Strategic Operating Procedures - SOP

Revised: March 13, 2016
Click to download SOP

STANDARD OPERATING PROCEDURES (SOP)

POLICY: OAD recognizes the need to have Standing Operating Procedures (SOP) to efficiently conduct business.

PURPOSE: The SOP is designed to supplement the OAD Bylaws by providing in depth information on procedures that may need to be flexible and up to date. The OAD Bylaws serve as the foundation whereas the SOP serves as a manual on conducting OAD's business.

SCOPE:The SOP shall apply to all activities of OAD, the Board of Directors and all standing committees.

BOARD OF DIRECTORS

Eligibility: To be eligible to hold any office s/he must be an OAD member in good standing for two (2) years and must reside in the State of Oregon.

Board of Directors: The OAD Board of Directors shall comprise of four officers and three (3) Board Members.

Officers: The OAD officers shall consist of: President, Vice-President, Secretary and Treasurer.

Terms: All officers shall be elected to serve a two-year term. Board member terms shall be for six years and staggered. One board member shall be elected every two years.

Vacancies: The board of directors may fill vacancies due to a resignation, death or removal of a board member. Any board member or officer may resign at any time by giving written notice to the Secretary or board of directors. In case of vacancy of the President, the Vice President shall take over the duties of the President until the term ends. In case of vacancy of Vice President, Secretary, and/or Treasurer, the board may appoint a new officer to fill the vacancy till the end of the term. Appointees must be an active OAD member.

Removal: Any Board member, including officers, who is absent for three consecutive Board meetings in a twelve (12) month period may voluntarily resign or be removed by two-third vote of the OAD board of directors.

Lone Candidate: When there is only one candidate nominated for an office, the Secretary shall cast the vote of the assembly for the lone candidate at the OAD biennial conference.

Oath of Office: All newly elected officers and board members shall be sworn in by an outgoing officer by stating the following:

"I HEREBY SOLEMNLY PROMISE TO OBSERVE THE BYLAWS AND STANDARD OPERATING PROCEDURES OF THE OREGON ASSOCIATION OF THE DEAF AND TO PERFORM THE DUTIES OF MY OFFICE TO THE BEST OF MY KNOWLEDGE AND ABLILITY."

DUTIES OF OAD OFFICERS

The newly elected officers and Board members shall exercise their duties in a timely manner after the close of the OAD biennial conference.

All OAD elected officers and Board members shall serve office until the end of the next OAD biennial conference. The outgoing officers shall relinquish books and records and transition with the newly elected officers within thirty (30) days.

The OAD President shall:

(a) Preside at all Board of Directors meetings.

(b) Be an ex-offico member of all committee meetings of which s/he appoints.

(c) Appoint chairperson for various standing committees with approval of the Board of Directors.

(d) Break tie votes that would serve the best interest of OAD.

(e) Prepare the business agenda for all board meetings, including OAD biennial and mini conferences, with the approval of the Board of Directors.

(f) Preside at the OAD biennial conferences.

(g) Work with Treasurer to ensure annual reports are filed on time with the Internal Revenue Service (IRS), Oregon Department of Justice and Oregon Secretary of State.

(h) Ensure all officers and committee chairs submit their reports forty-five (45) days before the OAD biennial conference.

(i) Ensure all essential materials (i.e., agenda, reports, bylaws, etc.) is ready to release to OAD members thirty (30) days before the OAD biennial conference.

(j) Represent the state of Oregon at the National Association of the Deaf (NAD) Conference.

(k) Appoint a delegate in case the OAD President and/or OAD Delegates is unable to attend the NAD conference.

The OAD Vice President shall:

(a) Assume the duties of the President during his/her absence or upon request.

(b) Serve as chairperson of the law committee, specifically reviewing the OAD Bylaws, SOP and Standing Rules and offer modifications for OAD members to vote on at the OAD biennial conference. OAD members may make motions on the floor to amend or modify or reject any proposed changes.

(c) Voting cards shall be distributed at the start of the OAD biennial conference. These cards are RED (oppose), Green (favor) and YELLOW (point of order and/or question).

(d) Print updated versions of the OAD Bylaws, SOP and Standing Rules as they become effective.

(e) Work with the OAD biennial conference chairperson to ensure that logistics are in place.

(f) Oversee all standing committees and ensure that they follow OAD Bylaws, SOP and Standing Rules.

