Mission

The Occupational Therapy Association of Colorado supports and advances the quality of Colorado’s occupational therapy profession by advocating for public policy that promotes quality healthcare, providing professional development and continuing education opportunities to members, fostering collaboration among the healthcare community, and the public for quality outcomes, ensuring the sustainability of the profession, and serving member needs to remain professionally connected with peers and recognized within the state for their work. 

Bylaws

 

THE OCCUPATIONAL THERAPY ASSOCIATION OF COLORADO, INC

 

Adopted October, 2013

 

ARTICLE I. NAME, PUBLICATION, MAILING ADDRESS

Section 1: Name

The organization shall be called the OCCUPATIONAL THERAPY ASSOCIATION OF COLORADO, INC., hereinafter referred to as the Association or OTAC.

Section 2:  Publication

      The official publication shall be the OTAC Newsletter.

Section 3: Mailing Address

The Officers shall determine the post office address for THE OCCUPATIONAL THERAPY ASSOCIATION OF COLORADO, INC.

ARTICLE II. PURPOSE

Section 1: Purpose

The purpose of the Association is to advance and support the occupational therapy profession and Occupational Therapy practitioners within Colorado. Any reference to OT Practitioners in this document may be described as those professionals using the initials: OT; OTR; OTR/L; OT/L; BS OT; MS OT; OTA; COTA; COTA/L; OTA/L; OTD. This is accomplished by tracking and acting upon legislative and financial issues that affect the profession, providing professional development and continuing education opportunities to members, and serving member needs to remain professionally connected with peers and recognized within the state for their work. The Association does not function as a regulatory agency for the state of Colorado in the delivery or management of occupational therapy services.

The Association shall operate in accordance with and shall comply with the rules set forth in the Bylaws of the American Occupational Therapy Association, hereinafter referred to as AOTA.

ARTICLE III. MEMBERS

Section 1: Membership Classes

1.   Occupational Therapists

2.   Occupational Therapy Assistants

Occupational Therapy Practitioners as referenced above (See Article II, Section 1) must have met the following criteria: A) obtained an associate, bachelors, masters, or doctoral degree in occupational therapy from a program accredited by The Accreditation Council for Occupational Therapy Education, or from an American Occupational Therapy Association accredited program, or from an institution chartered outside of the United States that has been validated by The World Federation of Occupational Therapy and the AOTA; B) completed a successful internship under an occupational therapist; and C) successfully passed the entry registration or certification examination and has an initial certificate by the National Board of Certification for Occupational Therapy, the American Occupational Therapy Certification Board, or the American Occupational Therapy Association.

3.   Occupational Therapy students including OT/OTD students and OTA students;     

4.   Honorary members;     

5.   Sustaining members;     

6.   Retired members;    

7.   Corporate, including Organization and/or Business members; and

8.   Non-OT members.

Section 2: Membership Qualifications

      1.   OT, OTR, OTR/L, OTA, COTA, and/or COTA/L members must be certified under requirements set by the Representative Assembly of AOTA (See AOTA Bylaws).

      2.   Student members shall be entry level and enrolled in an ACOTE or WFOT accredited or approved occupational therapy program, occupational therapy assistant program, or a program that has filed a request for the initial on-site survey at a graduate, undergraduate, or associate degree level.

      3.   Honorary members must have been a member of the Association for at least 20 years, and have performed distinguished service for the Association, and must be elected by a majority vote of the OTAC membership. The name of the candidate for honorary membership must be presented in writing to the Executive Board of the Association with the signatures of at least ten (10) members in good standing. The Board shall receive the petition at least two months prior to the annual meeting. If the Board acts favorably, the members of the Association shall be notified of the nomination at least thirty (30) days prior to the annual meeting. The Board can present only one candidate for election within any one fiscal year.

      4.   Sustaining members who are OT Practitioners in good standing must pay a fee according to the fee structure approved by the Executive Board. Sustaining member status allows an individual to be recognized for providing additional financial support for the Association.

      5.   Retired member status allows OT Practitioners who are no longer gainfully employed in Occupational Therapy to maintain active OTAC membership at a reduced rate.

      6.   Corporate membersmust express an interest in belonging to OTAC, must be approved by the Executive Board, and must pay a fee according to the fee structure as approved by the Executive Board.

      7.   Associate membership requires an individual to be a related education, health or human service professional, or consumer. Non-OT members do not have a vote within the Association.

