A. President, President Elect, and Executive Director

1. Those persons filling the positions above shall submit an itemized budget request to the Financial Committee at the appropriate time each year. (Prior to the spring convention Executive Council meeting.) Upon approval by the KCA Executive Council, these persons are limited in their travel only by the amount budgeted. Included in their itemized budget should be a request for ALL state, regional and national meetings they will need to attend as a result of their position.

2. At those times when the convention-hosting hotel may furnish complimentary rooms to KCA, these rooms or suites will be assigned as follows by the convention committee in the following order:
First room or suite KCA President
Second room or suite Keynote Speaker
Third room or suite ACA President (if attending)
Fourth room or suite Second Speaker
Fifth room or suite Convention Co-Chair
Sixth room or suite Convention Co-Chair
Seventh room or suite KCA President Elect

3. If no complimentary rooms are furnished, then those persons who have a line item travel budget, i.e., President, President Elect, or Executive Director, will be expected to pay for their expenses including room, from the budget allocated to them. If no complimentary rooms are available for the Convention Coordinators, rooms shall be provided from the convention budget.

B. Officers, voting members of the Executive Council and committee chairs as called by the President other than those listed in Number 1 above:

1. Prior to the annual meeting, the budget committee will make recommendations for expenses of these individuals to attend the spring and summer Executive Council meetings when these meetings are not held in conjunction with a conference or convention. These persons will receive reimbursement, according to the guidelines that follow, for these meetings only.

2. Committee chairs may utilize the budgets allocated to them by the KCA Executive Council and reimbursement will be in accordance with the reimbursement policy found in Section C 1-4.

3. For clarification it should be pointed out that the President, President Elect, and Executive Director are the only persons to be allocated a travel budget. Also, these persons are expected to pay all of their travel expenses from this budget. The only time they would receive any extra assistance would be when complimentary rooms are available. Of course, this would only result in their not having to charge room rent to their budgets.

4. The only other reimbursement would be for other members of the Executive Council. They would receive reimbursement from KCA for fall, spring and summer Executive Council meetings which are not connected to a conference or convention. Under no circumstances should any officer, committee chair, etc., other than the President, President Elect, and Executive Director, receive any travel for attendance at the fall conference or Executive Council meeting held in conjunction with the annual convention. Persons can appeal for mileage reimbursement.

5. Committee chairs and/or convention coordinators may utilize their allocated travel budgets for expenses incurred to attend committee meetings or in the case of the convention coordinators, meetings to plan the convention.

6. Under no circumstances will the Association waive or pay convention registration fees, complimentary meals or furnish housing at the KCA convention for any member of KCA with the exception of combined rooms as found in Section I of this document.

2.3 CHECK CASHING POLICY

All checks issued to individual Kansas Counseling Association members, regions, and/or divisions must be cashed within sixty (60) days from date of issue. Any check issued by KCA will be considered VOID if not cashed within sixty (60) days from the date it is written.

Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

A. Delegate Selection

1. Three of the five delegates will be the KCA President, President-elect and .Executive Director. After concurring with the attending delegates, the KCA President or designee will cast the one vote representing KCA.

2. The KCA President will be responsible for inviting at his/her discretion, non-designated KCA members to serve as Midwest delegates in order to make the number of official delegates representing KCA the allowed maximum number of five (5). Delegates are required to be members of ACA.

B. Non-delegate Attendees

1. All KCA members are encouraged to attend the Midwest Conference at their own expense.

2. KCA regions and divisions are encouraged to fund non-delegate attendees to the Midwest Conference.

3. Information concerning the Midwest Conference will be incorporated and repeated in all KCA newsletters.

4. E-mail notices and website postings will be used from September to the date of the Midwest Conference to provide detailed conference information.

C. Budget Considerations

1. KCA will budget annually for Midwest Region dues.

2. The amounts budgeted for the President, President-elect, and Executive Director will vary from year to year according to estimated travel costs.

3. In years when Midwest is held in a neighboring state, KCA may budget some monies toward non-delegate member travel expenses.

2.5 DUTIES OF OFFICERS

A. President

1. Chief Executive Officer is empowered to conduct the affairs of KCA as prescribed by the Executive Council or the Association, if not in session.

2. Call and preside at all meetings of the Executive Council.

3. Preside at general meetings of the Association.

4. Appoints all members of committees except as otherwise specified.

5. Holds ex-officio membership on all committees.

6. Committee member of Financial Planning Committee.

7. Represents KCA at ACA Midwest Region Leadership Conference and ACA Conference.

8. Compiles a board book with consent agenda items and background material for the board agenda to be distributed, with the board agenda, at least one week prior to each board meeting.

9. At the end of term, compiles all board books for his/her year as president and presents them to the Historian Committee Chair to be placed in the KCA archives.

10. Each year, the president shall organize, or appoint someone to organize, a calling list of the KCA members divided evenly among all board members for the purpose of contacting KCA members individually. This could be done through phone calls, e-mails letters or face-to-face. This strategy would be for retention purposes, for soliciting and sharing value-added aspects of KCA, and for scanning the membership for ways that the organization can better serve them. 3-14-07

B. President Elect

1. Acts in the place of the President at all Executive Council or Association meetings in the absence of the President.

2. Presides and serve as parliamentarian.

3. Oversees the publishing of the KCA News and be responsible for finding a person to serve as newsletter editor (and assistant editor).

4. Works closely with the Membership and Media Chairs.

5. Calls a meeting of the Site Selection Committee for future conventions between the annual convention and the first board meeting of the new fiscal year.

6. Responsible to prepare a budget (in conjunction with the Financial Committee) for the following KCA year and present this budget at the annual Association meeting.

7. Expected to attend ACA Midwest Region Leadership Conference, and ACA Conference.

C. Past President

1. Chairs the Nominations and Elections committee.

2. Chairs the Executive Director and Newsletter Editor Evaluation Committees.

3. Serves as a member of the Convention Planning Committee.

4. Works in the area of leadership development within the organization.

D. Secretary

The secretary shall keep the records of the current activities of the Association and its Executive Council, shall issue notices of meetings and shall notify ACA of election of officers and amendments to the bylaws.

E. Treasurer

1. Collect and disburse all funds in accordance with approved Association budget.

2. Make financial report to the Association at all Executive Council and Association meetings.

3. Arrange for an audit of Association financial records prior to the expiration of term.

4. Serve as Chair for the Financial Affairs Committee.

5. Distribute funds to regions and divisions at each Executive Council Meeting unless otherwise requested.

6. Shall work closely with the Executive Director regarding membership renewals and all other financial transactions.

7. The treasurer will seek authorization from the Board for a KCA credit card for the President, President Elect, Executive Secretary and Treasurer at the first meeting of each fiscal year. Approved 11/5/08.

