Manual of Procedures

The Board of Directors

I. Personnel

A. The Board of Directors shall be comprised of the following voting members: President, President-Elect, Immediate Past President, Secretary, Treasurer, Student Representative, Commercial Representative and seven At Large Members.

B. The, ARPA Executive Director, Regional Directors from each region, Citizen Representative and the NRPA SW Region Representatives shall act as Ex-Officio Members of the Board of Directors.

II. Duties and Qualifications

A. The duties and qualifications of the Board are defined in the By-Laws of the Arkansas Recreation and Parks Association; Articles VI and VII.

III. Purpose

A. The Board, in accordance with the Articles of Incorporation and By-Laws and such resolutions as adopted from time to time, shall be empowered to vote and to transact the business of the Association.

B. The Board is subject to an appeal of its decisions at the Annual Membership Meeting or at special meetings called for that purpose.

IV. Function

A. It shall have power to authorize all Association expenditures and regulate the finance. The Board, in general terms by the adoption of a budget at the Pre-Conference meeting, authorizes the expenditures of the Association.

B. It shall make decisions of any affairs in keeping with the Articles of Incorporation and By-Laws.

C. It shall be empowered to vote and to transact business by correspondence if so requested by the President. A fifty percent plus one reply must be received and a majority of votes received shall decide the question.

D. It shall approve the Annual Conference program content.

E. It shall meet at least four times each fiscal year.

Post-Conference Meeting – at the close of the Annual Conference. This meeting shall serve as an orientation and organizational meeting for the newly elected Board of the ensuing year.
Executive Retreat -a time to set goals and objectives for the coming year. A Board meeting will follow the retreat.
Pre-Conference Meeting – at the opening of the Annual conference. This meeting shall be prior to the Annual Business Meeting and be the Meeting of the Outgoing Board.

F. It shall approve, or disapprove, and pass on to the membership for vote; any approved proposed amendments to the Articles of Incorporation and By-Laws.

G. Shall approve the date and site of the Annual conference at least one (1) year in advance of such conference at the Annual Pre-Conference Meeting (See By-laws, Article IX, Section 6).

H. It has the power to award, upon recommendation by the Awards Committee, an Honorary Membership and a Lifetime Membership to a deserving member who has retired from the profession.

President

I. Job Function
A. The President is the presiding officer of the Board of Directors and the Annual State Conference of the Arkansas Recreation and Park Association, and shall preside over all business of the Association within the limits of the ARPA Articles of Incorporation and By-Laws.

B. The President shall serve as a member of the Budget Committee and as an ex-officio member of all ARPA Committees.

C. The President shall sit as a voting member on the Southwest Regional Council of the National Recreation and Park Association.

D. The President shall guide, represent and interpret the ARPA goals and purposes in all addresses, group meetings, and to all outside related organizations as required or directed by the Board of Directors.

II. Duties
A. Shall direct the implementation of the budget of the Association as adopted by the Board of Directors.

B. Shall hold at least four meetings of the Board of Directors during their elected term and may call additional meetings as necessary.

Shall designate the time and place of all Board Meetings.
Shall prepare and mail, unless otherwise delegated, a written notice and agenda to all Board Members, Committees and Interest Section Chairs 14 days prior to the meeting.
Shall present to the Board at each meeting, a written report or Presidential activities since the previous meeting.

C. Shall execute such directives as authorized by the Board such as contracts, letters, meeting attendance, etc.

D. Shall appoint the Commercial and Citizen Representative no later than thirty (30) days prior to the beginning of his/her term of office.

E. Shall appoint, for the term of office, the Chair of all standing Association committees no later than thirty (30) days prior to the beginning of his/her term of office.

Shall appoint Chairs of other special committees as deemed necessary in the interest of the Association and shall develop duties and guidelines by which such committees shall function.
Shall coordinate the work of all Association committees and maintain close communication with the appointed Chairs, seeing that duties and committee functions are carried through.
Shall request, in writing, reports of committee activities for Board Meetings and Annual Membership Meeting.

F. Shall appoint three members to count the ballots for the elections of officers and proposed amendments to the Articles of Incorporation and By-Laws.

G. Shall submit to each issue of the ARPA “Quarterly” a President’s column which will serve as a report to the membership.

H. Shall present at the Annual Membership Meeting, a written President’s Annual Report.

I. Shall preside over the presentation of any Honorary and Lifetime memberships bestowed by the Board of Directors during their term of office.

