ATA Policy

I

RECORDS RETENTION

It is the policy of the ATA that records be retained for as long as they are likely to be useful and for the minimum period necessary to comply with various laws and regulations.

The following documents shall be retained for the periods indicated:

Permanent

Permanent

Permanent

Permanent

Permanent

Permanent

7 years

7 years

 

 

7 years

7 years

7 years

7 years

 

 

 

 

 

7 years

6 years from expiration

4 years

2 years

Signed: Duane C. Durand, President

Articles of Incorporation

Bvlaws

Policies

Membership Meeting Minutes

Board of Directors Minutes

Legal Opinions Prepared by Counsel

Annual Audit Reports

Tax Returns and Supporting Documents

Documents relating to the basis, acquisition or deprecation of an asset should be retained until the asset is disposed of plus 7 years.

Payroll Records

Expense Records

Bank Records

Workers Compensation

Records of occupational injuries, or OSHA records, should be retained for 5 years following the end of the calendar year to which they relate. Records of occupational injuries involving exposure to toxic substances should be retained for the duration of the employment of the employee to whom the record applies plus 30 years.

Personnel Records

Contracts

Antitrust

Job Advertisements and Applications

Date: 10/23/1996

Amended

 

II

 

ENDORSEMENTS OF PRODUCTS AND SERVICES

ATA shall not endorse any products or services to the membership of ATA or to the general public.

Affiliation with ATA as either an active or associate member does not imply endorsement by ATA of any products or service.

Signature: Duane C. Durand, President

Date: 2/28/1995

Reviewed

 

III

ATA DIRECTORIES

It is the policy that ATA directories will not be provided free of charge to any entity qualified   to be an Active or associate member of ATA but which hold neither status. At the discretion of the Executive Director, exceptions may be made for marketing purposes.  ATA directories may be provided to such non-affiliated interests upon receipt of a fee not in excess of one-half the annual dues assessed Associate members in the year in which their request for an ATA   directory is made. Government agencies, other telephone associations, non-profit organizations and entities listed in the ATA directory category "Others Concerned with the Telephone Industry" and ineligible for membership are exempt from the payment of the above stated fee.

Signature: Paul Kelly, President

Date: 10/26/2005

Amended

 

IV

ANTI-TRUST

(1) It is the policy of ATA to comply fully with the letter and spirit of the antitrust laws of the United States and the State of Alaska.

(2) In keeping with this policy, ATA staff should review all agenda, documents and publications of the Association to help insure that the Association and its members do not inadvertently enter into prohibited activities.

(3) It is also the policy of ATA to avoid unlawfully restraining trade through the use of unreasonable restrictive membership requirements. For this reason, membership in or affiliation with ATA is available to any entity that reasonably meets the qualifications outlined in the by-laws of the Association.

Signature: Duane C. Durand, President

Date: 10/25/1995

Reviewed

 

V

A. VACATION LEAVE

  1. Regular, full time employees are eligible to earn vacation leave at a rate of 12 hours monthly during the first 5 years of employment. After five years, regular, full time employees will earn 16 hours monthly.   After ten years, full time employees will earn 20 hours monthly.
  2. Employees are eligible to take vacation after 6 months of employment with proper approval.
  3. Employees may not carry over more than 360 hours of vacation leave from one calendar year to the next. At the discretion of the President or Executive Director, an employee may be reimbursed at his/her customary hourly rate for accrued leave time in excess of 360 hours.
  4. Vacation leave for the Executive Director shall be approved by the Board or other entity designated by the Board. The Executive Director shall approve vacation leave for subordinate employees. Leave may be denied if the President or the Executive Director decides that the employee's absence during the requested period would create an undue hardship to the Association's operation.
  5. Employees will be paid for the remaining balance of vacation leave upon leaving employment of ATA

B. SICK LEAVE

  1. Regular, full time employees are eligible to earn 4 hours of sick leave per pay period semi-monthly or 8 hours monthly.
  2. Sick leave will accumulate from year to year up to a maximum of 30 days.
  3. Employees shall notify their supervisor by 9 a.m. of the day they are absent, that they are unable to come to work.
  4. The Executive Director, Executive Committee or Board of Directors may require a doctor's certificate of absences due to illness.

C. HOLIDAYS

 The following are authorized holidays:

Veteran's Day

Thanksgiving Day

Day after Thanksgiving

Christmas

Employee's Birthday

New Year's Day

President's Day

Memorial Day

Fourth of July

Labor Day

Alaska Day

If an employee is required to work on a designated holiday, or the employee's birthday falls on a designated holiday, the employee will be entitled to another day off to compensate.

