POLICIES AND PROCEDURES MANUAL  

INTRODUCTION

The governing documents of the Louisiana Counseling Association include the Bylaws and the Policies and Procedures Manual.  The Bylaws are superior to the Manual.  In the event a provision of one document is in conflict with the provision of the other document, the provision in the superior document will prevail.

The policies and procedures contained in this manual comprise all of the policies and procedures of the Louisiana Counseling Association.  The Policies and Procedures Manual may not violate any provision of the LCA Bylaws.

The Bylaws may not be suspended and may be changed only through established procedure. (Research presented by Bylaws committee 6/14/96)

Policies and procedures may be created, changed, or deleted by motions passed by majority vote of the LCA Executive Board or the LCA Membership.  Policies shall be added, changed, or deleted from this Manual as that occurs.

The LCA Executive Board is authorized to make technical language changes to these policies and procedures to reflect current language used in the Association.

This Policies and Procedures Manual shall be updated and published at the beginning of each fiscal year.  Copies shall be provided to the Executive Board members and others within the Association who are affected or who need to be informed.

You may review any policy or procedure by clicking on the topic of interest listed below.

LCA MISSION STATEMENT

EXECUTIVE BOARD MEETINGS AND MEMBERS
ADMINISTRATIVE COUNCIL
STANDING RULES-EXECUTIVE BOARD

DIVISIONS

GRADUATE STUDENT REPRESENTATIVE
MEMBERSHIP

FISCAL MATTERS

REPORTS

STANDING COMMITTEES

Archives and History
Awards

Bylaws

Ethics

Finance

Government Relations

Human Rights

Membership

Nominations and Elections

Professional Development

Publications

Public Relations

Resolutions

Strategic Planning

STAFF AND CONTRACT PERSONNNEL

LPC BOARD NOMINATION

 DISTRIBUTION OF LCA AND LPC MAILING LABELS AND LISTINGS

LCA TRUST FUNDS

EXHIBITOR POLICY

CONFERENCE POLICY

BY-LAWS

LCA MISSION STATEMENT

·        Organize, Administration and Management:  To provide structure to fulfill the mission.

·        Personal and Professional Development:  To promote the development of the counseling profession.

·        Professionalism:  To promote and advocate for the professionalism of counseling.

·        Public Policy and Legislation:  To promote and support public policy and legislation which enhances the counseling profession.

·        Research and Knowledge:  To promote the advancement and dissemination of research and knowledge in counseling.

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EXECUTIVE BOARD MEETINGS AND MEMBERS

Executive Board Meetings

1.       The Executive Board shall meet at the annual LCA Fall Conference, in February, and at the Leadership Workshop in either June or July.  The President may call additional meetings.

2.       The President shall mail tentative agendas to all Board Members prior to the meeting date.

3.        Committee Chairs and Division Presidents shall submit a written report to the Executive Director at each meeting.

 4.      The Executive Director shall record the minutes of each meeting.  The minute shall be mailed to each Board Member within 30 days of the meeting. A form will be included for making corrections or additions.  Corrections or additions should be made in writing within 30 days of receiving the minutes.

5.  All motions shall be put in written form.  The person making the motion as well as the person seconding the motion shall sign those forms.  These forms shall become part of the minutes.

Executive Board Members

A.  Composition

       1.  The Executive Board shall be composed as follows: President, President-Elect, President-Elect-Elect, Immediate Past President, the Executive Director (ex officio), the recognized representatives of each Division, and the Parliamentarian (ex officio).

        2.Term of office for each member of the Executive Board shall be one year.  Chairs may be re-appointed at the discretion of the incoming president.

B.  Powers and Functions of the Executive Board

The Executive Board shall:

1.  Establish policies to govern the affairs of the
                             Association;

2.    Give directions to the Administrative Council;

3.    Act on the recommendations of the Administrative Council and the duly appointed committees of the Association;

4.    Propose amendments to the Bylaws to the membership;

5.    Make necessary decisions for LCA during the interim between the General Business meetings;

6.    Approve the appointive officers and standing committees;

7.    Formulate standing rules;

8.    Recommend the amount of dues to the membership; and

9.    Act upon application for Division, Chapter, and interest sections status and make recommendations to LCA, ACA, and National divisions.

