FCB POLICY MANUAL

(current as of 2008)

TABLE OF CONTENTS
PURPOSE
MEMBERSHIP
VOTING
DUES AND ASSESSMENTS
SUSPENSION AND EXPULSION
OFFICERS AND BOARD OF DIRECTORS
DUTIES OF STATE OFFICERS
DUTIES OF CHAPTER OFFICERSS
MEETINGS
STANDING COMMITTEES
CHAPTER PROPERTIES
PROCEDURES


PURPOSE

This portion of the policy manual describes the objectives of the organization, who are served, why the service is provided, and how the objectives are reached. The purpose of the FCB is to strive for the betterment of the total community by:

A. Conducting a program of public education which promotes understanding among blind people, employers, state and local officials and the community at large;

B. Providing a forum for the views of all blind individuals in the state;

C. Advocating for social, economic, and cultural opportunities for blind people;

D. Improving educational and rehabilitation facilities;

E. Broadening vocational opportunities;

F. Encouraging and assisting blind people, especially the newly blind, to develop their abilities and potentialities, and to assume their responsible place in the community;

G. Cooperating with the public and private institutions and agencies of and for blind people;

H. Providing for the free exchange of ideas, opinions and information related to matters of concern to blind people through periodic publications.


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MEMBERSHIP

See Article III of the Constitution and Article I of the By-Laws.

(Note: Members of chapters can be of any age while members-at-large must be at least eighteen years old.) Persons not affiliated with an FCB local or special interest chapter may apply to the FCB Membership Secretary for Member-at-Large status.

Any organization of at least five individuals, the majority of whom are blind, may apply for affiliation with the FCB. Such an organization may become a local chapter or special interest chapter upon approval by the FCB Board of Directors.

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VOTING

See Article IV of the Constitution and Article II of the By-Laws.

At annual conventions, each chapter member, represented by a delegate, is entitled to one vote.

Each chapter is entitled to have one delegate for every ten members or fraction thereof up to 150 members. (i.e.: A chapter with 47 members may have 5 delegates, 4 with 10 votes each and 1 with 7 votes.) If a chapter has between 151 and 250 members, it may have 1 delegate for every 20 members between 151 and 250. i.e.: A chapter with 205 members may have 18 delegates, 15 with 10 votes each, 2 with 20 votes each, and 1 with 15 votes). For a chapter membership of between 251 and 350, the chapter will be entitled to 1 delegate for every 30 members between 251 and 350, etc.


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DUES AND ASSESSMENTS

See the By-Laws, Article III, Sections A. through G.

The dues of voting chapter members and members-at-large must be sent to the FCB Membership Secretary. The amount of individual dues for chapter members is set at $3.00 above those of the American Council of the Blind and those of members-at-large are set at $2.00 above those of chapter members.

If ACB increases or decreases the dues charged to the state, FCB will follow suit. The present dues for FCB shall be $6.00 for each chapter member or $8.00 for members-at-large. However, the actual amount paid by individual chapter members is set by each chapter's By-Laws.

Each chapter and each member-at-large MUST send the appropriate dues and corrected membership roster to the FCB Membership Secretary by November 30th of each year.

Dues and rosters of chapters and dues of Members-at-Large received after November 30th may result in inability to vote at the convention.

In addition to dues, each chapter will be assessed a minimum of $50.00 per year or 20 percent of chapter sponsored fund raising activities, whichever is greater, and 35 percent on raffle tickets up to $1,000.00. Please take note that an accounting and payment of the above assessments is due by January 31st of each year.

During the FCB fiscal year (July 1st through June 30th) in which a new chapter is chartered, the chapter is exempt from payment of dues and assessments.

Chapters wishing to participate in fund raising activities utilizing professional fund raising must FIRST obtain approval from the FCB Budget and Finance Committee. Failure to do so may result in suspension by the Executive Committee pending a hearing.


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SUSPENSION AND EXPULSION

See Article V of the By-Laws.

