The following policies may be altered without notice
by majority vote of the Board of Trustees, so long as the proposed alterations
do not conflict with or violate the Bylaws or Standing Rules of the
- Section 1: Policy governing
fiscal procedures. more...
- Section 2: Policy governing
the organization and recognition of affiliated chapters. more...
- Section 3: Policy governing
the appointment of editors. more...
- Section 4: Policy governing
the writing and dissemination of position papers. more...
- Section 5: Policy governing
regional conferences. more...
- Section 6: Policy governing
the selection of sites for the international conference. more...
A. Requesting and Receiving
Payment from CLD Operating Funds
(i) Reimbursement requests are to be submitted to the Executive Secretary
or the Treasurer using the approved Request for Payment from CLD Funds
(RFP) form. Receipts, invoices and/or a detailed letter of explanation
regarding the purpose of the expenditure must accompany each request
(ii) All requests are to be submitted within a three-month period
of the date the expenditure. Upon approval by the Executive Secretary
and/or the Treasurer, requests will be forwarded to the accountant
for payment within five working days.
(iii) General Committee expenditures that modestly exceed budgeted
amounts may be approved for reimbursement at the discretion of the
Executive Secretary and/or the Treasurer. Committee expenditures substantially
exceeding any budgeted amount will be reimbursed only with the approval
of the full Board of Trustees.
(iv) Reimbursement for travel expenses will be limited to the amount
set in the current budget and/or as approved by the full Board of
B. Management of Budgetary Shortfalls
(i) The Executive Secretary may transfer funds from savings to checking
to cover a budgetary shortfall with the approval of the Treasurer,
the current President, and at least one member of the Finance Committee.
This group will be charged with the responsibility of determining
the amount and the specific fund from which money will be withdrawn.
(ii) The Finance Committee will be asked to assess the circumstances
that led to the shortfall, to make recommendations for budgetary cuts
that may be needed as a result of the shortfall, and to develop a
plan for restitution of funds to savings as deemed appropriate. The
Treasurer will compile this information in a written report to be
acted upon at the next scheduled meeting of the Board of Trustees.
C. Use of Funds for Special Projects
(i) Interest money earned from reserve funds during the preceding
fiscal year, or income that is in excess of CLD’s operational
needs during a given fiscal year, may be made available for special
projects through petition by members of the Board of Trustees and/or
(iii) A request for funding of a special project must be submitted
as a written proposal which describes the objective of the project
and its relationship to CLD’s Mission and the Strategic Plan,
and includes an evaluation plan and a discussion of long and short-term
D. Use of any and all funds for special projects not covered in the
current operating budget will require the approval of the full Board
2: Policy governing the organization and recognition of affiliated chapters
- A. Individuals who want to form an affiliated
CLD chapter must submit the following information to the chair of
Leadership Development Committee: (10/02)
(i) the names, addresses, and membership numbers of at least
ten CLD members interested in organizing the proposed affiliated
(ii) a statement of goals and objectives for the proposed chapter;
(iii) bylaws adopted for the governance of the proposed chapter;
(iv) a list of duly elected officers of the proposed chapter.
B. The information specified above will be reviewed by the Leadership
Development Committee and then forwarded to the president with a
recommendation for action by the Board of Trustees.
C. To maintain status as an affiliated chapter in good standing,
each chapter shall submit an annual report to the chair of the Leadership
Development Committee. This report is due by June 30 following the
close of the fiscal and membership year and should be mailed to
the CLD International Office (11184 Antioch Road, Box # 405, Overland
Park, KS, 66210). (10/09)
D. The annual report must include the following information:
(i) the name of the affiliated chapter;
(ii) the names and addresses of chapter officers during the
period covered by the annual report;
(iii) the names and addresses of incoming chapter officers;
(iv) the approximate number of members in the chapter;
(v) minutes of the most recent chapter business meeting and the
most recent executive committee or board of trustee’s meeting;
(vi) a treasurer’s report; and
(vii) copies of newsletters, conference programs, or other evidence
of chapter activities.
