2020-2021 Executive Board
Amy Rosonet LeBert
2021 Appointed Officers
Commissioner on Issues and Planning
Commissioner on Communication and Technology
Time and Place Committee, Chair
Time and Place Committee, Member
Nominations Committee, Chair
CSAP Executive Board and Committees Descriptions
Bylaws: “The President shall be the chief executive of the Council. It shall be the duty of the President to preside at all meetings of the Council, to appoint the Commissioners, the Committee Chairpersons, required to implement the purpose of the Council and to promote the common interest of the Council as directed by the voting membership. The president shall have direct responsibility for organizing the board and conference meetings of the Council. The President shall have direct responsibility for oversight of the local arrangements committees that are arranging conferences during the President’s term of office. The president shall also sit as a member of the ASHA-CSAP Joint Committee on State-National Association Relationships.”
- Coordinate activities of the commissioners, the committees, advisory board and the council.
- Collect Committee Pool Data Forms in conjunction with the spring and fall CSAP meetings.
- Appoint commissioners, committee chair/co-chairs and editor for the e-newsletter based on the Committee Pool Data Forms, and/or other communications with CSAP members.
- Work with the hosting state association to appoint a local arrangements chair.
- Consult with committee chairs regarding appointment of committee members.
- Establish ad hoc committees as necessary. (Usually appointed at regular meetings, but can be appointed any time need arises. Ad hoc committees should be appointed for only one year.)
- Create when necessary an Advisory Board that will be made up of former executive board members to be called upon for advice and consent providing a historical component to prior decisions that have been made. The Advisory Board will be an ad hoc committee established by the President to be a resource. Members should have been a part of the CSAP executive board within the last 5 years and will be selected by the current president to serve for a 1-year term.
- Coordinate and oversee implementation of the strategic plan.
- Coordinate with the Management Firm preparations for spring and fall meetings.
- Prepare the program for the spring and fall meetings. Include large and small group discussions relevant to state association needs and to professional issues as a part of every meeting. The format for small group discussion may vary.
- Prepare the agenda for the Executive Board meeting and general business meeting after appealing to the officers, commissioners, and committee chairs for agenda items. This includes establishing and publishing deadlines by which agenda items or proposals must be received. Items received after that deadline will be considered on their emergent value.
- Work with Treasurer and Management firm on planning the spring and fall meetings.
- Inform ASHA’s State Association Relations liaison of the plans for each meeting, who will share the information with ASHA’s Director of Conventions and Meetings.
- Work with the CSAP Management firm to distribute information for each meeting on a timely basis (i.e., at least two months ahead of the meeting date). This information should include how to communicate the invitation to the CSAP fall meeting social evening to past CSAP members well before the event.
- Preside at the regular meetings of the Executive Board and of the council.
- Coordinate emergency meetings or decisions/actions that are necessary between regularly scheduled meetings (by email, if possible).
- Serve as a representative on the ASHA/CSAP Joint Committee for State and National Association Relationships and to engage in the following activities as part of that committee:
- To recommend actions and policies designed to improve and maintain optimum state-national association relationships;
- To provide a mechanism to exchange information and to facilitate activities which would be of mutual benefit to state and national associations;
- To identify and promote specific strategies and procedures that support and maintain timely communication between ASHA and SSHAs;
- To assist SSHAs and ASHA in the identification of human and fiscal resources which exist within each respective association;
- To identify mechanisms that will encourage professionals to participate as active members in both state and national associations.
- Schedule regular three-way calls for the top leadership team of CSAP (past president, president, President-Elect). These calls will serve as a communication vehicle between meetings; a set agenda will be determined before each call. While no action can be conducted, the meetings will serve as a sounding board for the president (e.g., gathering reactions to the program plan for a meeting), as a mentoring program for the president elect, and as a mechanism for continuity of leadership.
- Notify all newly elected officers. Each winning candidate shall receive a personal phone call within 7 days of notification of the election results. In the event the individual is not available at the time of the call, the President shall leave a message requesting a return call at which time the results will be delivered person to person. This call shall be followed up with a letter by November 1.
- Coordinate and oversee the annual MOU review.
- Maintain the President portion of the Policy and Procedures Manual.
- The President in conjunction with the Treasurer, President-Elect, and Past President shall prepare and submit a proposed budget for the following year at each Fall meeting. Prepare annual budget with input from officers.
Bylaws: “The President‑Elect shall, at the direction of the President, and/or the Council, assist with the duties to promote the common interest of the Council and furthermore assist the President with Committee supervision and Committee chair appointments. The President‑Elect shall assume the office of the President following a one‑year term as President‑Elect. The President-Elect shall have direct responsibility for oversight of the local arrangements committees, which are arranging conferences during the president-elect’s term as president, as well as the Time and Place Committee. The president-elect shall sit as a member of the ASHA-CSAP Joint Committee on State-National Association Relationships.”
- Assist the President with Committee supervision and Committee chair appointments.
- Collect and review CSAP Committee Pool Data Forms and summarize a list of volunteers and dates available for consultation with newly appointed committee chairs to help in selecting committee members.
