Arkansas Occupational Therapy Association Bylaws
Article I
NAME AND AFFILIATION
Section A. NAME. The organization shall be called the Arkansas Occupational Therapy Association, hereinafter referred to as AROTA.
Section B. AFFILIATION. This association shall be affiliated with the American Occupational Therapy Association and comply with the rules and regulations set forth in the Constitution and Bylaws of the American Occupational Therapy Association, hereinafter referred to as AOTA.
Article II
OBJECTIVES AND PURPOSE
Section A. The purpose of the Association is to serve as advocates to individual and community on issues of quality of life.
Section B. The objectives of the Association shall be:
1. To further the practice of Occupational Therapy through research and education.
2. To provide leadership for growth of the profession.
3. To insure the highest ethical standards for occupational therapy practice.
4. To foster professional identity of the membership to impact legislative, reimbursement, and consumer issues.
5. To preserve the functional foundation of our profession.
6. To collaborate with other professionals to promote a holistic approach to client service.
Section C. No statement in these bylaws shall be inconsistent with the articles of incorporation or statues of this State or intended to be contrary to the bylaws of any regional or national organization which the Association is affiliated.
Section D. The association shall be noncommercial and nonsectarian.
1. No commercial enterprise or political shall be endorsed by the Association.
2. No part of the operating funds of the Association shall be used to the benefit of any individual member.
3. The Association shall not engage in any activity prohibited by the Internal Revenue Service code, Section 501 (c) (6), currently in effect.
Article III
MEMBERSHIP
Section A. GENERAL POLICIES.
1. The association shall have members, officers, and an executive board comprised of elected officers, district chairpersons and selected committee chairpersons.
2. The Association shall:
a. Have classifications for membership which identify the designated class, qualifications, the rights and the manner in which membership is acquired.
b. Require all members to adhere to the ethics of AOTA and AROTA and be subject to disciplinary actions as stated in these bylaws.
3. No individual who is in arrears for membership or other fees shall vote for membership or hold office or be entitled to receive any benefits, reports, or publications of the Association unless otherwise determined by the executive board.
4. No member shall be paid a dividend and no part of the income of the Association shall be distributed to its members, directors, or officers except as reimbursement in a reasonable amount for services rendered in executing the functions of the Association.
Section B. MEMBERSHIP CLASSIFICATIONS
1. Occupational Therapy Practitioner, Registered and/or Licensed
a. Qualifications: Shall be licensed or hold appropriate certification as an Occupational Therapy Practitioner.
b. Acquisition: Shall have paid the required application or membership fees established for the Association.
c. Membership rights: Entitled to all rights and privileges and may attend and participate in all meetings of the Association; may serve on committees or hold office; shall be eligible to hold elective or appointed office for which they qualify; shall receive publications and all other pertinent correspondence sent out by the Association via mail, fax, or electronic submission such as e-mail and arota.org.
d. Voting rights: May vote for all elected officials and in all matters pertaining to the affairs of the Association.
2. Occupational Therapy Student
a. Qualifications: Shall be enrolled in an accredited occupational therapy or occupational therapy assistant program, or where accreditation is pending.
b. Acquisition: Shall have paid the required application or membership fees established for the Association.
c. Membership rights: May attend and participate in all meetings of the Association; may serve on or hold office except chairperson within committees; shall not hold other office in the Association; shall receive pertinent correspondence sent out by the Association via mail, fax, or electronic submission such as e-mail and arota.org.
d. Voting rights: May vote on all matters within the council or committee of which the individual is a member, but shall not vote on other affairs of the Association.
Section C. MEMBERSHIP FEES3. Retired: Shall have the same rights and privileges as those in their membership category as stated in this section and shall be eligible for reduced membership fees.
4. Honorary Life: The Association may award Honorary Life Membership to those persons who have been recognized by the Executive Board as having performed distinguished services in or for occupational therapy. Such awards shall carry full membership privileges appropriate to the membership class for which the individual would otherwise be eligible. Honorary Life Members shall pay no dues.
1. Any membership fees, including application or reinstatement, shall be established annually by the Executive Board for each membership classification of the Association.
2. Membership fees shall be paid annually on a due date determined by the Executive Board.
3. Members who are delinquent in payment of fees shall notified and dropped from membership records according to procedures established by the Executive Board.
