I. WSAVT Activities
II. WSAVT Calendar
III. Board Members
· Elected Officers
· Committee Chairs
· Appointed/Volunteer Positions
IV. Physical Property of WSAVT
V. Reimbursement Policy
· Expense Authorization Form
VI. Dress Code
VII. Top Technician Award
VII. WIRN Map and Guidelines
VIII. Event Planning Manual
I. WSAVT Activities
Tech Tracks: our newsletter.
Job line: offers listings of employment opportunities by newsletter, and website.
The job line will be offered to members only, new technicians to the state for 2 months.
Fall Convention: State wide meeting held with the WSVMA providing continuing education, social events and the annual membership meeting.
Continuing Education: WIRN (Washington Intrastate Representative Network), fall convention and any other meetings.
Scholarships: three scholarships are awarded to a student completing first year in an accredited AVMA veterinary technology program. The awardees will be attending a program in Washington State or be a resident of Washington State if attending online programs. The scholarships are awarded in August.
Salary Survey: to gather data on salaries and benefits. Survey is given to all LVT’s in the state of Washington. The survey should be completed no later than May.
Top Technician Award: presented at fall convention.
Bandage Scissors: engraved with “WSAVT” are presented to graduates of the veterinary technology program in the State of Washington.
Display Booth: see public relations coordinator.
Strategic Planning Meetings: to be attended by all executive board members.
Merchandise Sales–clothing, tote bags, mugs, water bottles, pens, etc. Items will display the WSAVT logo.
Lifetime Membership Award:
II. WSAVT Calendar
West Chapter-- the 3rd Tuesday of every other month.
Eastern Chapter-- quarterly meetings.
Executive Board-- teleconference every other month. Meet in Ellensburg in July to swear in new board members and hold yearly meeting.
Fall meeting at convention.
III. Board Members
Elected Officers
· Past President
· President
· President Elect/NAVTA Representative
· Vice-President
· Secretary
· Treasurer
Committee Chairs: Elected positions
· Bylaws
· Finance
· Membership
· Program
· Nomination
· Webmaster
· Job Service Coordinator
Appointed/Volunteer Positions
· Corresponding Secretary
· Public Relations
· Salary Survey
· Board of Governors Liaison
· Newsletter Editor
· Merchandise Sales
Members of the executive board will be reimbursed for travel expenses to attend
executive board meetings. (See reimbursement policy)
ELECTED OFFICERS
Past President Duties:
• Act as mentor to both the President and President-Elect.
• Assume the duties of the President, in the event that the President-Elect is unable to perform the official duties.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
President Duties:
• Chair the Executive Board meetings.
• Chair Business meetings or appoint representative
• Represent the Association at assorted functions/meetings.
• NAVTA representative from July1 to December 31. The President Elect will then assume the duties of NAVTA representative.·
• Appoint Chairpersons as needed for different committees
• Act as mentor to the President-Elect, preparing them for the position of President the following year.
• Oversee all committee projects to maintain an appropriate time line for completion.
• Call Executive Board meetings, per calendar which is established at the beginning of the year.
• Prepare a President’s Message for publication in the monthly newsletter, Tech tracks.
• Confirm that insurance and bond premiums are paid with the treasurer.
• Assign a member to review the treasurer’s books quarterly, to comply with our bond.
• Attend and pass out engraved bandage scissors on behalf of WSAVT to all new graduates, if unable to attend appoint representative.
• Prepare an agenda including President’s annual report for membership meeting at convention.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
President Elect/NAVTA Representative Duties:
• Prepare for the position of President for the following year, by working alongside the current President.
• Be the NAVTA representative—provide liaison between the WSAVT and NAVTA. Attend the NAVTA leadership conference.
• NAVTA representative position will run January 1 to June 30th. The President will maintain the position for 6 months after becoming President. (July 1- December 31)
• Submit the WSAVT news to NAVTA newsletter.
• Assume the duties of the President, in the event that the President is unable to perform the official duties.
• Oversee all the committee projects to maintain an appropriate time line for completion.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Vice President Duties:
• Serve as an unofficial, non-voting member of all Standing Committees.
• Assume the duties of the President, in the event that the Past President and president elect are unable to perform the official duties.
• Select assistants as necessary for efficient completion of duties.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Secretary Duties:
• Keep and/or obtain the minutes of all meetings of the Association, the Executive Board and all association committee meetings.
• Provide the newsletter editor with the minutes for publication.
• Preserve all papers, letters, and transactions of the Association other than financial records for a period of two (2) years.
• Conduct the general correspondence of the Association and the Executive Board.
