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 organization.

• 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 for payment.

(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 Trustees.

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group will be charged with the responsibility of determining the amount and the specific fund from which money will be withdrawn.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 Committee Chairs.

(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 financial implications.

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 of Trustees.

(March, 2000)

Page Top

Section 2: Policy governing the organization and recognition of affiliated chapters

1. A. Individuals who want to form an affiliated CLD chapter must submit the following information to the chair of the
   Leadership Development Committee: (10/02)

   (i) the names, addresses, and membership numbers of at least ten CLD members interested in organizing the proposed affiliated chapter;

   (ii) a statement of goals and objectives for the proposed chapter;

   (iii) bylaws adopted for the governance of the proposed chapter; and

   (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.

Page Top

Section 3: Policy governing the appointment of editors

1. 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 of Trustees.

   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. (10/09)

   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 Trustees.

   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.
   

Page Top

Section 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 field.

Position Papers:
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 the paper.

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 determined.

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)

Page Top

Section 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.

General Administration

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 must:
(1) be a recognized affiliate in good standing
(2) be committed to organizing an affiliate chapter prior to the conference, or
(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
(iii) preregistration
(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

Fiscal 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 registration fee.

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

Host Organization:

Location of Conference:

Date(s) of Conference:

Format of Conference:

Provide a brief description of conference theme/purpose and its target audience:

Host Organization Contact Person:
Name:

Address:

Phone Number/E-mail:

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

Page Top

Section 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.

Criteria

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 connecting flights.

(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.

Procedures

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.

Page Top