Section 3: Members in Good Standing

A member is in good standing if he/she meets the qualifications for membership in the appropriate classification, has paid the appropriate fee, and upholds the standards and ethics of the Association. An OT Practitioner is in good standing if he/she is also legally in compliance with the State of CO’s OT Practice Act and rules and regulations per the Department of Regulatory Agencies (DORA).

Section 4: Rights and Privileges of Members in Good Standing

OT Practitioners, student members, honorary members, sustaining members, and retired members in good standing may vote (voting members), serve on committees of the Association, are welcome to attend public OTAC Board meetings, and shall receive all regular membership mailings, electronic messages, and other communications of the Association. Voting members shall be entitled to one vote in the election of Officers, Board Chairs, Representatives of the Association, the amendment or revision of the Association Bylaws, and in voting at any business meetings of the Association.

Corporate and Associate members shall receive all regular mailings, electronic messages, and other communications of the Association. They shall not be voting members.

The privilege of holding the office of President, Vice President, Secretary, and Treasurer, along with President-Elect and Treasurer-Elect, as well as Board Chair positions, Association Representatives, and other OTAC leadership roles are reserved for OT Practitioners who are members in good standing.

Section 5: Transfer of Membership

The Association shall accept into the membership an individual transferring from another affiliated association of the AOTA. Presentation of proper credentials duly signed by the President of the affiliate association from which the individual member is transferring will entitle the individual to OTAC membership for the remainder of the fiscal year.

ARTICLE IV. MEETINGS OF THE MEMBERSHIP OF THE ASSOCIATION

Section 1: Annual Business Meeting

      The annual business meeting of the members will be conducted in each fiscal year.

Section 2: Special Meetings

The Executive Board or 5% of the voting members may call special meetings of the members at any time.

Section 3: Educational Meetings

Meetings for the purpose of carrying out the educational objectives of the membership shall be held throughout the year. These educational meetings may be in conjunction with a business meeting of the Association. The educational meetings shall be developed in coordination with the Board Chair for Professional Development and/or Board Chair for Conference, with the conference offering to be open to the public for registration.

Section 4: Quorum

      Ten (10) percent of the voting membership present constitutes a quorum.

Section 5: Voting

Membership Voting: At any annual, special, or regular meeting of the membership, all voting shall be done in person only (e.g.; proxy votes are not accepted), and each individual voting member in good standing shall have one vote. If necessary, the President will conduct the process for a vote by email. A quorum of the members’ responses must be received in order to pass/fail. A non-response will not constitute a vote. Mail, electronic, or telephonic transmission ballots may be used to elect Officers, vote on Board motions, or other necessary matters. Ballots must have a method of authenticating the eligibility of each voter (e.g., a member number). 

ARTICLE V. OFFICERS

Section 1: Officers

The Officers of the Association shall be President, Vice President, Secretary, and Treasurer. These officers form the Executive Committee of the Board.

Section 2: Election

Officers of the Association shall be elected by individual vote of the qualified Association members by email ballot (and/or as per Article IV, Section 5). The majority of votes cast shall determine election. In order to ensure continuity of leadership experience, it is recommended that the President-Elect, Treasurer-Elect, Vice President, and Secretary all will be elected in even numbered years. Starting with their election, the President-Elect and the Treasurer-Elect will serve as ex-officio members of the Executive Board for one fiscal year, beginning January 1, prior to assuming the designated two-year term of President and Treasurer, respectively, the following odd numbered year. These term conditions are subject to Board approval.

Section 3: Eligibility and Qualifications

In order to be eligible for the offices of President, Vice President, Secretary, Treasurer, President-Elect, and Treasurer-Elect, a person must be an Occupational Therapist or an Occupational Therapy Assistant, an active member in good standing with the Association, be approved by the Board, and be a member of AOTA.

Section 4: Terms of Office

The term of office for President-Elect and Treasurer-Elect shall be one year and will precede the term of office for President and Treasurer. The term of office for President, Vice President, Secretary, and Treasurer shall be two years. Each may serve no more than two consecutive terms in the same office. Term limits may be waived when a situation to do otherwise would cause dire circumstances to the Association, with approval of the majority of the (remaining) Board members. 

Section 5: Duties

In addition to the rights and duties provided elsewhere in these Bylaws, or as custom or parliamentary usage may require, the Officers have the rights and duties respectively assigned to them in succeeding sections of the Article, and in the Standard Operating Procedures of the Association.