C. VOTING

The President, President-Elect, President-Elect-Elect, and Immediate Past President shall each have one vote.  Divisions will have votes based on membership.  The number of votes is assigned based on the membership on July 1 and will not change during the year.  The number of votes is determined in the following manner:

                   1-125 members      one (1) vote

                   126-250 members  two (2) votes

                   251+ members       three (3) votes

D. RESTRICTIONS

Officers and voting members of the LCA Executive Board and the officers and voting members of any division and the Chair of the Government Relations Committee may not simultaneously serve on the LPC Board of Examiners.

(Motion passed October 4, 1998)

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ADMINISTRATIVE COUNCIL

·        The Administrative Council shall consist of the President, President-Elect, President-Elect-Elect, Immediate Past President, the Executive Secretary (ex officio), and a Member-at-Large chosen from the Division Presidents for the coming year.

·        The Member-at-Large shall be elected at the Leadership meeting.

·        The Administrative Council shall

·        serve in an advisory capacity to the President

·        plan and implement action necessary to accomplish decisions of the membership in business sessions and decisions of the Executive Board,

·        formulate and recommend policies to the Executive Board.

·        the Administrative Council will meet at the time and place of the annual state conference, the February meeting, and the Leadership Workshop.  The Council may be called into session and/or hold a telephone conference at the discretion of the President.

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STANDING RULES

EXECUTIVE BOARD

·        All Executive Board meetings will be called to order at the designated time.

·        The Executive Board meeting rules will be read immediately after the Call To Order.

·        The Chairperson has the permission to deviate from the printed agenda when necessary or expedient.

·        The Executive Board may vote to seat, in order of preference, a division officer designee or a member present to represent a division when the division president is absent and no one designated is present.

·        All motions made must be in writing, signed by the mover and the seconder, and handed to the presiding officer.

·        All voting on debated issues will be done by roll call vote.

·        All reports given must be made in writing and given to the secretary for a permanent record.

·        Robert’s Rules of Order, Newly Revised will be the parliamentary authority on all points not covered by the LCA Bylaws or these rules.

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DIVISIONS

 State Divisions may be formed and chartered according to the Bylaws of LCA and ACA.  A Division chartered by LCA is autonomous in the conduct of its of its affairs.  At the present there are ten divisions chartered by LCA and ACA:

            Louisiana Association for Counselor Education and Supervision,

Louisiana Association for Multi-Cultural Counseling and         

            Development

            Louisiana Association of Marriage and Family Counselors,

            Louisiana Association for Spiritual, Religious, and Ethical Values in 

                        Counseling,

            Louisiana College Counseling Association,

            Louisiana Career Development Association,

            Louisiana Mental Health Counselors Association,

            Louisiana School Counselors Association, and

            Louisiana Association of Addiction and Offender Counselors

            Association for Gay, Lesbian, and Bisexual Issues of Louisiana

Responsibilities of the Division Presidents:

·        Reports:

·        Each Division President will file with the LCA Executive Board, thirty days before the date of the annual meeting of the Association, an annual report of the activities, membership, financial status, and any changes in the Division Constitution and By-laws (LCA By-laws, Article  III, Section 2).

·        Division Presidents will present a written report of the Division activities at each LCA Executive Board meeting. (Click for report form)

·        An oral report will be given at the General Business meeting in October.  Oral reports should be limited to no more than three minutes. A Division President may elect to refer the members to a written copy of the report rather than giving an oral summary.

·        Membership Lists and Labels:

Division Presidents will receive a roster of their Division membership at the first meeting of the Executive Board.  Mailing labels may be requested by the Division President or Designee from the Executive Director.   If a Designee will be the person authorized to order labels, the President must notify the Executive Director in writing.  Labels will be released to no one who has not been authorized by the Division President.  Two weeks notice should be allowed when ordering labels.  The cost of the labels will be deducted from the Division membership reimbursements by the Business Manager.  Divisions will be charged $.05 per label (Motion passed 10/97).