Lifetime memberships are traditionally presented at the Annual conference Banquet by the President or Appointees.
It is the responsibility of the President to coordinate the presentation with the recipient’s family.

J. Shall represent the Association at state, regional and national meetings, as schedule permits.

ARPA will provide hotel accommodations for the state conference.

K. Upon resignation or death of any officer of the Association, the President shall fill such office by appointment of such appointee to serve until such time as an election shall be held.

L. With the approval of the Board of Directors, shall reserve the right to remove from office at any time any officer who is ineffective or not acting in the best interest of the Association.

Past – President

I. Job Function
A. Shall serve as a member of the Board of Directors for one year immediately following the term of office.
II. Duties
A. Shall serve as an advisor to the President and the Board regarding functions of the Association.
B. May serve as Chair of the Ethics Committee if President wishes to make such an appointment.
C. Shall serve as a member of the Budget Committee.
D. Shall serve as Chair of the Nominating Committee.
E. Shall serve as Program Chair of the Annual Conference.
1. ARPA will provide hotel accommodations for the state conference.

President – Elect

I. Job Function

A. Shall serve as a member of the Board of Directors.

B. To be available to assist the President in the leadership of the Association as requested and to prepare for the term of office.

II. Duties

A. Shall act for the President in his/her absence. In the case of the President’s death, resignation or move from the State, the President-Elect shall succeed for the unexpired term.

B. Shall serve as a member of the Budget Committee see Bylaws Article VI. Sec 5.

C. Shall Chair the Scholarship and Awards Committee see Bylaws Article VI. Sec 5.

D. Shall make arrangements for the Annual Retreat see Bylaws Article VI. Sec 5.

Treasurer

I. Job Function
Establishes procedures for fiscal operations of the Association.
II. Duties
A. Chairs the Budget Committee.

Presents proposed budget to the Board of Directors at the Executive Retreat.
Publishes budget in the Association magazine.

B. Establishes procedures for auditable records and reports of financial transactions.

C. Approves all financial accounts for Association operations.

D. Monitors general revenues and expenditures to ensure compliance with cash flow and the approved budget.

E. Submits written budget report at the Annual State Conference and all Board meetings.

F. Arranges for the books to reviewed by an outside company at least every two (2) years or upon direction of the Board.

Secretary

I. Job Function
A. The secretary is responsible for keeping all of the current records of the Association for dissemination of information to the membership and for keeping minutes of Board Meetings.

II. Statement of Duties
A. Shall be responsible for keeping accurate minutes of all Board Meetings and the Annual Meeting of the Association.

All meetings of the Board of Directors should be taped and the tapes shall be kept, by the Secretary, on reference file for one year.
Written minutes shall be prepared and copies mailed to the members of the Board, the Executive Director and Committee and Interest Section Chairs within fifteen (15) days of the meeting.

B. Shall keep an up-to-date file of all Association business, correspondence, etc.

This file shall be passed on to the incoming Secretary within fifteen (15) days after the Annual Conference.
Out-dated records and files shall be turned over to the Executive Director for the Historical files.
Shall keep a complete, up-to-date list of the Association Award recipients and Lifetime members, together with the background of each.

C. Shall maintain and update the ARPA History Publication.

Shall work with the Executive Director and establish procedures in which Historical records are to be preserved.
One copy of the History Publication should be passed to the new Secretary and one kept in the Executive historical files.

D. Shall receive all committee and interest section reports in writing at each Board Meeting.

E. Shall prepare and present a written report at the Annual Association Meeting.

F. Shall be responsible for tagging all eligible voting members at the Annual Association Meeting.

G. Shall handle correspondence as directed by the President and Board of Directors.

Regional Directors

I. Job Function
A. Shall officially represent the interests of respective Region membership on the Board of Directors and perform the duties as related.

B. Shall perform in the Regions similarly to the President for the Association.

C. In the absence of the President and President-Elect the Regional Director from the Region of the President shall preside officially at Association Board Meetings.

II. Duties
A. Board of Directors

Shall present, at each Board Meeting, a report on the status of the Region.
Shall comply with all instructions, etc., from the President regarding agenda items, two week minimum, etc.
If a major decision is part of your report, the proposal should be sent in advance to the Board in written form for review.
Shall keep all Board Members and the Executive Director advised of all happenings in the Region. Related to committee functions should also follow.