A.   President

The President shall be the primary executive officer of the Association. The President’s major responsibility shall be to facilitate and coordinate management functions and activities of the Association in accordance with the purposes and Bylaws of the Association and AOTA’s current code of ethics.

The President shall have the power to sign all written obligations of the Association deemed by the State of Colorado, and in accordance with regulations of the Internal Revenue Service, and the responsibilities attributable to such power, including the submission of an annual report. The President shall be bonded; the expense of said bond being borne by the Association. The President shall preside over all Executive Board Meetings, Executive Committee Meetings, Annual Business Meetings, and other special assignments as requested by the Executive Board. The President shall be an ex-officio member of all committees, except the Nominating Committee. The President shall represent the Association in contacts and relationships that are made to carry out functions of OTAC. The President shall assure the advocacy of occupational therapy in all functions and activities of the AOTA. The President shall facilitate communication and sharing of resources with the AOTA and other state associations, including participation at the annual meetings of the Affiliated State Association Presidents (ASAP) and AOTA (a designated representative may attend in the event the President is unable to do so), and respond to requests from the AOTA.

B. Vice President

In the absence of the President, the Vice President shall preside over all meetings. The Vice President shall serve as a member of the Executive Board and the Executive Committee. The Vice President shall support the activities of designated Board Chairs, Association Representatives, and committees as requested by the President. The Vice President shall interface with other professional organizations and agencies on the Association’s behalf as requested by the President.

C. Secretary

The Secretary shall be responsible for the minutes of the meetings of the Association, the Executive Board, and the Executive Committee, and shall track the motions and charges of said meetings for continuity and follow-up of actions identified. The Secretary shall be custodian of the corporate documents of the Association. The Secretary shall maintain a copy of the current Bylaws and file them with the appropriate person at the AOTA. The Secretary shall maintain a copy of the current Standard Operating Procedures for the Association. The Secretary shall be responsible for maintaining and updating the Bylaws upon yearly review by the Board. If necessary, the Secretary will assign a Bylaws Committee on an as needed basis. The Board and/or Bylaws Committee will function as the body responsible for upholding the Bylaws as related to the issues and strategies of the Association. The Secretary shall serve as a member of the Executive Board and the Executive Committee.

D. Treasurer

The Treasurer shall be bonded; the expense of said bond being borne by the Association. Under the direction of the Executive Committee, the Treasurer shall be responsible for the deposit of dues and other monies paid into or belonging to the Association, keep the accounts, disburse the funds, and sign the checks for the Association. At the annual meeting and periodically as requested by the President, the Treasurer shall report, prepare, and submit a financial statement which indicates the current status of budget. The Treasurer shall submit the books for an annual audit and/or for tax purposes. The Treasurer shall serve as an ex-officio member of any committee concerned with the Association’s finances. The Treasurer shall serve as a member of the Executive Board and the Executive Committee.

E. President-Elect

The President-Elect mayserve a one-year term prior to assuming the responsibilities of President in an apprentice-type capacity. The President-Elect shall prepare for the duties of the President, shall serve as an ex-officio member of the Executive Board and Executive Committee, and shall perform other assignments, as requested by the President.

F. Treasurer-Elect

The Treasurer-Elect may serve for a one-year term prior to assuming the responsibilities of Treasurer in an apprentice-type capacity. The Treasurer-Elect shall prepare for the duties of the Treasurer, shall serve as an ex-officio member of the Executive Board and the Executive Committee, and shall perform other assignments as requested by the Treasurer or President.

Section 6: Vacancies

In the case of a vacancy in the office of President, the Vice President shall become President for the non-expired portion of the term. Should the President and Vice President positions become vacant at the same time, a special election shall be held. In the interim, following a dual vacancy of the President and Vice President, the Secretary shall serve as President pro tem.

Section 7: Executive Committee

The Executive Committee of the Board shall assist the President to facilitate and coordinate the management functions and activities of the Executive Board and the Association, in accordance with all duly vested statutory, incorporation business, and Bylaws powers. The members shall include the President, Vice President, Secretary, and Treasurer. Ex-officio members of the Committee shall be the President-Elect and the Treasurer-Elect. Meetings shall be called at the discretion of the President, and minutes of the Executive Committee meetings shall be circulated at the following meeting of the full Board.

ARTICLE VI. BOARD

Section 1: Name

      The executive body of the Association shall be called the Board.

