POLICY & PROCEDURE MANUAL
POLICY & PROCEDURE MANUAL FOR THE PENNSYLVANIA LAND IMPROVEMENT CONTRACTORS OF AMERICA
TABLE OF CONTENTS:
- MISSION STATEMENT
- GOALS AND OBJECTIVES
- MEMBERSHIP DUES
- EXECUTIVE DIRECTOR EXPENSES
- ROLES AND RESPONSIBILITIES
- VICE PRESIDENT
- CHAIRMAN OF THE BOARD
- EXECUTIVE DIRECTOR
- ANNUAL MEETINGS
- BOARD OF DIRECTORS
- EXECUTIVE COMMITTEE
- OTHER COMMITTEES
POLICIES AND PROCEDURES OF PALICA – Established March, 2019
MISSION STATEMENT: Pennsylvania LICA is dedicated to providing its members with tools to help them conduct their business as efficiently as possible while providing educational opportunities to its members. PALICA holds its members to a very high standard of workmanship. We expect our members to conduct themselves and their businesses with the utmost professionalism and represent all of PALICA to the best of their ability.
GOALS & OBJECTIVES: The aim of the Association is to encourage high standards of workmanship in resource management, land improvement practices and to promote private enterprises in land improvement contracting. This association of contractors brings together people having similar interests and opportunities for improving our natural resources with an adequate profit.
MEMBERSHIP DUES: Any membership that is not paid and up to date as of January 31st of any given year will have their membership terminated and can only be reinstated by special approval from the Board of Directors.
EXECUTIVE DIRECTOR EXPENSES: Approved expenses for the Executive Director are: Lodging, Travel & Mileage (not to exceed the maximum rate of reimbursement per mile set by the Federal Government), Registration Fees for Conventions & Applicable Meetings, as well as Meals that are not included while traveling to and from attending said meetings. Expenses outside of this scope may be paid, but only by a vote by the Board of Directors based on submitted written request and proof of expenses with accompanying receipts.
ROLES & RESPONSIBILITIES:
- PRESIDENT –
- Be responsible to see that all orders and resolutions of the Board are carried out.
- Execute Bonds and Mortgages, and other documents requiring a Seal of PALICA.
- Delegate specific powers to any officer of PALICA in consultation with the Board of Directors.
- Appoint and coordinate all committees except the Annual Meeting Committee.
- Serve as Chairman and preside at the Board of Directors meetings in the absence of the Chairman of the Board.
- Conduct the Annual Business of the Annual Meeting of PALICA.
- Exercise authority over the office of the Executive Director.
- Work with the Region I VP.
- Select the dates in conjunction with the Executive Director for all Board of Directors meetings.
- Attend National LICA conventions in place of or in conjunction with the Executive Director. All approved travel and registrations expenses will be paid by PALICA once receipts are submitted.
- VICE PRESIDENT –
- Perform such other duties as may be assigned to him/her by the Board of Directors or Executive Committee.
- May attend Standing and Special Meetings when invited by the President (without a vote).
- Appoint and/or coordinate the Annual Meeting Committee in conjunction with the Executive Director.
- TREASURER –
- Have knowledge of, and have access to all PALICA Funds and Securities.
- Delegate to the Executive Director the duty of keeping accurate records, paying all bills, receiving all payments and dues, and presenting to the Treasurer a financial report for presentation to the Board of Directors at each regular Board Meeting as well as the Annual Meeting.
- Give a financial report to the Board of Directors in the absence of the Executive Director.
- Serve on the Finance Committee.
- CHAIRMAN OF THE BOARD –
- Preside at all Board of Directors Meetings.
- Serve as Chairman of the Nominating Committee.
- Serve as Ex-Officio member of the Board of Directors for a period of one (1) year or until a new President is elected – which then moves prior President into the role of Chairman of the Board.
- EXECUTIVE DIRECTOR –
- Shall be a salaried employee hired by the President and the Board of Directors.