Chapters and/or members found to be in violation of the FCB Constitution and By-Laws may be suspended by the Executive Committee pending a hearing by the FCB Board of Directors. Such hearing must take place within 60 days of the date of suspension. A vote to expel the subject chapter and/or members requires a two-thirds affirmative vote of the Board of Directors.

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OFFICERS AND BOARD OF DIRECTORS

See Article VI of the Constitution and Article VI of the By-Laws.


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DUTIES OF STATE OFFICERS

President -- The principal duties of this office are listed below.

1. Ensure that the Constitution and By-Laws of FCB are complied with.

2. Conduct the business meetings in an efficient and orderly manner.

3. Call meetings to order at the appointed time.

4. Announce the business of the assembly (agenda).

5. State and put to vote, all questions which legitimately come before the assembly in the form of motions and to announce the results.

6. Protect the assembly from obviously frivolous or dilatory motions by refusing to recognize them.

7. Enforce the rules relating to debate.

8. Expedite business while protecting the rights of members.

9. Decide all questions of order, unless, when in doubt to submit the question to the assembly for decision.

10. Respond to inquiries of members relating to parliamentary procedures.

11. To authenticate by signature when necessary all acts, orders and proceedings of the assembly.

First Vice-President -- The principal duties of this office are as follows:

1. In the absence of the President, the First Vice-President shall preside in his/her stead.

2. In the event of the resignation, incapacity, or death of the President, the First Vice-President shall automatically become President for the unexpired term.

3. At the discretion of the President, the First Vice-President shall coordinate programs.

Second Vice-President -- The principal duties of this office are as follows:

1. In the event of the resignation, incapacity, or death of the First Vice-President, the Second Vice-President shall automatically become First Vice-President for the unexpired term.

If such occurs a new Second Vice-President shall be appointed for the unexpired term.

2. At the discretion of the President, the Second Vice-President shall serve on the Finance Committee.

Secretary -- The duties and responsibilities of this office are as follows:

1. Maintain a record of all the proceedings of the organization (minutes).

2. Keep all committee reports on file.

3. Maintain records in which By-Laws, special rules of order, standing rolls, and minutes are entered with any amendments to these documents properly recorded and have current records on hand at every meeting.

4. Conduct the general correspondence of the organization.

5. Send a copy of the Board minutes to every Board member within sixty (60) days after the meeting.

6. In the absence of the President and Vice-Presidents, call the meeting to order and preside.

Membership Secretary -- The duties and responsibilities of this office are as follows:

1. Keep the organization's official membership roster and call the roll when required.

2. Collect all chapter membership assessments and furnish, within proper time frame, to the FCB Treasurer.

3. Ensure that chapter delegates to the state convention have proper credentials.

4. Maintain the official membership roster and furnish in proper time frame to the American Council of the Blind.

Treasurer -- The duties and responsibilities of this office are as follows:

1. Entrust with custody of the organization's funds.

2. Submit all required forms to the state and federal government as required by regulations.

3. Supply the required forms to the chapters for similar submission.

4. Comply with the By-Laws and have the financial reports audited each fiscal year. The fiscal year for FCB is July 1st and the audit should be completed no later than September 30th of any year.


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DUTIES OF CHAPTER OFFICERS

President -- The duties and responsibilities of the chapter President are as follows:

1. Comply with all duties listed under State President.

2. Maintain a liaison between the local chapter and the state President.

3. Serve as the primary contact between the chapter and the local community.

Vice-President(s) -- The duties and responsibilities of the chapter Vice- President(s) are as follows:

1. Comply with all duties and responsibilities listed under the state Vice-President(s).

2. Other duties shall be designated in the By-Laws of each chapter.

Secretary -- The duties and responsibilities of the chapter Secretary are as follows:

1. In addition to the normal duties listed under the state Secretary, this officer shall be responsible for responding to any correspondence in cooperation with the chapter President.