F. Duties of Board Members

1. Board members will be charged to contact a list (provided by the president or his/her representative) of individual KCA members throughout the board year, by phone, letter, e-mail or face-to-face. This strategy would be for retention purposes, for soliciting and sharing value-added aspects of KCA, scanning the membership for ways the organization can better serve them. 3-14-07

2.6 KCA ¼ TIME EXECUTIVE DIRECTOR

A. Job Description

1. The KCA Executive Director shall be appointed by the Executive Council and shall serve at its will. The duties of the Executive Director shall be determined by the Executive Council and shall be reviewed on an annual basis.

2. The KCA Executive Director serves the Association by providing management of the day-to-day business of the Association as delegated by the President or otherwise designated in the KCA Policy and Procedures manual; reflects always and only the philosophy of the Association as established through policies; functions within the policies established by the Executive Council and as executed by the Board; recognizes that the elected officers, Executive Board and Executive Council are the decision-making bodies of the Association and that is the duty of the Executive Director to implement the decisions as so directed.

3. The Executive Director is not a lobbyist, spokesperson, liaison officer or figurehead for KCA. Even so, at the request of the President, the Executive Director may serve in any one of these capacities. If so requested, the expense involved should come from the budget area appropriate to the request.

4. The Executive Director will not hold elective office in KCA, the KCA regional branches, or in the state divisions.

5.The funds budgeted for the Executive Director shall be distributed as follows:

a. The base consulting fee for the ¼ time Executive Director is set at $3400.

b. The Executive Director shall report total active members on July 1 of each year and again as of January 1 of each year. The Executive Director will be paid an honorarium of $10 per member for any membership increase between those dates.

c. Up to one-fourth of funds budgeted for operating and telephone expense and consultation fees may be disbursed at the beginning of each quarter. No receipt is required for these expenses.

d. All payments for travel, lodging, printing, postage and miscellaneous expenses must be paid for by credit card and/or a receipt provided before reimbursement is made.

e. Should the allocation needed cause the total expenditures to exceed the amount budgeted for that fiscal year, the petition should be presented to the Executive Council. Petitioning should precede commitment to obligations exceeding budgeted amounts.

f. Funds budgeted for travel for the Executive Director may be drawn in advance upon submission of an estimate of anticipated expenses. Following the travel, actual expenses will be documented and appropriate adjustment made.

g. Expenses associated with attending the spring and summer meetings of the Executive Council and the Midwest Leadership Conference will be reimbursed from the same budget area used to reimburse members of the Executive Council. The remaining meeting is reimbursed from the travel budget of the Executive Director.

h. The ACA convention, the KCA region and division meetings are optional meetings and should be funded from the budgeted travel allowance provided for the Executive Director.

i. Should the President of a KCA region or division request the attendance of the Executive Director at a designated meeting, the travel expense involved should be covered by the requesting individual or group.

C. Executive Director Evaluation

The KCA Executive Director has a variety of responsibilities important to the Kansas Counseling Association. Evaluation of the Executive Director's performance of those responsibilities is necessary to insure the efficient functioning of KCA. The evaluation process must be thorough, fair, and consistent with KCA's principles regarding human worth and dignity. The annual review of the KCA Executive Director shall be completed before the annual KCA Convention so that the summative evaluation instrument can be reviewed by the KCA Executive Council. Members of the Evaluation Committee are the immediate Past President, President, President Elect, Treasurer, Membership and Media committee chairs.

Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

2.7 KANSAS COUNSELING ASSOCIATION CO-SPONSORSHIP GUIDELINES

Co-sponsorship requests are to be submitted in writing to the President a minimum of 60 days prior to the event. President will consult with officers reviewing co-sponsorship opportunities on a case by case basis. Approval of request for co-sponsorship will be equal to three of the five officer's favorable response. The President or his/her designee will act as contact person and representative for KCA during the planning and carrying out of event.
If requesting organization realizes a profit from cosponsored event, KCA will share in those profits at a mutually agreed upon rate. This rate may vary based on anticipated profit, level of KCA member involvement (i.e. providing mailing list/labels, registration workers, presenters), and other factors.

A. The following questions are to guide officers in their decision to cosponsor an event.

1. Does the proposed event support the mission and fundamental purposes of KCA?

2. Does the proposed event support the values described in KCA’s Strategic Plan?

3. Does the proposed event address needs of its members and the profession?

4. Will KCA somehow benefit from this event (i.e. increased visibility, publicity, opportunity to recruit members, profit.)

5. If monetary support is requested, will it reflect responsible stewardship?

2.8 KCA CONVENTION POLICY

Perhaps the most important service an Association provides for its members is the KCA Convention and/or drive-in workshop(s). The annual, quarterly, or occasional meeting is the vital link between the Association and the membership. This is the best opportunity for the Association to shine, to showcase the Association and the work that it does. Therefore, it cannot be stressed too strongly that the meeting site is selected with extreme care and consideration and the program developed with in-depth attention to every possible detail.

The annual Kansas Counseling Association Convention serves many needs of its members. Professionally, the programs enable attendees to upgrade skills and knowledge, develop and maintain relationships with leading practitioners in the field of counseling, and participate in conducting the business of KCA. It also provides the opportunity to establish professional position statements and to speak as a unified profession on those positions. It is also a time to renew old friendships and to establish new ones.

A. Site Selection Contracting

1. Date: The KCA Annual Convention is scheduled so as not to conflict with the ACA Convention.

2. Coordination Structure: The site selection steering committee for the convention to be held three years away becomes active following the election of officers for the coming Association year. The committee will consist of the incoming President Elect, immediate past Convention Coordinator and the Executive Director. The President Elect will chair the committee and guide the process. The role of the Executive Director will be to prepare, send, and receive communications as determined by the committee. The committee will be responsible for; a) soliciting bids for site hosting, b) preparing and submitting a comparative summary of the bids for convention sites for action by the Executive Council, and c) negotiations and final contracting with the site selected. At the discretion of the Convention Co-Chairs, the Executive Director of KCA or a professional meeting planner (no cost to KCA) may be called upon to assist with contract negotiations with the upcoming convention hotel.

3. Begin With The End In Mind In order to facilitate the selection process, the committee should initially identify the basic organizational format for the convention. Meal functions represent the largest cost to the Association and are major considerations for the facility as they enter the bid process. The Executive Council shall approve or modify the basic convention format proposal prior to selection of the site (such as acceptable dates, convention length, and purpose of meal functions, etc.).

