M V A

M V A

Policy & Procedures Manual

November 2009

TABLE OF CONTENTS

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        =             &nb= sp;            =             &nb= sp;                =             &nb= sp;            =             &nb= sp;            =       Page

Index   ………………..........……&#= 8230;……………………….…= ;…………     1

Introduction   ………………………̷= 0;…………………………= 230;……     2

Leadership Framework    ………………………̷= 0;……………………..     3

Executive Board    ………………………...&#= 8230;…………………………= .     4

Governing Documents    ………………………̷= 0;….…………………..     5

Governing Documents (continue)     …&#= 8230;……………………….…= ;……..      6

General Purposes     …………..……………= 230;…………………………<= span style=3D'mso-tab-count:1'>     7

Membership    ………………………̷= 0;…………………………= 230;…...     7

Organizational Structure    ………………………̷= 0;……………………     8

Procedures    ………………………̷= 0;…………………………= 230;…….     8

Procedures (continue)   …………….................................= ...........……….. &n= bsp;      9

Nominating Process    ………………………̷= 0;……………………….. &n= bsp;   10

Chapter Activities    ………………………̷= 0;………………………….      10

School Representative(s) Duties and Responsibilities . . . . . . . . . . . . . .      11

Standing Committees & Ad= Hoc Committees    ………………………. &n= bsp;   12

Standing Committees & Ad= Hoc Committees (continue)   ……….….….      13

MVA Meetings    ………………………̷= 0;……………………….…&#= 8230;      14

Annual Membership Meeting    ………………………̷= 0;……….……...     15

Contact Information    ………………………̷= 0;……………….……….     15

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Page 1

Massachusetts Vocational Association (= MVA)

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Policy & Procedures Manual

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Introductio= n

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The Massachusetts Vocational Association is a group of educational Professionals and supporters, organized for the purpose of providing leadership services to promote, improve, and maintain the quality= of vocational/technical and career education in the Commonwealth.

MVA has divided the entire organization into four chap= ters. The chapter concept creates a linkage, which gives individuals greater accessibility to chapter, state, and national office. Each chapter presiden= t is elected by the members within the chapter, and serves as a voting member of= the Executive Board. Communication is dispersed from the Executive Board to the chapter presidents and then along to the building representatives and membe= rs and vice versa.

The MVA chapters will be known as: Central, Eastern, Southeastern, & Western.

The following MVA Policy and Procedure Manual includes the policies of MVA which define the structure of the chapters and their responsibilities. It also includes the procedures for carrying out ea= ch policy. The intent of the MVA Executive Board’s development of these procedures is to improve the consistency of the Chapter activities from yea= r to year, further strengthening the state organization and providing increased service and accountability to local members.

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MVA EXECUTIVE BOARD

Executive Director/Treasurer

Voting Members                &= nbsp;   Voting Members        =          =    Non-voting Members

Executive Board        =       =     Chapter Presidents            &= nbsp; Standing Committees

Officers

President        =              =             C= entral Chapter        =          =       Awards Committee

President Elect        &= nbsp;           &nbs= p;   Eastern Chapter            &= nbsp;         Convention Committee

Vice President                &= nbsp;        Southeastern Chapter              = Discount Committee

Secretary        =                 =          Western Chapter                &= nbsp;    Golf Committee

Past President        =       =             &nb= sp;            =             &nb= sp;            =        Leadership Committee

            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =          Legislative Committee

            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =          Membership Committee

            =             &nb= sp;            =                    =       =             &nb= sp;            =

            =             &nb= sp;            =            Affiliate Organization        =             &nb= sp;

            = ;            &n= bsp;            = ;           MAVA

            = ;            &n= bsp;            = ;           Skills USA

Page= 4

GOVERNING DOCUMENTS

The documents that govern the MVA are hereby listed in hierarchical order:

1. Articles = of Incorporation

        MVA is a not-for-profit corporation estab= lished in the state of Massachusetts= in
        1930. The Articles of Incorporation inclu= de the name of the corporation, purposes

        for which it w= as formed and a statement that all rules of the corporation are to be

        embroiled in t= he bylaws. A copy of the Articles of Incorporation is retained in the

        MVA office.

2. Bylaws  &= nbsp;

         The bylaws of an incorporated not-for-profit organization usually include

         provisions with respect to:

            a.   The mission or purpose of the organization

            b.   Qualifications of membership<= /p>
            c. The election and duties of its officers and governing board

            d.   The role of its members

            e.   Meetings of members and direc= tors, including notice, quorum and voting

            f.    The role of executive a= nd other committees

            g.   The organization’s fisc= al year

            h.   How the Bylaws are amended

            i.   Indemnification and dissoluti= on procedures

         Bylaws are living documents subject to change as organizational needs change,         but there should be relatively few substantive changes. Only the members of the=         &= nbsp; association can change the Bylaws.