The OAD Secretary shall:

(a) Retain records of all minutes of the Board of Directors meetings, including the OAD biennial conference and Standing Committees records.

(b) Distribute the minutes of the last meeting to all board members with notice of the next board meeting ten (10) days prior to the next meeting.

(c) Act as Pro-tem Chairperson in the absence of the OAD President and Vice President.

(d) A pro-tem Secretary shall be appointed to record the meeting.

(e) Keep an up to date record of all OAD members and ensure all members' personal information is safe, secure and kept confidential. Records shall have completed contact information.

(f) Send out renewal reminders thirty (30) days before memberships expire.

(g) Be responsible for memberships and ensure correct contact information is provided to the OAD Newsletter editor and membership dues are given to the OAD Treasurer,

(h) Act as record keeper, including the power to possess and control all papers in the administration of OAD offices.

(i) Ensure records are transparent for the public to view, including documents required by state and federal laws.

(j) Provide forms for OAD members to submit motions at OAD meetings.

(k) Appoint an Assistant Secretary to assist if needed.

(l) Mail out renewal reminders when memberships are about to expire.

(m) Keep an updated record of members' addresses, e-mails, and addresses and submit them to the OAD Treasurer and Editor.

(n) Keep track of dates of all OAD members who have deceased and report at the OAD biennial conference. A moment of silence shall be done in their memory.

(o) Collect names, addresses, TTY numbers, Videophone (VP) numbers, e-mail addresses, fax, text and other pertinent information of OAD members.

(p) Update online listings from the previous directory before publishing new directories.

(q) Contact business establishments to buy advertising space in the OAD website.

(r) Responsible to send out renewal notices to OAD members whose dues are about to expire.

The OAD Treasurer shall:

(a) Be the administrator of all financial matters.

(b) Receive all monies.

(c) Maintain a record of all receipts and expenditures.

(d) Submit a report at each board business meeting and any time called for by the Board of Directors.

(e) Deposit all monies in a local bank.

(f) Make any necessary payments.

(g) Collect membership dues.

(h) Ensure all outstanding balances and debts are paid on time.

(i) Maintain and report accounting correspondences at Board meetings.

(j) Cooperate with proper authorities when necessary and file reports on time.

(k) Notify the Board of such completed filings, or report any problems with filings.

(l) Provide starter funds to committee chairperson for events. The funds shall be refunded upon completion of the event.

(m) Ensure that all financial books are available for Board members to audit quarterly and thirty (30) days before the OAD biennial conference.

(n) Post the Treasurer's report at the beginning of the OAD biennial conference.

(o) Create and submit an OAD biennial budget before submitting to the OAD members at the OAD biennial conference.

(p) Appoint an Assistant Treasurer to assist if needed.

(q) Required to be bonded by a financial institution or insurance company.

(r) Keep an accurate record of all properties belonging to OAD.

(s) Responsible for keeping track of where all OAD property is, when acquired, lent out, and/or removed from OAD's office.

(t) Issues a donation $100.00 annually from OAD on or before May 1st to Camp Taloali.

DUTIES OF OAD BOARD MEMBERS

The OAD Board of Directors shall comprise of four officers and three (3) Board Members.

The OAD Board shall have general management of the financial affairs of OAD.

The OAD Board shall carry out the wishes of OAD as they can be determined.

The OAD Board shall have authority to use any available funds, except those listed in the budget, for purposes intended to promote the interests of OAD and its members.

A majority vote of all members of the OAD Board shall be required to pass any motion or special request involving the expenditure over one hundred dollars ($100.00).

Six (6) OAD Board members shall constitute a quorum at the board meeting except on the suspension of an OAD member or of an OAD officer.

The OAD Board shall meet 30 days before a conference to go over all arrangements and programs to make sure that everything possible has been done to make the conference a success. In case the OAD Board is unable to hold a meeting and the situation warrants it, a vote on the issue in question shall be allowed.

The OAD President, through the OAD Secretary, shall submit the issue in question to all members of the OAD board members. Each OAD board member shall notify the OAD Secretary by e-mail whether s/he votes for or against such issue in question. The OAD President shall be notified of the results by the OAD Secretary. The OAD Secretary shall then file all e-mail correspondence pertaining to the vote and retain same until the next conference.

The OAD Board shall not change the date or place of the Host City for the OAD biennial conference unless, for sufficient reason, the OAD Board considers the date or place not to be in the best interests of OAD.