• Maintain an historical archive to permanently preserve copies of all newsletters and other documents as determined by the Executive Board.
• Maintain records of all elections for a period of one (1) year.
• Give friendly reminders of deadlines to other members.
• If there is no newsletter editor you will assume these duties.
• Select assistants as necessary for efficient completion of duties.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Treasurer Duties:
• Past treasurers will pass on all materials to a new elected treasurer.
• Signature card will be updated with all new officers.
• Officers on the signature card will be President, Treasurer, and Secretary.
• Inform the bank of the change of bank statement address (new address being your own address).
• Responsible for receiving and depositing income to the Association.
• Incomes will be membership dues, job line fees, CE fees, etc.
• Deposit income as received.
• Maintain accurate records.
• Disbursement of funds as directed by the Executive Board or Finance Committee.
• Reimbursement to other officers
o Newsletter: Postage, payment of invoices from printing company, newsletter printing.
o Continuing Education Meeting/Convention: honorariums to convention speakers, other convention expenses, and expenses approved by the finance committee.
o Scholarship awards, charitable contributions as designated by membership vote.
• Maintain receipts for all expenses.
• Itemize all income and expenses’ categories for financial reporting.
• Maintain and reconcile the check book with bank statement.
• Itemize all expense categories for financial reporting.
• Report to the Executive board on the financial standings of the Association whenever requested.
• Retain receipts and signatures for purchases and placement of physical property.
• Reports to be written and submitted:
o Annual treasury report at the end of the fisical year.
o Quarterly financial report to the executive board.
• Submit all books of accounts for audit as specified by the executive board.
• Submit State and Federal Internal Revenue forms as required.
• Be bonded at the expense of the association.
• All board members need to communicate to the treasurer when sending monies to prevent lose.
• Maintain the equipment inventory.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Bylaw Committee Chair Duties:
• Receive all proposed amendments to the Bylaws of the Association.
• Be responsible for securing an opinion from the members of the Association in regard to the proposed amendment.
• Submit proposed amendments to the Executive Board to be placed before members for a vote.
• Review the current bylaws and propose changes.
• Write a mid- year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Finance Committee Chair Duties:
• Prepare an annual budget, for a fiscal year commencing on July 1st and ending June 30th, to be approved by a consensus of the Executive Board members.
• Develop and implement plans for raising funds as necessary to balance the budget.
• Assume final responsibility for all decisions as to the expenditure of the association funds in accordance with the annual budget.
• Develop along with the Executive Board, plans to provide for continued fiscal growth of the Association.
• Keep the Executive Board informed of the Association’s financial status.
• Present any requests for special, non-budgeted expenditures to the Executive Board for approval.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Membership Committee Chair Duties:
• Maintain the membership list. Keep addresses current using different formats (e-mail, phone, etc.)
• Maintain the membership data base
o Log in each renewal, check for address, name, phone number, e-mail changes.
o Check current license status via the state credentialing system.
• Send updated membership list to the newsletter editor for newsletter mailing.
• Send updated membership list to Webmaster for website updates.
• Strive to increase membership numbers with new recruits and retention of old members. Implement any ideas expressed by the board.
• Answer questions concerning membership.
• Send out membership packets. New members receive a membership number, membership certificate, sticker, and card.
• Maintain a list of non-renewing members.
• Solicit annual non-renewals multiple times (July, August, and September) for renewal of membership.
• Solicit students for membership.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Program Committee Chair Duties:
• The program committee is responsible for the convention each fall in conjunction with the WSVMA.
• Receive the Program materials from the previous chairperson and receive any instructions and tips they have to offer.
• Contact WSVMA office for convention information concerning the planning sessions.
• Attend the planning sessions with WSVMA program committee and arrange for speakers. Some speakers may be shared with WSVMA, cutting down on travel expense. Peruse last year's convention evaluations for speaker suggestions.
• Maintain all appropriate convention forms for speaker’s packets and registration forms.
• Arrange annual WSAVT luncheon meeting with hotel and food service.
• Confirm dates, locations of sessions, location of annual meeting, for announcement in the JULY Tech Tracks and WSVMA publications.
• Compile program, registration form, special event information, and membership registration form into one mailing. Track how attendees are registering.
• Obtain state wide clinic mailing labels from WSVMA, print appropriately, and mail.
• Publish above mailing in July, August, and September issues of Tech Tracks.
• Maintain registration records and issue receipts.
• Order appropriate materials for attendees.
• Set up and oversee WSAVT Registration booth, session room, and meeting room.