B. Prior to Official Term and Annual Conference

Shall select a person within the Region to serve on the following committees at least 30 days prior to taking office:
By-Laws
Certification
Legislative
Membership
Nominating
Public Relations
Ways and Means
Awards
Scholarship
Contact the President-Elect for a list of special committees to be formed and of their functions and duties.
Inform in writing appointed standing, special committee and Interest Section persons of their required job duties according to Manual of Procedures and By-Laws.

C. During Official Term of Office

Shall hold a minimum of two (2) meetings of the region within the fiscal year of the Association

a. One meeting shall be held at least 75 days prior to the Annual Conference for the election of the Regional Director. Each Director shall be elected to a two year term.

b. Shall set a time and place for each Regional meeting.

An Annual Regional meeting schedule shall be set and announced immediately upon taking office.
Shall send an agenda notice by mail of all meetings to each member within the Region, the Board of Directors and Executive Director.
Tentative meeting schedules shall be coordinated among all Regional Directors at the Post Conference Meeting of the Board of Directors.
Centralized meeting locations are recommended.
Shall enforce a non-member fee set by the Board of Directors which will apply to persons attending meetings more than one (1) time as a guest.

c. Shall present a report at each Regional meeting advising the membership of Board action.

d. Shall instruct Regional Interest Sections and committee Chairs to present reports at each District meeting as to status of State Action.

e. Shall prepare an agenda for each Regional meeting and coordinate the prog1~am or appoint a Program Coordinator.

Expenses for Regional programs should be handled by the Region. Self-funded programs and fund raisers are recommended.

f. Education programs

shall be presented by speaker(s) in concurrent sessions, general sessions or workshop format.
Encouraged to offer programs for continuing education units (CEUs).

2. As the official representative of ARPA, the Regional Directors may be asked to visit various departments, ribbon cuttings, etc. Should make every effort to attend or send official representative.

EX-OFFICIO BOARD MEMBER

I. Job Function
A. The Ex-Officio Board Member is not a voting member of the Board.
II. Duties
A. Shall act as the liaison officer for the Board of Directors.
B. Shall perform such duties as related to state recreation and natural resources.

EXECUTIVE DIRECTOR

I. Job Function
A. The Executive Director is appointed by the Board of Directors.
B. Shall oversee the development of plans, programs, policy statements, reports and proposals to and for consideration of the Membership and Board.
C. Shall have the power to execute the program of the Association and policies and directions of the Board.
D. Shall have control of the staff of the Association
E. Shall not be entitled to vote.
F. Shall act as an Ex-Officio member of the Board of Directors.
II. Duties
A. Shall be responsible for development and coordination of membership services.
1. Shall coordinate membership campaign.
2. Shall solicit and secure cost effective services.
3. Shall coordinate educational workshops
4. Develop educational opportunities for members and the public.
B. Shall represent the Association in public relation affairs.
1. Shall act as liaison to outside agencies.
2. Shall act as liaison to public and government officials
3. Shall represent the Association at legislative and other pertinent local state and national meetings.
C. Shall coordinate Fund Raising Events for the Association
1. Shall handle sales of promotional if items.
2. Shall report and maintain records of all respective fund raising events.
D. Shall provide technical assistance to the membership as requested.
E. Shall provide liaison services and technical assistance to all ARPA Committees and Interest Sections.
F. Shall perform duties related to the Annual State Conference.
1. Advisor to the Registration Committee.
(a) Will advise the host registration Chair of basic registration procedures that need to be followed in order to meet the needs of the Association and Basic accountability requirements.
2. Advisor to Program Committee.
(a) Shall work closely with the committee and program Chairs to see that a well balanced conference is offered.
(b) Assist in carrying out basic guidelines set forth by the Board of Directors or Conference Committee.
3. Shall assist in the coordination of the Job Fair.
4. Will assist the Site Selection Committee.
G. Shall recommend and make changes in the Manual of Procedures, as necessary, with approval of the Board of Directors. Make sure changes are followed up in writing to the Board of Directors and/or Committee and Interest Section Chairs.

MAJOR RESPONSIBILITY OF COMMITTEE CHAIRS

I. To be completely familiar with the purposes, functions and previous activities of the committee.
II. Establishment of objectives and work plan for the committee. Provide copies to the Board of Directors and the Executive Director.
III. An annual report is to be presented to the membership.
IV. Keep the committee records up-to-date and pass it on to the succeeding Chair at the State Conference Committee Meeting.
V. Committee Chairs shall make no commitments which would obligate ARPA for important tasks without Board approval.
VI. Make reports at Board Meetings when requested.