Article IV
MEETINGS OF MEMBERS
Section A. GENERAL POLICIES
1. A minimum of one annual meeting for the total membership of the Association shall be held each fiscal year.
2. Five percent of voting membership shall constitute a quorum for transacting business at the annual meeting or at a special meeting.
3. A special meeting shall be called by the President, Executive Board, or a majority of the membership when it is necessary in their discretion for the proper administration of the Association business. The special meeting called within six weeks of receipt of the request and must state the business to be transacted. No other business may be transacted that is not stated in the call.
4. Meeting of the Association shall be held at such times and such places as designated by the Executive Board.
Article V
OFFICERS
Section A. OFFICERS
The elected officers of the Association shall be President, President – Elect, Vice – President, Secretary, and Treasurer.
Section B. ELECTION
Officers shall be elected by the majority of returned ballots received before the deadline.
Section C. ELIGIBILITY
1. All candidates for office shall reside in Arkansas and be members in good standing in Association.
2. The President and Vice – President of the Association shall be members in good standing of AOTA.
3. All candidates for office shall provide their consent to nomination and willingness to serve as elected or appointed.
4. All Occupational Therapy Practitioners are eligible for any office, subject to the additional qualifications stated in these Bylaws.
Section D. TERMS OF OFFICE
1. The President, Vice – President, Secretary, and Treasurer shall be elected for a two-year term and may not serve more than two consecutive full terms in any one office.
2. The President – Elect shall serve a one-year term prior to assuming the duties of President.
3. The Treasurer shall be elected in odd years and assume office in the first day of July following election.
4. The President – Elect, Vice – President, and Secretary shall be elected in even years and assume office on the first day of July following election.
5. The President – Elect will serve for one year and assume the two-year office of President on July 1 of odd years.
6. Appointed officers, other than those filling vacancies in elected office shall serve a term defined by the Executive Board not to exceed two years without reappointment.
7. No officer may hold more than one elected office at a time.
8. Officers of the Association shall hold office until their successors have been elected or appoint and quality in their stead.
Section E. VACANCIES IN OFFICE
1. If for any reason the offices of President or President – Elect become vacant, the Vice – President shall assume the vacant position and shall serve the remainder of the Presidential term.
2. If for any reason the office of any elected officer or officers becomes vacant, the president shall in a timely manner appoint an eligible member of the Association.
3. In the absence of disability of the President and Vice – President, the Executive Board may appoint from their own number a President Pro Tem. The secretary of the Association shall be responsible for initiating the process and will serve as Interim President until the appointment is made.
Section F. DUTIES OF OFFICERS
1. PRESIDENT.
a. Shall represent the Association to the public.
b. Shall preside at all Executive Board meetings and schedule meetings of the membership.
c. Shall vote to break ties.
d. Shall conduct and be responsible for activities of the Association.
e. Shall appoint committee chairs for all standing committees except nominations committees.
f. May create Ad Hoc Committees and appoint their chairs.
g. Shall have the power to sign all written obligations of AROTA and shall exercise general supervision and active management under approval of the Board.
h. Shall oversee the preparation and presentation of the annual report to the membership.
i. Shall submit all required reports/documents to AOTA.
j. Orient the President – Elect to the duties of the President.
k. Following the two-year term, the President shall serve for one year as Past President, serving in an advisory capacity to the Board.
2. PRESIDENT ELECT
a. Prepare for all duties of the President.
b. Shall review annual reports, minutes of meetings, and any special meetings.
c. Shall attend the Executive Board Meetings and any special meetings.
d. Shall serve on any committee designated by the President or Executive Board.
3. VICE – PRESIDENT
a. In the absence or disability of the President and Vice – President, the Secretary shall serve as Interim President.
b. Shall assist the President and may chair or serve on any committees designated by the President or Executive Board.
4. SECRETARY
a. In the absence or disability of the President and Vice – President, the Secretary shall serve as Interim President.
b. Shall be responsible for the minutes of Executive Board and Association meetings.
c. Shall be responsible for maintaining a permanent file for all official AROTA documents.
d. Shall maintain current copy of AROTA Standard Operating Procedures (SOPs) and record changes as instructed by the Executive Board.
e. Shall be responsible for maintaining copies of Policies and Procedures as established by the Executive Board.
f. Shall assist the President and may chair or serve on any committees designated by the President or Executive Board.
g. Shall report any change of officers within 30 days to AOTA.