Section 2: Composition

A.  Voting Members

The voting members of the Board shall be the Officers of the Association, the Board Chair

for Public Policy, the Board Chair for Professional Development, the Board Chair for Conference, the Board Chair for Member Services, the OTA Representative, the Newsletter Representative, the Fundraising/ Public Relations Representative, and the OT and OTA Student Representative collective.

 

All Student Representatives, from all academic programs, shall have one consolidated voice and vote, whether the positions are each held by one individual or co-chaired.

 

Voting will generally be done in person, at the Board meetings. If necessary, the President will conduct the process for a vote by email.

B.  Non-Voting Members

The ex-officio members of the Board without vote shall be the officers-elect, District coordinators, Special Interest Section coordinators, task force chairpersons, ad hoc committee chair persons, and standing committee chairpersons.

C.  Quorum

      A majority of voting Board members (66%; 2/3rds) present shall constitute a quorum.

      If voting is done by email, the majority of the board members (66%; 2/3rds) response must    be received, in order to consider it a valid vote. A non-response will not constitute a vote.

Section 3: Presiding Officer

The President of the Association shall be the presiding Officer of the Board. In the absence of the President, the Vice President shall be the presiding Officer at meetings. If the Vice President is not available or the position is vacant, the President may assign a Board member to preside over a Board Meeting.

Section 4: Functions

      The Board shall:

      1.   Be responsible for implementation and adherence to these Bylaws and the Articles of Incorporation;

      2.   Establish policies and standard operating procedures for management of the fiscal functions of the Association;

      3.   Be responsible for the efficient implementation of these functions in accordance with the Bylaws;

      4.   Recognize, utilize, and facilitate membership input for identification of issues;       

      5.   Provide resources and stimulate membership action relating to those issues;

      6.   Coordinate efficient and productive processes for the uniform management of those actions;

      7.   Each member shall complete their position per their given job description. The Board Officers have the ability to ask a Board member to resign if he/she does not fulfill the position’s job responsibilities. The Board member asked to resign may reserve the right to appeal to the entire Board for a full Board vote. The vote of the Board will be the final decision.

Section 5: Meetings

A.  Schedule

Meetings shall be at least four times a year.

B.  Attendance

1.   All members of the Board must attend a minimum of 66% (2/3rds) of the meetings.

2.   As a first step, if a Board member does not meet the attendance requirement, he/she will be asked for a decision to commit or resign. As a second step, if a Board member does not meet the attendance requirement for two quarters, he/she will automatically be terminated from office.

3.   Vacancies created by this policy are referred to in Article VI, Section 1.D. and Section 2.D.

ARTICLE VI. BOARD CHAIRS, ASSOCIATION REPRESENTATIVES

Section 1: Board Chairs

A.  Purpose

The purpose served by the Board Chairs is to develop and coordinate the functions related to the Association’s mission in following areas: Public Policy, Professional Development, Member Services, and Conference.

B. Eligibility and Qualifications

In order to be eligible for the offices of Board Chairs, a person must be an Occupational Therapist or an Occupational Therapy Assistant, an active member in good standing with the Association, be approved by the Board, and be a member of AOTA.

C.  Function

The Board Chairs are members of the Board and provide leadership and management of Association tasks in their area of responsibility as follows:

      1.   The Board Chair for Public Policy is responsible to the Board and works with a committee to provide leadership and support for the following:

a.   Government relations including supervision and interaction with the Association’s lobbyist(s);

b.   Monitoring of state and national legislative issues affecting Association members and the Occupational Therapy profession;

c.   Monitoring of reimbursement sources for Occupational Therapy services to include but not limited to Medicare, Medicaid, Worker’s Compensation, personal injury, private health insurance, and public school funding;

d.   Monitoring trends in healthcare and regulations; and

e.   Education of members and dissemination of information to the membership in cooperation with the Newsletter Representative, using the Association website or other means as appropriate.

2.   The Board Chair for Professional Development is responsible to the Board and provides leadership, coordination, and support for the following:

a.   Professional development opportunities for the membership, which may include in-services, workshops, and/or dissemination of resources. This may include functions of District Coordinators and/or Special Interest Sections;

b.   Monitoring trends in healthcare, regulations, academics, technology, and/or other potential educational areas of interest and/or need to the membership; and

c.   In collaboration with the President and Treasurer, partnering with AOTF (American Occupational Therapy Foundation) for student scholarships, along with other student support functions as indicated.