ARTICLES AND BY-LAWS and MOP

I. Personnel
A. Number – Chair of the committee and a representative from each Region.
B. Selection
1. The Chair shall be appointed by the President
II. Purpose
To assure that the ARPA Articles of Incorporation and By-Laws provide the best possible framework with which the aims and objectives cam be achieved and that the Articles and By-Laws are kept up-to-date through amendments as provided for in the Articles of Incorporation.
III. Function
A. Keep an up-to-date ARPA Articles of Incorporation and By-Laws.
B. Receive suggestions for amendments.
C. Prepare proposed revisions and amendments for presentation and approval to the Board of Directors prior to the Annual State Conference.
D. Prepare a revision ballot, listing the proposed revisions and amendments approved by the Board and see that the ballot is distributed to the voting membership.
E. Amendments to the Articles and By-Laws may be made each year by a majority to those casting ballots on each individual change, provided the amendments have been approved by the Board of Directors for total membership vote.
IV. Duties
A. Chair
I. Assume or delegate responsibility of printing the updated Articles and By-Laws immediately upon taking office as necessary.
2. Establish a time-table for the work, meetings, etc., of the committee and distribute to the committee members within thirty days after the annual conference.
3. Direct the Regional Directors to completely review with their regional memberships the approved proposed changes which will appear on a mailed ballot.
4. It shall be the responsibility of the three Presidential appointees to count the ballots and tabulate the votes for the proposed revisions.
B. Committee Members
I. Secure from the Regional members any proposed changes of the Articles and Bylaws and present them to the committee for study.
2. Follow all deadlines, etc., established by the chair.

CONFERENCE COMMITTEE

I. Personnel
A. Number – Chair of the committee, ARPA member from host city and a number of representatives the chair deems necessary.
B. Recommended Committee Chairs are: Program, Site Selection, Exhibitor, Golf, Tours, Auction and Transportation.
1. The Chair shall be the Past President.
II. Purpose
To plan and organize the programs for the Annual Association State Conference. This committee serves as the spokesman for the membership regarding desired conference program content.
III. Function
A. The committee shall plan and organize the entire program content of the Annual Conference.
B. The completed proposed program outlined for the Annual Conference must be submitted to the ARPA Board for approval at a regular meeting.
C. A complete financial report should be presented to the Treasurer and Board within thirty (30) days of the end of the Annual Conference.
IV. Duties
A. Chair
I. Shall organize a time-table of committee-work immediately upon taking office.
a. Shall coordinate deadlines and other pertinent information.
b. Shall notify committee members of those deadlines as soon as possible.
2. Shall prepare a budget for presentation and approval at first regular Board Meeting after the post conference meeting.
3. Shall instruct committee members of conference criteria such as themes and special speakers previously arranged by Host City.
4. Shall instruct committee members to seek regional input of suggested programs.
5. Shall call as many meetings as necessary to prepare an adequate program.
6. Shall notify all program participants selected for program, giving the adequate time to make preparation.
7. Shall periodically inform the membership of arrangements, etc., being made by the Program committee.
B. Committee Members
1. Follow all deadlines, etc., established by the chair.
2. Shall see that represented regions have a voice in the planning of the annual conference.