The OAD Board shall be responsible for appointing or contracting a skilled website technical expert. His/her position shall be assigned as the OAD Web Master.

The OAD Web Master shall focus on Internet services, Web designing and programming, Web log (blog), video log (vlog), and data management. S/He shall maintain and update the official OAD Website. The webmaster is not required to be a member of OAD. There shall be no term limitations.

During regular OAD board meetings, the OAD Board shall allow any current paid OAD member to voice his/her opinion. The OAD member shall not be allowed to make a motion or vote.

ORDER OF BUSINESS FOR OAD BOARD MEETINGS

1) Roll call

2) Call to order

3) Minutes of previous board meeting

4) Correspondence

5) Officers' reports

6) Standing Committee Chairperson report

7) Any comments from OAD members

8) Unfinished business

9) New business

10) Announcements

11) Adjourn

ORDER OF BUSINESS FOR OAD BIENNIAL CONFERENCE

Opening Ceremony (Friday)

1) President's welcome message

2) Introduction of OAD officers

3) Introduction of VIP visitor(s) and Guest Speaker(s)

4) Necrology

5) Officers' Reports

6) Standing Committees' Reports

7) Recess until the next day

Regular OAD Biennial Meeting (Saturday)

1) OAD Board of Directors Roll Call

2) Pledge of Allegiance

3) Call to Order

4) Introduction of VIP visitor(s) not present for the opening ceremony

5) Correspondence

6) Officers' Reports (if any absent the day before

7) Standing Committees' Reports (if any absent the day before

8) Unfinished Business

9) Bylaws

10) Budget

11) New Business

12) Nominations and elections of Officers

13) Swearing in of Officers

14) Call for next Conference site

15) Announcement

16) Adjournment

All OAD officers and standing committee reports shall be submitted in writing to the OAD Secretary sixty (60) days prior to the date of an OAD biennial conference. Reports must be composed and prepared to be printed in the program book for the conference. If an officer or chairperson fails to submit their report on time, s/he shall have it read during the opening session of the conference.

OAD NEWSLETTER EDITOR

OAD President shall appoint OAD Newsletter Editor.

OAD Newsletter Editor's duties shall include the following:

(a) Publish e-newsletters and other items of interest to OAD members.

(b) Print all approved minutes of the most recent board meeting in the next edition of the OAD e-Newsletter.

(c) May appoint as many members at large as needed to assist her/him.

(d) Publish OAD e-newsletter four (4) times a year; January, April, July and October.

(e) Send OAD e-newsletters to current paid OAD members, State Deaf Associations, and to agencies or organizations as requested.

(f) Responsible to receive updated e-mail addresses from the OAD Secretary or Treasurer and distributing the e-newsletters.

(g) Responsible to mail hard copies to OAD members who request them.

(h) Save and archive copies of the OAD newsletter on disk or hard drive.

(i) Send nonmembers a copy of an OAD e-newsletter for fifteen dollars ($15.00) for eight (8) issues for two (2) years.

STANDING COMMITTEES

Immediately after the OAD biennial conference, the OAD President shall appoint the chairpersons within 60 days, and announce in the upcoming issue of the OAD newsletter the chairpersons of the OAD Standing Committees to serve until the selection of his/her successor at the next OAD biennial conference.

Each newly appointed Chairperson shall submit a list of names of his/her Committee members to the OAD President within 90 days following the close of the OAD biennial conference unless otherwise noted.

OAD BIENNIAL CONFERENCE COMMITTEE

The OAD biennial conference committee shall be responsible for planning for the OAD biennial conference, to be held in odd years, for the purpose of electing OAD Board of Directors and for the transaction of business.

The OAD Board of Directors shall approve the location of the next OAD biennial conference prior to the close of the current OAD biennial conference.

The OAD biennial conference chairperson shall be appointed by the OAD President within 60 days of the close of the OAD biennial conference.

The OAD biennial conference chairperson and committee members may be from the host city.

The OAD biennial conference chairperson shall work collaboratively with the OAD Vice President to plan for the two (2) day OAD biennial conference.

The OAD biennial conference committee may consist of two (2) OAD members.

The OAD biennial conference shall be held every odd-numbered year, preferably the last weekend of June.

At least one year before the OAD biennial conference, the OAD biennial conference chairperson is responsible to setting up the agenda for workshops, guest speakers, meetings, breaks, lunch breaks, menu and program books to cover the full two (2) day OAD biennial conference event.