• Appoint members to staff the booth and to introduce speakers if possible.
• Work with WSVMA staff to itemize our portion of shared expenses related to convention facilities and shared speakers.
• Meet with WSAVT Treasurer (once a week) to transfer payments as needed, and to submit registration fees received. If mailing send registered mail to treasurer. Check with the treasurer as to the location to send large payments. Alert treasurer via e-mail that a payment is en route.
• Send Thank You notes to all speakers with honorarium checks.
• Maintain records of convention attendance including evaluations. Evaluations forms should include degree of education. (Such as: high school, veterinary technology, bachelor and type).
• Request assistance as needed.
• Responsible for the WIRN program and/or other continuing education meetings.
• Write a mid-year and end of the year report for the membership to be submitted to the president.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Nomination Committee Chair Duties:
• Actively solicit names of individuals qualified and willing to serve as Officers and Executive Board members.
• February of each year or 90 days prior to election:
o Solicit nominations from the association.
o Make sure all persons nominated are willing to serve in the requested position.
• Prepare ballots for the annual election of Officers and Executive Board members, to be enclosed in the April newsletter.
• Prepare biographical sketch from candidates for publication into the April Newsletter.
• Elections to be completed by May 10th.
• Chair will ask for member’s names to help filling the vacancy and nominations for positions.
• Existing chair will be required to mentor the new chair.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Website Committee Chair Duties:
• Update and maintain the website as needed.
• Update the website at least monthly with the new issue of Tech Tracks.
• Update the membership area as new members sign up/renew.
• New members will be sent to you by the membership chairperson.
• Keep the CE section current with local and national meetings.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Job Service Coordinator Duties:
• Answer correspondence from veterinary employers and potential employees requesting Job Service information within 2 working days.
• Compile classified ads and send to the newsletter editor by 1st of each month for publication.
• Contact businesses currently placing ads and update information monthly.
• Keep current a listing of available techs and relief technicians.
• Deadline for Job Ads is 25th day of the previous month.
• Cost of Ads is $0.75/word ($30.00 minimum). A word begins after every space. City, state, zip, phone, e-mail address, and web addresses are 3 words each.
• Invoices are sent to businesses placing ads on the 15th of the month.
• Payments are submitted to the Job Service Coordinator, recorded, and then forwarded to the treasurer for deposit. Alert treasurer via e-mail when sending a payment.
• Job Corner article submitted to editor by 1st of each month for newsletter.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
APPOINTED OFFICERS
Corresponding Secretary Duties:
• Conduct general correspondences for the association.
• Responsible for maintaining/checking the WSAVT Post Office Box. (Usually done three times a week).
• Develop and maintain “form letters” approved by the executive board.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Public Relations Coordinator Duties:
• House and maintain the display booth and materials.
• Contact person for scheduling of the booth and materials
o The booth should be display at WSU Spring Conference and WSAVT Convention in the fall.
• Contact for high school career days.
• Delegate, organize, and schedule volunteer activities.
• Write summaries of event for newsletter.
• Provide calendar dates, times and locations of events for the newsletter.
• Support and provide activities for National Veterinary Technician Week.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Salary Survey Coordinator Duties:
• Not currently defined.
Board of Governor Liaison Duties:
• Attend meetings of the Board of Governors.
• Review agenda items that directly relate to veterinary technicians.
• Represent the membership at the BOG meetings.
• Present a report to the President and the newsletter-- Tech Tracks.
• Keep the Executive Board up to date on issues before the BOG.
• Assume other duties as assigned by the Executive Board.
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
Newsletter Editor Duties:
• WSAVT currently publishes a monthly newsletter, Tech Tracks, which is distributed to all WSAVT members.
o Items to be included in the newsletter
§ Front Page:
· Newsletter title: Tech Tracks.
· WSAVT logo: our copyrighted paw print design.
· Name of the Association and current month and year.
· WSAVT contact information.
· Mission Statement.
· President’s Message.
· District Meeting Announcements: Date, time, location.
§ Back Page:
· WSAVT Executive Board Members with contact information.
§ Inside Pages:
· Employment Opportunities:
o The Job Service Coordinator provides these to the Editor.
o Job ads: Paid by the advertiser.
o The Job Service Coordinator handles the billing.
· Continuing Education Announcements:
o Sponsoring Associations, Dates, Locations.
o Registration Fees, Course descriptions, and contact information.
o Complete Registration Forms are published when the event is sponsored or co-sponsored by WSAVT.
· Meeting Minutes or Reports.
· Legislative News regarding Veterinary Technicians.
· Solicitations from members to various volunteer opportunities within WSAVT.