WORKSHOP COMMITTEE

I. Personnel
A. Number – Chair of the committee and a representative from each Region.
B. Selection
1. The Chair shall be appointed by the President
2. Each Regional Director shall appoint one member to serve on the Committee.
II. Purpose
A. To provide opportunities for professionals in all areas of leisure services to attend State sponsored CEU workshops.
B. To provide such workshops at a rate whereby all cost incurred by the Association are recovered.
C. To choose workshop topics that will be of value to a broad spectrum of park and recreation professionals.
D. To provide the best available speakers for the chosen topics.
E. To perform other tasks as directed by the ARPA President and/or Board of Directors.
III. Function
To allow all ARPA members, whether certified or not, the opportunity for professional growth and development.
IV. Duties
A. Chair
I. Shall organize a year-long continuing education workshop series for the Association.
a. Makes contact with Regional Directors to schedule sites for workshops.
b. Makes initial contact with speaker(s).
c. Refers to the Board of Directors for negotiations.
d. Shall contact Regional Directors as events dictate.
e. Shall submit a final report on each workshop for publication in the “Quarterly.”
f. Performs other duties as necessary to facilitate workshop implementation.
2. Shall attend the annual ARPA Board Retreat.
A. Shall present a list of dates and host regions for workshops in the upcoming year.
b. Shall present the Workshop committee goals and objectives for the coming year.
B. Committee Members
I. Follow all deadlines, etc., established by the chair.
2. Shall see that represented regions have a voice in the planning of the workshops proposed.
Time line for Workshops
A. 3 Months Prior
1. Workshop Committee secures topic
B. 2-3/4 Months Prior
1. Workshop Committee secures speaker
a. Dates
1. Honorarium
c. Travel
2. Regional representatives select sites
C. 2-1/2 Months Prior
1. Finalize speaker contract (Board Meeting)
2. Calculate workshop costs (Board Meeting)
3. Arrange speaker’s travel/lodging (Board Meeting)
D. 2 Months Prior
I. Brochure
a. Designed by Workshop Committee Chair
b. Printed through Board Direction unless other arrangements are made.
E. 1-3/4 Months Prior
1. Brochure mailed.
F. 1/2 Month Prior
1. Prepare CEU application form.
2. Set-up registration file.
G. 3 Weeks Prior
1. Final determination of feasibility of workshop based on pre-registration. (Decision is made by workshop committee and Executive Director.
H. 10 Days Prior
1. Workshop host (Regional Director/Representative) arrange for any meals or breaks.
2. Executive Director mails registration information to Regional Representative.
I. 1 Week Prior
1. Executive Director sends last minute registration materials to the site.
J. 4 Days Prior
1. Executive Director calls host to verify all information has arrived and to check for last minute details.
K. 2 Weeks After
I. Executive Director processed speaker’s travel reimbursement.
2. Paperwork is returned from site to the Executive Director for CEUs.
3. Workshop Chair sends thank you letter to Host and speaker.

ETHICS COMMITTEE

I. Personnel
A. Shall be composed of three (3) past presidents of the Arkansas Recreation and Park Association.
B. Shall be appointed by the President.
II. Purpose
A. To assure that the professional members of the ARPA adhere to the principles of behavior set forth in the ARPA Code of Ethics.
B. To establish and maintain professional standards for the ARPA in accordance with the principles set forth in the ARPA Code of Ethics.
III. Function
A. Handle all ethics questions or grievances within the Association in accordance with the adopted ARPA Code of Ethics and Guidelines for Ethics Proceedings and recommend appropriate action to the ARPA Board.
IV. Duties
A. Coordinate with the NRPA Code of Ethics Committee, reporting all cases and problems encountered with the Code and procedures.
B. Continually evaluate the effectiveness of the Code of Ethics and procedure guidelines and revise where needed. If changes require constitutional revisions, recommend these changes to the Articles and By-Laws Revisions Committee
C. Develop professional standards for the ARPA.
D. Maintain records of all committee matters.
E. Periodically evaluate and revise the professional standards.

Proposed Definitions And Code Of Ethics For The Arkansas Recreation And Parks Association