·        Professional Development Activities:

Division Professional Development Chairs shall follow the LCA procedure for LCA review of workshops (please refer to the Review Application).  There is no fee attached to this review.  It is important that all Division Professional Development activities be reviewed by LCA for two reasons:

·        The LPC Board of Examiners looks for the LCA approval when verifying a license renewal;

·        the review information is maintaining by the LCA office for five years so if a certificate is misplaced, it can be verified and duplicated for the division/LCA member.

·        Lagniappe Submissions

Division Presidents should submit an article for each issue of the newsletter.  The goal of these submissions is to inform the entire Association of the workings of your division.

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GRADUATE STUDENT REPRESENTATIVE CHAIR AND CO-CHAIR

The Graduate Student Representative will

• Attend and participate in the annual LCA conference.
• Attend, coordinate, plan and implement the Graduate Student Forum at the LCA conference;
• Publish the “Future of Counseling” the graduate student newsletter three times each year.  This newsletter will be sent to the graduates programs in Louisiana colleges and universities.           
• Attend the LCA Executive Board meetings.
• Submit an article to the LCA newsletter
• Train the co-chair to transition to the chair position the next year.

The Graduate Student Representative Co-Chair will

• Attend and participate in the annual LCA Conference
• Assist in the Graduate Student Forum at the conference
• Serve as the contact and maintain the graduate student/faculty member board for each counseling program.
• Serve as contact for graduate students to submit articles for the newsletter; editing the articles and submitting them to the chair when completed.

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FISCAL MATTERS

 Deposits

The funds of this organization shall be deposited in its name at the direction of the Executive Board by the Business Manager and /or the Executive Director.

Vouchers

A voucher (Click here for copy) must be submitted to receive payment for an expenditure.  Receipts must be attached to the voucher. The voucher will be sent to the Business Manager and approved by the President.  The Business Manager will write organization checks on the 1st and the 15th of the month.  The Executive Director is authorized to sign checks when the Business Manager is not present.

Charges For Labels and Rosters of Members

LCA will provide a free roster of members to each Division at the beginning of the fiscal year.  Divisions must pay for each set of labels.  Only the President of the Division or his/her designee may order a roster of members and/or a set of labels from the Executive Director   The President must give the Executive Director in writing the name of the designee who will be authorized to request labels.

The Business Manager will deduct the cost of labels for LCA Divisions from the Division membership reimbursement. (Motion passed October 5, 1997)  The Executive Director will provide a bill to the Business Manager.  Division will be charged $.05 per label.  A copy of the bill will also be sent to the President of the Division.

Travel

 Reimbursement Authority LCA provides authorized travel, housing, and per diem for LCA officers, committee chairs, committee members, staff, and other persons who may from time to time be authorized for reimbursed travel by the LCA President.  Travel advances of 50% of the budgeted amount may be provided by LCA for expenditures in excess of $200.00.  Travel advances must be followed by expense vouchers to clear account.  Money not covered by a voucher must be returned to the Business Manager within 30 days. Travel by Public TransportationRound trip travel by air (coach fare, train, and bus will be provided and will be reimbursed after submission of an official voucher and related receipt if allowable under the terms of the budget. Travel by Private AutomobileTravel by automobile will be reimbursed at the rate of twenty-four (.24) cents per mile, not to exceed one round trip air coach fare from the individual’s place of residence or point of departure.  A statement of mileage must accompany the request for reimbursement. Automobile RentalAutomobile rental may be reimbursed if it is specifically authorized by the LCA Business Manager and Executive Director. Ground TransportationAirport ground transportation is allowable and should be reported on the official vouch form.  Car pooling is encouraged for economic reasons. RoomsDouble occupancy is encouraged for staff and volunteer/elected leaders.  Double occupancy shall not be required of any individual.  Reimbursement will be made according to double occupancy rate.  If one person elects  to stay in a room by him/herself, he/she will receive reimbursement based on one-half of the double occupancy rate. Per DiemA $21.00 subsistence allowance will be given for each day of official business including the day required for travel in route to a meeting.  In the event the travelor is provided meals in the course of association business, the meal allowance should be reduced on the following basis:  breakfast - $5.00, lunch - $6.00, dinner - $10.00.  Reimbursement for provided meals may not be claimed for the particular meal, regardless of whether the individual partakes.  Public transportation fares to and from restaurants are considered part of the cost of the meal and are not reimbursable. Time Frame for Submitting VouchersTravel vouchers must be submitted within thirty (30) days of the incurring of travel costs. Travel AdvancesTravel advances must be followed by expense vouchers to clear accounts.  Any money advanced for travel and not covered by an expense voucher must be returned within thirty (30) days of the incurring of travel costs. Authorizing Signature RequiredAuthorization for reimbursement for official LCA travel expenses must be given by the President.  The signature of the authorizing individual must appear on the voucher that is submitted.  Dates, places, and purposes of the authorized activity or meeting must be indicated.