- Oversee activities of the Time and Place Committee.
- Assist with monitoring and implementation of the strategic plan.
- Coordinate an annual update of the Policy and Procedures Manual.
- Shall coordinate with the management firm a review of Board Member P&P sections. The CSAP Office shall update the electronic documents as deemed necessary.
- Shall work with the Management Firm in December to distribute P&P electronic copies to each continuing Board member and all newly elected Board members.
- Review minutes of Executive Board and Council to identify any resolutions, which are considered policy.
- Classify these as general policies (i.e., pertaining to all offices, committees) or specific (i.e., pertaining only to a specific office or committee). General policies should be recorded in the Operating Procedures part of this manual. Policies specific to one Board position or committee chair should be recorded in the appropriate section of the manual.
- Shall verify that each December copies of the policy statements were distributed by the CSAP Office according to the following guidelines.
- Each officer and commissioner shall have a copy of all general and specific policies.
- Each committee chair shall have a copy of all general policies and of specific policies pertaining to their committee.
- If these policy statements change the duties or timelines in any way, verify the documents have been modified and new copies have been distributed to all members of the Executive Board.
- Bring to the attention of the Executive Board or Council (in the form of a resolution) any procedure which is being followed as if it were policy but which has not formally been adopted as policy.
- Ensure consistency between Bylaws and Policies/Procedures.
- Work together with members of the Executive Board in planning upcoming meetings of the Council.
- Maintain the President-Elect part of the Policy and Procedures Manual.
- Serve on the CSAP/ASHA Joint Committee on State-National Association Relationships.
- Recommend actions and policies designed to improve and maintain optimum state-national association relationships;
- Provide a mechanism to exchange information and to facilitate activities which would be a mutual benefit to state and national associations;
- Identify and promote specific strategies and procedures that support and maintain timely communication between ASHA and SSHAs;
- Assist SSHAs and ASHA in the identification of human and fiscal resources existing within the respective associations;
- Identify mechanisms that will encourage professionals to participate as active members in both state and national associations.
- Assume other responsibilities as directed by the President.
- Coordinate CSAP teleseminars/webinars as scheduled within the budgeting period. The President-Elect is responsible for arranging teleseminars/webinars based on input from the meeting evaluation forms.
- The President-Elect in conjunction with the Treasurer, President and Past President shall prepare and submit a proposed budget for the following year at each Fall meeting. Prepare annual budget with input from officers.
- The President-Elect will serve the role of ASHA Continuing Education Consultant
Bylaws: “The Past President shall have direct oversight of the Nominations Committee and the Advisory Council. The Past-President shall also sit as a member of the ASHA-CSAP Joint Committee on State-National Association Relationships.”
- Assume responsibilities and activities as directed by the President. Act in an advisory capacity to the President.
- Assume the responsibilities of the President if a vacancy occurs in the office of the President during the first six months of the President’s term and to serve in that capacity until the Spring meeting, at which time the President-Elect shall assume the responsibilities of the President.
- Serve as the CSAP Contingent Chair of the Joint Committee for State and National Association Relationships.
- Consult with the Joint Committee Chair to develop agenda items for the Joint Committee meetings.
- Consult with the ASHA Contingent Chair about resolutions that may come before the Joint Committee after CSAP Executive Board meetings.
- Assist with preparations of resolutions from the Joint Committee to the ASHA Executive Board and Advisory Council.
- With the ASHA Contingent Chair, report on the Joint Committee’s recent activities at CSAP’s biannual business meetings.
- Submit a written report describing the Joint Committee and its recent activities for inclusion in the biannual CSAP post-meeting mailings or posting to the website site.
- Prepare general correspondence on behalf of the CSAP Contingent.
- Arrange phone conferences and/or meetings for the CSAP Contingent, when necessary.
- Maintain and update the CSAP Electronic Contingent Joint Committee Handbook
- Serve as the Chair of the Joint Committee for State and National Association Relationships in even-numbered years.
- Fulfill all of the preceding responsibilities as the Chair of the CSAP Contingent listed under item #3.
- Verify, update and distribute a current Joint Committee Roster to all Joint Committee members.
- Secure meeting locations, prepare agendas, and distribute them prior to the Joint Committee meetings.
- Chair the Joint Committee meetings.
- Prepare Joint Committee resolutions for submission to the ASHA Executive Board and Advisory Council.
- Coordinate with ASHA staff for any archives, typically digital, of Joint Committee membership/business.
- Ensure the work of the Nominating Committee is completed in a timely fashion.
- As necessary communicate with the ASHA Advisory Council (AC) to make certain CSAP remains aware of issues facing the AC that impact state associations.
- Maintain the Past President portion of the electronic Policy and Procedures Manual.
- Notify all non-successful election candidates. Each unelected candidate shall receive a personal phone call within 7 days of notification of the election results. In the event the individual is not available at the time of the call, the Past President shall leave a message requesting a return call at which time the results will be delivered person to person. This call shall be followed up with a letter by November 1.