3. <= /span>Executive Board Policy and Procedures Manual

The E= xecutive Board Policy and Procedures Manual should include all operational detai= ls of the organization. The Manual should include those rules that are set by = the Executive Board and can only be changed by the Executive Board. Policies are established by the Executive Board to guide the association so that it runs= effectively, efficiently, legally and ethically. Policy decisions affect the organizatio= n as a whole and establish the framework within which volunteers and staff can l= ead and manage the programs and services of the association. The standing rules= for the conduct of the Executive Board are included in the Manual. Also included are those standard operating procedures that the Executive Board

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Page= 5

GOVERNING DOCUMENTS (contin= ue)

&nb= sp;

desires to have controlling authority over (i.e., investments guidelines, creation of chapters, election procedures, expense reimbursement, etc.). Specific action items or annual decisions are general= ly not part of the Manual. The Executive Board Policy and Procedures Manual= is reviewed and approved annually by the Executive Board.

4.   Strategic Plan (Program of Work)   &nbs= p;

         The strategic plan is developed by the Executive Board and represents an      expression of the= core purpose and values of the association and serves as a             blueprint for future direction of the organization. The plan serves as a map

         for the priority allocation of resources and determine= s the annual objectives

and work planned for the volunteers and staff. The sta= tus of the MVA Strategies Plan is to be reviewed by the Board of Directors. The go= als and objectives are to be reviewed annually at the summer meeting and presen= ted to the Executive Board for adoption at the first Executive Board meeting. Strategies and tactics for achieving the goals and objectives are identified and implemented by

         committees and staff.

5.   Budget

         The Budget is an expression of how the association will spend its resources.

         It sets the financial parameters and provides a guideline for the implementati= on

         components for each activity within the association. T= he programs contained

within the budget should be aligned with the MVA Strat= egic Plan. The Executive Board approves the budget at the first meeting each yea= r.

6.   Committee Charters and Description =

         The charters establish the goals and parameters for all committees within the
         association. These documents outline the authority and responsibility for the

         committees and the committee chair. The Executive Board approves committee

         charters and job descriptions.

Page 6

GENERAL PURPOSES=

1.   Implement the Strategic Priorities of MVA.

2.   Develop high professional standards among the membership.

3.   Promote the interest of the chapters within the framework of MVA.

4.   Promote grass roots level input and participation.

MEMBERSHIP

1.   MVA membership shall consist of individuals interested in promoting agricultura= l,

      vocational/technical and career education.

2. The member Chapters are: Central, Eastern, Southeastern, & Western

Page 7

ORGANIZATIONAL STRUCTURE

Policy

        &= nbsp;

      1.   Within the structure of the MVA there will be: an Executive Director Treasurer, and vo= ting Executive Board members consisting of: President, Past President, President Elect, Vice President, and Secretary. Also included are the Presidents of t= he four chapters, and representatives from MAVA and Mass Skills USA.

      2. <= /span>Standing committee chairs will be non-voting members of the Executive Board

      3. <= /span>Ad Hoc committees may be appointed as needed and would be non-voting         &= nbsp;

            members of the Executive Board.

PROCEDURE

1.   President

      a.=    Duties

            =       (1)   The President will represent= MVA on the Executive Board in    = ;            &n= bsp;            = ;    &nb= sp;          accordance with the MVA Bylaws.

            =       (2)   The President will be respon= sible for implementing the purpose

        =                   = of the MVA.

            =       (3)     The President will orient new Executive Board members as to their        =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =

        =             &nb= sp;      duties and responsibilities.

      b.=    Term of Office

            =       (1)   The President shall be elect= ed to a one year term at the annual

        =                    Meeting

            =       (2)     The Presidents te= rm shall run from July 1^st following their election

        =             &nb= sp;      through June 30^th of the following year.

2.   President-Elect

      a.=    Duties

            =       (1)   The President-Elect shall pe= rform the duties of the President in absence

            =             &nb= sp; of the President.

            =       (2)   The President-Elect shall se= rve as MVA Annual Convention Chairperson.

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        &= nbsp;   PROC= EDURE (continue)

      b.=    Term of Office

            =       (1)   The President-Elect shall be elected to a one year term at the annual

        =                    Meeting

            =       (2)     The President-Ele= cts term shall run from July 1^st following their election

        =             &nb= sp;      through June 30^th of the following year.