3.The Board Chair for Member Services is responsible to the Board and provides leadership, coordination, and support for the following:

a.   Member recruitment and retention;

b.   On-going member needs assessment;

c.   Designing and developing member benefits based on member needs in cooperation with Board members; and

d.   Communicating benefits of OTAC membership to members of prospective members a variety of dissemination systems as appropriate.

4.The Board Chair for Conference is responsible to the Board and provides leadership, coordination, and support for the following:

a.   Coordinating the (annual) Conference; and

b.   Monitoring trends in healthcare, regulations, academics, technology, and/or other potential educational areas of interest and/or need to the membership.

      D.   Election

The Board Chairs shall be elected by individual vote of the qualified Association members per Article X, Section 5, and/or by email ballot. The majority of votes cast shall determine election. Alternatively, the President, with approval of the majority of the remaining Board members, may appoint a qualified OT Practitioner to fill an open Board position for the remainder of a term or a complete term. In order to assure the continuity of leadership experience, it is recommended that the Board Chair for Professional Development and the Board Chair for Public Policy shall be elected in odd numbered years and the Board Chair for Member Services and the Board Chair for Conference shall be elected in even numbered years.

Section 2: Association Representatives

      A.  Purpose

The Association Representatives represent and advocate for member needs and interests based on their particular areas of responsibility. Association Representatives include the Newsletter Representative, Fundraising/ Public Relations Representative, OTA Representative, and the Student Representatives.          

B. Eligibility and Qualifications

In order to be eligible for the offices of Association Representatives, a person must be an Occupational Therapist or an Occupational Therapy Assistant, an active member in good standing with the Association, be approved by the Board, and be a member of the AOTA.

      C.  Functions

      1.   The Newsletter Representative shall be responsible for the publishing the OTAC Newsletter, and shall facilitate the use of the OTAC Newsletter as a communication link between the Board and the membership.

      2.   The Fundraising/ Public Relations Representative shall promote Occupational Therapy throughout the state and in the media. This Representative shall plan and implement fundraising activities in cooperation with the Board for the purpose of financially supporting the purposeof the Association.

3.   The OTA Representative shall support the mission of the Association, be concerned with OTA/ COTA related issues, and serve as a communication link between OTA/ COTA members and the Board.

4.   The Student Representatives (OT and/or OTA) shall support the mission of the Association, be concerned with student member issues, and serve as a communication link between their education program(s) and the Board.

      D.  Election

Each Representative, except for the Student Representative and the Fundraising/ Public Relations Representative, shall be elected by the Association membership for a two (2) year term plus two (2) months. Student Representatives shall be elected by the Student Occupational Therapy Association (SOTA) at their respective school and serve a one to two (1-2) year term depending on the election cycle established by their SOTA. All OT and OTA student representatives shall have 1 collaborative vote. The Fundraising/ Public Relations Representative shall be elected for a term of two (2) years and six (6) months. The newly elected Representatives shall be voting members of the Board, with the outgoing Board member(s) serving as mentor(s) in a resource capacity during the overlapping months of Board service.

ARTICLE VIII: DISTRICTS, SPECIAL INTEREST SECTIONS

Section 1: Districts

A.  Purpose

Districts are formed in specific geographic regions of the state for the purpose of continuing education, professional development, and networking for area members. Districts may also serve as a central gathering point for members to express needs and interests to the Association.

B.  Formation

Districts are formed in specific geographic regions of the state, and may also serve as a central gathering point.

In collaboration with the Board Chair for Professional Development, each District develops and maintains guidelines that specify the purpose, which also supports the mission and purpose of the membership of the whole.

C.  Composition

All members of the Association are eligible to participate in Districts. Districts coordinate activities in cooperation with the Board Chair for Professional Development. Interest must be expressed by written petition to an OTAC Board member. Approval of a majority of the members of the Board shall be necessary to establish a District.

D. Meetings

Meetings shall be defined in (each of) the District’s guidelines.

E.   Dues

A budget and justification will be submitted from (each of) the District(s) to the Treasurer of OTAC. The OTAC Treasurer, following approval by the Board, will provide the District with funds as approved. This money may be provided as “seed” money; alternatively, as approved, the OTAC Treasurer may directly pay the District’s bills.