Definitions
A professional code of ethics is defined as a prescription for ethical behavior by members of a profession. (Operative works in this definition are: “prescription for ethical behavior”)
Prescription for behavior is defined as a direction or course of action to be followed.
Ethical behavior involves moral principles and values. Ethics involve other people and other institutions, and such concepts as trust, duty, honesty, integrity, fairness and professional responsibility.
Unethical behavior involves such concepts as cheating, lying, dishonesty, guile and corruption.
Recommended code of Ethics for the Arkansas Recreation and Parks Association.
1. The professional shall adhere to the ethics of the profession and carry out legal and moral agency goals, functions and objectives.
2. The professional shall conduct himself/herself in a competent manner and by of high moral character in fulfilling obligations to and protective of all citizens’; shall employ and promote all persons impartially; shall attempt to provide quality leisure services to all citizens; shall appraise the effectiveness of the services through continual or frequent community involvement in the appraisal process, and develop affirmative action programs.
3. The professional shall volunteer to participate in the state association, region and section functions. When asked to perform professional endeavors, if they accept, they shall complete them with their best quality effort so that leisure services may be enhanced.
4. The professional shall be responsible to appraise the effectiveness of supportive staff work, in accordance with accepted professional administrative practices of the agency. They shall report about appraisals of work to supportive staff at least on an annual basis.
5. The professional in the subordinate role shall engage in no activity that would undermine the authority and responsibility of the supervisor or the agency board. However, legitimate challenges to authority arc encouraged and in no way should be construed as undermining authority.
6. The professional shall be committed to strive for improvement of individual knowledge and skill in the recreation and park profession and give assistance in professional development effort of all aspects of the recreation and park field to his agency or institution for which they work.
7. The professional shall be fair to all services and attempt to procure quality services at a fair price.
Recommended Guidelines for Ethics Proceedings
I. Who may file a grievance?
A. Voting members of ARPA in good standing.
II. Who a grievance may be filed against.
A. Voting members of ARPA.
III. Where to file
To the Chair of the ARPA committee responsible for ethics
IV. Form or a grievance
A. Grievance will be written and must include sufficient detail to give all parties concerned a fair opportunity to fully understand the allegation.
1. Identify the parties to the alleged grievance.
2. Explain the nature of the alleged grievance, all particulars, dates and places, and state the principles of the ARPA Code of Ethics concerned.
3. Exhibits must be attached.
4. All grievances must be signed.
B. Copies of the grievance are mailed to the Chair of the ARPA Committee responsible for ethics and the President of ARPA.
C. All Material and information will be kept in confidence throughout the proceedings.
V. Acknowledgment procedures and distributions of grievance materials.
A. Written acknowledgment of the receipt of a grievance within twenty (20) working days to the member who is filing.
B. Written notification the defendant member of a grievance, including a copy of the file grievance and acknowledgment letter. The notification letter will be sent within thirty (30) working days of receipt of grievance and will explain that:
1. Defendant member has thirty (30) days from the receipt of notification to file a written answer to the charges with the Chair.
2. If the defendant member fails to file a written answer, the allegations will be considered to be admitted and the Committee will recommend appropriate action to the Executive Board. (These actions are outlined in Section VII).
C. Copies of the grievance, acknowledgment letter and the notification letter will be mailed to all Committee members.
D. Copies of the acknowledgment and notification letters will be mailed to the President of ARPA.
E. After receipt of requested written answer to the charges, the Chair will send written acknowledgment to the defendant member.
F. Copies of the received written answer and acknowledgment letter will be mailed to the Committee, the member filing the grievance and the President of ARPA.
G. A complete file of all information regarding the grievance will be looked at by an attorney representing ARPA.
VI. Procedures for answering a grievance by the ARPA Committee responsible for ethics
A. The Chair will seek the advice of an attorney before meeting with the committee.
B. The committee will meet without either party to determine if any action is within the jurisdiction of the Committee. At this meeting, it will be clarified if any committee member should be excused for reasons such as bias, involvement in the grievance, or other reasons.
C. If the Committee decides that further investigation is necessary, they will meet with the member filing the grievance to gain the most thorough knowledge about the situation.
I. Nothing will be allowed in discussion that is not specifically stated in the original grievance.
2. If any discrepancies with the original grievance are found, the investigation will be considered to the disadvantage of the member filing the grievance.
D. If the Committee decides, after interviewing the member filing the grievance, that there is reason to suspect unethical conduct on the part of the defendant member, the committee will request an interview with the defendant member.
E. If, after interviewing both parties separately, the Committee is satisfied that no action is necessary, the matter will be closed. (Section VII) A letter from the Chair will be provided to parties involved, the President of ARPA and each of the committee members. A copy will be placed in the Chair’s case file and retained for record.
G. If, after interviewing both parties separately, the Committee is unable to make a decision on the grievance, they will request a full hearing of both parties before the committee. The hearing will include:
1. Accusation by the member filing the grievance. All facts must be proven by witnesses of affidavits.
2. Answer to the charges by the defendant member. All facts must also be documented.
3. Rebuttal by the member filing the grievance.
4. Rebuttal by the defendant member.
H. If, after a full hearing, the Committee is convinced that the defendant member was guilty of unethical conduct, the Committee will recommend appropriate action to the ARPA Executive Board.
I. If, after a full hearing, the Committee is satisfied that mo action is necessary, the matter will be considered closed. (Section VII) A letter from the Chair will be provided to both parties involved, the President of the ARPA and each Committee member. A copy will be placed in the Chair’s case file and retained for record.
J. If it appears during the process that the member filing the grievance is actually guilty of an unethical act by presenting a false report, the Committee will file a grievance against time member.
K. All recommendations of action against the defendant member will be cleared with an attorney representing ARPA before presentation to the Board.
L. After clearance from the attorney, the Chair will present a written report of the Committee’s recommendations to the ARPA Executive Board for subsequent action.
(Section VII) The Executive Board shall accept or reject the Committee’s recommendation.
M. Copies of the Committee’s report will also be sent to both parties involved and each Committee member. A copy will be placed in the Chair’s case file and retained for record.
N. All cases involving the ARPA Code of Ethics will be sent to the Chair of the NRPA Ethics Committee for record, including:
1. Problems encountered with the Code so it may be upgraded annually.
2. No-name abstracts of cases so that a case book may be complied amid referred to for future guidance.
VII. Actions with regard to ethical in-visitations of the ARPA Committee responsible for ethics.
The Committee shall recommend any one of the following actions to the ARPA
Executive Board:
A. Censure – Individual cited with loss of any membership privileges.
B. Probation – Individual is placed on probation for a period of one year and shall relinquish all voting privileges during the probationary period. –
C. Removal from the membership – Individual relinquishes all privileges associated with the ARPA membership for a period of at least one year. If reinstated after review by the Executive Board, the individual will be on probation for a period of one year following reinstatement.
D. Acquittal – Individual is completely exonerated amid all alleged charges are dropped.
VIII. Requests for appeal of the Committee’s recommendations or Executive Board action may be made to the ARPA Executive Board only by the member filing the original grievance or the defendant member. The request must be written and sufficiently describe the reasons for reconsideration. The Executive Board shall accept or reject the appeal for reconsideration.
A. If the appeal is accepted by the Executive Board, the Executive Board shall remand the appeal to the Committee for further consideration and recommendation.
B. If the appeal is rejected, the decision will be considered final.