- The Past President in conjunction with the Treasurer, President and President-Elect shall prepare and submit a proposed budget for the following year at each Fall meeting. Prepare annual budget with input from officers.
- The Past President oversees the Alumni Membership group.
Bylaws: “The Treasurer shall be entrusted with oversight of the collection and safeguarding of the Council’s funds. The Treasurer shall work with the association management firm to oversee expenditures, reimbursements and investments of the Council. The Treasurer shall oversee the operation of the CSAP Sponsorship Program, including the solicitation of funds, and communications with potential sponsors. The Treasurer shall be authorized to draw money from the Council’s funds to make expenditures. The Treasurer shall submit an itemized financial report at the semiannual meetings or at any called meeting. The Treasurer shall work with a subcommittee of the President, President-Elect and Past-President in order to prepare and submit a proposed budget for the following year at each fall meeting. The accounts of the Council shall be subject to an annual audit by the Executive Board or its designees.”
- To work with the Association’s Management firm regarding all financial matters of CSAP.
- Review and oversee financial records maintained by the Management firm.
- Review record of all income and expenses prepared by the Management firm.
- Approve appropriately documented reimbursement requests.
- Review quarterly transaction reports from Management Firm.
- Ensure that yearly incorporation papers and income tax forms are filed.
- Cosign, with the Management firm, checks written in amounts of more than $2,000.
- Monitor collection of membership dues.
- Assure that Management firm sends out dues notices and follow-up notices.
- Oversee maintenance of record of member states by the Management firm.
- Monitor pre-registration fees for Spring and Fall meetings.
- Confer with President and Management firm to establish fee appropriate to cover expenses. Include costs of:
- Food functions (Unless paid by host state associations).
- Name tags
- Meeting room charges (if any).
- Audio-visual equipment charges.
- Social activities.
- Duplicating costs for materials to be passed out at the meeting.
- Include the agreed-upon fee in the annual budget.
- Request Spring and Fall meeting financial overview from the Management firm.
- Coordinate and manage sales of Spring and Fall meetings game revenue.
- The Treasurer in conjunction with the President, President-Elect, and Past President shall prepare and submit a proposed budget for the following year at each Fall meeting. Prepare annual budget with input from officers.
- Prepare financial report semiannually for presentation at Spring and Fall meetings.
- Prepare in conjunction with the Management firm budget projections for Spring and Fall meetings.
- Ensure that travel and accommodation expenses are covered in accordance with the CSAP Travel Policy for the Spring and Fall meetings for the following:
- Past President
- In addition, each Commissioner will be provided one night’s lodging to assist in defraying the costs for attending the Spring and Fall Board meetings. A separate travel policy is housed with the Operating Procedures and must be followed.
- Work with the President and Management firm to solicit sponsorship from a variety of sources (e.g., corporations, state associations, vendors) to provide financial or other support for meetings, website, and/or other association activities.
- In conjunction with the Management firm, provide recommendations to the Executive Board with regard to investments of CSAP (see CSAP Financial/Investment Policy Statements document).
- Provide semi-annual budget reports to all CSAP members at the Spring and Fall meetings.
Bylaws: “The Secretary shall be responsible for the minutes of all meetings of the Executive Board and Council. The Secretary shall be responsible for providing guidance to the Executive Board and Council regarding Robert’s Rules of Order, and for monitoring and updating the Council bylaws, operating procedures, and the policy and procedures manual.”
- Record and distribute minutes of Fall and Spring Executive Board and Council Business Meetings.
- Minutes of the Business Meeting shall begin with a brief description of the program and include date, hotel, city, and state.
- Each resolution/motion shall be typed in a different font, italicized, or underlined to stand out, and shall include:
- Exact wording of the resolution
- Name and state of individual making and seconding the resolution
- Results of the vote
- Each resolution shall include background and rationale information in addition to the resolved statement.
- Pages of each set of minutes shall be sequentially numbered.
- Minutes of the Executive Board Meeting shall include subheadings for committee reports, new business, old business, etc.
- Minutes of the Executive Board Meeting shall begin with a list of those present and absent, and indicate the presiding officer.
- Any reference to an individual in the Business Meeting minutes shall include his or her name and the state that is represented.
- In the event the Secretary is unable to attend an Executive Board Meeting or Business Meeting, the Secretary will find an individual to take the minutes who will be in attendance.
- Expedite all correspondence to CSAP members with the assistance of the Management firm.
- Periodically review the Council Bylaws and make recommendations for changes that might be needed to have the Bylaws reflect any newly adopted policies.
- Make available an updated copy of the Bylaws to all CSAP members after any changes
- Monitor and update the operating procedures, and the Policy and Procedures Manual. Coordinate with the President-Elect who is monitoring changes needed following each Executive Board and business meeting of the Council and with the Management firm who maintains the most current electronic file of each document within the Policy and Procedures Manual.
- Review duties of the Secretary and make recommendations as necessary.
- Assume responsibilities and activities as directed by the President.
- Solicit and organize State Brag and Moans for the Conference presentations when agenda permits.