 D. FULL TIME EMPLOYEE

An employee who is hired to perform the scheduled work of a regular, 40 hour work week, from month to month, continuously, shall be considered full-time and eligible to accrue personal time off.

 E. RETIREMENT

A regular, full time employee is eligible for an ATA provided retirement plan. The ATA will contribute 15% of the employee's base salary into a pension plan.

F. HEALTHCARE  INSURANCE

Healthcare insurance shall be provided for each regular, full time employee. An optional family coverage plan shall be available.

Signature: Paul Kelly, President

Date: 10/26/2005

Amended

 

VI

 CONVENTION AND CONFERENCE

A. Convention attendance cancellation policy:

a. If a cancellation is received 14 days before the meeting, the full fee is refunded.

b. Cancellations received between 14 days and the start of the meeting will be refunded less meal and function fees plus a $25 administrative fees.

c. The Executive Director may make exceptions based on extenuating circumstances.

B. Conference registration fee waiver

a. Registration fees may be waived for invited dignitaries.

b. Conference registration fees for Honorary Members shall be waived.

c. Waive fees for attendees from other industry trade associations if they extend the same courtesy to the ATA staff.

d. Do not waive registration fees for Active Member company speakers.

Signature: Paul Kelly, President

Date: I0/26/2005

Amended

 

VII

MEETING SCHEDULE

Board Meeting/Winter Conference

Board Meeting/Legislative Fly-In in Juneau

Board Meeting/Annual Meeting

Board Meeting

Board Meeting/Associate Member Showcase

January

February/ March

May

Summer

October/ November

 

Signature: Paul Kelly, President

Date: 10/26/2005

Amended

 

VIII

ATA SCHOLARSHIP PROGRAM

The Alaska Telephone Association Scholarship is intended to benefit a member of the Alaskan telecommunications community by providing a contribution to expenses incurred in the pursuit of higher education. The scholarship is to be awarded for attendance at an accredited academic or vocational institution.

Qualifications are as follows:

  1. Be sponsored by an Active or Associate Member.
  2. Have been a resident of Alaska for not less than four (4) years, or have attended school in Alaska for at least two (2) years.
  3. Have demonstrated success in an academic or vocational field.
  4. Plan to attend an accredited post secondary school or training program for at least one (I) year.

Signature: Paul Kelly, President

Date: 10/26/2005

Amended

 

IX

ADMINISTRATION OF APPROVED BUDGET

It shall be the responsibility of the Executive Director to administer the budget as approved by the ATA Board of Directors.

Funds shall not be shifted from one account to another without Board approval or approval of other bodies within the ATA who have been delegated that authority by the Board. (Executive Committee. President and etc.)

Funds shall not be spent on any items outside of approved budget items without approval of the Board or other bodies that have been delegated that authority.

Signature: Duane C. Durand, President

Date: 2/28/1995

Adopted

 

X

CHECK ENDORSEMENT

It shall be the policy of the ATA Board of Directors that all checks issued by the Alaska Telephone Association shall be signed as follows:

Checks for $3,000 or less may require only the signature of the Executive Director. If the Executive Director is unavailable, checks for $3,000 or less may be signed by the President or 1st  or 2nd Vice President.

All checks in excess of $3,000 shall require two (2) signatures. The signatures may be of the Executive Director and one Executive Committee Member or, in the absence of the Executive Director, two (2) Executive Committee Members.

All checks payable to the Executive Director must bear a signature of a member of the Executive Committee.

Signature: Doug Neal, 1st Vice President

Date: May 21. 2008

Adopted

 

XI

BOARD OF DIRECTORS - EXECUTIVE DIRECTOR: RELATIONSHIP AND DELEGATION OF AUTHORITY

 I. OBJECTIVE

To establish the policy governing the basic relationship between the Board of Directors and the Executive Director including the delegation of authority.

II. POLICY

A. Board Responsibility

1. In performing the management duties of the Board of Directors, the Board reserves its authority to establish policy, approve plans and programs and delegate authority to its Executive Director, except those that are by law the Articles of Incorporation and By-Laws of the Association conferred upon or reserved to its members.

2. The Board of Directors recognizes its responsibility and its need to establish policies, approve plans and programs and delegate authority to the Executive Director to execute and carry out its plans, programs, and policies. All such actions shall be promulgated at a regular or special meeting of the Board of Directors.

3. It shall be the policy of the Board of Directors to refrain as individuals from discussing management problems with the personnel of the Association. The Board of Directors may confer with personnel at regular or special meetings of the Board in compliance with the employee grievance procedure.

