A.1

This policy may be updated and added to only by action of the board of directors

A.2

In order for a motion to become a policy, it must be so indicated in the motion and then passed by the board.

A.3

The secretary is responsible for keeping the policy manual updated by an addendum to the minutes distributed to the board of directors.

A.4

It is the responsibility of each board member to attach any addendums to the policy manual. At each board meeting, the president-elect will highlight changes.

A.5

The president-elect will review the policy manual prior to the summer board meeting. A revised copy, if needed, of the policy manual will be presented at this board meeting.

B.1

Ex-officio members of the board of directors are the Kentucky Department of Education liaison, the higher education representative, the newspaper editor, and the administrative director.

B.2

Each member of the board of directors is responsible for keeping his/her board of directors notebook updated and is responsible for passing it along to his/her successor.

B.3

Meeting dates and locations for required board meetings will be set annually at the board meeting which begins the year for the board.

B.4

Officers and members of the board of directors who accumulate two (2) absences will be sent a notice by the president stating any further absences will result in their termination. Upon the third absence during a board year, a member will be removed from the board.

The secretary will maintain an attendance record for required meetings and include it as part of the official minutes. The secretary will notify the president when any board member accumulates two (2) and three (3) absences during a Board year.

The president shall, by certified mail, notify a board member of his/her removal immediately following the third absence.

A board member who wishes to appeal the removal must do so in writing to ALL six (6) executive board members within the (10) days of receipt of the certified letter. The executive board will decide all appeals.

B.5

All board members are expected to attend all board meetings and the state conference.

B.6

NMSA affiliate networking opportunities will be presented annually by the networking committee. Officers and regional directors may apply to attend and the budgeted funds, as available, will be divided among those approved. A written report must be presented at the first board meeting following attendance at these functions.

B.7

Any vacancy of a regional director position will be filled by action of the board of directors based on recommendation of the executive council.

C.1

The Kentucky Middle School Association will establish contact with an accounting firm (CPA) to audit the association books yearly.

C.2

The administrative director's, president's, and treasurer's signature will be added to the bank signature card. Checks will require only one signature.

C.3

The vice-president is responsible for maintaining accurate membership records and for promptly forwarding membership funds collected to the treasurer.

C.4

Special budget projects by members of the association are subject to approval by the board of directors. Upon approval, the treasurer will disburse specified amounts to the project coordinator, The project coordinator is then responsible for management and accounting of the project funds.

C.5

Members of the board of directors may request reimbursement from the treasurer for phone calls, postage, meals (exclusive of alcoholic beverages) including a 16% gratuity, lodging, and mileage for board approved reimbursable activities.

All reimbursement requests must be in writing and with attached receipts, except for the mileage which is paid at the rate of twenty (20) cents per mile. Requests for meal reimbursement will follow state guidelines for reimbursement.

Lodging reimbursement will be paid for one-half of a double occupancy rate per board member. Any exceptions must have prior approval by the president or administrative director.

Requests for reimbursements must be made prior to June 30 of each fiscal year so that payments can be made within the fiscal year in which they occur.

C.6

When financially feasible, the Kentucky Middle School Association will pay for the conference expenses for the president, president-elect, and administrative director to attend the National Middle School Association conference. Expenses refer to substitute pay (if necessary), travel, registration fees, meals and lodging and will be reimbursed according to policy C5.

C.7

The Kentucky Middle School Association will maintain an institutional membership to NMSA.

C.8

Regional directors will receive a budget to use in sustaining and increasing membership within their region.

C.9

The Kentucky Middle School Association members handling monies of the association must be bonded, i.e., treasurer, administrative director, membership chair, conference director, and exhibit chair.

C.10

When financially feasible, networking funds will be allocated in the budget. The amount is not to exceed $6,600, and is to be equally divided among the regional directors and the officers, applying for travel.

C.11

Workman's compensation insurance will be purchased to cover all employees of the board of directors.

C.12

The Kentucky Middle School Association board will provide liability insurance for board members.