The OAD biennial conference program book is to include the order of business of the day.

The OAD biennial conference chairperson shall check on all committee's activities to be sure proper pre-conference arrangements are being made.

The OAD biennial conference chairperson shall report on the status of the pre-conference to the OAD Board on a regular basis.

The development of a well-planned entertainment agenda or program is required to be approved by the OAD Board.

Publicity of the OAD biennial conference shall be published as a flyer and/or in the OAD newsletter and OAD website at least six (6) months before the conference.

The OAD biennial conference committee determines the conference registration fee, with approval by the OAD Board.

The OAD biennial conference registration fee shall apply to everyone attending the OAD biennial conference, including honorary OAD members.

FINANCE COMMITTEE

The Finance committee is responsible for oversight of OAD's budget. The OAD Treasurer and Assistant Treasurer cannot be part of the Finance committee.

The Finance committee shall consist of three (3) OAD members. Additional members may be on the Finance committee as long as it is odd numbered.

The Finance chairperson shall be appointed by the OAD President.

The Finance chairperson shall appoint two (2) OAD members.

Duties:

(a) Audit the Treasurer's books four times during the biennial year, 30 days before each OAD board meeting.

(b) Initial audit is to be done within 30 days after the OAD biennial conference, and the last audit is to be done within 30 days before the business meeting of the next OAD biennial conference.

(c) Prepare the budget for the next biennium and present it at the OAD biennial conference.

(d) Monitor the OAD Endowment fund:

1.The OAD Endowment Fund before interest is accumulated shall have a total of $50,000 in the account before it can be used by OAD as it deems necessary. The interest earned shall be paid to the OAD Treasury on an annual basis.

2.All OAD endowment monies shall be invested by the Finance Committee, preferably in a financial institution.

(e) Prepare a report on the OAD Endowment fund 30 days before the OAD biennial conference.

(f) Handle all OAD memorial monies obtained from gifts and bequeaths.

(g) The OAD monies shall be deposited into a financial institution.

OAD Budget:

(a) OAD shall operate on a biennial budget.

(b) The fiscal year begins immediately following the close of the OAD biennial conference.

(c) The finance committee shall prepare a budget with the approval of the Board of Directors 30 days before the OAD biennial conference.

(d) The finance chairperson shall present the budget at the OAD biennial conference for final approval by the members.

(e) The budget, as approved by the members in the OAD biennial conference, shall not be subject to revision in any form except in times of emergency.

(f) When a section in the budget falls short, the Board of Directors must approve to transfer funds from another section.

(g) Each section of the budget shall adhere strictly to the amount of funds allotted it.

(h) Any committee overrunning its budget without prior approval from the Board of Directors shall be responsible for making up the deficit.

(i) Funds left over or unused by a section at the end of the biennium shall be returned to the general fund for reallocation.

EDUCATION COMMITTEE

The purpose of the OAD Education committee shall be responsible for ensuring that OAD's values on the acquisition, usage and preservation of American Sign Language (ASL) is paramount and enriched in all K-12 education programs and services in the state of Oregon.

The Education committee shall consist of three (3) OAD members.

The Education chairperson shall be appointed by the OAD President.

The Education chairperson shall appoint two (2) OAD members at large.

Additional OAD members may be appointed as needed.

Duties:

(a) The Education Committee shall be responsible for developing guidelines for scholarships and scholastic awards presented by the OAD.

(b) The scholarships and scholastic awards involve fundraising, recruitment and reviewing candidate applications.

(c) The Education committee shall present the award recommendations to the OAD Board for final approval.

(d) A scholarship award shall be for $750.00, presented by OAD each spring to one deaf or hard of hearing Oregon high school senior. The winner shall be presented with a Certificate of Award, with the scholarship being awarded directly to the institute of higher education when the scholarship winner enrolls.

(e) To qualify for the OAD scholarship, the candidate must:

a. Be deaf or hard of hearing.

b. Have a GPA of 3.2 or better.

c. Demonstrated outstanding leadership or service in the community while attending high school in Oregon.

d. Submit a written or videotaped essay on a topic of his/her own choice.

e. Plan to enroll in an institution of higher education.

The President, Vice President, Secretary, and/or Treasurer of the Jr. NAD/SBG at OSD and any regional programs may attend the biennial OAD Conference with registration fees paid by OAD.