4. It shall be understood that the "flow" of authority for the management of the Association shall pass through the Executive Director, and the Executive Director shall be the connecting link between the Board of Directors and the personnel.

5. The Board of Directors shall require full and complete information from the Executive Director concerning all matters of the Association as set forth in Board Policies.

6. The Board of Directors recognizes that the Executive Director is expected to produce results and give account to the Board of Directors.

Further, the Board gives the Executive Director latitude of judgment and discretion, and expects faithful performance in carrying out all of the policies of the B oard of Directors.

7. The Board of Directors recognizes its responsibility for the employment of a competent Executive Director, and further the additional responsibility for a systematic appraisal of the Executive Director's performance in order that growth, development, and effective improvements are encouraged.

 B. Executive Director's  Responsibility

  1. The primary responsibility of the Executive Director is to ensure that Board Policies, plans and programs are administered as the Board of Directors intended.
  2. The Executive Director shall have the authority to hire capable personnel within the approved wage and salary plan and train, supervise, and replace them as necessary within the constraints of the budget. The Executive Director shall have the authority to appoint, promote, and transfer personnel as is deemed necessary for the successful operation of the Association.
  3. To formulate policies and procedures of the Association for consideration by the Board of Directors.
  4. To formulate work plans and budgets for the Board of Directors consideration. To provide detailed reports on revenue, expenses, and other reports the Board may periodically require.
  5. To develop plans for the Annual Meetings and to make recommendations of such to the Board.
  6. To develop and update position descriptions, operational and organizational plans, performance evaluation programs, and wage and salary plans for the Board's consideration.
  7. To periodically study and analyze the Association's rules and regulations to assure that they are in compliance with current operating requirements and to make appropriate recommendations to the Board of Directors.
  8. To direct the day to day operations and activities of the Alaska Telephone Association, either directly or through delegation of authority to other employees.
  9. To recommend appropriate consultants to the Board of Directors for the purpose of performing tasks which the staff cannot adequately provide.
  10. To see that authorized Association publications are prepared, edited, published, and distributed to the Association membership.
  11. To develop and carry out a comprehensive public and member relations program.
  12. To make expenditures in accordance with the approved budget.
  13. To invest the Association's funds so as to protect the Association's cash position and to receive the highest yield for the Association.
  14. To sign and co-sign checks for approved expenditures.

 III .       RESPONSIBILITY

a. The Executive Director shall report to the Board of Directors on how he/she is carrying out these delegations. He/she may make further delegations to the staff as required.

b. The Board of Directors is responsible for approving any changes in the delegations to the Executive Director. The Board is responsible for seeing that the performance of the Executive Director is appraised every year by the Board and that such appraisal is discussed with the Executive Director. 

Signature: Paul Kelly, President

Date: 10/26/2005

Amended

 

XII

POLICIES

Immediately following Board action creating a new policy the policy shall be written in the format as adopted. See example following.

 ATAPOLICY

XXV

TITLE

Body of Policy

Signature: ____________, Presiding Officer

 Date: ________________

 The date shall be the date of board action creating the policy.

The signature shall be of the officer presiding at the Board Meeting.

A copy of the new or revised policy shall be mailed to each Regular Member. A current policy manual shall be maintained in the ATAoffice.

Signature: Duane C. Durand, President

 Date: 2/28/1995

Adopted

 

XIII

DELEGATION OF AUTHORITY TO THE EXECUTIVE COMMITTEE

At the Board meeting held at the time of the Annual Membership Meeting the Board shall delegate such authority to the Executive Committee, as it deems proper, that allows the Executive Committee to manage the affairs of the Association between meetings of the Board of Directors.

The Executive Director shall prepare a resolution for the above delegation and shall present it to the Board for review and action as an agenda item at the Annual Board Meeting.

Re:  By-Laws

Article IV, Section 6

Signature: Duane C. Durand, President

Date: 2/28/1995

Adopted

 

XIV

REPRESENTING THE ASSOCIATION

The President and Executive Director are authorized to speak on behalf of the Association. In special circumstances, the President or the Board of Directors may designate other persons to represent the Association's views. Any person other than the President, the Executive Director or a person properly designated shall not represent the views of the Association.  Any attempt to make an unauthorized representation of the Association's views shall be grounds for dismissal from the Association should the Board of Directors find that the unauthorized misrepresentation is sufficiently serious to cause embarrassment or financial liability to the Association or its individual members.

