TAHPERD POLICIES

TAHPERD Alcohol Policy
The Texas Association for Health, Physical Education, Recreation and Dance does not allow alcohol in any official business meetings and will not purchase nor furnish alcohol in any of TAHPERD’s official functions. Alcohol may only be provided on a cash bar basis.

Board of Directors Approved: December 2004


>Buy Back - Lapsed Membership
TAHPERD professional members will be allowed to buy back lost years’ membership at the current fee to maintain a continuous membership record. The inactive years are to be noted in the TAHPERD membership database.

2003 Spring Board Meeting


Check List for Reviewing Program Proposals
Convention Planning Meeting

1.) Did proposed speaker present at last year’s convention?

a.) If YES, did their program have a significant number of attendees?
b.) If YES, have you reviewed their program review report for last year’s presentation for the quality of the presentation?

2.) Is this proposal relevant to the current HPERD issues?

3.) Does the proposal meet Best Practices?

Approved by the Board of Directors: December 2010


Children at Convention and Conferences Policy
Because of legal liabilities, the concern for safety, and in consideration of professional colleagues, children are not allowed at the TAHPERD Convention or other TAHPERD events unless they are part of an approved program or activity with permission granted by the Executive Director and/or designated TAHPERD staff.

2003 Fall Board Meeting


Code of Ethics – Board of Directors, Foundation & Trustees

As a member of the TAHPERD Board of Directors or Foundation or Trustees, I will:

1. Listen carefully to other Board members and the association members I serve
2. Respect the opinion of my board member colleagues
3. Respect and support the majority decisions of the Board
4. Recognize that all authority is vested in the Board when it meets as a whole – not with individual Board members
5. Be informed of developments relevant to issues that come before the Board
6. Participate actively in Board meetings and actions
7. Attend all Board meetings
8. Call to the attention of the Board any issues that I believe will have an adverse effect on TAHPERD or its members
9. Recognize that as a Board member, my job is to ensure that TAHPERD is well-managed.
10. Turn in all reports by the given deadline
11. Make decisions in the best interests of TAHPERD while representing my specific Division
12. Consider myself a “Trustee” of TAHPERD and do my best to ensure that TAHPERD is well maintained, financially secure, growing, and always operating in the best interests of the members
13. Respond in a timely manner to member inquiries and correspondence
14. Work to learn more about the Board member’s job and how to do it better
15. Declare any conflicts of interest between my personal life and my position on the Board and avoid discussing and/or voting on issues that appear to be a conflict of interest
16. Be accountable for the responsibilities to which I have committed

As a member of the Board, or Foundation, or Trustees, I will not:

1. Be critical, in or outside of the Board meeting, of fellow members and/or their opinions
2. Use TAHPERD or any part of the association for my personal advantage or the personal advantage of my friends or relatives
3. Discuss the confidential proceedings of the Board outside the Board meeting
4. Make a promise on how I will vote on any issue in a Board meeting
5. Try to manage TAHPERD’s daily operations or the TAHPERD office responsibilities.
6. Neglect my responsibilities and obligations as a Board member

2008 Spring Board Meeting

Amended: 2010 Fall Board Meeting


Conflict of Interest Policy - Board of Directors, Foundation & Trustees

1. Do you (or a member of your family) have, directly or indirectly, an employment, consultant or volunteer position with, or a material interest in any entity with which our organization does business, proposes to do business, or could reasonably be expected to do business?

___ No ___ Yes

If yes, please list the entities and describe the nature of the relationship.

2. Do you (or a member of your family) have, directly or indirectly, an employment, consultant or volunteer position with, or a Material Interest in any entity which provides advice to a competitor and/or competes, plans to compete, or could reasonably be expected to compete with our organization (and/or its affiliates) in the purchase, sale or delivery of any property or property right, interest, goods or services?

___ No ___ Yes

If yes, please list the entities and describe the nature of the relationship.

3. During the past 12 months, have you (or a member of your family) solicited or accepted a payment, gift, meal, entertainment, service, or other benefit from any person or entity that does or is seeking to do business with TAHPERD?

___ No ___ Yes

If yes, please describe.

4. Have you (or a member of your family) used the name, image, service/trademarks or confidential and/or strategic information of TAHPERD resources or property in connection with any commercial or other interest or activity not associated with

TAHPERD?

___ No ___ Yes

If yes, please describe the use.

I have read and agree to comply with the current Conflict of Interest Policy. My signature below acknowledges my understanding that I have a duty to supplement the information I have provided, if such information changes prior to the next annual request for information, or if I become aware of a situation in which the possibility of a conflict of interest may exist.