Quarterly

I. Purpose
A. To provide an aesthetically pleasing, informational and professional publication to the members of ARPA.
II. Purpose
A. Encourage membership to provide articles, pictures and contributions to the “QUARTERLY”
B. Coordinate date deadlines for advertising, printing and emailing.
C. Coordinate and prioritize articles and announcements.

Scholarship And Awards Committee

I. Personnel
A. Number – Chair and a representative from each region.
B. Selection
1. The President Elect shall act as Chair. .
2. Each Regional Director shall appoint one member to serve or serve themselves on the committee as stated above.
II. Purpose
A. To honor ARPA members who have rendered outstanding service to the recreation, park and leisure services field in the State of Arkansas.
B. To honor facilities and programs (members as well as non-member) that have rendered unique or outstanding service to the recreation, park amid leisure services field in the State of Arkansas.
III. Function
A. To secure nominations, select and present the Association’s awards according to established qualifications.
IV. Duties
A. Chair
1. Supply the committee with a time-table of action for the function of the committee.
2. Supply each committee member with the eligibility requirements necessary for persons to be eligible to receive ARPA awards.
3. Inform ARPA members through the “Quarterly” information regarding procedures for nomination person to contact regarding nominations.
4. Contact all Regional Directors informing each one of the deadline for nominations for State Awards deadlines.
5. Supply the committee with a list of members who have received awards and of those members who have been considered in the previous year but did not receive an award.
6. The list of nominees, accompanied by complete information should be prepared by the chair for review by the entire committee.
7. Set up meeting with Awards Committee to make selections. Insofar as possible, candidates should not be advised that they are being considered for an award.
8. Coordinate award presentation with the Conference Chair, the President and Regional Directors. Present the State Awards to recipients at the Annual ARPA State Conference.
9. As a matter of courtesy, the sponsors of award nominees, dropped from consideration, should be notified as such.
10. Keep an active folder and see that all information is forwarded to the next Chairman of this committee the Secretary and Executive Director.
11. Present the Annual Report at the State Conference.
B. Committee Member
1. Serve an impartial member of the committee to select those who have made the greatest contribution to the profession.
2. Encourage the membership to submit names for consideration for award.

Legislative Committee

I. Personnel
A. Number – Chair of the committee and as many as the Chair deems necessary.
The Executive Director shall serve as Ex-Officio member of this committee.
B. Selection
1. The Chair shall be appointed by the President.
II. Purpose
A. To deal with all legislative policies and procedures relating to Recreation, Parks and Leisure Services movement, as authorized by the ARPA Board of Directors.
III. Function
A. Represent that Association in all legislative actions and carry out mandates of the Board.
B. Keep abreast of all legislation, both federal and State, affecting the Recreation, Parks and Leisure services movement.
C. Keep members of the Association informed through workshops, news releases and articles.