Section 1. DEFINITION. Any funds collected from Associate Members other than annual ATA membership dues to support activities defined in Article VI.

Section 2. RESPONSIBILITY.  All funds collected shall be deposited in an Alaskan account.

Signature: Duane C. Durand, President

Date: 12/11/1995

Adopted

 

xv

POLICIES AND PROCEDURES OF THE ASSOCIATE MEMBERS AND ASSOCIATE MEMBER COMMITTEE

 ARTICLE I

The name of the committee shall be the Alaska Telephone Association Associate Members Committee.

ARTICLE II

Object

The object of this Committee is to be the interface between the Active Members and the Associate Members of the ATA and to support a minimum of one activity at the ATA Annual Meeting, a minimum of one activity at the ATA Winter Conference, and one Annual Showcase.

ARTICLE III

Membership

Section 1. COMMITTEE MEMBERS. The Associate Members Committee shall consist of five elected Associate Members of ATA. At least one member of the Committee shall reside within Alaska.

Section 2. ELECTION. The Members of the Committee shall be elected at the ATA Annual Meeting and shall serve for a two year term. No member of the Committee shall serve consecutively for more than two terms. The Committee chair shall be elected from among the five members by vote of the members eligible under Section 3 and shall serve until the termination of his term on the Committee. The Committee members shall enter into the performance of their duties upon election and shall continue in office until their successors have been elected, or, upon vacating, a successor has been appointed by the Committee.

Committee seats filled by appointment shall be open for election at the next annual meeting and shall not be accounted in consideration of a consecutive term.

Section 3. VOTING. In electing the members of the Committee, one vote shall be allowed to each Associate Membership provided the Associate Membership's dues to ATA are current and the Associate Membership is represented at the ATA Annual Meeting.

Section 4. MEETINGS OF THE COMMITTEE. The Associate Members Committee shall meet as a committee of the Whole three times each year with one meeting following immediately upon election at the ATA Annual Meeting and the remainder at the call of the chair.

Section 5. VACANCIES. The Associate Members Committee may fill all vacancies in the intervals between the ATA Annual Meetings by the appointment of qualified persons to serve until the next ATA Annual Meeting.

Section 6. DUTIES. The Associate Members Committee shall execute duties to meet the object named in Article II. The Associate Members Committee shall give reports to ATA Associate Members and the ATA Board of Directors, recommend expenditures of Associate Member funds to the Board, and conduct the annual meeting of the ATA Associate Membership at the ATA Annual Meeting.

Section 7. DISCONTINUANCE.  Termination of Committee Membership may be accepted for A) retirement from the industry; B) change in responsibility as to no longer qualify; C) failure to pay ATA Associate Membership dues; D) resignation; or E) any valid reason or cause of conduct as to interfere with the object or duties of the Associate Member Committee.

ARTICLE IV

Associate Members Committee

 Section 1. ASSOCIATE MEMBERS COMMITTEE. The Associate Members Committee shall consist of one chairman and four members.

Section 2. COMMITTEE MEMBER DUTIES. Committee Members shall be responsible for clarification and/or amendments to the Associate Members' Policies and Procedures, interface between Associate Members and Active Members, organize and direct Associate Member activities, meet three times annually as a five-member committee, appoint appropriate sub­ committees, and hold a minimum of one position on each sub-committee.

Section 3. CHAIRMAN DUTIES. The chairman shall be responsible for coordination of committee activities, reports to Associate Members and ATA Board Members, attend scheduled ATA Board meetings and submit a financial report at the Annual Meeting.

ARTICLE V

Sub-Committees

Section 1. MEMBERS. Sub-committees shall consist of members appointed by the Associate Members Committee on a volunteer basis and shall consist of at least one member of the Associate Members Committee.

Section 2. DUTIES. Sub-committees shall be responsible for appointment of sub-committee chairman, execute duties for purpose of sub-committee, and report to the Associate Members Committee.

 ARTICLE VI

 Activities

 Section 1. DEFINITION. All activities shall be defined and approved by the Associate Members at the ATA Annual Meeting to meet the objectives in Article II.

Section 2. DUTIES. The Associate Members shall be responsible for a minimum of one activity at the Annual Meeting, a minimum of one activity at the Winter Conference, and one Annual Showcase.

ARTICLE VII

Funds

 Section 1. DEFINITION. Any funds collected from Associate Members other than annual ATA membership dues to support activities defined in Article VI.

 Section 2. RESPONSIBILITY.  All funds collected shall be deposited in an Alaskan account.

Signature: Paul Kelly, President

Date: 10/26/2005

Amended

 

10/30/2012