E. Affiliated chapters in good standing are eligible to receive
flow-through funds and to compete for monetary awards for chapter
excellence that may be established by CLD.
3: Policy governing the appointment of editors
- A. The editor of Learning Disability Quarterly
is appointed to a three-year term in a rotation beginning July 1 of
2007, 2010, 2013, and so on. The editor’s performance will be
subject to the review of the Board of Trustees. (10/09)
B. The editor of Intervention in School and Clinic is appointed
by the Hammill Institute on Disabilities with input from the Board
C. The editor of LD Forum is appointed to a three-year term in
a rotation beginning July 1 of 2008, 2011, 2014, and so on. The
editor's performance will be subject to the review of the Board
of Trustees. (10/09)
D. One year before the term expires for editors of LDQ and LD Forum,
the chair of the Communications Committee, with the approval of
the Board of Trustees, shall publish an announcement of the pending
editorial vacancy and the search procedures that will be followed.
The current editor may reapply for the position, following the same
guidelines specified for all applicants. (10/09)
E. The announcement of an editorial vacancy shall be published
in Learning Disability Quarterly, in LD Forum, and in such other
publications as the Board of Trustees may designate. The announcement
also shall be sent to the members of the Board of Trustees, the
presidents of affiliated chapters in good standing, and such other
individuals as the Board of Trustees may designate. (10/09)
F. Applicants for an editorial vacancy shall be asked to submit
a copy of their vita, a statement of their goals and objectives
and such other information as the Board of Trustees may request.
G. Applicants for editorial vacancies will be reviewed by the Communications
Committee. At least six months before each editor’s term expires,
the chair of the Communications Committee shall forward this information
to the President with a recommendation for action by the Board of
H. Each editor may appoint associate editors or editorial review
board members subject to the approval of the Board of Trustees.
I. All editors, associate editors, and editorial review board members
of LDQ must be members in good standing of CLD.
4: Policy governing the writing and dissemination of position papers
The Council for Learning Disabilities establishes and publicizes positions
on issues in the field through position papers. These statements are
established by the Board of Trustees through a process that ensures
the current thinking and participation of the organization. The position
papers are disseminated widely and are intended to stimulate discussion
among CLD members, encourage interaction between CLD and other professional
organizations, and provide a professional response to issues in the
A. Proposed position papers must be sponsored or proposed by a member
of the Executive Committee and/or the Board of Trustees.
B. A committee of individuals including a member of the Executive
Committee interested in the topic proposed for the position paper
will be appointed by the Executive Committee to develop the paper.
C. A timeline will be developed for the paper including the presentation
of an initial concept paper to the Board of Trustees.
D. The concept paper will then be reviewed by the Executive Committee
and/or Board of Trustees to determine of CLD will sponsor/endorse
E. Given a positive response by the Executive Committee/Board of
Trustees the paper will then be developed by the assigned committee
and submitted for review under the timeline determined in item C.
F. Given final acceptance of the paper by the Executive Committee/Board
of Trustees, dissemination in appropriate CLD publication will be
Letters of support
The Council for Learning Disabilities periodically receives requests
for letters of endorsement for external (non CLD) activities such as
grants or projects. Support letters will be permitted only by majority
vote of the Board of Trustees. (revised10/08)
5: Policy governing regional conferences
National CLD will co-sponsor one regional conference each year and will
hold its annual Spring Board Meeting at the conference site. Board members
will serve as conference speakers at the request of the host group.
Conferences may be as streamlined as a one-day workshop or as elaborate
as breakout sessions spanning several days. Host organizations are encouraged
to adopt formats they have used successfully in the past.
The purpose of the Spring Regional Conference is to recruit and retain
members in national CLD and to provide support to existing and future
chapters. The format (i.e., one-day/multiple-day, breakout sessions/workshop(s))
will be determined by the host organization.
A. To be eligible to host a Spring Regional Conference, an organization
(1) be a recognized affiliate in good standing
(2) be committed to organizing an affiliate chapter prior to the conference,
(3) be committed to reorganizing an inactive affiliate chapter prior
to the conference.
