The Executive Council is responsible for the continuing affairs of the association that shall include, but not be limited to, fiscal advisory and short-range and long-range planning for the association.
- The Executive Council shall meet a minimum of four (4) times yearly (March, June, September, and December). Fourteen (14) days written notice is required to all council members for all meetings.
- Upon the death or resignation of one of the Executive Council members, with the exception of the President, the Executive Council shall select someone to fill the unexpired term.
- The Executive Council shall formulate IDAPT policies and recommend such policies to the membership.
- While the basic responsibility for the functioning of the association rests with the total membership, the Executive Council shall exercise general management of the affairs of the association. All officers and committee chairpersons are immediately responsible to the Executive Council. The Executive Council shall have the power to make contracts and agreements on behalf of the association as is deemed necessary for the successful execution of the purposes and operations of the association.
- Each member of the Executive Council shall have one vote. A majority of the voting members of the Executive Council shall constitute a quorum.
- The Executive Council shall report alleged unethical behavior, when brought to its attention, to the appropriate State Board of Licensure/Certification and the Association for Play Therapy, Inc.
Committees of the Association
- Ad Hoc Committees may be created by the Executive Committee when a specific purpose or single issue requires continuing action and/or ongoing commitment by the association. An Ad Hoc Committee may not be created for more than two years.
- The President, subject to confirmation by the Executive Council, shall name the chair of all committees.

STRUCTURE

Standing Committees – Standing Committees are specified by the Bylaws. All committee chairpersons are non-voting members of the Executive Council unless otherwise entitled to vote. The composition, purpose, and function of the Standing Committees are described herein:
- Membership Committee
  - Composition: The committee shall consist of the Chairperson (IDAPT Secretary) and members selected by the chairperson. Membership is open to all interested members of the association.
  - Purpose
    - To increase membership.
    - To provide updated information on members to the Executive Council and the membership.
    - To provide information regarding IDAPT and APT to potential members.
  - Function
    - To update membership data in a timely manner when received from APT.
    - To maintain a separate file of IDAPT/APT members which is in most respects a duplicate of APT’s file of Idaho’s members.
    - To prepare and mail dues notices and receive payments from an IDAPT members not billed by APT (i.e., members joining IDAPT who also belong to their state branch and APT).
    - May send a membership reminder letter to individuals who are two (2) or more months late in renewing their membership.
    - May send a membership reminder letter to individual who have not renewed their membership within the last year. The timing of the letter will be coordinated with APT so those reminders by APT and IDAPT are appropriately spaced.
    - To send articles pertaining to the Membership Committee to the Newsletter Chairperson to be included in the IDAPT newsletter.
    - To keep an accurate up to date membership list including name, agency, address, telephone, and email.
    - To make IDAPT/APT membership applications available at related functions (workshops, conferences, etc.).
    - May send a letter of greeting, Bylaws, committee response card (indicating willingness to serve on a specific committee) and most recent newsletter to each new member.
- Newsletter Committee
  - Composition: The committee shall consist of a Chairperson and members selected by the chairperson. Membership is open to all interested members of the association.
  - Purpose: To prepare and distribute to association members at least four newsletters per year
  - Function
    - To convey information about past and news about upcoming events to the membership.
    - print mailing labels from the expanded list to use to mail the newsletter.
- Nominations and Elections Committee
  - Composition : The committee shall consist of the Chairperson (President-Elect) and not less than two (2) members appointed for a one-year term.
  - Purpose: To ensure the continuation of IDAPT by replacing elected officers and elected Executive Council members.
  - Function:
    - To be responsible for nominations and voting conducted by mail ballot.
    - To count the ballots that are returned from the members.
    - To present to the President the results of the election. To publish the results in the next newsletter.
    - To solicit nominees for the open positions.
- Conference Committee
  - Composition: The committee shall consist of a Chairperson and not less than three (3) other interested association members.
- Purpose:
  - To increase the availability of play therapy professional development opportunities within the State of Idaho (annual play therapy conference and/or regional workshops).
  - To increase the opportunities for formal and informal professional interactions (annual networking opportunity in conjunction with the annual play therapy conference and local networking opportunities) among mental health clinicians interested in play therapy.
  - To plan and coordinate the annual play therapy conference and to help in planning regional play therapy workshops.
- Function:
  - To work with the conference co-sponsor (if available) relative to conference responsibilities as determined by the contract approved by the Executive Council.
  - To recommend a conference site and keynote speaker to the Executive Council for approval.
  - To provide the Executive Council with an annual conference budget.
  - To determine and arrange the program for the annual conference.
  - To arrange for the documentation of the Continuing Education Units (CEU’s) for conference participants.
  - To provide the Executive Council with the conference and program evaluations and needs assessment summary.
  - To solicit and make arrangements for exhibitors
  - To maintain a Conference Manual (including conference correspondence, projected and actual budget, required CEU information, and evaluations and needs assessment summaries).
  - The Chairperson of the Conference Committee shall help in planning any regional play therapy workshops as directed by the Executive Council.