4. Request Bids: Based upon the committee's planned convention format, a written bid specification sheet (see sample) will be developed and sent to all prospective sites to ensure that each facility understands the needs, expectations, standards, and priorities of the Association. Bid specifications also serve to provide fairness in comparisons and may function as a tool in the negotiation process that occurs prior to agreement to the proposed contract. Bid proposals for hosting the convention should be received prior to the fall Executive Council meeting, with a comparative summary provided by the Committee to the Council at that time for initial consideration.

B. Criteria for SelectionBoth function and affordability must be considered.

1. Space and Accessibility: Accessibility of the location is important, and the area in which the facility is located can make a good impression. The meeting must be able to fit comfortably and match all program needs in the space available. There should be adequate space for concurrent meetings, registration counters, space for numerous exhibitors, and any office or service areas that may be required. There should be availability of a large space for recreational functions such as dance floor, etc.

2. Staff: The facility should have adequate staff, experienced in handling all aspects of professional conventions. A good working relationship needs to be established and cultivated with the convention sales representative who will oversee all aspects of the convention. This person should be available at all times during the business and professional development sessions of the convention.

3. Meeting Rooms: Room availability, size, and climate may either confine or facilitate meetings. An adequate number of climate-controlled, well-ventilated and lighted rooms must be available to allow all interested participants to comfortably attend each session of their interest. There should be room darkeners for slide presentations and videos. An adequate number of clearly marked exits, fire extinguishers, sprinklers, and other safety features must be in evidence throughout the facility. The facility must also have a well-documented emergency plan and storm shelters must be of adequate size to accommodate all attendees.

4. Equipment: The facility should provide access to all equipment such as public address systems, podiums, risers, table skirting, audiovisual aids, extension cords/power strips, electrical outlets, and telephones and Internet accessibility as needed by the association.

5. Sleeping Rooms: Sleeping rooms should be conveniently located to the meeting rooms and readily accessible to persons with disabilities. The rooms should be attractively decorated and neatly maintained on a daily basis. Adequate housekeeping and support services must be guaranteed.

6. Complimentary Rooms: Association policy and guidelines specify several persons in key roles for whom the association will provide a suite or room during the convention. The site selection committee should therefore request in the bid specifications a minimum of 4 complementary suites/rooms without condition for use by the association throughout the duration of the convention. Additional room arrangements may be negotiated based upon cumulative room nights picked up by attendees.

7. Meal Functions: Convention attendees remember the meal functions, especially the menu quality and service provided. There are many details to consider in planning food functions. A varied and affordable menu should be offered and meals chosen with care during Phase 2 of the convention process. The facility must offer linen and table service. Consideration should be given to menu planning during Holy Days.

8. Considerations for Selection:

a. Appearance and cleanliness of food preparation areas.

b. Plan for sufficient staffing at peak times.

c. Prompt and efficient service.

d. Menu variety and also flexibility of substitutions for those with dietary restrictions.

e. Flexibility to quickly set up of additional food outlets for buffets, etc. if needed.

f. Costs including tax and gratuities.

g. Projected price increases before the date of the event.

h. Charges for additional staffing, etc..

i. Policy and pricing for refreshment breaks.

j. Liquor laws/facility policy and cash bar policies.

k. Meal guarantee policies (date guarantee due and additional meals prepared).

C. Negotiations and Contracting

The written bid specifications let the facility know up front what is expected in terms of meeting space accommodations, sleeping room accommodations, and the number of complimentary rooms requested for use by the association. Quoted prices and terms can always be negotiated. This committee is responsible for negotiating the best deal at the facility selected by the Executive Council. Caution must be taken when contracting in behalf of the association. Entering into a multiple-year contract with the same facility is risky since it may limit re-negotiation options in succeeding years of the contract, creates a long-term financial commitment for the association, and binds the decision making flexibility for future Executive Councils during that contract period.

Before a final decision is made, members of the site selection committee should make a visit to the proposed site to review sleeping rooms, meeting areas, food preparation areas and function areas, parking, and general surroundings. Check details within the contract such as cancellation penalties, deposit requirements, correct room dates, and room blocks. Before signing the contract, identify all possible flaws in contract language that may effect the association and negotiate adjustments to the contract where needed. The contract should bear the signature of the President Elect and the Executive Director.

D. Convention Planning

1. Coordination Structure

The convention will be co-chaired, by persons who would agree to a two-year commitment. One chair would be from the area of the upcoming convention, and the other would be selected from an area near to the next year’s convention. Each year, the two coordinators would work together to produce the convention, calling in committee chairs as needed. Each year, one coordinator would go off the team and a new person would be added, so that there would be someone with experience mentoring a new coordinator. This would provide for consistency, as well as dividng the burden of convention planning between two persons (with appropriate committees). The name of the new coordinator will be presented for Executive Council approval at the first board meeting in the new board year.

It is recommended that the Convention Committee positions of Registrar and Exhibitor/Advertising be two-year terms. The terms within these two positions should be staggered, so that one year is spent in training with an experienced person, then the second year is spent working with a new person just beginning a two-year term. This provides for continuity and training in these exacting convention positions.

2. Theme

The Convention Coordinators will be responsible for developing the theme title for the convention. The theme for the convention shall be consistent with initiatives of ACA and KCA for the year in which the convention will be held.

3. Exhibits/Advertising

a. Convention coordinators will appoint an exhibitor chair to recruit exhibitors and to solicit advertising for the KCA Annual Convention. This person will also be responsible for helping exhibitors get checked in and established at the convention site.

b. The Exhibitor Chair will maintain communication with past exhibitors and recruit new exhibitors.

c. In cooperation with the Convention Coordinator, adequate space and facilities will be established for exhibitors.

d. Table fees will be established by the Executive Council.

e. The Executive Director will serve in an advisory capacity to help with the duties of this position.

4. Complimentary Room Allocation

When complimentary rooms are furnished to the KCA by the convention-hosting hotel, these will be allocated by the Convention Committee in the following order:
First room or suite KCA President
Second room or suite Keynote Speaker
Third room or suite ACA President (if attending)
Fourth room or suite Second Speaker
Fifth room or suite Convention Co-Chair
Sixth room or suite Convention Co-Chair
Seventh room or suite KCA President Elect

5. General Fiscal Policies

a. Registration fees are determined to cover expenses incurred in planning and operating the convention. Additional funds may be raised through advertising in the convention booklet, exhibitors, sponsorship of functions by outside sources, and contributions. The KCA Executive Council must approve all fees and fund-raising activities in advance.

b. Complimentary registration or tickets to various functions are not authorized to KCA members. Presenters who are members of the KCA are not eligible for travel expenses or honoraria. The only exception shall be when they are invited as a general session presenter with a contractual agreement approved by the KCA Convention Committee. General program participants eligible for KCA membership are also excluded from complimentary registration and are not eligible to receive travel expenses or honoraria. Complimentary one day registration is offered only to major speakers and non-counseling professionals participating in program sessions.

c. All convention expenditures and proceeds must be accounted for in the convention account. A minimum combined balance of $1,000 must be maintained in funds designated for the convention. Spending which causes a balance below this combined $1,000 amount must have prior approval of the Executive Council.

d. The convention registration form shall clearly show that $5.00 per attendee will be rebated to that attendees' selected regional or state division. The fee categories for registration are as follows: KCA member, KCA student or emeritus member, non-member and student nonmember. Registrants may purchase additional tickets for various convention functions a reasonable cost for the function.