B. In general, Spring Regional Conference sites will be designated
by the Board of Trustees three years in advance.
C. Invitations to host conferences will be sent to chapters by the
chair of the Conference Committee each fall. (10/02) Invitations also
will be published in Intervention in School and Clinic and the Learning
Disability Quarterly. In addition, the Conference Committee will provide
chapter leaders with information about hosting a spring regional conference
during one of its sessions at the fall international CLD conference
and recruit host organizations if necessary.
D. Chapter presidents will serve as Spring Conference Program Chairs
for conferences held in their respective states/areas. Chapter presidents
will assist host organizations in developing conference proposals, which
will be submitted for approval by the Board of Trustees. The proposal
will follow the format included in this document.
E. The Board of Trustees will consider proposals for final action at
the Fall and Spring Board Meetings.
F. Once a conference site has been approved, the Chapter president
and the Host Organization Contact Person will negotiate a final contract/agreement
with the hotel or other facility designated as the conference site.
A copy of the contract/agreement will be filed with the National Office.
G. The Chapter president, with the assistance of the Local Arrangements
Committee (LAC), will development the Spring Conference Program. The
suggested timeline is as follows:
Spring Preceding Year Chapter president meets with LAC (and local district
representatives) to gather input for program, speakers, continuing education
units, etc.; develops budget; requests seed money; opens account. Chapter
president makes report to LDC Chair.
Fall Chapter president distributes advance publicity at National Conference.
Chapter president makes report to LDC Chair. LDC Chair makes report
to Board of Trustees.
Winter/Spring National mails registration materials. Chapter president
makes report to LDC Chair.
Spring Spring Conference
Summer Chapter president submits final conference report to LDC Chair,
who will present it to the Board of Trustees.
H. The LDC Chair will serve as liaison between the Board of Trustees
and the Chapter president and the Host Organization. The Chapter president
will report directly to the LDC Chair, who will provide conference planning
oversight and continuity.
Assistance from the National Office
I. The National Office, at the request of the Host Organization, will
provide the following support:
(i) design/printing of conference flyers (jointly with Host Organization)
(ii) mailings of conference registration flyers
(iv) design/printing of conference program (jointly with Host Organization)
(v) sending of “care package” consisting of national membership
applications, back issues of CLD publications for distribution at conference
(vi) technical assistance regarding hotel/facility contract negotiation,
on-site registration procedures
J. CLD will advance seed money (not to exceed $1,000) to the Host Organization
of a Spring Regional Conference. The seed money will be repaid to National
at the close of the conference.
K. The Host Organization is not required to build national membership
into Spring Conference Registration fees. However, registrants must
be given the opportunity to join National and receive a discounted conference
L. Space for the CLD Board of Trustees meeting will be provided at
the conference site at no cost to CLD.
M. Conference profits are the assets of the Host Organization. Seed
money and national office expenses (e.g., postage, copying costs) will
be repaid to the National Office before the conference profit is computed.
N. CLD’s financial responsibility will be limited to the amount
of seed money loaned to the Host Organization. The Host Organization
is responsible for any other financial looses (e.g., postage, copying
costs). Assistance in defraying such losses will be considered on an
individual basis by the Board of Trustees.
O. A financial report will be prepared by the Chapter president, which
will be submitted to the CLD National Office by the LDC chair within
two months of the close of the conference. The LDC Chair will synthesize
report contents for inclusion in the Fall Board report. (10/02)
SPRING REGIONAL CONFERENCE PROPOSAL
Location of Conference:
Date(s) of Conference:
Format of Conference:
Provide a brief description of conference theme/purpose and its target
Host Organization Contact Person:
Names of Members of Local Arrangements Committee:
Amount of Seed Money and Rationale for Request:
Other Support Needed from National:
(Attach a copy of the proposed conference budget.)
Organization Contact Signature
Chapter President Signature
LDC Chair Signature
Board of Trustees Action: ___ Approved ____ Disapproved Date:
*PROPOSED BUDGET FOR SPRING REGIONAL CONFERENCE
Proposed Budget for Spring Regional Conference
| Seed Money From CLD
Program Chair (RR)
| Preconference Brochure
|*Host Organization may wish to delete/add budget items.