2. Other duties may be specified in each Chapter's By-Laws.

Membership Secretary -- The duties and responsibilities of the chapter Membership Secretary are as follows:

1. Collect all dues and prepare the membership roll for submission to the state Membership Secretary in compliance with time limitations by January 31st of each year.

2. Maintain membership rosters, including permanent records.

3. Issue signed current membership cards to all paid up members.

4. Serve as chair of the Chapter's Membership Committee.

5. Other duties as designated in the Chapter's By-Laws.

Treasurer -- The duties and responsibilities of the chapter Treasurer are as follows:

1. Hold and maintain the financial records and give a full accounting at each meeting.

2. Complete all necessary forms (see Appendix B) which must be submitted to the State Treasurer in compliance with federal and state regulations in a timely manner.

Chapter Representative to the FCB Board -- The chapter's representative to the FCB Board of Directors shall be selected in accordance with the chapter's By-Laws.

Representatives are obligated to attend all Board meetings and any committee meeting assigned to them. Thorough and timely reports (the next meeting) on FCB Board activities are to be delivered to the Chapter's membership.


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MEETINGS

See Article VII of the Constitution and Article VII of the By-Laws.

1. FCB shall have an Annual Meeting each year. The place and time of the Annual Meeting is determined by the Board of Directors in consultation with the FCB Convention Committee and interested chapters.

2. The quorum to do business at the Annual Meeting consists of a majority of those delegates certified and present at the business meetings.

3. FCB shall also have at least three (3) meetings of the Board of Directors each year. There shall be a Pre-convention Board meeting, Post-convention Board Meeting, and at least one (1) interim Board Meeting each year.

4. Special meetings of the Board of Directors may be called by a majority vote of the Board.


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STANDING COMMITTEES

Committee chairpersons (except for Nominating and Awards) are appointed by the President, and the committee members are then selected by the committee chairperson with approval of the President.
A maximum of seven (7) members may serve on a committee except for Nominating and Awards. Where possible, chairpersons should try to utilize the chapter representatives in order to have Board members represented on committees.

Committee reports to the Board of Directors are to be concise and accurate.

Standing Committees for this organization are:

1. Access
2. Archives
3. Awards
4. Budget and Finance
5. Constitution and By-Laws
6. Convention
7. Education and Leadership
8. Employment
9. Executive
10. Membership
11. Public Education
12. Publications and Public Relations
13. Resolutions
14. Technology

ACCESS COMMITTEE

The purpose of this committee is to keep aware of changes in statutes and regulations regarding access to transportation, architecture, and programs for people who are blind, visually impaired or otherwise disabled.

The Committee provides an opportunity for the exchange of ideas, opinions, and knowledge as they relate to physical and program accessibility, including transportation.

This committee is a forum for chapters and individuals to discuss problems of transportation, information availability, and other accessibility concerns. Possible solutions may be recommended.

In keeping with FCB's policy of working with groups representing individuals with various disabilities, this committee shall endeavor to network with other organizations to share information.

The success of this committee depends on input from its members, the sharing of information with chapters, and local, state and national involvment on the part of blind people.

ARCHIVES COMMITTEE

The Archives Committee will gather documents, photos, and other material concerning the Florida Council of the Blind. These items will be placed in the Archives Museum housed at the Braille and Talking Book Library in Daytona Beach.

The Archives Chairperson will be responsible for placing materials submitted by FCB members and chapters to be preserved into the Archives Museum. Such materials may include minutes of FCB Board meetings, treasury reports, photographs, copies of charters and any other pertinent information. The committee is responsible for providing convention tapes and copies of the White Cane Bulletin for the Museum.

Chapter officers and members are urged to complete the Archive Committee's chapter history form to assist with retention of important facts about the chapter.

AWARDS COMMITTEE

This is the only committee composed of three members. Each person serves a three year term, the third year as Chairperson. At the conclusion of the annual convention the current chairperson rotates off the committee and a new member is appointed by the incoming chair.