Print Name: _____________________________ Position: ______________________________

Signature: _______________________________ Date: _________________________________

2010 Fall Board Meeting


Conflict of Interest in Presentations
TAHPERD conference presentations are for the purpose of sharing information that (a) helps members fulfill their roles as professionals, and (b) helps TAHPERD accomplish its mission. It is inappropriate for presenters to use presentations to directly solicit sales or service contracts, unless that privilege has been contracted through the TAHPERD office (contact the TAHPERD office regarding current fees for professional presentations).

Soliciting sales /service contracts is defined as:

1. announcing the name/manufacturer of facilities or equipment during a presentation, if the presenter has any financial association with the product or manufacturer;

2. announcing contact information for a provider of services (i.e., educational consulting, workshops, in-service presentations) if the presenter has any financial association with that provider;

3. presenting information or methodology that solely utilizes facilities, equipment, or services with which the presenter has a financial association.

Board of Directors Meeting: Spring 2001

Reaffirmed: 2003 Spring Board Meeting


Dance Presentations with Students - Guidelines

1.  Limit 10 students per school with one chaperone and/or groups with up to 20 students will require four chaperones.

2.  Signed agreement from the chaperone and the school/administrator will be submitted with presentation proposal.  Deadline for list of student dancers with completed documents is due November 1st to the Performance Chair.

3.  Chaperone(s) are required to stay with students at all times and will be held responsible for proper supervision.

4.  Failure to comply will result in the school not being able to participate in the current convention and a letter of notification will be mailed to the respective institution by the Vice-President for Dance.  In addition, the students will not be able to attend the current convention.

5.  Participation of subsequent years for the respective presenter will be faced with a two-year probation period.

6. Music selection, choreography and costuming must be appropriate for young children. 

7.  Dance presentation must be the same dance submitted in the video.

Guidelines for Student Participation

> No outside food will be allowed in the convention center as per TAHPERD policy.

> No students sitting in general areas of convention center and/or in presentations that they are not participating in.

2010 Spring Board meeting


Education Presentations Policy
An individual may present no more than two presentations at the TAHPERD Annual Convention and/or Summer Conference. This same individual may assist in one additional presentation as a member of a panel.

2003 Spring Board Meeting


Inscription Policy for Honorary Bricks for the TAHPERD Building
While we encourage creativity, TAHPERD will not honor a request to print any "objectionable" language, acronyms, symbols, pictures, or any other graphic representation. "Objectionable" means, among other things, anything that (a) is libelous, defamatory, pornographic, sexually explicit, unlawful, racially or ethnically offensive, (b) infringes on someone else's patent, copyright, trademark, trade secret or other property right, (c) is something people would consider harassing, abusive, threatening, harmful, vulgar, profane, obscene, or violent, (d) would breach a person's privacy or publicity rights, (e) is a misrepresentation of facts, (f) hate speech, (g) encourages others to break the law in any way, or (h) is otherwise inappropriate.

TAHPERD must and does reserve the absolute right to decline orders that in its sole judgment and discretion contain subject matter that may be considered inappropriate or offensive, including, without limitation, inappropriate, offensive words, acronyms, symbols, or other content.

Examples:
> Sawed off Horns (Aggie disparaging remark about UT)
> Rebel flag
> Certain Confucius sayings
> Certain religious sayings, scriptures, or symbols

Adopted by the Board of Directors: December 2007


Naming Policy
Naming of TAHPERD Properties and Programs

1. The David K. Brace Award should remain the only named award and the Lynn and Tillie McCraw First General Session should remain the only named session and/or other event.

2. TAHPERD physical objects can be named to honor significant monetary contributions. Names should not conflict with the TAHPERD mission. The following list is based on the TAHPERD Building Campaign with updates based on current needs.

• $500,000 Building
• $100,000 Foyer
• $50,000 Conference Room
• $25,000 Fence
• $10,000 Building Sign
• $5,000 Benches
• $5,000 Columns of building
• $5,000 Tree Markers
• $1,000 Wall of Honor
• $100 / $200 Bricks

3. Student Scholarships - A significant (minimum $25,000) contribution to the Foundation could result in a student scholarship being named according to the wishes of the donor. Criteria for the scholarships will not change. This policy is retroactive.

2012 Fall Board Meeting


No Campaigning Policy
TAHPERD members running for an office (President-elect, Vice President-elect, Section Chair, or Section Secretary) are not allowed to campaign. This includes all methods of campaigning such as, mailings, buttons, signs, phone calls, or emails from the candidate or other members asking for the support or vote of a TAHPERD member for the purpose of getting elected to a TAHPERD office.

Adopted by the Board of Directors: December 2010


TAHPERD Policy on Nondiscrimination
The Texas Association for Health, Physical Education, Recreation, and Dance (TAHPERD) strives to provide an environment that affirms the rights of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is inappropriate and TAHPERD is committed to programs of equal opportunity for all members and employees.

