CHAPTER XII. INTERIM BOARD MEETING
Interim Meeting- Board of Directors The interim meeting of the board of directors is held between state conventions. The official call shall be issued thirty( 30) days prior to first business meeting.
Site Proposals The site selection committee will be appointed by the state president two( 2) years in advance. Proposals for the interim board site will be made by the site selection committee at the Interim Board one( 1) year in advance. Proposals should include the hotel( s) available and the proposed date( s). The proposals will be voted on by the board of directors no later than the pre-convention board meeting preceding the Interim Board under consideration. The state president will select the local organization( s) to serve as host.
Place and dates Place and dates for the interim board are set by the board of directors. In any emergency requiring resetting of the time or place for such a board meeting, a vote of the board of directors may be taken by mail.( See Bylaws, ARTICLE XV. Section 5.) The interim board meeting shall be held in the Nashville area.
Registration Fees— Funds Registration fees will be determined by the post-convention Board of Directors meeting. In addition to the registration fee, there shall accompany the registration fee payment for all functions for which reservations are requested, remitted with registration form, to the Registration Committee chair. The Interim Board chair will coordinate with the state president all Interim Board activities. After a final Interim Board budget has been established, only the Interim Board Chair shall have final negotiating powers. The Registration Committee Chair will deposit all funds into the Interim Board / Convention bank account or transmit them at regular intervals to the state treasurer. The Registration Committee Chair will include in the final Credentials Report the number in attendance and total monies received. The Interim Board Chair will verify and approve all charges for meal functions and meeting facilities prior to presenting to state president for approval for payment by state treasurer. Payment should be made to“ hotel” prior to departure of state president and state treasurer. All bills and expense vouchers approved by the state president, deposit slips, and registration forms will be submitted to the state treasurer immediately after Interim Board meeting. The state treasurer will write all checks for properly approved expenses and present an Interim Board financial report at the next Board of Directors meeting. All documents will be kept by the treasurer for audit purposes. Within forty-five( 45) days, all financial information shall be made available to the state president and finance chair.
The state president, any guest having a part on the program, or a non-member guest attending only a meal function shall not be required to pay any registration fee.
Request for Refund Request for refund of paid pre-registration and stated meals will be approved only if made in writing to the president and the interim board chair by the person requesting refund, received no later than 72 hours prior to the first business meeting.
Half of only the registration fee will be approved only if made in writing to the state president and received no later than 24 hours prior to the first business meeting.
Allowable Expenses for Interim Board Interim Board expanse shall include transportation at 20 cents per mile, lodging not to excede $ 20.00 per day, registration and / or stated meals for the following: executive committee, standing committee chairs, parliamentarian, immediate past state president. Expenses of the Bylaws chair, as a voting member of the Board of Directors, may be granted by approval of the executive committee if funds are available. See Chapter XV, FINANCIAL POLICIES for additional allowable expenses.
Program Program for the interim board is planned and coordinated by the state president and president-elect.
Past state presidents, with the exception of the immediate past state president, are not members of the board of directors and, therefore, they are entitled to vote only at state convention.
Registration Committee A registration committee is required. The state president may appoint such other committees as are necessary to expedite the meeting.
27 August 2010