All awards must be processed through this committee. The awards are presented at the annual convention and are as follows:

R. Henry P. Johnson (recipient must be legally blind)
Dolly Gamble (recipient may be blind or sighted)
William Alfred Outzs (outstanding and long-term service to FCB)
Cooke (outstanding chapter president)
Legislative (recipient must be a Florida elected official exhibiting outstanding legislative activities on behalf of people who are blind)
Outstanding High School Senior
Mobility (an F S D & B student who has shown exceptional improvement in mobility skills)
Chapter (The chapter selects one of its members as a recipient based on the chapter's own criteria)

Nominations are to be received by the chairperson in taped, typed or braille format (no handwriting) no later than December 31st. At the discretion of the Awards Committee nominees shall be listed in the White Cane Bulletin. Selection of the winners will be made at the Board meeting just prior to the convention.

Criteria for the awards, as well as more detailed committee instructions, are in the Appendix.

BUDGET AND FINANCE COMMITTEE

This committee headed by the Treasurer and consisting of up to seven members, has the multiple tasks of overseeing the financial affairs of the FCB. The committee develops the annual budget, advises the Treasurer and Board about investment of funds, and oversees fund raising activities, both by the FCB and chapters.

In cooperation with the FCB Treasurer, the committee develops the annual operating budget which is presented to the Board of Directors for change and/or approval. The budget must enumerate proposed expenditures as well as expected income from various sources.

In their capacity as financial advisors, the members of this committee assist the Treasurer and Board with appropriate investment of surplus funds. In general, the investment vehicles used should be fairly conservative, safe but returning a good level of income.

In addition, the committee is responsible to have the organization's financial records audited each year, either internally or by an outside accountant.

In addition to the above duties, the committee is responsible to oversee all fund raising activities of the FCB and its Chapters. Especially of concern are projects which utilize professional fund raisers and those that may present the organization as well as blindness and disability in a negative light.

It is strongly encouraged that chapters wishing to initiate a fundraising activity obtain advise and permission from the Budget and Finance Committee before commencing the project.

CONSTITUTION AND BY-LAWS COMMITTEE

This committee coordinates all changes to the FCB Constitution and By-Laws and chapter By-Laws. The committee may compose or review, or if necessary, edit recommended changes to the FCB document which are presented to the convention for approval.

Changes to chapter By-Laws are submitted to the committee for review before presentation to the Board for approval. All new chapters must submit their Constitution and/or By-Laws for review and approval. All chapters must present their existing Constitution and/or By-Laws to the committee each year.

This committee oversees the creation and modification of the FCB Policy Manual which is given to the Board members of each chapter. The Manual should remain in the possession of each successive Board member representing the chapter.

CONVENTION COMMITTEE

The responsibilities of this committee are to assume the planning of the entire Convention. This committee is composed of up to seven members, including the Treasurer, the convention coordinator, 2 members from the host chapter, and at the discretion of the President, a program planner.

Proposed Guidelines
1. Negotiate with the hotel as to room rates and number of rooms to be reserved.

2. Secure the proper number of meeting rooms from Friday afternoon (if desired) through Sunday to accommodate the number of members in attendance for the various meetings and workshops.

3. Check out the dining facilities to ensure they meet the needs of the convention attendees.

4. Establish the program, including theme, speakers, entertainment (a live band and dance floor if desired), etc.

5. Determine seating arrangements for the head table at both the Awards Luncheon (if one is held) and the banquet.

6. Arrange for a convention message center by connecting an answering machine to a house telephone.

7. The Convention call and other publicity should be available and sent at least eight (8) weeks prior to the convention date.

A chapter may offer to host the convention in its area. The date and location of the convention will be selected by the Board of Directors.