Adopted by the Board of Directors: November 2000


Pre-Registration for TAHPERD Events Policy
Pre-registration for any TAHPERD sponsored event will not be processed without one of the following:  cash, check, approved credit card, or payment with a purchase order.

Adopted by the Board of Directors: April  2003


Printed Materials Policy
All printed or electronic materials using TAHPERD’s name must have the Executive Director and/or the Executive Committee’s approval before distribution to the public.

Adopted by the Board of Directors: December 2003


Long Term Storage Records Retention Schedule

 Description

Retention Period

Accident Reports and Claims(settled cases)

7 years

Accounts payable ledgers and schedules

7 years

Accounts receivable ledgers and schedules

7 years

Audit reports of accountants

Permanently

Bank reconciliations

2 years

Capital stock and bond records; ledgers, transfer registers, stubs showing issues, record of interest coupons, options, etc.

Permanently

Cash books

Permanently

Charts of accounts

Permanently

Checks (canceled but see exception below)

7 years

Checks (canceled for important payments, i.e., taxes, purchases of property, special contracts, etc. (checks should be filed with the papers pertaining to the underlying transaction)

Permanently

Contracts and leases (expired)

7 years

Contracts and leases still in effect

Permanently

Correspondence (routine) with members, customers, or vendors

1 year

Correspondence (general)

3 years

Correspondence (legal and important matters only)

Permanently

Deeds, mortgages, and bill of sale

Permanently

Depreciation schedules

Permanently

Duplicate deposit slips

2 years

Employee personnel records (after termination)

3 years

Employment applications

3 years

Expense analyses and expense distribution schedules

7 years

Financial statements (end-of-year, other months optional)

Permanently

General and private ledgers (and end-of-year trial balances)

Permanently

Insurance policies (expired)

3 years

Insurance records, current accident reports, claims, policies, etc.

Permanently

Internal audit reports (in some situations, longer retention periods may be desirable)

3 years

Internal reports (miscellaneous)

3 years

Inventories of products, materials, and supplies

7 years

Invoices to members and customers

7 years

Invoices from vendors

7 years

Journals

Permanently

Membership applications

3 years

Minutes of directors and committees, including by-laws and charter

Permanently

Notes receivable ledgers and schedules

7 years

Option records (expired)

7 years

Payroll records and summaries, including payments to pensioners

7 years

Petty cash vouchers

3 years

Physical inventory tags

3 years

Plant cost ledgers

7 years

Property appraisals by outside appraisers

Permanently

Property records-including costs, depreciation reserves, end-of-year trial balances, depreciation schedules, blueprints and plans

Permanently

Purchase orders (except purchasing department copy)

2 years

Receiving sheets

2 years

Requisitions

2 years

Sales records

7 years

Savings bond registration records of employees

3 years

Scrap and salvage records (inventories, sales , etc.)

7 years

Stock and bond certificates (canceled)

7 years

Stockroom withdrawal forms

2 years

Subsidiary ledgers

7 years

Tax returns and worksheets, revenue agents’ reports and other documents relating to determination of income tax liability

Permanently

Time books

7 years

Trade mark registrations

Permanently

Voucher register and schedules

7 years

Vouchers for payments to vendors, employees, etc. (includes allowances and reimbursement of employees, officers, etc., for travel and entertainment expenses)

7 years

 



Adopted by the Board of Directors:   April 2010 


Refunds for TAHPERD Events
Refunds for TAHPERD Convention or any TAHPERD meeting will be made, less a processing fee, if the request is received 14 days prior to the meeting. No refunds will be made on requests later than 14 days prior to the meeting. The Executive Director has the authority to override this policy if the request so warrants such action.

Adopted by the Board of Directors:  December 2003


Regional Division Vice Presidents

1. If a TAHPERD member is working for or representing a business/vendor involved in the HPERD disciplines, this member is not eligible as a nominee for the Vice President of the Regional Division position.

2. Once elected, if a Vice President of the Regional Division begins a relationship of working for or representing a business/vendor involved in the HPERD disciplines, the Vice President must resign.

2010 Fall Board Meeting


Speaker Honorarium for TAHPERD Members
TAHPERD will not pay an honorarium, which includes in-kind compensation, for a TAHPERD member to present a program at the Annual Convention and/or the Summer Conference.

Adopted by the Board of Directors:  April 2003


Travel Reimbursement Policy
TAHPERD will reimburse on the following basis:

Transportation:
The least costly between car mileage at $0.40 per mile or most economical airfare.
Airport parking
Mileage to and from home to airport
Travel from airport to meeting

Meals:
$9    - Breakfast
$11 - Lunch
$16 - Dinner
Any special meal expenses, such as Awards Dinner, etc., are the individual's responsibility.

