Bylaws & Operating Procedures

A. Selection and Qualifications:

1. Must be an OT/OTA and a member in good standing of TNOTA.

2. Elected by the membership in even years for two years as Vice President.

B. Functions and Responsibilities:

1. Chief elected officer of TNOTA in the absence of the President and representative of TNOTA.

2. Alternate liaison between TNOTA, AOTA, and other external organizations.

C. Specific Responsibilities:

1. Perform all responsibilities of the President in the absence of the President.

2. Coordinate all continuing education activities of TNOTA including the Annual Conference.

3. Coordinate and appoint Conference Chair and the chairs of any continuing education activities.

4. Additional responsibilities as assigned by the President or Executive Board.

D. Line of Responsibility:

1. Accountable to the TNOTA President, Executive Board, and membership.

A. Selection and Qualifications:

1. Must be an OT/OTA and a member in good standing of TNOTA.

2. Elected by the membership in odd years for a two-year term.

B. Functions and Responsibilities:

1. Record the minutes of every TNOTA Executive Board meeting and any state membership meeting.
2. Maintain a complete set of TNOTA minutes and documents including:
   1. Complete set of Executive Board minutes.

   2. Complete set of state membership or business meetings.

   3. TNOTA bylaws, all amendments to the Bylaws, and Articles of Incorporation.

   4. TNOTA Strategic Plan and all revisions to the plan.

   5. TNOTA Organizational Chart and all revisions to the chart.

   6. TNOTA Standard Operating Procedures and all revisions.

C. Specific Responsibilities:

1. Take minutes.
2. Record attendance at Executive Board meetings and verify quorum.
3. Collect all Action Statements.
4. Send minutes within a week to all Executive Board members. Send reports and handouts to others if they did not attend the meeting.
5. Maintain “motion” list for tracking.

D. Line of Responsibility:

1. Reports to the TNOTA President.

A. Selection and Qualifications:

1. Must be an OT/OTA and a member in good standing of TNOTA.
2. Elected by the membership in even years for a two-year term as Treasurer.
3. The officer must be bonded in the state of Tennessee, paid by TNOTA.

B. Functions and Responsibilities:

1. Keep accurate and current records of all financial transactions.

2. Disburse funds in accordance with the budget and /or Executive Board approval.

3. Coordinate, establish, and maintain an annual budget for TNOTA operations and provide financial reports for the Executive Board on a regular basis.

4. Obtain district budgets prior to each new fiscal year.

5.  

C. Specific Responsibilities:

1. Open or maintain checking and savings accounts in TNOTA’s name, using TNOTA’s Federal Employer Identification Number (FEIN). Work with the past Treasurer or arrange transfer of authorization to write checks.
2. Maintain an acceptable automated accounting system.
3. Submit a year-to-date financial report at each Executive Board meeting and state membership meeting. The report should include a balance sheet and profit and loss statement.
4. Sign all checks promptly upon receipt of TNOTA reimbursement forms with attached receipts, or upon receipt of invoices by vendors and other outside agencies.
5. Reimburse districts for expenses incurred upon receipt of TNOTA reimbursement forms with attached receipts.
6. Work with TNOTA management to file appropriate state and federal tax returns.
7. Prepare and submit with management to the Executive Board a year-end financial report of all TNOTA activities and a proposed budget for the coming year.
8. Arrange for an annual audit or compilation as directed by the Executive Board.
9. Obtain annual budgets and financial reports from each district.

D. Line of Responsibility:

1. Reports to the TNOTA President.