EDUCATION AND LEADERSHIP COMMITTEE

The Education Committee's major focus is the educational needs and concerns of families, teachers and disabled students, especially those who are visually impaired. The committee coordinates the FCB Scholarship program by:

1. Establishing criteria;
2. Publicizing scholarship availability;
3. Disseminating application blanks to resources for potential applicants;
4. Receiving and screening applications for eligibility;
5. Selecting scholarship recipients

This committee is also responsible to stress the importance of leadership skills in the proper administration of FCB and its chapters. It also promotes programs that encourage development of personal and administrative skills.

EMPLOYMENT COMMITTEE

This committee endeavors to present information and guidelines concerning employment issues, especially as they relate to blind and visually-impaired people. The committee encourages members and other interested people to ask questions and express ideas and opinions. Members of this committee endeavor to keep abreast of affirmative action regulations which may enable handicapped people, including those who are blind and visually impaired, to become and remain employed and to achieve deserved advancements.

EXECUTIVE COMMITTEE

This committee shall manage the affairs of the FCB between Board meetings (Article VI, section H of the Constitution) provided that it makes no policy decisions nor takes any official actions in conflict with existing decisions or actions of the Convention or Board of Directors. The members of this committee include the six (6) FCB officers and the Immediate Past President.

Each committee member shall serve as liaison with one or more chapter(s), providing advice and assistance with procedural and membership concerns.

MEMBERSHIP COMMITTEE

This committee is to promote growth of the Florida Council of the Blind through development of new chapters and assistance to existing affiliates in the state.

The committee serves as a forum to air concerns of FCB's members and will disseminate membership materials as delineated below.

A. Membership cards, signed by the State Membership Secretary, will be provided annually to each chapter for its members.

B. One or more members of the Membership and/or Executive Committee will help interested individuals to establish a chapter where one does not already exist or where there is agreement (see Article III of the Constitution) that another chapter is appropriate and beneficial.

C. The committee will consult and cooperate with chapters, the FCB Board of Directors, and members of the organization to encourage growth and retention of membership.

Chapter Membership Policy

A. Dues as directed by the FCB By-Laws (Article III), annual FCB membership dues shall be three dollars ($3.00) above those of the American Council of the Blind. Six dollars ($6.00), for each member, and an accurate membership roster MUST be submitted to the FCB Membership Secretary by January 31st of each year.

Chapters submitting dues and rosters after January 31st, may not vote at the annual convention. The chapter Board of Directors MUST ensure that dues and assessments and correct and legible rosters are submitted on time.

B. Reports of all new members and address changes should be sent to the Membership Secretary as they occur. The official membership form should be submitted for each new member. REMEMBER that a chapter's OFFICIAL membership for voting at the annual convention is the one sent to the FCB Membership Secretary by January 31st of each year.
The names of new members reported after that date are not counted for convention voting purposes.

C. When an individual joins a chapter after the annual membership report is submitted, dues should not be sent to FCB. However, DO SEND the completed membership application so the new member can begin receiving the White Cane Bulletin and Braille Forum. (Allow two months to process new member information.)

D. Copies of the enclosed Membership application and Renewal Form should be made. Enter chapter information at the top of each form and send completed form to the FCB Membership Secretary as soon as a new member joins.

PUBLICATIONS AND PUBLIC RELATIONS COMMITTEE

Publications

This part of the committee shall establish policies and review the material published in the White Cane Bulletin. The bulletin must maintain an objective view on all issues, unless otherwise directed by the Board of Directors. This committee recommends candidates for the Bulletin editor(s), which may be approved by the Board, and reviews their performance.

Editor Functions: Proposed articles are edited (for spelling, grammatical accuracy, redundancy and length. Information from various sources (other affiliates and national publications) is screened, and if appropriate, published in the Bulletin. The editor(s) should keep abreast of timely news and pertinent issues via radio, TV and other media. Articles and other interesting information are requested from chapters. Topics are [ASSIGNED] to individuals who will research the items and write appropriate articles.

NOTE: the Editor should take care not to change the content and/or intent of articles submitted for publication. If a change other than spelling or grammar must be made the author of the article should be contacted to discuss and approve this change.