EXPENDITURES

 Expenditures to be reimbursed by LCA shall be restricted to those indicated within each line item on the Budget Request Form as approved by the President. All expenditures must be justified and will include purpose (s), dates, places, persons, purchases, communications, expenses. etc. (A copy of the voucher forms follow)  Expenditure must be justified for each particular budget category.  Vouchers for reimbursement of expenses must be submitted within thirty days. 

The President will also appoint an audit committee.  The audit chair will be appointed by the President to serve during his/her term.  The Audit Chair will audit the President’s books during the August-September immediately following the President’s term of office.  A written report will be submitted to the Executive Secretary prior to the October Executive Board meeting.  The report will be read at the Executive Board meeting and at the annual business meeting.

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Reports

Division Presidents and Committee Chairs will present a written report of their activities at each meeting of the LCA Executive Board.   A copy of the report form can be accessed by clicking here.  Time will also be given at the LCA General Business meeting at the fall Conference for Division Presidents and Chairs to report to the general membership their plans for the year.

Division Presidents and  Committee chairs should notify either the President or the Executive Director if their activities have created business that should come before the Board.  This information should be sent at least one month prior to the meeting so that it can be placed on the agenda and the information sent to Board members for their consideration prior to the meeting.

The President reserves the privilege of asking committee chairs to present their report orally to the Board.   Such requests will be mailed to the Chair prior to the Board meeting.

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STAFF AND CONTRACT PERSONNEL

Executive Director

   The salary is $12,000 annually with an additional stipend of $5.00 per participant at the conference.)

The duties and responsibilities of the Executive Director are as follows:(Position of Executive Director was created June 18, 1999, combining the positions of Executive Secretary, Membership Coordinator, CEU Secretary with additional duties as outlined in the Convention section of this manual. 