LEGISLATION COMMITTEE

The purpose of the Legislation committee is to preserve, protect, and promote the civil rights of deaf and hard of hearing Oregonians.

The Legislation committee shall consist of at least three (3) OAD members.

The Legislation chairperson shall be appointed by the OAD President.

Two (2) or more OAD members at large shall be appointed by the Legislation chairperson.

Legislation chairperson shall be registered as a state lobbyist with the state of Oregon.

Duties:

(a) Inquire into all legislative issues affecting the welfare of the deaf and hard of hearing at large.

(b) Research pertaining legislations and issues.

(c) Lobby on legislative bills and issues affecting the welfare of the deaf and hard of hearing at large.

(d) Track active legislative bills and/or issues.

(e) Report to OAD on all efforts done by the Legislation committee.

(f) Obtain legislative records from the State Archives on current legislative activities done in the state of Oregon on issues pertaining to deaf and hard of hearing civil rights. All records shall be placed in the OAD library.

LAW COMMITTEE

The purpose of the Law committee is to critique, review, and evaluate OAD Bylaws and SOP and ensure OAD policies are in compliance to current standards.

The Law committee shall consist of three (3) OAD members.

OAD Vice President shall be the chairperson.

OAD Vice President may appoint two (2) OAD members at large.

Duties:

(a) Review the OAD Bylaws and SOP at least six (6) months before each OAD biennial conference.

(b) Suggest changes that will clarify and/or update OAD bylaws to current standards.

(c) Accept motions from the OAD members to amend, delete or modify the OAD bylaws. The motions are to be in writing and presented to the committee on the floor before the new business session of an OAD biennial conference.

(d) The Law Committee does not have the right to reject any proposed motions or amendments. The rights remain in the hands of the assembly.

OREGON YOUTH AMBASSADORS PROGRAM

The purpose of OYAP is to oversee and manage leadership programs for deaf and hard of hearing youths age 17 to 29 years old and living in the state of Oregon. Oregon Youth Ambassadors shall represent OAD.

OYAP chairperson shall be appointed by the OAD President.

OYAP chairperson shall select a committee to help manage the Oregon youth ambassador program. Each member of the committee shall have duties to manage the OYAP in areas that include but are not limited to: fundraising, outreach, guideline development, youth leadership training, and mentorship.

OYAP funds are to be kept separate from the OAD's regular funds.

OYAP chairperson is required to submit a financial report on a quarterly basis to OAD Board.

OYAP chairperson and its committee shall create its own standing rules (guidelines) and share with the OAD board.

FUNDRAISING COMMITTEE

The purpose of the Fund Raising committee is to seek funds to meet the approved two-year budget set at the OAD biennial conference.

Fund Raising committee shall consist of a chairperson appointed by the OAD President.

Fund Raising chairperson shall appoint at least two (2) OAD members.

Duties:

(a) Develop and create fund raising plans include actions plans with timelines.

(b) Implement annual Deaf Fest in the fall.

(c) Create at least one (1) fund raising event per year.

(d) Write and distribute request for donation letters prior to the events, preferably a year for major events; several months for smaller events.

(e) Submit final detailed financial reports with profit/loss for every event that is held to the OAD board.

(f) Turn in to the OAD Treasurer any profits earned from a fundraising event.

AWARDS COMMITTEE

The purpose of the Awards committee is to determine the awardees for the OAD Awards given at the OAD Biennial Conference.

The Awards committee shall consist of three (3) OAD members.

Awards chairperson shall be appointed by the OAD President.

Awards chairperson shall distribute the Nominations for OAD Awards to all OAD members.

Two (2) OAD members shall be appointed by the Awards chairperson.

Duties:

(a) The Awards chairperson shall select committee members after the award nominations have been received.

(b) Awards committee members shall not be named as nominees.

(c) The Awards chairperson shall distribute to all OAD members the Call for Nominations for OAD Awards sixty (60) days prior to the OAD biennial conference.

(d) The Awards Committee shall determine the recipients for Outstanding Man, Outstanding Woman, the NAD Golden Hand, Outstanding OAD Member, Distinguished Service, and Certificate of Recognition.

(e) The OAD President shall select the nominee for the President's Award and inform the Awards chairperson.

(f) All honorary lifetime memberships shall be determined by the award committee. Consider lifetime memberships for individuals deserving of this award.