Section 2: Special Interest Section(s)

A.   Purpose

Special Interest Sections (SIS) may be formed to develop member knowledge and skill in specific areas of occupational therapy. Special Interest Sections may be organized around the AOTA’s Special Interest Sections. Conference, research, and dissemination of information through the Association constitute the activities of the Special Interest Sections. SISs function as a resource and collaborate with other bodies of the Association, particularly with the Board Chair for Professional Development and the Board Chair for Conference.

B.   Formation

Special Interest Sections (SISs) are formed around a specific knowledge or skill area of occupational therapy, for the purpose of continuing education, professional development, and networking for members. Each SIS may also serve as a central gathering point for members to express needs and interests to the Association.

In collaboration with the Board Chair for Professional Development, each Special Interest Section develops and maintains guidelines that specify the purpose, which also supports the mission and purpose of the membership of the whole.

C.   Composition

All members of the Association are eligible to participate in Special Interest Sections. SIS(s) coordinate activities in cooperation with the Board Chair for Professional Development. Interest must be expressed by written petition to an OTAC Board member. Approval of a majority of the members of the Board shall be necessary to establish a Special Interest Section.

D. Meetings

Meetings shall be defined in (each of) the Special Interest Section’s guidelines.

E.   Dues

A budget and justification will be submitted from (each of) the Special Interest Group(s) to the Treasurer of OTAC. The OTAC Treasurer, following approval by the Board, will provide the Special Interest Section with funds as approved. This money may be provided as “seed” money; alternatively, as approved, the OTAC Treasurer may directly pay the SIS’s bills.

ARTICLE IX. STANDING COMMITTEES, AD HOC COMMITTEES, AND TASK FORCE COMMITTEES

Section 1: Standing Committees

      Standing Committees are cohorts created to perform a particular function on behalf of the Association’s membership at large. Members of the Association’s Standing Committees will have the expertise, time, and energy to fulfill the responsibilities of these work groups.

The Standing Committees of the Association shall be the Conference Committee, Nominations Committee, and Recognitions Committee.

  1. Conference Committee
  1. Purpose

The Conference Committee is a standing committee that shall plan, coordinate, and deliver the Annual Conference of the Association. The Conference shall serve both educational and networking functions based on the needs and interests of the membership. The Conference shall be a fundraising event for the Association. The planning and hosting of the annual Conference includes but is not limited to the presentation of awards, lectures, roundtables, poster sessions, and other events to be determined as appropriate.

2.  Composition

      The Board Chair for Conference, in collaboration with the Board Chair for Professional Development and/or other Board Chairs and/or Association Representatives, will either serve as Conference Committee Chairperson, or appoint a Conference Committee Chair. The Board Chair for Conference and the Conference Committee Chairperson will select other committee members. The Conference Committee, led by the Conference Committee Chair, with the Board Chair for Conference serving as the liaison to the OTAC Board, shall be assembled to reflect the diverse interests of the Membership. The Committee members shall have the expertise, time, and energy to participate in planning, organizing, marketing, and delivering the Annual Conference.

 

  1. Nominations Committee
  1. Purpose

The Nominations Committee is a standing committee that shall develop a nominating slate for the Officers, Board Chairs, and Association Representatives of the Association. Article X serves as a guide for the Nominations Committee.

2.  Composition

The OTAC President shall appoint the Chairperson of the Nominations Committee. Members of the Nominations Committee shall include at least one Association Representative, along with OTAC members in good standing.

      C. Recognitions Committee

1.   Purpose

The Recognitions Committee is a standing committee that shall seek member-submitted nominations and honor individuals who have provided outstanding service to OTAC or the profession. Nominees are then reviewed by the Committee and submitted to the OTAC Board for review and final selection. Selected individuals or organizations are honored at the Annual OTAC Conference.

2.   Composition

The President of the Association shall appoint the Chairperson of the Recognitions Committee. Members of the Recognitions Committee shall be OTAC members in good standing, and will work closely with the Executive Board, specifically the Board Chair for Conference, the Conference Committee Chairperson, and the Conference Committee.

Section 2: Ad Hoc Committees

      Ad Hoc Committees may include Bylaws Committee and other committees as deemed necessary, either by the Board or by written request of the membership. Ad hoc committees meet “as needed,” and upon completion of the committee’s purpose, including a report to the OTAC Board, disband. Members of the Association’s Ad Hoc Committees will have the expertise, time, and energy to fulfill the responsibilities of the particular committee.

 

A.   Bylaws Committee

1.    Purpose

The Bylaws Committee is an ad hoc committee that serves to review, update, and disseminate the Association Bylaws, as necessary to maintain consistency between the Association’s mission and purpose (per Article XV).