1. Attend all meeting of the Executive Board. Minutes will be taken at these    meetings; copies of these minutes will be mailed to the members of the Board  within thirty days of the meeting. A report of each Executive Board meeting will be published in the Association newslette
2. Attend the General Business meeting held at the Fall Conference.  Minutes  will be taken at this meeting and will be presented for the approval of the Association at the next meeting.  A report of this meeting will also be published in the Association newsletter.
3. Prepare for the Executive Board meetings by making the physical     arrangements for the February meeting.  The October meeting will be held the Sunday before the beginning of the Fall Conference.  The Leadership meeting will be the responsibility of the President.  The Executive Director and President will work together on the physical arranges for any other called meetings.
4. Maintain the files and archives of the Association.
5. Act as liaison between the Association members and the Executive Board.
6. Work closely with the President assuming duties that will aid the president in carrying out his/her duties.
7. Maintain the master calendar of Professional Development workshops.
8. Send out the exhibit information in January, collect the information, arrange for the exhibitors at the Conference, and create the Exhibitor page in the Conference program; collect the exhibit fees and submit that report to the Business Manager.
9. Shall purchase the Association stationery.
10. Maintain the membership files of the Association.  First and second renewal  notices will be sent to the membership.  The membership rolls will be purged quarterly.  This information will be sent to the Membership Committee Chair for follow-up.  The money collected for dues will be deposited and a report will be sent to the Business manager in a timely manner.  Membership cards shall be mailed to members when their dues are paid.
11. Supply a membership list to the Division Presidents at the July meeting.   Updated list should be available upon request of the Division President or designee.
12. Supply labels to the Publications Committee upon request   Labels should be available to the other committees as needed. Division Presidents may also request labels the cost of which shall be determined by the Board.
13.  Shall recruit new members as the opportunity arises.
14. Shall attend the annual conference.  A membership table shall be available during the registration times at the conference.  The Executive Director shall work closely with the Business Manager in the pre and on-site registration in ascertaining the membership status of persons registering for the conference.
15. Shall purchase supplies such as computer paper, envelopes, printer ribbon and labels as needed.
16.  Work closely with the LPC Board Executive Secretary to update the LPC list attempting to keep the list current.  New Addresses obtained should be shared with the LPC Board.
17. Release the information concerning the CEU Review Process to any one    requesting this information
18. Review all programs submitted to LCA for review. The acceptance or       rejection letter should be sent.  The money received for the review process should be tallied, deposited and a report sent to the Business Manager.
19. Maintain the records of the programs reviewed for four years.
20. Publish the programs approved in the Association newsletter.
21. Send a copy of the approved programs annually to the LPC Board Executive Secretary.
22. Prepare certificates for those individuals attending approved programs and send them to the program facilitator.
23. Sell mailing labels of the LPC’s to individuals approved by LCA for the receipt of these labels.  The cost of these labels shall be determined by the Executive Board.  Money collected should be tallied, deposited and a report submitted to the Business Manager.
24. Provide continuity regarding policies and procedures/by-laws.
25.  Assist President in developing meeting agendas.
26. Act as consultant to the executive committee chairs
27.  Respond to routine communication and requests for information from ACA.
28. Maintain and update Policies and Procedures Manual
29. Represent the association at local, state, regional or national counseling organizational meetings as required or requested by the president or the Executive Board

5.       Notify LCA of Legislative Committee meetings during both the regular session and the interim and attend said meetings.

6.        Notify LCA of any intent affecting LCA 

7.       Consult with LCA Government Relations Committee two months prior to the Regular Session of the Louisiana Legislature to draft LCA legislation. 

8.        Consult with LCA on Legislative Committee and floor strategy add with approval execute said strategy. 

9.       Attend and address the annual meting of LCA 

10.     Furnish in writing to the LCA President quarterly repots of the lobbying activities on the 1st day of November (the final report of the previous year and the projected activities of the present year), 1st of January, 1st of April, 1st of August, and 1st of October.

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LPC BOARD NOMINATIONS

The LCA enjoys a special relationship with the LPC Board of Examiners.  The LPC law specifically delegates to LCA the privilege of presenting a list of nominations for vacant LPC positions to the governor.

The LPC Board Nominations policy was revised by the LCA Executive Board on October 5, 1997 and again on June 12, 1998.

• The vacancies on the LPC Board for the coming year will be announced in the pre-conference issue of the newsletter.  A Call for Nominations form will be included.
• The same announcement will be made at the October Executive Board meeting.
• Nominations from the membership and from the Executive Board will be announced at the February Board meeting.  A minimum of three names for each position will be nominated for each position.
• Following the February meeting, the Executive Director will send a letter to each nominee announcing their nomination, presenting them with a job description to obtain their written permission for their name to be placed in nominations.  A list of questions will also be sent to each nominee.
• Copies of the vita and the answers to the questions will be circulated among the voting members of the Executive Board prior to the summer meeting.
• The Board will review the nominations and rank order the nominees by secret ballot.
• A letter will be sent to each nominee indicating the final decision of the Board by the Nominations and Elections Committee chair.
• August 1, the President of LCA will submit a list of two qualified person for each position in alphabetical order to the governor.

A voting member of the LCA Executive Board or of any Division Executive Board a