6. Program

a. The Convention Committee shall find keynote speakers and solicit programs for the convention. The Executive Council must approve the general convention format. The Convention Committee should make efforts to acquire speakers and programs that directly relate to the work of counselors in the settings represented by the membership of the Association. Requests shall be made for assistance of the divisions in the identification of presenters for the program sessions in attempting to achieve a balance of programs that are in proportion to the membership of the Association.

b. Leadership Training should be provided at the annual convention for incoming or current region, division or Association presidents, president-elects, treasurers and secretaries. This training will be coordinated by the Leadership Committee.

7. Audio-Visual

Providing for the cost of audio-visual equipment rental at the hotel as a help to presenters should be at the discretion of the Convention Committee because of varying costs and policies at different hotels.

8. Publicity

Pre-convention publicity shall include articles in the KCA newsletter and requests to region and division presidents to promote the convention at their meetings. Brochures outlining the convention shall be mailed to the KCA membership and to licensed counselors in Kansas who are not yet KCA members. The Convention Committee may, at their discretion, send brochures about the conference to other related counseling professionals in the state.

Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

2.9 AWARDS GUIDELINES PRESENTATION OF DIVISION AWARDS AT THE KCA SPRING CONVENTION

These guidelines are intended to assist state regions and divisions and the KCA awards chairperson in preparing for the presentation of awards at the KCA Spring Convention.

A. Each division is responsible for the development of their own award qualification guidelines and meeting the deadlines presented herein. Because the award recipient will become the nominee for KCA Counselor of the Year, it is suggested that similar guidelines and criteria be followed. The criteria and application for the KCA Counselor of the Year will be available to all region and division presidents.

B. Each region and division should select an award recipient in the region/division. These winners should be honored at region/division meetings before the KCA annual convention awards ceremony.

C. Region and division award recipients will then become candidates for the KCA Counselor of the Year. Their names and qualification s should be submitted to the awards committee on the state Counselor of the Year nomination form by December 20th. Since they may not have been honored at region/division meetings by that date, the awards committee will assure strict confidentiality.

D. The cost of region/division’s awards will be the responsibility of the region/division. The costs of state-level awards are a budgeted line item and are the responsibility of KCA. This includes but is not limited to flowers, certificates, plaques, etc.

E. The accomplishments of region/division nominations for KCA Counselor of the Year will be recognized through printed materials at the awards ceremony. These professional descriptions will be submitted to the KCA newsletter and/or website. Each region/division will be responsible for submitting any additional information. They will also be responsible for publicity in the local media.

F. Individual recognition will be given from the podium during the awards banquet to retirees and four award winners. Retirees will receive a certificate delivered to their seats. All region/division winners will be asked to stand at their seats for recognition as finalists for the KCA counselor of the Year award. Then, the KCA Counselor of the Year winner, the Hall of Fame Honoree, the Distinguished Service Award winner, and the President’s Award recipient will be introduced and asked to come to the podium where they will be allowed to give a speech. The speech should be no longer than two minutes and should cover specific current issues in counseling, or should thank the profession in some way.

G. The awards committee will be responsible for the publicity concerning the four KCA awards recipients.

Changed 11/2/05

A. Election of Officers

1. The past president of KCA shall serve as the chairperson of the Nominations Committee. The other members of the committee shall consist of the past president of each regional chapter. If the past president cannot serve, the chairperson shall be appointed by the Executive Council. The duties of this committee shall be to recommend to the Association a slate of candidates for the officers to be filled at the beginning of the next fiscal year.

2. Elections of officers shall take place prior to the close of the business meeting in the spring with the members of KCA in good standing participating in the voting. The selection of balloting procedure shall be determined by the Executive Council and shall be one of the following:

a. By mail if members receive their ballots at least thirty (30) days prior to the annual business meeting of KCA. All mail ballots will be sent by first class mail.

b. By written ballot at the annual spring business meeting of KCA with the members in attendance voting. In either case, the nominee receiving the most votes is elected.

3. The Nominations Committee shall carry out the election procedures in the following manner:

a. The ballot and information about the candidates shall be sent to the general membership in the newsletter unless a mail ballot is approved by the Executive Council. All mail ballots will be sent first class.

b. Each region and division shall have the right to submit to the Nominations Committee the name of no more than one candidate for each position on the ballot. An exception to this guideline is the KCA by-laws Article VI, Section A. An attempt will be made to ensure that the officers of KCA are representative of various regions within the state.

c. Candidates for any KCA position may not campaign or solicit votes through organized campaign activities.

d. The chairperson of the Nominations Committee shall receive the completed ballots and be responsible for the counting of the ballots and the verification of the election results.

e. In the event that a mail ballot results in a tie vote, the winning candidate shall be determined by a vote of the membership attending the KCA annual spring business meeting.

f. All ballots are to be retained until the individual assumes office or 60 days after the election by the election chair.

B. Nominations and Elections Schedule

Oct 15 Chair of Nominations Committee shall have solicited nominations from all regions, divisions and the general membership.

Dec 1 Deadline for receipt of names of candidates.

Jan 1 Deadline for receipt of candidate information for the newsletter.
Winter Mailing Print candidate information and send ballot to general membership.

March 1 Inform candidates of election results and announce results to the general membership at the Annual Spring Convention and the newsletter.

Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

2.11 KCA NEWSLETTER INFORMATION GUIDELINES

KCA welcomes advertising in the newsletter, but reserves the right to edit all copies and to refuse ads that are not in consonance with the principles of Title VII of the Civil Rights Act of 1964 (Equal Employment Opportunity.) The publication of any advertisement by KCA is not an endorsement of the advertiser of the products or services advertised. KCA is not responsible for any claims made in an advertisement. The KCA newsletter accepts sponsorship from the Association's divisions, as well as from individuals and organizations outside KCA.

Ad Size Cost
Full page $200
2/3 page $150
1/2 page $120
1/3 page $ 80
1/4 page $ 60
1/6 page $ 30

There will be three issues of the KCA newsletter published this Association year. Dates for publication are approximately one month following each Executive Council meeting. Members have the option of receiving the newsletter via electronic mail, regular hard copy mail or both. All members are encouraged to submit letters or articles for consideration by the editor for publication.