2.   Composition

The Secretary appoints the Bylaws Committee on an as needed basis. Any Association member in good standing may make a written petition to the Secretary for review of the Association’s Bylaws.

B.   Legislative Committee

1.    Purpose

The Legislative Committee is an ad hoc committee that serves to address the current and/or projected legislative needs for the Association in areas of regulation, reimbursement, public policy, or other regulatory, legislative, and/or government issues as necessary to address and maintain consistency between the Association’s mission and purpose (per Article XV).

2.    Composition

The Board Chair for Public Policy appoints the Legislative Committee on an as needed basis. Committee members may include Association members in good standing, the OTAC Lobbyist, along with requesting involvement from leaders in various fields particular to the legislative issue(s).

Section 3: Task Force Committees

      Task Force Committees are created to accomplish a specific objective. Committees may include those focused on social networking events, researching and implementing technology tools, and other time and content bound initiatives related to the needs of the Association. Members of the Association’s Task Force Committees will have the expertise, time, and energy to fulfill the responsibilities of the particular committee.

A.  Purpose

The purpose of a specific Task Force is to identify issues, and implement strategies as related to the areas of Membership, Public Policy, and/or Professional Development. Other identified matters in relation to the mission of the Association may also constitute the need for development of a specific Task Force. Task Force committees will address specific concerns, issues, and strategies of the Association, and coordinate activities with the appropriate members of the Association, who are in good standing, and may coordinate activities with leadership and/or members of related associations or groups.

B.  Composition

Representatives, Board Committees, other Board members, and/or individual members in good standing of the Association may develop a Task Force for a specific purpose. The Task Force shall make its presence and purpose known to the Board.

ARTICLE X. NOMINATIONS AND ELECTIONS

Section 1: Elections

Elections of the OTAC Officers, Board Chairs, and Association Representatives shall be by majority votes received by email and/or per voting procedures outlined in Article X, from OTAC voting members in good standing.

Section 2: Slate

The Nominating Committee shall be responsible for maintaining a calendar of rotation for election of Officers, Board Chairs, and Association Representatives. The Nominating Committee shall call for nominations from the general membership at least two (2) months prior to the voting. The committee will screen potential nominees to assure compliance with the Bylaws of the Association and the written procedures of the Association and Committee, and submit nominees to the Board for final approval. The Nominating Committee shall then prepare a slate for each elected position to be filled, unless otherwise approved by the Board.

Section 3: Ballot

The Nominating Committee shall prepare the ballot, which will either be emailed to all voting members of the Association, or presented for a vote at conference and/or during the Annual Business Meeting. The ballot shall state the deadline date for receipt of all ballots, which shall be at least two weeks from email notification, or during the conference voting period. The ballot shall also include a statement of non-acceptance of candidates.

Section 4: Deadlines and Rules

A.   The election shall be closed on the stated deadline date and no ballots received thereafter shall be counted.

B.   The Nominations Committee shall inform the nominees, and in the next Newsletter, shall announce the results of the election.

C.  Tie Vote: In the event of a tie vote, the Board shall call a special meeting and hold a written ballot, which may be conducted via email. If the result is still a tie, the presiding officer shall cast the deciding vote.

D.  In the event that a majority votes “non-acceptance” of candidate(s), the Nominating Committee shall prepare a second slate and hold another election for the office(s) under procedures as stated.

Section 5: Vacancies

      If Executive Officer, Board Chair, or Association Representative positions remain vacant, soliciting volunteers through the Association newsletter and other means may fill them, with final approval for new Officers, Board Chairs, or Association Representatives to be voted on by the remaining members of the Board.

A.   The President with approval from the members of the Board, in the event of a vacancy and the absence of two viable candidates for an election, may fill any position through appointment.

B.   The nomination of a person may be given to the Board and the voting would occur at a Board meeting. A vote may also take place via email if necessary. During a vote by email, the Board members have two (2) weeks to respond. Non-response is considered approval.

ARTICLE XI. STANDARDS AND ETHICS, DISCIPLINARY ACTIONS

Section 1: Standards and Ethics

The members of the Association shall carry out their professional duties in accordance with the current published standards and code of ethics of the AOTA. 