- He/She shall act as clerk for all meetings of the Board of Directors, the Executive Committee, and Finance Committee.
- Shall work in conjunction with the President to set dates, times and locations of all Board of Directors Meetings as well as the Annual Meetings and submit a preliminary agenda to the Board of Directors for approval prior to such meetings.
- Have custody of the PALICA Seal and affix to instruments authorized by the Board of Directors.
- Pay all bills with the signature of the Treasurer and the Executive Director.
- Sign all contracts in conjunction with, or approval of the Board of Directors.
- Be bonded in the amount determined by the Board of Directors.
- Maintain a current membership list consisting of Company Name, Owner/Manager, Address, Contact Numbers, Membership ID’s and date of Membership to be shared with the National LICA Office.
- Submit all dues payments and applications to the National Office to insure inclusion in the National Director and issuance of a LICA Membership Card to be used in relation to LICA benefits.
- Maintain relationships with Associate Members and encourage their participation in regional events as well as the Annual Meeting.
- Set up and help facilitate all educational events/classes throughout the year, throughout the state and especially at the Annual Meeting.
- Shall process all new member paperwork on the state chapter level as well as initiate contact to welcome them into the association.
- Shall prepare a minimum of four (4) newsletters and one member directory each calendar year.
- Maintain accounting program for all expenses/income for PALICA.
- Invoice all members of PALICA each year before October 1st.
- Attend Executive Director trainings and meetings at the National Conventions as well as any others deemed necessary and/or beneficial to PALICA.
- Work with Board of Directors to organize a yearly convention and/ organize regional meetings that benefit the members.
Agenda: The Agenda for the Annual Meeting should be developed as a cooperative effort by the Executive Director, Chairman of the Board and PALICA President to be presented to the Board of Directors for additions and approval.
BOARD OF DIRECTORS
- Conduct all business of PALICA between the Annual Meetings.
- Adopt all standing rules necessary for the transaction of business provided they do not conflict with the By-Laws.
- Delegate authority to the Executive Committee between Board of Directors
- Review and adopt a budget.
- Appoint a CPA (or if needed, members of the Board) to audit the books at the close of business and prepare tax returns which will be reviewed at the Annual Meeting.
- Appoint replacements to the Board of Directors upon recommendation of the
- Make recommendations to the Board of Directors.
- Report at each Board of Directors Meeting as needed.
- Approve appointments to the Board and Committees.
QUORUM: the quorum shall consist of three (3) members and a 2/3 vote.
OTHER COMMITTEES– Can be added to or deleted based on the needs of the Association –
- Legislative – The Legislative Committee shall consist of the Chairman and up to four (4) members who shall work closely with the Committee’s liaison regarding proposed legislation that could/would effect and be a concern of PALICA.
- Long Range Planning – The Long Range Planning Committee shall consist of up to four (4) members who shall be responsible for formulating plans and suggestions for consideration relative to the advancement of PALICA, namely Membership, Administration & Conduct, and proposals for immediate enactment; others for future consideration.
- Safety, Education & Training – The Committee shall consist of Chairman and up to four (4) members who shall be responsible for promoting safety practices at all times, secure and make available educational opportunities to enhance that concept. Safety will be the main component of PALICA Insurance Programs that provide beneficial pricing to members with strong consideration to their safety record.
- On-Site Waste Management – The On-Site Waste Management Committee shall consist of the Chairman and up to four (4) members who shall keep the membership informed of the latest advancements in management techniques and all other items of relevance.
- Awards/Scholarship – The Committee shall consist of the Chairman, the Executive Director and up to five (5) members who shall foster and promote the selection of nominees for Contractor of the Year, PALICA Lady of the Year, and any other awards created by the committee. Scholarships will be awarded prior to the start of school years for up to four (4) qualifying applicants after submissions are reviewed and voted on.
- Annual Meeting: The Annual Meeting Committee shall consist of the President, Chairman of the Board and Executive Director who will work together to organize speakers, classes and events.