FISCAL STRUCTURE

Finance
- Authority:
  - The authority of Officers and Chairpersons to arrange financial commitment in the name of IDAPT shall be restricted to the activity of their offices and to the approved budget of the officer, committee, or individually named activity.
  - Only the Executive Council, by majority vote, may authorize the commitment of funds for legal services.
  - The Treasurer and a minimum of one other member of the Executive Council shall be designated as signatories on the money accounts held by the association.
  - Signature cards for all association accounts will be in place by the end of the month of August.
  - All income and expenditures of IDAPT shall flow through the Treasurer.
  - The President shall receive a copy of monthly statements from those institutions where the association money accounts are maintained.
  - The fiscal year shall begin on July 1st and end on June 30th.
- General Procedures
  - Request for Reimbursement
    - Expense Reimbursement Request forms are available from the Treasurer.
    - Each Expense Reimbursement Request form should contain an explanation for each expenditure and indicate the budget category under which it would fall
    - All committee expenditures must be approved and signed by the committee chairperson.
    - All requests for reimbursement should be submitted within ninety (90) days of the expenditure.
    - Requests for reimbursement will be honored only if accompanied by original receipts with the exception of telephone bills that may be copied.
  - Reimbursement for Idaho Annual Play Therapy Conference.
    - Conference chairperson(s) pay no registration fee.
    - Other Conference Committee members will pay discounted or no conference fees as approved by the Executive Council.
    - If there are 75 registrants on both days – One day registration for elected Executive Council members will be waved.
    - If there are 90 registrants on both days – Second day registration fees for elected Executive Board members will be waived.
  - Reimbursement for Attendance at Executive Council Meetings and other IDAPT business. Elected Executive Council Members who travel more than 300 miles roundtrip to Council meetings will be reimbursed up to $75.00 for one (1) night’s lodging.
  - Contracts: All contracts related to the business of the association must be co-signed by the President and one other member of the Executive Council.
Budget
- General Procedures: The following guidelines shall assist in the preparation of the annual budget:
  - Budget requests shall be submitted in writing to the Treasurer no later than thirty (30) days before the June meeting of the Executive Council.
  - The Treasurer shall prepare a proposed budget for presentation and approval by the Executive Council at the June meeting of the Executive Council.
  - Once approved, each committee and/or individual may spend up to the line item within their authority.
- Budget Approval: The Executive Council shall present an approved budget to the membership in the newsletter following the June Meeting of the Executive Council.

ELECTION PROCEDURES

Nominations
- The Nominations and Elections Committee shall mail, E-mail, or FAX a notice of upcoming elections and a nomination ballot to each member in January.
- Nominations may be made by mail, E-mail, or FAX to the Executive Council or the Nominations and Elections Committee by February 1.
Screening of Nominees
- The Nominations and Elections Committee will review the nominations and validate eligibility as described in the Bylaws (Article VIII).
- The Nominations and Elections Committee will also establish the willingness of each nominee to serve.
Voting Eligibility
- All IDAPT members will be permitted to vote.
- The President’s vote shall only be counted in the case of a tie. The President’s ballot will be opened and counted in order to break the tie.
Procedures for Counting Mail Ballots
- Ballots shall be mailed, E-mailed, or FAXED to all eligible voting members by March 1.
- Ballots shall be mailed, E-mailed, or FAXED to members in envelopes that indicate that the content is a ballot. This may be done by stamping the envelopes with the phrase: “Ballot – Respond Immediately” or having envelopes specifically printed for this purpose, or by notification in subject line on E-mial.
- Ballots shall be received by the Executive Council or the Nominations and Elections Committee on or before March 20.
- All ballots (excluding the President’s unless there is a tie) that are postmarked by March 20. Ballots postmarked after the return date will be kept unopened with election materials and discarded four (4) weeks after election results are announced at the annual meeting.
- Those individuals from the Nominations and Election committee counting the ballots will sign a statement validating the results of the balloting. The statement will be presented to the President by April 15.
- After the ballots have been counted, the President shall be notified of the election outcome by phone or email. All candidates for office shall be informed by telephone of the election status by the Nominations and Elections Chairperson or his/her designee prior to installation.
- A plurality of votes cast will constitute election to the office. If a tie exists, the resident shall cast the deciding vote.
- Election results shall be announced in the next newsletter.
- The secretary of IDAPT is responsible to keep filed and sealed election ballots.
Procedures for Challenges to Elections by Mail Ballot
- Written requests from a member for a recount of the ballots must be received by the President within fifteen (15) days after the election results are announced in the newsletter.
- After the President has received the request for a recount, the Nominations and Election Chairperson shall be notified. Two members, different from those who previously counted the ballots, shall be appointed by the President to conduct the recount. Any members, who so request, including the individuals who have challenged the election results and/or the Nominations and Election Chairperson may be present when the recount is conducted.
The procedure for when no nominations received for an Executive Council position during the annual election is as follows: the Executive Council will appoint a member to the vacant position until the next election.
Procedures when only one nomination is received for each position in an annual election.
- The individuals nominated to those positions are considered elected unanimously with no formal ballot election being necessary.
- The Nominations and Election Committee shall notify the membership in writing of the election results using the same timeline as is necessary if an election ballot were to be sent to each member.

MEETINGS

Executive Council shall meet a minimum of four (4) times per fiscal year.
An annual membership meeting shall be held each fiscal year.

POLICIES AND PROCEDURES

The Bylaws is the primary document of the Idaho Association for Play Therapy.
- The Bylaws shall be reviewed by the Bylaws and Ethics Committee every five (5) years.
- The Bylaws may be amended at the annual meeting of the association by a two-third (2/3) affirmative vote of members present and voting.
- If an amendment to the Bylaws is of an urgent nature a mailing to the association membership shall be initiated.
The Policy and Procedures Manual shall define the Policies and Procedures of the Idaho Association for Play Therapy.
- The Policy and Procedures Manual shall be reviewed in the year following the Bylaw review by the Executive Council.
- Amendments to the Policy and Procedures Manual shall be a majority vote of the Executive Council.
- At no time shall there be an amendment to the Policy and Procedures Manual which is in conflict with the Bylaws.