The guidelines established by ACA will be followed. The KCA newsletter welcomes letters to the editor and other articles. Only letters from individuals will be published. Individuals may write as often as they like, but the KCA newsletter will print only one letter per person per topic in each 365-day period. Letters should be typed, signed and dated and include an address and daytime telephone number.

The KCA newsletter will publish letters and other articles anticipated to be of most interest to its readers. Due to time limitations, the KCA newsletter cannot acknowledge or return submissions. Due to space limitations, the KCA newsletter reserves the right to edit submissions. Submissions that have been edited substantially will be returned to the author for approval. Opinions expressed do not necessarily reflect the views of KCA or the KCA newsletter committee.

Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

2.12 KCA WEB PAGE GUIDELINES

A. The KCA regions and divisions are encouraged to develop their own web pages. They may request that the KCA web site host their web page provided they meet the following guidelines.

1. Each region or division is responsible for the development of its web page including sending the information on a disk in a word processing format compatible with the KCA web site to the media chair.

2. Each region or division is responsible for updating the contents of its web page as needed throughout the year (e.g. selection of new officers, calendar dates) and sending this information on a disk to the media chair.

3. Each region or division will select one contact person who will be responsible for updating the web page information and will provide contact information regarding this individual to the media chair.

4. Each region or division web page must meet the KCA guidelines regarding megabyte space limitations.

5. The KCA media chair has the right to edit the region or division web pages for content accuracy and megabyte space limitations.

6. Each region or division must accept that these guidelines may be changed each year, and they must meet the new guidelines to maintain the page on the KCA web site.

7. Depending on available space, each division and region president should submit information in the following format:

a) Brief description of what your region/division does and/or current goals.

b) List of officers with e-mail addresses or phone numbers.

c) Brief write-up of current news about the region/division.

d) Calendar of upcoming events specific to the region/division.

e) Links, if any (note: links will be added by the region or division to the links page.)

f) Printable forms/registration (note: this will be available as downloads only.)

g) Use Microsoft Word, if possible, and limit to 1-2 pages.

h) Please submit this information by e-mail to the current webmaster.

8. The National Board for Certified counselors has developed an extensive policy for screening potential continuing education for approval for CEU credit for counseling. The entire document can be found at the following website:

http://www.nbcc.org/extras/pdfs/approvedproviderpolicies.pdf

Based on this research, it is the recomendation of the committee that any CEU program endorsed by NBCC would be suitable to post for CEU credit on the KCA website.
Adopted 11/2/06

9. It is the recommendation of the Board (7/29/06) that no individual jobs be posted on the KCA website. Instead, job posting search agents, particularly those dealing with jobs in counseling or education, will be utilized as a resource for job openings.

2.13 PROCEDURES FOR USE OF LEGISLATIVE CONSULTANTS

The Kansas Counseling Association realizes that effective advocacy for all counselors in the state requires a complete public policy and legislative effort, a component of which may include enlisting the assistance of legislative consultants, appropriately referred to as lobbyists. KCA members are best served when someone is paid to look out for their best interests. As such, watchdog and lobbying efforts must include every venue of legislation that may effect KCA members regardless of their practice setting. In support of the legislative advocacy of all KCA members, the Kansas Counseling Association may enter into agreements with professional lobbyists for such assistance.
The annual KCA budget proposed by the Executive Council to the general membership for approval will reflect the amount necessary for a lobbyist. Once approved, the KCA President may enter into agreements. A full copy of the approved contract shall be provided to all members of the Executive Council. Communications and regular updates shall be provided directly by the lobbyist to the current President and President Elect, as well as to the Co-Chairs of the Public Policy and Legislation Committee. Public Policy and Legislation Committee Co-Chairs are then responsible for providing written updates at each Executive Council meeting and to the KCA membership at least quarterly.

Background
The support of licensure for counselors within the state has been a focus of the Kansas Counseling Association since the late 1970's. State recognition of counseling as a legitimate mental health field was opposed fiercely by those who were already licensed mental health providers at that time, Psychologists, Social Workers, and Psychiatrists. Through the continued efforts of numerous KCA leaders and members, and the enlistment of a lobbyist, a registration bill was finally passed in 1988 giving counselors some but not all of the recognition that was being sought. As counselors were registered as professional counselors by the state Behavioral Sciences Regulatory Board, the push continued for full state recognition through licensure. Through this process, other mental health fields were also seeking the same recognition. Eventually, it was determined that it would be a stronger approach if all joined together in seeking licensure. Efforts were focused in a Mental Health Credentialing Coalition and the cost of the lobbyist was then shared by the groups involved. Counselors were licensed in Kansas in 1997. The Kansas Counseling Association was and remains an integral part of that coalition. Representatives other than the KCA President may be authorized to participate in discussions of MHCC. The KCA President may authorize the effected specialty division, the Kansas Mental Health Counselors Association (KMHCA) or a Co-Chair of the Public Policy and Legislation Committee to represent the interests of KCA on that committee. The authorized representative will communicate with the KCA President regarding each meeting.

Approved 3/2001 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

2.14 STATEMENT OF DIVERSITY AND NON-DISCRIMINATION

The Statement of Diversity and Non-Discrimination approved by the KCA Executive Council (3/2001) shall be included on Association business documents including convention planning, sponsored programs, and vendors doing business with KCA: The Kansas Counseling Association will not knowingly engage in activities that discriminate on the basis of ethnic group, race, religion, gender, sexual orientation, disability and/or age.

Approved 1/02 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

2.15 INTER-PROFESSIONAL RELATIONSHIPS

The Kansas Counseling Association maintains relationships with various governmental agencies, professional associations, and corporations for purposes of sharing of information, communication, and input regarding issues of mutual interest.

A. Through the years, KCA has maintained a close working relationship with the Kansas State Department of Education (KSDE). KSDE developed and has maintained the Guidance Communications Council as a process for the sharing of information among representatives of the Kansas counseling community and state education department leaders. Traditionally, the current President of KCA has been invited to represent KCA in this dialogue. The Guidance Communications Council has traditionally met twice each year in conjunction with the KSDE Annual Fall Conference for school counselors and the annual KCA convention.

B. The American College Testing Corporation (ACT) maintains a statewide council for the purpose of increased communication and input. Traditionally, the KCA President has been asked to appoint a counselor representative to this council.

C. The Kansas Association of Collegiate Registrars and Admissions Office has worked with the KCA in establishing a joint Ethical Practices Statement regarding the college admissions process.

D. The Mental Health Credentialing Coalition involves KCA and KMHCA along with the Kansas Association of Marriage and Family Therapy, and the Kansas Association of Masters in Psychology (please refer to Policy 2.14 for details).The Kansas Counseling Association values these opportunities for inter-professional relationships that have already been developed as they provide ongoing benefits and recognition for counselors statewide. The continuation of these relationships and the development of similar opportunities for working together with other professional associations and governmental agencies is encouraged.

Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

2.16 POSITION STATEMENT

Comprehensive School Counseling Programs

We believe that In Kansas Schools
1) school counseling must be seen as an educational program involving a comprehensive, multi-facetted system for facilitating the personal-social, educational, and career development of all students;
2) professional counseling interventions and developmental services must be seen as essential components of a comprehensive program;
3) comprehensive school counseling programs must have a developmental orientation with an integrative curriculum designed to help every student to acquire and use specific competencies and reach specified outcomes;
4) developmental and intervention processes and content must be systematically planned and delivered through a team effort of counselors, teachers and other staff members, administrators, parents, and the community.

(Toward this end, the KCA encourages the local implementation of the Kansas Comprehensive School Counseling Program Model and Guidelines (1993), Kansas State Board of Education).

The Rationale:
Kansas schools today respond to numerous issues and problems which require comprehensive educational programs and services for their students. One essential component of comprehensive schools includes effective counseling programs and the services they provide. Effective counseling programs involve both independent efforts of school counselors and coordinated, interdependent efforts of all members of the educational community, The development of each student is a team effort, Although school counselors have a leadership role in the program, all others who have an investment in students do as well,
Historically, schools have focused on the services which counselors provide to specialized subgroups of students; however, as with any educational program area an articulated K-12 sequence of outcomes and components to implement those outcomes provide a renewed focus. Unlike previous efforts in Kansas, the Kansas Comprehensive School Counseling Program Model and Guidelines provides a vehicle for organizing counseling as a complete K-12 program and provides the basis for evaluating the effectiveness of its implementation. KCA believes that the Kansas Model and Guidelines provide the framework to empower the program, the school counselor, and others who deliver and implement it.

The Kansas model and guidelines were developed by the Guidance Communications Council Task Force of the Kansas State Board of Education and was comprised of members of the Kansas Counseling Association.
KCA Executive Council

Approved 1/27/95

3.1 AWARDS COMMITTEE CHARGE

The Awards Committee will be composed of the committee chair and four committee members from the KCA Executive Council; two from the regions and two from the divisions. This committee will have the following tasks and responsibilities.

1. Solicit KCA award nominations from the Association membership, select and award recipients, and obtain the appropriate award plaques.

2. Monitor awards to be given by divisions at the spring convention and provide guidelines to divisions for the presentation of awards.

3. At the direction of the president, the committee will assist in developing and preparing nomination forms for regional and national awards for KCA members or programs.

4. Explore the feasibility of KCA Scholarship Funds for graduate students in counseling and submit recommendations to the KCA executive council.

5. Requests for budget amounts for the coming year will be submitted to the Financial Affairs Committee no later than February 1.

6. Submit a written report to the KCA president two weeks prior to the fall and spring meetings. The report should highlight activities and budget expenditures of this committee.

7. The chairperson will develop and/or maintain a timeline for the execution of committee functions. This timeline and any guidelines for committee function will be forwarded to the incoming committee chair at the leadership transition meeting. A copy of the timeline and guidelines will be provided to the president at that time.

8. The chairperson and committee members are encouraged to attend meetings of the KCA executive council whenever possible. Funded attendance for the committee chair at the winter executive council meeting shall be at the invitation of the KCA president.

5/95; Reviewed 1/00; Revised 6/02; Revised 10/04; Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3. 2 CONVENTION PLANNING COMMITTEE CHARGE

The KCA Convention Planning Committee shall be composed of two separate subcommittees; one for selection of an appropriate convention site, the other for planning and conducting the convention.

1. The Site Selection Subcommittee will be chaired by the President Elect and will have two additional members – the Executive Director and the immediate past Convention Coordinator. Final selection will be made by the Executive Board.

2. The Convention Planning Subcommittee shall be chaired by the Convention Coordinators and will include other members as appointed by the Convention Coordinators. By nature, the series of activities involved in the annual KCA Convention provide a major focus for the Association. The Convention Planning Policy and Guidelines provide the direction and procedures to be completed by these subcommittees.

Approved 9/13/2001 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.3 FINANCIAL AFFAIRS COMMITTEE CHARGE

The Financial Affairs Committee will be composed of the KCA treasurer serving as the committee chairperson and the KCA president, past president, and president elect. The committee shall have the following tasks and responsibilities.

1. The President-elect obtains budget requests from officers and committee chairs and prepares a balanced budget for submission to the KCA executive council. The budget is then submitted to the membership for final approval at the annual meeting.

2. When needed, explore new dues revenue sources for the Association and submit recommendations to the KCA executive council.

3. Review the KCA financial standing and budgeting procedure and submit recommendations to the KCA executive council.

4. The committee chair will develop and maintain a timeline for execution of committee functions. This timeline and any guidelines for committee function will be forwarded to incoming committee chairs at the board summer transition meeting. A copy of the timeline and guidelines will be provided to the president at that time.

5. Submit a written report to the KCA president two weeks prior to all Executive Council meetings. The report should highlight the activities of the Financial Affairs Committee and budget expenditures.

5/95; Reviewed 1/00; Revised 6/02; Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.4 HUMAN RIGHTS COMMITTEE CHARGE

The Human Rights Committee will be composed of the chairperson and committee members. The Human Rights Committee will have the following tasks and responsibilities:

1. Provide KCA members with information relative to human rights issues coming from ACA.

2. Monitor all KCA programs and materials for sexual and cultural bias and attempt to eliminate such incidences.

3. Monitor state legislation relative to human rights issues and submit legislative information to the Government Relations Committee.

4. The Human Rights Committee will be charged to ensure at least one program on human dignity and diversity will be presented at convention.

5. The Human Rights Committee will develop, maintain and publish a library resource list.

6. Submit a written report to the KCA president two weeks prior to all Executive Council meetings. The report should highlight activities and budget expenditures of this committee.

7. The committee chair will develop and maintain a timelines for execution of committee functions. This timeline and any guidelines for committee function will be forwarded to incoming committee chairs at the summer board transition meeting. A copy of the timeline and guidelines will be provided to the President at that time.

8. The chairperson and committee members are encouraged to attend the KCA Executive Council meetings whenever possible. Funded attendance for the committee chair at the winter Executive Council meeting shall be at the invitation of the KCA President.

Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.5 MEDIA COMMITTEE CHARGE

The Media Committee will be composed of co-chairpersons (the president elect shall serve as one of the co-chairs), and two additional committee members as recommended for appointment by the co-chairs. The Media Committee shall have the following tasks and responsibilities:

1. Coordinate all public relations activities for the KCA, including news releases and printed brochures. (Request the regions and divisions send copies of all media releases to the committee chair for collection. Send to home newspapers, news releases regarding members recognized at the annual convention.