5. TREASURER
a. Shall be responsible for depositing all dues, fees, and other monies paid into or belonging to AROTA.
b. Shall be responsible for disbursement of funds and payment of all AROTA bills.
c. Shall assist in preparing the annual budget to be approved by the membership.
d. Shall work with executive director in keeping accurate account of monies.
e. Prepare and present financial reports to the Board, to the annual meeting and other bodies as may be needed.
f. Shall assist the President and may chair or serve on any committees designated by the President or Executive Board.
Section F. REMOVAL OF OFFICERS
1. Any elected officer of the Association, although having the privilege of resignation, may be removed from office through written petition to the Executive Board stating the reason for removal and requesting disciplinary number of members entitled to voting rights in the affairs of the Association.
2. The Executive Board through an affirmative vote by the majority of the total number of its members may remove any appointed officer at any time with or without cause.
3. The Executive Board through an affirmative vote by two-thirds of the total number of its members may remove any elected member from the board for repeated failure to attend meetings or perform assigned duties.
Article VI
EXECUTIVE BOARD
Section A: NAME
The Executive body of the Association shall be known as the Executive Board.
Section B. COMPOSITION
1. Voting Members. The Voting Members of the Executive Board shall be the President, Vice-President, Secretary, Treasurer, and the District Chairpersons.
2. Non-Voting Members. The non-voting members of the Executive Board shall be the chairs of the standing committees, ad hoc committees, and the liaisons to the Board.
Section C. QUALIFICATIONS
1. All Board members shall be elected officials or representatives of the Association.
2. The term for Board members shall be for that period specified for the elective office or presentation.
Section D. MEETINGS
1. A minimum of four (4) meetings of the Executive Board shall be held annually.
2. A quorum shall consist of a minimum of 10%.
3. Special meetings of the Board shall be called by the President or at the request of 50% of the members.
Section E. DUTIES
1. The Executive Board shall manage the affairs of the Association subject to the Bylaws and have power:
a. To determine general membership policies, classifications, and fees for the Association.
b. To award Honorary Life membership and bestow other acknowledgements for meritorious service on members.
c. To approve replacements for vacancies in elected offices, other officers, officers pro term, assistant officers, and to remove appointed officers.
d. To authorize the employment of staff or personnel as may be required to assure that the affairs of the Association are effectively managed, and if so, define the duties and fix the compensation for such personnel.
e. To determine depositories for the Association monies and effects and by whom and in what manner bills, checks, and contracts or other documents shall be disbursed or signed.
f. To terminate individual membership following review and disciplinary action as specified in the Bylaws.
g. To approve and adopt an annual budget for the Association.
Article VII
COMMITTEES, TASK FORCES & LIAISONS
Section A. FORMATION OF COMMITTEES & TASK FORCES
1. The Board shall have the power to create and to dissolve standing committees, special committees, and task forces, as it deems advisable. These committees shall serve the President and Board in the interest of total membership.
2. Standing Committees may include, but not be limited to:
a. Awards and Scholarship
b. By Laws
c. Continuing Education
d. Finance
e. Fund Raising
f. Ethics
g. Job Placement
h. Legislative
i. Membership
j. News Journal
k. Nominations
l. Public Relations
m. Reimbursement
n. Research
o. School Based Practice
p. Conference Planning
q. Social Media
3. The President shall appoint the chairperson for all committees except for the Nomination Committee. Nominees will be approved by a majority vote on the Board.
4. The chairs of the Nominations Committee shall be elected by a majority vote of the membership. The Nominations committee chairperson shall be elected on odd years, to coincide with terms of other standing committee chairs.
5. The chairpersons of committees and task forces shall be members in good standing of AROTA.
6. The size and composition of all standing committees shall be determined by their chairs.
7. The President shall have the authority to remove committee chairpersons and to appoint a replacement for vacant positions, subject to Board approval.
8. The Executive Board shall have the authority to remove the nominations committee chairperson and appoint a replacement for vacant positions.
Section B. LIAISONS
1. Liaisons may include but not limited to:
a. Business Manager
b. Lobbyist
c. AOTA Student Representative
d. COTA Student Representative
2. The AOTA/COTA Student Representative shall be elected by the Student Occupational Therapy Association of his/her respective college..
3. The President shall have the authority to remove liaisons, with the exception of the AOTA/COTA Student Representative and appoint a replacement for vacant positions, subject to Board approval.