Student Representative

I. Personnel
A. Number – One student shall serve on the board of directors.
B. Selection
1. The Student Representative is elected by their peers at the Annual Conference.
II. Purpose
The student representative serves as the voting voice of the student membership within ARPA. They exist to serve as a liaison between the students; higher education institutions offering curricula in park, recreation, leisure services, tourism, interpretation, therapeutic recreation, or natural resources; and the Arkansas Recreation and Parks Association.
III. Function
Complete a One-year term.
IV. Duties

Answer to ARPA Executive Director as well as Board Leadership.
Serve as Volunteer Coordinator for ARPA Conference and Trade Show. Assist other Board Members and ARPA Staff in ensuring all volunteer jobs are filled.
Conform to all guidelines in the Board of Directors Bylaws.
Assist in the planning of and attend Annual Conference and Trade Show.
Participate in Board meetings, conference calls, and emails.
a. Mileage will be paid at the current government rate to and from board meetings.
Establish and maintain relationships with higher education institutions offering curricula in park, recreation, leisure services, tourism, interpretation, therapeutic recreation, or natural resources—distribute information about ARPA including, but not limited to: memberships, scholarships, awards, socials, and student happenings.
Establish and maintain relationship with the state association.
Work with student groups within the state; serving as a liaison between ARPA and the students.
Serve on at least one standing committee and complete all committee assigned tasks.
Complete all Board assigned tasks.
Provide support and resource information to all Board members.
Recruit students to ARPA and encourage attendance at the Annual Conference and Trade Show.
Submit education session proposal for ARPA Annual Conference and Trade Show that is geared toward students.
Contribute to the ARPA Quarterly Newsletter.
Ensure that students are made aware of and nominated for Scholarships.
Solicit and contribute donated items to the Silent Auction during term.

V. Measurable Goals:

100% attendance and participation at all Board meetings/conference calls during elected term.
Verify and update lists of higher education institutions offering curricula in parks, recreation, tourism, sport management, interpretation, or natural resources. List to include current faculty.
Communicate with higher education institutions at least quarterly.
Serve on at least one committee and make contributions towards the committee’s goals.
Submit at least one educational session geared toward students for presentation at Annual Conference and Trade Show.
Recruit five (5) new student members each year.
Write and submit at least one article for publication in the ARPA Quarterly.
Nominate at least one outstanding student for a Scholarship.
Bring at least one silent auction item.

RECORDS RETENTION POLICY

I. ARPA shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements. Records and documents outlined in this policy includes paper, electronic files (including e-mail) and voicemail records regardless of where the document is stored, including network servers, desktop or laptop computers and handheld computers and other wireless devices with text messaging capabilities. ARPA shall not knowingly destroy a document with the intent to obstruct or influence an “investigation or proper administration of any matter within the jurisdiction of any department agency of the United States . . . or in relation to or contemplation of such matter or case.” If an official investigation is underway or even suspected, document purging must stop in order to avoid criminal obstruction.

II.Retention Schedule

Type of Document		Where Stored
Accounts receivable & payable ledgers & schedules	7 years	Treasurer’s Possession
Audit reports, Financial Statements (year end): general/private ledgers, trial balance, journals	Permanently	Treasurer’s Possession
Bank statements, deposit records, electronic fund transfer documents, & cancelled checks	3 years	Treasurer’s Possession
Contracts, mortgages, notes and leases (expired)	5 years	Executive Director
Contracts (still in effect)	Permanent	Executive Director
Correspondence (substantive)	3 years	Executive Director
Correspondence (legal and important matters)	Permanently	Executive Director
Depreciation schedules	Permanently	Executive Director
Donation records of endowment funds and of significant restricted funds	Permanently	Executive Director
Donation records other	7 years	Executive Director
Employment applications	3 years	Executive Director
Employee Personnel records (after termination)	7 years	Executive Director
Expense Analyses/expense distribution schedules (includes allowance and reimbursement of employees, officers, etc. for travel and other expenses	7 years	Treasurer’s Possession
Grants (un-funded)	1 year	Executive Director
Grants (funded)	7 years after closure	Executive Director
I-9’s*	3 years after date of hire or 1 year after termination	Executive Director
Insurance Policies (expired)	3 years	Executive Director
Insurance records, current accident reports, claims, policies, etc	Permanent	Executive Director
Invoices (to customers, from vendors)	7 years	Executive Director-digital
Inventory records	7 years	Executive Director
Payroll records & summaries including records related to employee’s leave*	7 years	Treasurer’s Possession
Press Release	1 year
Purchase orders	7 years	Executive Director
System and Database Backup	Until 3 successive backup cycles have been completed	Executive Director
Tax returns and worksheets	Permanently	Treasurer’s Possession
Timesheets	7 years	Treasurer’s Possession
Training Session Speaker Forms	7 years	Executive Director
Volunteer Records	3 years	Executive Director
Board Meeting Tapes	1 year	Executive Director