2. Develop a public relations plan to be implemented over the year with potential members, the general public, and related professional groups. Submit this plan to the KCA Executive Council at the fall meeting.

3. Appoint a committee member to serve as the Web Master of the KCA site. Monitor the continuous development of the KCA website to enhance the effectiveness of the site. Provide updated information to keep the website current as needed throughout the year. Monitor the finances required in maintaining the site.

4. Establish guidelines to allow the regions and divisions to request that the KCA website host their web pages.

5. Review the KCA regions and divisions requests to link to the KCA web page and approve if the guidelines are met. Monitor and edit, if necessary, the approved regional and division pages for content accuracy and megabyte space limitations. (If upon review an initial request is not approved the media chair should provide information to the region or division regarding necessary changes before approval could be granted.)

6. Submit a written report to the KCA president two weeks prior to the fall and spring meetings. The report should highlight the accomplishments and budget expenditures of the Media Committee.

7. The chairpersons and committee members are encouraged to attend the KCA executive council meetings whenever possible. Funded attendance for the committee chair at the winter executive council meeting shall be at the invitation of the KCA president.

Revised 3/01

3.6 MEMBERSHIP COMMITTEE CHARGE

The Membership committee will be composed of the committee chairperson, KCA Executive Director, two at-large committee members and one person from each region who serves as membership chair in that region and who will be responsible for obtaining the names of new counselors in their region. The committee will have the following tasks and responsibilities:
3-14-07

1. Maintain an active mentoring program for new counselors. An at-large member of the KCA Membership Committee will be in charge of the mentoring program. This individual will be provided with a list of new counselors (new to the profession or new to the job) by the region membership representatives, and they will make contact with each new counselor individually, offering them the services of a KCA mentor. Mentors will then be selected and paired by this individual, from the list of veteran counselors who have agreed to be mentors. 3-14-07

2. Review the current membership forms, letters and membership promotional literature and make recommendations to the KCA Executive Council.

3. Review the current process used by the Executive Director for membership renewals and report recommendations to the KCA Executive Council.

4. The Membership Chair will appoint a member of the committee to work with the KCA Graduate Student representative to obtain the names of new or upcoming counseling graduates from the various institutions of higher learning in Kansas. This pool of names would be used as opportunities for recruitment and mentoring. 3-14-07

5. Work closely with the Graduate Student Committee to solicit new student members and to obtain graduation lists to solicit recent graduates in counseling fields.

6. Submit a written report to the KCA President two weeks prior to the fall and spring meetings. The report should highlight the current membership of KCA, its regions and divisions and outline the activities and budget.

7. The committee will submit requests for budget amounts for the coming year to the Financial Affairs Committee no later than February 1.

8. The committee chair will develop and maintain a timeline for execution of committee functions. This timeline and any guidelines for committee function will be forwarded to incoming committee chairs at the summer board transition meeting. A copy of the timeline and guidelines will be provided to the President at that time.

9. The chairperson is encouraged to attend the KCA Executive Council meetings whenever possible. Funded attendance for the committee chair at the winter Executive Council meeting shall be at the invitation of the KCA President.

5/95; Reviewed 1/00; Revised 6/02 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.7 NOMINATIONS AND ELECTIONS COMMITTEE CHARGE

The Nominations and Elections Committee will be composed of the immediate past president of KCA as chair and the regional past presidents of KCA. This committee shall have the following tasks and responsibilities.

1. Identify candidates for the KCA offices and conduct the election.

2. Submit a written report to the KCA president two weeks prior to all executive board meetings. This report should highlight activities and budget expenditures of this committee.

3. The committee will submit requests for budget amounts for the coming year to the Financial Affairs Committee no later than February 1.

4. The committee chair will develop and maintain a timeline for execution of committee functions. This timeline and any guidelines for committee function will be forwarded to incoming committee chairs at the board transition meeting. A copy of the timelines and guidelines will be provided to the president at that time.

5. The term of appointment to this committee is one KCA fiscal year.

5/95; Reviewed 1/00; Revised 6/02

3.8 PROFESSIONAL PREPARATION, STANDARDS AND ETHICS COMMITTEE CHARGE

The Professional Preparation, Standards and Ethics Committee will be composed of the committee chairperson and two committee members. The committee shall have the following tasks and responsibilities:

1. Review and monitor NBCC procedures for member receipt of CEU's and publicize the processes to the KCA membership. Handle all requests for the use of the KCA provider number for NBCC.

2. KCA does not pass judgment on specific ethical complaints. The role of the committee is to facilitate ethical complaints to the Behavioral Sciences Regulatory Board or to ACA (or other state and national professional boards and organizations as appropriate.) The committee will abide by any sanctions that are imposed.

3. Monitor state and/or national ethics regulations and provide education/information to the membership.

4. Assist in the arbitration and conciliation of any conflicts among members of KCA, assist members in determining ethical conduct.

5. Submit a written report to the KCA President two weeks prior to all Executive Council meetings. The report should highlight activities and budget expenditures of this committee.

6. The committee will submit requests for budget amounts for the coming year to the Financial Affairs Committee no later than February 1.

7. The committee chair will develop and maintain a timeline for execution of committee functions. This timeline and any guidelines for committee function will be forwarded to incoming committee chairs at the board transition meeting. A copy of the timeline and guidelines will be provided to the President at that time.

8. The chairperson and committee members are encouraged to attend the KCA Executive Council meetings whenever possible. Funded attendance for the committee chair at the winter Executive Council meeting shall be at the invitation of the KCA President.

5/95; Revised 3/01 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.9 ADVOCACY AND LEGISLATION COMMITTEE CHARGE (9/2003)

The Public Policy and Legislation Committee will be composed of the committee co-chairpersons and one committee member. This committee shall have the following tasks and responsibilities:

1. Identify and monitor all state and national legislation which impact counselors and inform the KCA executive council and members of any action needed relative to the legislation via e-mail or posted on the website.

2. Coordinate legislative activities or action requested by the KCA executive council.

3. Continue to work with regions and divisions in exploring the feasibility of pursing legislation for funding mental health counseling programs in the state.

4. Continue to work to develop an e-mail system of notification for counselor issues and post notices about important issues on the KCA website.

5. Provide advocacy training as needed or requested to KCA membership.

6. Submit a written report to the KCA president two weeks prior to all executive council meetings. The report should highlight activities and budget expenditures of this committee.

7. The chairperson and committee members are encouraged to attend the KCA executive council meetings whenever possible. Funded attendance for the committee chair at the winter executive council meeting shall be at the invitation of the KCA president.

8. Identify a state legislator who supports the vision and mission of the KCA to be recognized during the awards presentations at the annual convention or as requested.