Article VIII
FISCAL YEAR AND DUES
Section A. FISCAL YEAR
1. The Fiscal Year of the Association shall be from July 1 to June 30 and correspond to the end of the terms of elected officers.
Section B. DUES
2. A change in the annual fees for membership shall be recommended by the Board for approval by the membership.
Article IX
DISTRICTS
WHEREAS, district development and operations have changed organically within AROTA and
WHEREAS, the current bylaws do not describe the district leadership structure or the current district operations,
THEREFORE, the following proposal of changes to the AROTA bylaws regarding district membership and management should be considered for amendment to the AROTA bylaws.
Article IX DISTRICTS
AROTA will have four districts to include Northeast, Northwest, Central, and South districts. (see district map, Figure 1) These district lines should be similar to the congressional districts for Arkansas. Revisions to the district lines or formation of additional districts would require a majority vote by the AROTA executive board. Each district shall promote the overall objectives and mission of the AROTA while also meeting district specific needs.
Section A: DISTRICT MEMBERSHIP
AROTA Membership is required for district membership. Members are placed in districts according to their county of residence and/or practice. Student members are placed in districts according to their permanent address or the county in which their OTA/OT program resides.
Section B. OFFICERS
1. Each District may have up to three (3) officers. Chair, Vice-Chair, and Secretary. All district officers should be elected by the district membership. In the event that district office positions are not filled through nomination and election, the AROTA executive board may appoint individuals to the district positions. Appointed positions require a majority vote from the AROTA executive board.
2. The terms of all district officers shall be 2-year term. Officers may serve for additional terms as determined by election or appointment per the terms of Section B.1 of the AROTA bylaws.
Section C. DUTIES
1. The District Chair, or in his/her absence, the Vice Chair, will be a voting member of the executive board, attend board meetings and designated committee meetings.
2. The District Chair will act as a liaison between District membership and AROTA Board, enhancing communication, membership, involvement, and unity of purpose.
3. The Vice-Chair will assist the Chair in district operations, planning and conducting meetings, and serve in the role of district Chair in the Chair’s absence.
4. The Vice-Chair will act as a liaison between district membership and AROTA board, enhancing communication, membership, involvement, and unity of purpose.
5. The Secretary will collaborate with the district Chair and Vice-Chair in preparing the agenda for district meetings, ensure a quorum is present at each committee and district meeting, record attendance and meeting minutes for each district and/or committee meeting.
Section D. MEETINGS
Meetings shall be held at regular intervals with a minimum of three (3) meetings annually to remain recognized as a District.
Section E. FISCAL AFFAIRS
1. Each District must submit budget requests along with goals and objectives for it’s use. The Board will submit the budget proposal for membership approval.
2. Districts are encouraged to foster and support AROTA’s objective through commitment on a district level when feasible.
3. Fundraising activities initiated by the district will
receive the Board’s support in manpower and resources when possible. Profit
from such ventures will go to the district. AROTA’s general budget.
District specific financial needs should be requested as indicated in E.1.
4. Districts shall not hold their own financial accounts separate from AROTA’s general funds and accounts.
Section G. DISSOLUTION
1. A District may dissolve only with a majority vote from the AROTA executive board. Dissolution of a district may occur due to redistribution of district lines, lack of district engagement, or due to violation of AROTA bylaws.
Article X
PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Bylaws or any special rules of order the Association may adopt.
Article XI
AMENDMENTS AND BYLAWS
Section A. AMENDMENTS
1. These Bylaws shall be amended or revised by a mail, electronic or telephonic ballot sent to voting members. Bylaw changes shall be by a majority of ballots received by the stated deadline. Amendments and revisions shall be published in the Member Section of the AROTA web page.
Section B. REVISIONS
1. These Bylaws shall be reviewed periodically and revised as necessary. This revision shall be the responsibility of the Bylaws Committee.
Section C. TECHNICAL CORRECTIONS
1. The Bylaws Committee shall have the authority to make technical, editorial and clerical corrections to keep the Bylaws consistent without calling for a vote of the individual members of the Association.
Section D. EFFECTIVE DATE
1. The Executive Board shall determine the date amendments shall become effective. The date shall be selected which will least disrupt the business of the Association.
Should the Association dissolve for any reason, the remaining assets shall be distributed for purposes within the Internal Revenue Code, Section 501 (c) (6) or any amendment thereto.