C.13

When financially feasible, the president-elect will attend the NMSA affiliate workshop each year. The expenses of any additional delegates to the affiliate workshop would be subject prior approval of the Board.

C.14

When financially feasible, the Kentucky Middle School Association will pay the registration fee at the early or group rate for board members who wish to attend the NMSA conference.

C.15

If the association incurs changes for a room as a result of a board member failing to cancel a reservation according to hotel policy, the charges are the responsibility of the board member and are not reimbursable.

D.1

Conference fees will be determined annually by the board of directors.

D.2

The administrative director or board designee will research prospective conference sites. Those sites will be selected a minimum of two (2) years prior to the conference.

D.3

The administrative director or board designee will be responsible for conference coordination, including assigning job responsibilities, job tasks, deadlines to be met.

D.4

When financially feasible, the superintendent (only) from each board member's district will be offered a complimentary registration to the fall conference.

D.5

Students and parents will be offered a reduced Kentucky Middle School Association conference registration fee.

D.6

Complimentary annual conference registration and lodging will be provided for one of the NMSA south trustees.

D.7

The Kentucky Middle School Association will make conference refunds only when the request is submitted in writing and has the approval of the administrative director or treasurer.

D.8

Board members are expected to attend and work at the annual state conference; therefore, conference fees and expenses will be paid by the Kentucky Middle School Association.

E.1

The Kentucky Middle School Association will have eight regions that correspond to the state's eight regional service center regions.

E.2

Membership runs from the date of initial membership to the anniversary of that initial membership. Categories of membership are school, individual, parent, and student.

E.3

An individual member is $25.00. An individual joint membership with the NMSA will be offered at $65.00 ($45.00 to NMSA and $20.00 to the Kentucky Middle School Association).

E.4

Individual and joint members will receive a copy of all the Kentucky Middle School Association publications, reduced conference rates, and have one vote in elections.

E.6

Parents and students will be offered reduced membership rates and provided all membership benefits except voting privileges. The rate for student membership, parent and retirees is $15.00. 

E.7

The vice-president is responsible for maintaining accurate membership records.

E.8

The vice-president will provide board members with updated membership lists at each board meeting.

E.9

The vice-president will distribute membership cards to all individual members.

E.10

The vice-president will distribute to institutional members a certificate and an appropriate number of membership cards for the institution.

E.11

Determination of region for membership purposes will be based on the region in which a member is employed or attending school, if a student member. Region for parent members will be based on the region in which their child attends school.

E.12

The NMSA trustees for the south region will be provided complimentary non-voting memberships.

F.1

Elections for regional directors will be conducted at the same time as the officer's elections and will be on the same ballot.

F.2

Regional directors from each region will be elected by the members of their region. Regional directors from even numbered regions will be chosen in even numbered years and those from odd numbered regions in odd numbered years. The election needs to be completed by May 1, but must be completed by June 1.

F.3

An election committee will be established by the board of directors by appointing three (3) members at the December board meeting.

The president-elect will chair the committee of three (3) members reflecting statewide representation. Additionally, the vice-president will serve on the committee.

F.4

Nominations will be requested by the second Wednesday of January and must be returned postmarked by the first Wednesday of February to be placed on the ballot. Nominees must be members of the Kentucky Middle School Association. Student and parent members are not eligible to submit nominations. Nominations are to be solicited by the president-elect and/or election committee. If no nominations are received for a position, that position will be eliminated from the ballot.

F.5

Ballots will be returned to the president-elect and remain unopened until the committee meets to count the ballots. Ballots will be counted at the March board meeting or at a designated time by the committee. At least three (3) committee members must be present for the counting of the ballots.

F.6

Ballots will be numbered and return address labels supplied. Numbers will be used for accounting purposes only. For confidentially, no names will be attached to numbers. Return address labels must be used on the ballots when mailed if the ballot is to be counted.

F.7

Each individual member will receive one vote. Student and parents are non-voting members. Voting for institutional members will be determined by the number of certified staff as recorded on the membership forms.