Section 2: Disciplinary Action (Termination of Membership)

1.    Any individual may report a violation to the Executive Committee.

2.    The Executive Committee shall refer a violation to the appropriate agencies (e.g., OTAC, AOTA, NBCOT, DORA).

3.   Any OTAC member whose dues are still in arrears 30 days after payment is due shall automatically be removed from membership. Membership shall be reinstated by payment of dues in arrears, assuming all other aspects required to be a member in good standing apply. 

4.   Members of any classification may have their membership revoked for cause. Cause may include a sanction by DORA or a violation of the AOTA’s current published code of ethics. 

5.   For any cause other than nonpayment of dues, a vote for revocation shall occur only after the member has been notified of the complaint for revocation and has been given reasonable opportunity for defense pursuant to various code enforcement procedures (e.g., enforcement procedures for the AOTA’s code of ethics).

6.   Violation of standards and ethics of the profession shall be referred to the AOTA and/or National Board for Certification in Occupational Therapy (NBCOT) and/or the Colorado Department of Regulatory Agencies (DORA) for appropriate review and/or disciplinary

ARTICLE XII. FISCAL YEAR

The Fiscal year of the Association shall be from January 1st through December 31st.

ARTICLE XIII. DUES AND ASSESSMENTS

Section 1: Dues

The Treasurer shall recommend the annual membership dues for all classes of membership as advised by the Board Chair for Membership, to be approved by the Board. Dues shall be payable on a yearly basis, as determined by the Treasurer.

Section 2: Assessments

Special assessments of the members may be provided when deemed necessary by the Board, and approved by majority of the votes received from OTAC voting members in good standing.

Section 3: Donations and Special Funds

Donations and special funds can be set aside and restricted for a specific use (e.g., scholarships, legislation). These funds can earn interest while waiting for specific use, and the interest can be used for the benefit of the Association as a whole.

ARTICLE XIV. PARLIAMENTARY AUTHORITY

Except as otherwise noted, Robert’s Rules of Order, Newly Revised, shall be used as parliamentary guidelines for all meetings of the Association, Board, Executive Committee, Task Forces, and Committees.

ARTICLE XV. AMENDMENTS, RESOLUTIONS, PERSONAL LIABILITY, INDEMNIFICATION, DISSOLUTION

Section 1: Amendments

These Bylaws shall be amended or revised by a majority vote of the OTAC voting members at any legally constituted meeting of the Association, provided that:

A.   All proposed changes shall be presented to a Bylaws Committee at least ninety (90) days prior to the meeting.

B.   The Bylaws Committee is responsible for compiling revisions, and will make these changes available to the voting membership at least thirty (30) days prior to the meeting.

Section 2: Resolutions

A.  Purpose

A resolution is the means for establishing policies for the Association, and shall not conflict with the Bylaws, nor require a Bylaws change.

B.  Procedure

Any member or group of members may submit a written resolution for consideration during a specific Board meeting. A resolution is approved and becomes binding with a majority vote of the membership.

Section 3: Personal Liability

            It is intended that the members, Board, and officers of the Association shall not be            personally liable for any debt, liability, or obligation of the Association and that all      persons, corporations, or their entities extending credit to, contracting with, or having any        claim against the Association may look only to the funds and property of the Association       for the payment of any such contract or claim, or for any payment of any debt, damages,             judgments or decree, or of any money that may otherwise become due or payable to       them from the Association. Nothing contained in these Bylaws shall amend, alter, or         impair any provision contained in the Article of Organization relating to being limitation of liability of the Board members or the officers of the Association or to its members. 

Section 4: Indemnification

            Any present or former Board member, officer, employee, official, or agent of the Association, or other such persons so designated at the discretion of the Board, or the             legal representative of such person, shall be indemnified (including advance against         expenses) by the Association against all judgments, fines, settlements, and other         reasonable costs, expenses, and counsel fees paid or incurred in connection with any       action, suit, or proceeding to which any person or his or her legal representative may be          made a party of reason of his or her being or having been such a Board member, officer,     employee, official, or agent, to the greatest extent permitted by law. No indemnification             or advance against expense shall be approved by the Board or paid by the Association            until after receipt from legal counsel of an opinion concerning the legality of the proposed             indemnification or advance.

Section 5: Dissolution Clause

            Should the Association (incorporation) be dissolved for any reason, the remaining assets shall be distributed for purposes with the Internal Revenue, Code, Section 501(c) (6),   and in accordance with the corporate statues of Colorado.   

 

 

Proposed Revisions made July 2013

(once adopted, will state: Revised October 2013)