· News items, seminar reviews, book reviews, announcements, etc. as submitted by members or other sources.
· WSAVT Merchandise information.
· WSAVT Membership Form.
· This is only a guide from previous issues.
§ Currently it is being printed on 11”X 17” paper, folded to book style, giving each page a full 8½” x 11” letter size. The total newsletter usually runs 8 or 12 pages depending on content for that month. The bulk of the text is in column form with a serif type (Times New Roman) for ease of reading, with a sans serif type (Lucida Sans Unicode) for headlines.
§ Color paper is chosen for the outer page, with white inside pages.
§ Enclose the newsletter in an envelope for mailing.
§ Mail first class postage, thus incorrect addresses will be returned.
· Membership Chairperson will provide membership list for mailing.
· Write a mid-year and end of the year report for the membership.
· Attend all meetings called by the association.
· Participate in the strategic plan of the association
· Assume other duties as assigned by the Executive Board.
Merchandise Sales Duties:
• Inventory all merchandise purchased for sale by WSAVT.
• Store all merchandise.
• Receive orders and ship merchandise for customers.
• Promote merchandise through brochures, website, etc.
• Have merchandise available for sale at the fall convention, local conventions, and other locations that promote our association.
• Keep inventory current and re-order as necessary.
• If unable to attend any of the above meeting make arrangements to have merchandise at the meeting(s).
• Write a mid-year and end of the year report for the membership.
• Attend all meetings called by the association.
• Participate in the strategic plan of the association.
• Assume other duties as assigned by the Executive Board.
IV. Physical Property of WSAVT
• Laptop computers (treasurer, newsletter editor, membership chair)
o Treasurer
o Membership purchased June 2005
o Program Chair Purchased 2007
• Software program- October 2010 Publisher
• Table cover
· Surplus or Archived items
o Fax Machine
o Phone answering machine
o Typewriter
o Display booths-2- both have been taken out of service due to age.\
o Adding machine
o Slide projector
o Printer
V. REIMBURSEMENT POLICY
· NO association funds will be dispersed if these criteria are not met:
· Eligible Expenses for Reimbursement:
o Any expense that is associated with a line item on the current year’s budget.
§ Typical line item expenses will be;
· Newsletter, Postage
· Continuing Education—Conference, meetings sponsored by WSAVT.
· E-board meetings–including travel and lodging.
· Phone expenses associated with the job hotline.
· All other line items on the current year’s budget
o The executive board of WSAVT, MUST approve, PRIOR TO THE EXPENSE, any expense that is NOT associated with a line item on the current year’s budget.
o All expenses need authorization from the finance committee prior to the expenditure
o The Treasurer will ascertain if funds are available.
· Persons Eligible for Reimbursement:
o Officers of WSAVT.
o Committee Chairs and Members of WSAVT.
o Others as approved by the WSAVT Executive Board.
· Request for Funds:
o All budgeted expenses must have a request approved prior to the expenditure. (Request forms must be used).
o The treasurer will make all reimbursements.
o Original receipts will need to be submitted to the treasurer, which includes no other expenses.
· Travel Expenses:
o Travel expenses are reimbursable to executive board members that travel to e-board meetings. There is two meeting yearly; July and WSAVT convention.
o Mileage will be reimbursed at the current IRS rate. Mileage will be calculated from your home to the meeting place.
o Lodging will be calculated for single occupancy or dividing the total amount by the number of eligible members in the room.
o Lodging at the convention will be for the duration of the convention.
· The finance committee shall reserve the right to refuse reimbursement of questionable receipts and in particular, the reimbursement of expenses not previously approved by the association.
VI. DRESS CODE
· There is a dress code for executive board members and representatives of WSAVT.
· As a member of the Executive Board or Representative of WSAVT you must strive to present yourself in a professional manner when you might come in contact with WSAVT members, other veterinary technicians, veterinarians, or the general public in the capacity of a WSAVT officer or representative. This dress code is a guideline to remind those in office of our responsibility, and to help new Board Members in their decision making process.
· Business Casual: no jeans, t-shirts, or sneakers. Men’s shirts should have a collar. Women’s dress should not be too casual; however some short suits may be appropriate.
· The following events require business casual:
o Executive board meetings held with fall conference.
o Fall Conference
o WSU Conference if representing WSAVT.
o Attending business meetings
o Strategic Planning Retreat can be casual.
o WSVMA Task force meetings.
· One should wear their name badge when in contact with members.
VII. Top Technician Award
VII. WIRN Map and Guidelines
VIII. Event Planning Manual