3.   Vice-President=

      a.=    Duties

            =       (1)   The Vice-President shall per= form the duties of the President-Elect in

            =             &nb= sp; absence of the President-Elect.

            =       (2)   The Vice-President shall ser= ve as MVA Leadership Chairperson

      b.=    Term of Office

            =       (1)   The Vice-President shall be elected to a one year term at the annual

        =                    meeting

            =       (2)     The Vice-Presiden= ts term shall run from July 1^st following their election

        =             &nb= sp;      through June 30^th of the following year.

4.   Secretary

      a.=    Duties

            =       (1)   The Secretary shall keep a f= ull and accurate record of all meeting of the

            =             &nb= sp; Association.

      b.=    Term of Office

            =       (1)   The Secretary shall be elect= ed to a one year term at the annual

        =                    meeting

            =       (2)     The Secretary term shall run from July 1^st following their election

        =             &nb= sp;      through June 30^th of the following year.

5.   Vacancy<= /o:p>

            =       (1)     In the event a va= cancy occurs in any office of the four above positions,

            =             &nb= sp; the remaining officers will advance to the next positi= on for the

            =             &nb= sp; reminder of the term.

            =       (2)     The Executive Boa= rd will appoint an interim Secretary for the reminder

           &nbs= p;            &= nbsp; of the term

Page 9

NOMINATING PROCESS

Procedure=

      1. MVA President

            a. The office of MVA President s= hall be filled by election of members &nbs= p;            &= nbsp;           &nbs= p;             from the four chapters= on a rotational basis.

            b.   The sitting President shall s= olicit a nominee from the chapter whose

        =           turn it is to put forth a candidate.

            c. The candidate shall be approv= ed by the Executive Board and placed        =             &nb= sp;                   =              on the ballot for the members at the annual meeting.

            d.   The remaining officers will be asked to advance one position. If they

            =       decline, all remaining officers will be to move up to = fill the open position.

            =       A person from the next Chapter(s) in the rotation will be elected.

CHAPTER ACTIVITIES

Policy

     1. The Chapter President will preside over all Chapter meetings and at= tend

            all state executive board meetings= .

      2.=    The Chapter President shall disseminate all MVA information to the         &= nbsp;           &nbs= p;            &= nbsp;            building representatives of each school in their region.

      3= . It will be the responsibilit= y of the Chapter President to submit to the

            Executive Board, reports, minutes of meetings, and other Chapter             =             &nb= sp; activities no later than forty-five (45) days after each meeting.

      4.=    A Chapter financial report will be forwarded to the Executive Director

        &= nbsp;   no later than July 30^th.

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SCHOOL REPRESENTATIVE(S)

DUTIES AND RESPONSIBILITIES

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Membership

            1.      Recruit mem= bers from all areas of the school population (day and evening):

            =          administration, school committee, support personal, te= achers (vocational and

            =          academic), and any others interested in quality agricu= ltural and vocational/     &nb= sp;            =           technical education.

            2.      Transmit me= mbership list and dues or payroll information to the MVA

            =          office.

            3.      Transmit ad= dress changes, retirements, deaths, transfer to other schools and

            =          anyone eligibility for the “Quarter-Century Club” (25 years in agricultural

            =          and/or vocational/technical education and 5 years in M= VA) to the MVA

            =          office

Communications

            1.      Post and/or distribute information provided by the MVA or given at your

            =          respective chapter meetings.

            2.      Transmit co= ncerns of members to Chapter President for action to be taken

            =          by the MVA.

            3.      Transmit job opening to the MVA office for posting on the MVA website.

            4.      Transmit ar= ticles of school activities and human interest for posting on the

            =          MVA website.

Knowledge of MVA/ACTE/NAAE

            It is the responsibility of school representatives to acquaint themselves with= the

            activities, services, and benefits provided by the sta= te, Massachusetts Vo= cational

            Association (MVA), national, Association of Career and Technical Education

            (ACTE) and agricultural, National Association of Agricultural Educators (NAAE)

            organization. <= /span>It is the responsibility of these organizations to provide the

            representatives with this information.

Active school represen= tatives are the backbone of the Massachusetts Vocational Association. Your efforts on behalf of the MVA/ACTE/NAAE are most appreciated and are paying off by making these organization a listened-to-voice of agricultural, career, technical, and vocational education.

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Page= 11

STAN= DING COMMITTEES & AD HOC COMMITTEES

Policy

      1.=    Standing Committees and Ad Hoc Committees may be established in             =             &nb= sp;            =        accordance with the needs to carry out the purposes of MVA.