This format is designed to provide guidance regarding conference
budget preparation. (Revised Summer, 1998; 10/02)
6: Policy governing the selection of sites for the international conference
This policy outlines the criteria that will be used to select sites
for the international conference and the procedures that the Executive
Committee and Board of Trustees will follow. The goal is to select one
international conference site each year, always selecting sites at least
three years in advance.
A. Preference will be given to cities that can meet one or more of
the following criteria:
(i) local support - Local support could take the form of a strong
CLD chapter, several active CLD members, or a school district or educational
agency willing to assume responsibility for local conference arrangements.
(ii) large pool of potential conference participants - The type of
local support available for a proposed conference site may guarantee
a large pool of potential conference participants (i.e., a school
district or state education agency committee to the conference may
provide release time or financial support for staff to attend the
conference. Under-conferenced or under-inserviced areas and proposed
sites adjacent to several metropolitan areas also may have such a
pool. Conference attendance also may be affected by other conferences
being held at the same time.
(iii) accessibility - Conference sites must be easy for participants
to reach by car or plane. Ideally, several carriers will serve the
site and fares will not be inflated considerably by the need for several
(iv) hotel costs to participants - Local per diem costs and the
price that can be negotiated with the hotels for room rates must be
considered. There are no hard and fast rules here, but room rates
generally should not exceed $100/night. For the most part, participants
are attending the conference on their own money and do not have expense
accounts. At most hotels, a flat room rate works to the advantage
of our participants.
(v) hotel costs to CLD - CLD must be able to negotiate the kind
of contract that waives meeting room and exhibit space rental. Usually,
banquet and catering costs are competitive among hotels, but these
should be considered, too.
(vi) meeting space - Ideally, the site will be large enough to hold
all conference functions under one roof. CLD typically requires about
twelve to fifteen break-out rooms, exhibit space for twenty to twenty-five
8’ x 8’ or 8’ x 10’ booths, a room for general
sessions that will seat approximately 500, and space to accommodate
a seated meal for 250-300 people. Sleeping room pick-up on the two
major nights of the conference runs about 200-225.
B. Immediately following the Spring Board meeting, the Executive Secretary
will solicit the names of potential conference cities by sending a letter
to the Board of Trustees and chapter presidents and by placing an ad
or announcement in LDQ or Intervention in School and Clinic.
C. In July or August, the Executive Secretary will contact the chamber
of commerce of convention and visitors bureau in each proposed city
to request information concerning accessibility to the city and the
availability of hotels in our desired size and price ranges. This information
should be kept on file in the National Office and files should be updated
regularly (i.e., every three to five years).
D. At their Fall meeting, the Executive Committee will recommend a
primary and secondary conference city for approval of the Board of Trustees.
E. Immediately following the Fall Board meeting, the Executive Secretary
will request proposals from two or three hotels in both the primary
and secondary city. At the direction of the President, the members of
the Executive Committee and the Executive Secretary will review the
proposals, determine the level of local support for the conference in
each city and the size of the pool of potential conference participants,
and cast a net for a local arrangements coordinator. The Executive Committee
will eliminate unacceptable sites from consideration and will rank the
remaining sites in order of preference. By January or February, the
Executive Secretary and/or the President will either visit the top-ranked
hotel and negotiate a final contract or travel to the primary city,
visit all of the acceptable hotels, and attempt to negotiate a final
contract. If a reasonable contract cannot be negotiated or if the site
visit reveals unexpected problems, the President or the Executive Secretary
will visit the next hotel on the ran k-ordered list.
F. At the Spring Board meeting, the Executive Committee will recommend
a city, hotel and local arrangements coordinator for the approval of
the Board of Trustees.
G. Immediately following the Spring Board meeting, the President will
sign the hotel contract and write a formal letter of appointment to
the local arrangements coordinator, outlining local arrangements and
responsibilities and enclosing a copy of the hotel contract.