White Cane Bulletin Operating Mechanics

1. Issues published bi-monthly (e.g., January-February)

2. Articles and information must be received by the editor(s) by the 20th of the month prior to publication (i.e. December 20th for the January-February issue).

3. Upon the editor(s) receipt of information, a two to three day lag is necessary for proofing, typing, and layout.

4. One copy of the publication is sent to the President, three copies to the Braille and Talking Book Library (one for brailling and two for cassette production) and one copy of the publication is retained by the editor(s).

The original is sent to the printer on the fifth day of the month i.e. the fifth day of January for the January-Feburary issue.

5. The Bulletin is published every two months and should be sent to readers about the first week of the second month. NOTE: Although deadlines have been established, many contingencies can and will arise which will, at times, make it impossible to meet the exact time frame.

Public Relations

The primary purpose of this part of the committee is to create public awareness and a good public image for the Council and visually-impaired people as a whole. A further duty of this committee is to inform the general public of the objectives and good works of the Florida Council of the Blind.

This committee shall also advise the publicity chairpersons of chapters in publicizing chapter purposes and activities. The committee will work closely with the Convention Committee in publicizing the annual convvention. Further, it will continually update brochures for distribution to chapters.

PUBLIC EDUCATION COMMITTEE

The primary functions of this committee are to keep aware of and initiate local, state, and national legislative actions of concern to people who are visually impaired and/or handicapped.

Comprehensive advocacy reports are submitted to the Board with committee recommendations. Reference services and necessary materials are provided, on request, to Board members to be distributed to their chapters. With the Board's approval, this committee is responsible for contacting legislators to urge their support for legislation concerning visually-impaired people. This committee is also responsible for providing the White Cane Bulletin editor(s) with legislative updates.

RESOLUTIONS COMMITTEE

This committee presents any resolutions deemed necessary to be placed before the Board of Directors or Convention. It has the responsibility of being the "voice" of the Council. In fact, resolutions are motions which are either passed or denied by the Board or Convention.

TECHNOLOGY COMMITTEE

Mission: The purpose of this committee is to advance the use of technology to improve the quality of life for blind and visually impaired people. The use of technology here refers to computers, adaptive devices and the internet.

The committee members will follow current technology, proposed legislation and the enforcement of adopted legislation. This committee's mission will be to inform other FCB committees and chapters about current technology and legislation; promote the enforcement of existing legislation; develop a listing of hardware and software that is compatible with adaptive technology; provide a repository for FCB members to read about current computer technology and legislation; provide a forum for FCB members to provide input pertaining to all issues relating to adaptive technology.

Goals: Technology is a key to interacting with the sighted world. Information access and being able to communicate other keys to better education, better employment, and being a better informed citizen. Information access and communication are affected by technology and how society uses the technology.

This committee will work toward putting technology to work for blind and visually-impaired people. Technology is changing at an unbelievable rate. The challenge is to understand how to use the technology and to make society aware of the blind and visually-impaired persons needs and how fulfillment of these needs will improve society as a whole.


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CHAPTER PROPERTIES

As indicated in the Constitution, Article X, Section A and B, all chapter assessments, real and personal, shall be held in both the name of the Florida Council of the Blind and the Chapter. Upon dissolution of any chapter, all properties will revert to the FCB.
Of course, if the FCB were to dissolve, all assets, after payment of financial obligations, may be transferred to the American Council of the Blind or another organization of or for the blind as designated.


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PROCEDURES

Article XI of the Constitution states that the latest revision of "Roberts Rules of Order" is to be used in conducting meetings unless the Constitution and By-Laws of the organization (FCB or chapter) otherwise indicates.

Refer to the enclosed Simplified Parliamentary Procedures (Appendix B) to assist in management of meetings.


Appendix A through G follows.

APPENDIX A
APPENDIX B
APPENDIX C
APPENDIX D
APPENDIX E
APPENDIX F
APPENDIX G
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