Guidelines of the Awards:

(a) There shall be seven (7) award categories given at the OAD biennial conference.

(b) The awards shall be:

a. Distinguished Service Award.

b. Outstanding Woman Award.

c. Outstanding Man Award.

d. Outstanding OAD Member Award.

e. President Award.

f. National Association of the Deaf Golden Hand Award.

g. Certificates of Recognition/Appreciation.

(c) The following criteria must be met by each award recipient:

a. Awardee must be a resident of the State of Oregon.

b. There shall be no restriction on a recipient's ability to hear.

c. The achievement for which the recipient is being honored must have occurred within the two calendar years before the OAD biennial conference.

d. No person or organization may be honored with more than one award at a given conference except for recipients of the NAD Golden Hand Awards.

Nominations for award candidates must be submitted to the OAD Award Committee chairperson by February 28 of the year of the state biennial conference.

Members of the Awards Committee may submit additional nominations for awards.

The Outstanding Man and Outstanding Woman, Distinguished Service Award, President Award, and Outstanding OAD Member Award shall be in the form of Plaques or other suitable awards of equal value determined appropriate by the Awards Committee. All other awards shall be given in the form of certificates.

All awards shall be announced and presented at the OAD Biennial Conference in the following order:

(a) Recognition/Appreciation.

(b) Distinguished Service Award.

(c) NAD Golden Hand Award.

(d) President Award.

(e) Outstanding OAD Member Award.

(f) Outstanding Man Award.

(g) Outstanding Woman Award.

Banquet fees for Outstanding Man, Outstanding Woman, Outstanding OAD Member, President, and Distinguished Service awards presented by the Award Committee are to be reimbursed by OAD for award winners who have not purchased combo tickets.

The purpose of OAD awards shall be defined as follows:

(a) Distinguished Service Award: This award is given to an individual (either deaf or hearing) or an organization that has made a direct difference in the deaf community. The contribution of this individual or organization need not be related to OAD.

(b) President Award: This award for meritorious service given to an individual member of OAD chosen by the OAD President and submitted to the Awards Committee. The OAD President should show no political bias or favoritism in making his or her choice.

(c) Outstanding OAD Member Award: This award is given to an individual member of OAD who represents the qualities of OAD through his or her remarkable efforts or activities.

(d) Outstanding Man Award: The award is given to a man who has served the deaf community by contributing his time and effort towards the improvement of OAD and the lives of the deaf in Oregon.

(e) Outstanding Woman Award: The award is given to a woman who has served the deaf community by contributing her time and effort towards the improvement of OAD and the lives of the deaf in Oregon.

(f) Certificates of Recognition/Appreciation Award: This certificate shall be given to one or more individuals or organizations who have volunteered outstanding service to OAD and/or the Oregon deaf and hard of hearing Community.

NAD Golden Hand Award Nominations Rules:

(a) Purpose: The NAD Golden Hand Award is to identify a person or organization making meaningful changes for the deaf community in Oregon. This award can be awarded to the individual or organization currently actively involved in a service for the betterment of the deaf and hard of hearing people in their community. The Awards Committee shall pick one winner for this award and submit this name to the NAD at least 60 days before the OAD conference. The remaining nominees shall automatically be given the Recognition/Appreciation Award.

(b) Any individual or organization which has served the deaf community in Oregon very much shall be considered for the award. The individual or organization must be a volunteer.

(c) Individuals or groups who are paid for activities for which they are nominated shall not be qualified. Programs under auspices of organizations with paid staff may be nominated, but the extent of salaried activities must be clearly indicated in the nomination statement.

(d) No one who serves on the panel of judges may submit entries.

(e) An individual or group may submit as many separate entries as desired.

(f) Volunteer activities must be performed within the state or local community.

Outgoing OAD Officers:

(a) OAD shall reimburse the banquet fees for the following outgoing OAD officers:

The OAD President, Vice President, the Secretary, the Treasurer, Board Members and the Editor of the OAD newsletter, providing that they were present during the business sessions of the OAD biennial conference.

(b) OAD shall present the outgoing OAD President an engraved honorary gavel at the

OAD biennial conference banquet.

MEMBERSHIP DUES

OAD shall have authority to change membership dues as may be deemed necessary.

Membership dues in arrears after three (3) months shall not be penalized for back pay, but may be admitted as a new member and not be nominated for office for two (2) years.