F.8

Ballots will be mailed first class on the third Wednesday of February and must be postmarked by the second Wednesday of March when returned. Membership will be certified. Only members, where application/renewals are postmarked prior to the third Wednesday of February, will be eligible for voting.

F.9

All ballots will be marked with region number and eligible number of votes.

F.10

The president-elect shall prepare a report to accompany the ballot which shall include information about the candidates and election requirements as stated in the bylaws and constitution. Information about the candidate must be submitted on the nomination form in order to be included on the ballot.

F.11

The candidate receiving the highest number (plurality) of votes shall be elected.

F.12

All candidates will be notified of the results within 30 days.

F.13

A statement of the attendance policy and information regarding when board meetings are held should be included in the information sent to candidates prior to their names appearing on the ballot.

F.14

All officers and regional directors must maintain an individual membership in the Kentucky Middle School Association.

G.1

The President's Award shall be given at the sole discretion of the president to any individual, school or organization for service and dedication to middle level education. The President's Award will be presented at a general session of the state conference, then at the first general meeting of the board year.

G.2

There will be two (2) levels of board service awards to be presented at the board meeting immediately preceding the summer work meeting. Upon the completion of ten (10) years of service, board members will be presented a Kentucky Middle School Association lifetime membership.

G.3

The past-president will be responsible for determining who is eligible for Service to the Board Awards. A paperweight will be given for completion of a minimum of a two (2) year term to any board member leaving the board.

H.1

Job Description

Qualifications:

1. Must be a resident or employed in the Commonwealth of Kentucky and an individual member of the Kentucky Middle School Association.
2. Must be able to communicate with others via strong verbal and written communication skills.
3. Must be a positive and professional image.
4. Must be able to meet the needs of the Kentucky Middle School Association by maintaining a flexible work schedule.
5. Must be experienced in middle-level education.
6. Must exhibit traits of leadership.

Duties and Responsibilities

1. Assists the board of directors in developing a creative vision of future trends and issues concerning middle level education.
2. Serves as an active advocate for young adolescent concerns.
3. Consults with the vice-president in regards to recruitment of new members and retention of continuing memberships.
4. Maintains high degree of visibility at national and association sponsored conferences.

Management and Administration

1. Coordinates the operation of the association, including the annual conference.
2. Advises the Kentucky Middle School Association board of directors in establishing contracts as necessary.
3. Prepares reports for the board of directors as necessary or requested.
4. Obtains and distributes the Kentucky Middle School Association supplies and materials.

Public Relations

1. Develops alliances and networks with other professional and business organizations.
2. Provides input concerning middle-level certification issues.
3. Ensures the quality of printed materials representing the Kentucky Middle School Association.

Board of Directors

1. Serves as an adhoc non-voting member of the board.
2. Collaborates with the president in developing meeting agendas and makes arrangements for meetings.
3. Serves on board committees as requested.
4. Responds to board initiatives.
5. Communicates pertinent information to the board of directors.
6. Ensures all the Kentucky Middle School Association operations are according to the constitution, by-laws, and designated the Kentucky Middle School Association procedures and policies.

Professional Growth

1. Annually completes a self-assessment based on the job description and the Kentucky Middle School Association goals.
2. Documents activities for discussion with the Kentucky Middle School Association board members.
3. In accordance with policies which follow (H.2-H.5), meets with the Kentucky Middle School Association Executive Board for a formal annual evaluation, based on input from the entire Board.

H.2

Five (5) questions will be submitted to ALL board members at the spring board meeting. Responses are to be returned to the President before the summer board meeting. The President will make copies and send to the executive board before the summer board meeting.

H.3

The executive board will study the questions and answers received from the entire board. The executive board will complete the rating scale prior to the summer board meeting.

H.4

The executive board will report the results of the questionnaire and the rating scale at the summer board meeting.

H.5

At the summer board meeting the executive board will discuss the results with the administrative director and assist in the preparation of a personal growth plan for the administrative director.