Housing
Full reimbursement for a shared room (one other person).
One half reimbursed for a private room. Individual pays other half.
Exception to be made if the private room results from odd number situations.

TAHPERD strives to keep expenses low in providing fair and equitable reimbursements for volunteer and guest expenses while conducting TAHPERD business.

Personnel Committee Approved: February 10, 2004

Finance Committee Approved: F ebruary 21, 2004

Board of Directors Approved: May 1, 2004


Vendor Policy

The intent of TAHPERD’s Vendor Policy is to insure that all TAHPERD members and vendors are treated fairly.

• The exposure and marketing of a business and/or vendor at a TAHPERD event provides a money-making opportunity and requires the purchase of that opportunity.
o If a TAHPERD member benefits from such an opportunity, they are considered a vendor.
o Vendors may not hold elected office or serve as a delegate for the Representative Assembly. If an officer (holds an elected office) of TAHPERD begins a relationship of working for or representing a business/vendor or starts their own business involved in the HPERD disciplines, the officer must resign.

• Educational Program – No Fee
o A TAHPERD member may present an educational program at no charge if the member, member’s school, educational institution, company, or non-profit does not directly benefit financially from the presentation.

1. Vendor Category
a. If a person, school, company, or non-profit association is selling a product or distributing information, they must purchase a booth in the Exhibit Hall. Costs vary depending on size and location.
b. If a person, school, company, or non-profit wants to present a program which results in the production of income, they must purchase a booth and submit a program proposal for an Exhibitor’s Showcase. If the proposal is approved, a fee will be required to present the Exhibitor’s Showcase.
c. Annual Convention
i. A vendor may submit a program proposal for an Exhibitor’s Showcase. If the proposal is approved, a fee will be required to present the Exhibitor’s Showcase.
d. Summer Conference
i. A vendor may submit a program proposal for an Exhibitor’s Showcase. If the proposal is approved, a fee will be required to present the Exhibitor’s Showcase.
ii. A vendor who exhibited at the previous TAHPERD Annual Convention may submit a program proposal for an Exhibitor’s Showcase. If the proposal is approved, no fee will be required to present the Exhibitor’s Showcase.

2. TAHPERD Member Working in a Vendor’s Booth
a. Must pay the conference/convention registration fee
b. Must be a current TAHPERD member
c. May present the vendor’s Exhibitor’s Showcase program with the appropriate fee
d. This member may also present a non-vendor program (no fee) as long as they do not wear any vendor clothing or mention the vendor’s product.

3. Outside the Exhibit Hall
a. No individual, school, company, or non-profit may sell or market themselves or their products outside the Exhibit Hall.

2007 Spring Board Meeting

Amended: December 2010

December 2011


TAHPERD Whistleblower Policy
The Texas Association for Health, Physical Education, Recreation, and Dance (TAHPERD) Code of Ethics and Conduct requires directors, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of TAHPERD, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

Reporting Responsibility
It is the responsibility of all directors, officers, and employees to comply with the Code and to report violations or suspected violations in accordance with this Whistleblower Policy.

Retaliation
No director, officer or employee, who in good faith, reports a violation of the Code shall suffer harassment, retaliation, or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the Organization prior to seeking resolution outside the Organization.

Reporting Violations
The Code addresses the TAHPERD’s open door policy and suggests that employees share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with someone in the Human Resources Department or anyone in management whom you are comfortable in approaching. Supervisors and managers are required to report suspected violations of the Code of Conduct to the Organization’s Compliance Officer, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when you are not satisfied or uncomfortable with following the Organization’s open door policy, individuals should contact the Organization’s Compliance Officer directly.

Compliance Officer1
The Organization’s Compliance Officer is responsible for investigating and resolving all reported complaints and allegations concerning violations of the Code and, at her/his discretion, shall advise the Executive Director and/or the audit committee. The Compliance Officer has direct access to the audit committee of the board of directors and is required to report to the audit committee at least annually on compliance activity. The Organization’s Compliance Officer is the chair of the audit committee.

Accounting and Auditing Matters
The audit committee of the board of directors shall address all reported concerns or complaints regarding corporate accounting practices, internal controls, or auditing. The Compliance Officer shall immediately notify the audit committee of any such complaint and work with the committee until the matter is resolved.

Acting in Good Faith
Anyone filing a complaint concerning a violation or suspected violation of the Code must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Confidentiality
Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations
The Compliance Officer will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

1Note: Compliance officer could be a committee of the board, a designated director, or a third party such as an HR Specialist or the board attorney.

Adopted by the Board of Directors: April 2010