Honorary OAD members with lifetime membership shall pay the required fees while attending an OAD biennial conference.

Individual membership dues shall be thirty dollars ($30.00). Dues shall be effective for two (2) years.

Any corporation wishing to become an affiliate OAD member shall pay Affiliate dues of $100.00 annually.

Any 501(c) (3) non-profit organization wishing to become an Affiliate OAD member shall pay Affiliate dues of $50.00 annually.

Chestnut Lane residents shall receive free lifetime OAD memberships by request as long as they live in the facility.

Incoming high school seniors across Oregon who are deaf, deafblind, hard of hearing, and/or deaf-plus shall receive two years free OAD membership.

EXPENSES OF OAD OFFICERS, BOARD MEMBERS, AND STANDING COMMITTEES

OAD shall defray the cost for a single lodging room for the OAD President in attendance at the OAD biennial conference and other OAD business meetings.

The travel expenses of the OAD President, Vice President, Secretary, Treasurer and three (3) Board members to the OAD biennial conference shall be reimbursed by OAD.

Any OAD officer who does not attend the OAD biennial conference shall not be entitled to receive reimbursement.

Federal mileage reimbursement rate shall be applied.

Standing Committees Expenses:

(a) The expenses of a standing committee shall be reimbursed by OAD.

(b) The expenses shall include travel, postage, and any other expenses necessary to carry out the purpose of the standing committee.

The chairperson of a standing committee shall present a written expense account to the Board of Directors.

OAD DELEGATE

The purpose of the OAD Delegate(s) are to represent OAD at the National Association of the Deaf (NAD) Council of Representatives (CoR).

Numbers of Delegates:

(a) OAD shall follow the NAD guidelines for number of delegates based on numbers of OAD members. Delegates shall be elected to represent OAD at the NAD conference.

(b) The OAD President is the primary delegate for OAD.

Qualifications:

(a) The candidates must be a full time resident in the state of Oregon and must be a member of OAD for at least four (4) years before s/he can be given consideration as an OAD delegate.

(b) OAD delegates must remain a resident of Oregon until his/her report has been presented at the OAD biennial conference.

Election:

(a) If a second or third OAD delegate is selected, an alternate delegate shall also be elected. The decision shall not be altered or changed in any manner by a subsequent action of the Board of Directors.

(b) The OAD delegate may be replaced by a two-thirds (2/3) vote if s/he moves out Oregon; fails to attend OAD board meetings; and/or is otherwise unable to perform the duties of OAD delegation.

(c) In the event the elected OAD delegate, the alternate delegate and the OAD President are unable to attend the NAD Conference, the OAD President is empowered to select a replacement or call for an emergency meeting for the members to vote for the replacement to represent OAD.

(d) The Board of Directors shall have the authority to disqualify an elected individual as a delegate for acts or behavior, it deem injurious to OAD. Should the Board of Directors disqualify an individual, it shall submit a list of three new individuals to the OAD President to choose from to represent OAD.

(e) This list shall be prepared only if there is just cause to remove one or both OAD delegates. If the delegate is disqualified, but not the alternate, then the alternate is to represent OAD with no action being required of the OAD Board of Directors.

Reimbursement:

(a) Subject to available funds and appropriate conduct, reimbursement with proof of receipts for NAD Conference shall be covered for lowest air fare, six (6) nights' accommodation, early bird combo tickets and $25.00 per diem for meals for each elected OAD delegate.

(b) OAD members may increase the amount of allowance by vote, but shall not be allowed to decrease the amount.

(c) The authority to adjust delegate funds for expenses shall remain in the hands of the OAD members, not in the hands of the OAD Board of Directors.

Presentation:

(a) The OAD delegate(s) must attend all OAD Board meetings.

(b) The OAD delegate(s) have no voting privileges at OAD Board meetings.

(c) Within 30 days after the NAD Conference, OAD Delegate(s) shall present a written report to the OAD Board of Directors and to the Editor for publishing in the next newsletter.

AD HOC COMMITTEES

The OAD President may appoint ad hoc committees to perform specific tasks that are not needed on an ongoing, permanent basis.

Ad hoc chairpersons shall be appointed by the OAD President, with committee members chosen by the ad hoc chairperson.

Once the objective is met, the ad hoc committee is disbanded.

Such examples of ad hoc committees but not limited to these:

(a) Inventory.

(b) Consumer Education.

(c) Publicity.

(d) Others as needed.

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