5/95; Updated 3/00; Revised 6/2002; Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.10 STRATEGIC PLANNING COMMITTEE CHARGE

The Strategic Planning Committee will be composed of the committee chairperson and two additional committee members appointed by the President. The purpose of this committee is to engage the Executive Council as needed and membership in a strategic planning process for the Association, facilitate the development of a long-range strategic plan, and monitor implementation of the plan in the actions and decisions of the Association. This committee will have the following tasks and responsibilities:

1. Monitor the implementation of the current strategic plan and provide a continuous three-year focus for the decisions of the Executive Council.

2. In cooperation with the Executive Director and media committee, develop a continuous information and feedback loop with the membership regarding long-range plans for the Association.

3. Facilitate an annual review of the strategic plan and assist the Executive Council in articulating adjustments and extensions.

4. Submit a written report to the KCA President two weeks prior to the all Executive Council meetings.

5. The committee will submit requests for budget amounts for the coming year to the Financial Affairs Committee no later than February 1.

6. The committee chair will develop and maintain a timeline for execution of committee functions. This timeline and any guidelines for committee function will be forwarded to incoming committee chairs at the summer board transition meeting. A copy of the timeline and guidelines will be provided to the President at that time.

7. The chairperson and committee members are encouraged to attend all KCA Executive Council meetings whenever possible. Funded attendance for the committee chair at the winter Executive Council meeting shall be at the invitation of the KCA President.

9/13/01; Revised 6/02 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.11 BY-LAWS COMMITTEE CHARGE

The By-Laws Committee will be composed of the chairperson and two committee members. This committee shall have the following tasks and responsibilities.

1. Review the by-laws of each region and division to determine the consistency with KCA by-laws.

2. Submit recommendations to the appropriate region, division and the KCA executive council.

3. Submit a written report to the KCA president two weeks prior to all Executive Council meetings. The report should highlight activities and budget expenditures of the committee.

4. The chairperson and committee members are encouraged to attend the KCA executive council meetings whenever possible. Funded attendance for the committee chair at the winter executive council meeting shall be at the invitation of the KCA president.

5. The term of appointment to this committee is the KCA fiscal year. The committee shall be dissolved prior to the end of the fiscal year if the tasks of the committee are completed.

5/95 Reviewed 1/00; Revised 6/02

3.12 EXECUTIVE DIRECTOR EVALUATION COMMITTEE CHARGE

The Executive Director Evaluation Committee will be composed of the KCA Past president, President, Treasurer, Media and Membership Committee chairs. This committee shall have the following tasks and responsibilities.

1. Maintain a current job description statement and job performance guideline to be used in the evaluation of the Executive Director.

2. Conduct a job performance evaluation of the Executive Director and submit a report to Executive Council at the spring meeting.

3. Submit a written report to the KCA President two weeks prior to the winter and spring meetings. The report should highlight activities and budget expenditures of this committee.

4. The term of appointment to this committee is for the fiscal year. The committee shall be dissolved prior to the end of the KCA fiscal year if the tasks of the committee are completed.

5/95 Reviewed 1/00; Revised 6/02 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.13 NEWSLETTER EDITOR EVALUATION COMMITTEE CHARGE

The annual review of the KCA Newsletter Editor shall be completed before the annual KCA Convention so that the summative evaluation instrument can be reviewed by the KCA Executive Council. Members of the Evaluation Committee are the immediate Past President (Chair), President, President Elect, Treasurer, Membership and Media committee chairs.

Added by Executive Committee 7/25/05

3.14 KCA HISTORY AND TRADITIONS COMMITTEE CHARGE

The KCA History and Traditions Committee will be composed of the chairperson and one committee member appointed by the President. The Chairperson shall be appointed by the KCA President and the member must have served on the Executive Council. The purpose of this committee is to preserve and honor the history and traditions of the association, and ensure a consideration of historical perspective in current decision making. This committee shall have the following tasks and responsibilities:

1. Research the historical background of issues coming before the Executive Council as requested.

2. Provide perspective as to the reasons and rationale for various traditions, traditional practices/decisions, and policies/guidelines as they have developed in the association as requested.

3. Serve in the capacity as an advisor to the officers and Executive Council as they may desire.

4. Maintain, or have maintained, all historical organizational data and materials to insure accessibility in order to share the rich history of KCA.

5. The term of appointment to this committee is the KCA fiscal year.

6/2001 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.15 REGION AND DIVISION EVALUATION AND SUPPORT COMMITTEE CHARGE

The Region and Division Evaluation and Support Committee will be composed of the Chairperson and four additional members of the Executive Council appointed by the President. The members will be chosen to represent key factors to provide long range perspective in dealing with current issues. The purpose of this committee will be to offer support to Regions and Divisions regarding any area of financial and organizational stability.

1. Maintain a list of ways that the committee is willing and able to support regions and divisions of KCA.

2. Identify what support is currently being provided by KCA to the chapters and divisions.

3. When requested by the president, assist in the development of new divisions. Research and publicize the benefits of membership for the potential division. Actively seek membership from among current ACA members for the new division.

4. Consider the extent to which KCA can subsidize the operating budgets of its components without affecting a dues increase for all members.

5. Submit a written report to the KCA President 2 weeks prior to the fall meeting, and provide an oral report to the Executive Council at the fall meeting. 6. Submit a final written committee report with recommendations to the KCA President no later than fall meeting.

6/01; Revised 6/02 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.16 LEADERSHIP COMMITTEE CHARGE

As a result of directives within the Strategic plan for the 2002-2003 year, a pilot Leadership Committee is being formed. The committee will be composed of a chairperson or co-chairpersons appointed by the President, with members designated by the committee chair (or co-chairs.)

1. Develop and carry out a Leadership Development Program to foster leadership and commitment within KCA. This training may be carried out during the traditional board transition meeting. and/or with seminars throughout the year.

2. The committee chair will develop and maintain a timeline for execution of committee functions. This timeline and any guidelines for committee function will be forwarded to incoming committee chairs at the summer Board transition meeting. A copy of the timeline and guidelines will be provided to the President at that time.

3. The chairperson and committee members are encouraged to attend the KCA Executive Council meetings whenever possible. Funded attendance for the committee chair at the winter board meeting shall be at the invitation of the KCA president.

6/02 Changed by Executive Council on 7/25/05 and finalized with 4/5 approval of bylaws changes by membership as reported 11/2/05.

3.17 GRADUATE STUDENT COMMITTEE

The committee is composed of a current graduate student as chairperson, with other members designated by the committee chair.

1. Develop and carry out a program for graduate students in the counseling profession to foster greater involvement and leadership in KCA.

2. The committee will work closely with the President, Membership Committee,