      2.=    The President will make committee appointments.

Procedure

      1.=    The Standing Committees for MVA shall be:

        &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;

            a. Awards Committee

            b. Convention Committee

            c. Discount Committee

            d. Golf Committee

            e. Leadership Committee

            f.    Legislative Committee
            g.   Membership Committee

      2.=    The MVA President may appoint Ad Hoc Committees as needed.

      3.=    Committee appointments are July 1^st. through June 30^th.

      4.=    All Committee appointments will be reviewed annually.

      5.=    Awards Committee responsibilities include:

            a. Review all applicants for awa= rds

            b. Select recipients for awards<= /p>
            c. Develop new awards and criter= ia for such awards.

      6.=    Convention Committee responsibilities include:

            a. Requests for presenters        &= nbsp;           &nbs= p;

            b. Inviting speakers for cracker-barrel session

            c. Schedule of sessions and even= ts

            d. Selection of sub-committees
            e. Convention report to the Exec= utive Board

=     7. = ; Discount Committee responsibilities include:

&nbs= p;

      = ;      a.   To actively solicit new participants to support the program.

            b.   Selection of sub-committees
            c.   To keep the MVA website up-to= -date with a list of participants.

Page= 12

        &= nbsp;   STAN= DING COMMITTEES & AD HOC COMMITTEES (continue)

     8.    Golf Committee responsibilities include:

            a. Securing a site for the annua= l golf tournament

            b. Solicitation of items to be u= sed as raffle or gifts

            c. Mailing fliers to members and schools to participate

            d. Coordinate the event with the= golf course

            e. Report to the Executive Board=

      9.   Leadership Committee

= a. Promote leadership activities

            b.   Coordinate leadership confere= nces

&n= bsp;         c. Mentor new leader candid= ates

            d.   Encourage new leaders to cont= inue on into ACTE leadership roles

   10.    Legislative Committee responsibilities include= :

            a. Review all proposed legislati= on for the upcoming session    = ;

            b. Make recommendations about legislation to the board

            c. File legislation (when necess= ary)

            d. Give testimony on specific bi= lls

            e. Inform the members of needed = action on legislative issues

            f.    Coordinate efforts with legislative consultant

            g. Give annual legislative repor= t at convention

   11.   Membership Committee responsibilities include:

            a.   Keep an up to date record of = the current membership

            b. Prepare informational brochur= es for new teachers

            c. Recruit new members

            d. Inform retirees of the reduce= d rate to maintain membership

            e. Make presentations at local s= chools

            f.    Make an annual report t= o the Executive Board

Page 13

MVA MEETINGS=

Policy

      1. The Executive Board will hold meetings during the school year.

            One of these meetings will occur at the annual convention. The President shall<= span style=3D'mso-spacerun:yes'>               &= nbsp;   preside over the meetings.

            a. The meetings will take place = at various locations around the state,

            =       preferably schools if possible.

            b. The meeting will have an agen= da that will include the following items:

            =       1. Call to order

            =       2. Reading of the minutes of the previous meeting

            =       3. Correspondence

            =       4. Financial report

            =       5. Membership report

            =       6. Committee reports

            =       7. Chapter and Region reports

            =       8. Affiliate organization report= s

            =       9. Old business

            =    10. New business

            =    11. For the good of the association

      2. The Chapters will meet within two weeks of the Executive Board meeting.

            a. The chapter meetings will take place within the geographical

            =       area of the chapter, preferably at a local school

            b. The chapter meetings will fol= low the Executive Board meeting        =             &nb= sp;            =         =             &nb= sp;            =             &nb= sp;

        =       = format and will contain the information covered at the

        =           Executive = Board meeting

Page 14

ANNUAL MEMBERSHIP MEETING

Policy

      1. An annual membership meeting = will take place at the convention.

            a. The agenda will cover:

            =       1. The financial report

            =       2. The membership report

            =       3. The legislative report

            =       4. The election of officers

            =       5. Old business

            =       6. New business

            =       7. For the good of the associati= on

For further information, use one of the following:

      1.=    By mail:      &n= bsp;    Massachusetts Vo= cational Association

            =             &nb= sp;           24 Keene Road

            =             &nb= sp;           East Freetown, MA 02717-1722

=

      2.=    By Phone:       = 1-800-763-3672

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      3.=    By Fax:  &nb= sp;        1-508-763-4852

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      4.=    By E-mail:      = info@massvocassoc.org

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      5.=    Web Site:      &n= bsp; www.massvocassoc.org

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