Policy & Procedures

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Policy & Procedures Manual

President – Elected Officer – Voting Member

See ByLaws for Qualifications

Administration of Duties (Robert’s Rules of Order-newest edition)

A.Meetings

1.To open the called meetings at the appointed time by taking the chair and calling the meeting to order, Refer to Article IV Section 6 of By Laws concerning a quorum present.

2.To announce in proper sequence the business that comes before the prescribed order of business, agenda, or program, and with existing orders of the day.

3.To recognize members who are entitled to the floor.

4.To state and to put to vote all questions that legitimately come before the assembly as motions or that otherwise arise during proceedings; or, if a motion that is not in order is made, to consult with the Parliamentarian to determine if the question is in order and to announce the determination.

5.The President is a voting member of the Association. Refer to By Laws Article IV, Section 2

6.The Presiding Officer can (but is not obliged to) vote whenever his vote will affect the result-that is, he can vote either to break or to cause a tie; or, in case where a two-thirds vote is required, he can vote either to cause or to block the attainment of the necessary two-thirds. (Robert’s Rules of Order)

7.To protect the assembly from obviously frivolous or dilatory motions by consulting with the Parliamentarian which may result in not recognizing the motion.

8.To enforce the rules relating to debate and those relating to order and decorum within the assembly.

9.To expedite business in every way compatible with the rights of members.

10.To decide all questions of order, subject to appeal, unless when in doubt, the presiding officer prefers initially to submit such a question to the assembly for decision.

11.To respond to inquiries of members relating to parliamentary procedure.

12.To authenticate by his/her signature, when necessary, all act, orders, and proceedings of the assembly.

13.To declare the meeting adjourned when the assembly so votes orwhere applicable – at the time prescribed in the program, or at any time if a sudden emergency affecting the safety of those present.

14.It will be the responsibility of the President to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Appointments

1.Appoint committee Chair-Refer to By Laws Article 6 Section 1c

2.Appoint liaisons to represent TSFPI/TFFA to other organizations, meetings, etc.

Documents and Forms (current or generic)

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Item #1 – General Agenda Form (below)

Item #2 – Board of Directors Meeting (below)

Item #3 – Policy on Third-Party Licensing Agreement

#1 – General Form – Date of Submission: October, 2011

All Forms are used currently / can be adjusted per need or guidance by the Full Board

TFFA Executive committee Meeting (Conference Call &/or In-person)

Location (if applicable)

Date Time

Mission: Motivating, Educating and Supporting Foster/Adoptive Families in Texas

Call meeting to order………………………………………………….. President

Roll call & Establishment of quorum ……………………………. Secretary

Review agenda / additions / approval ………………………….. President

Identification of Guest and Guest comments ………………… Guest

Minutes of previous meeting for change & approval……….. Secretary

Financial Report ……………………………………………………….. Treasurer

Motion to pay outstanding bills

Unfinished Business

New Business

Closed Session, if applicable ……………………………………… President

Reports

President

First Vice President

Second Vice President

Secretary

Treasurer

Parliamentarian

Executive Director

DFPS State Office Representative

DFPS Regional Administrator

Additional Reports and Announcements

Adjournment

#2 – General Form – Date of Submission: October,2011

All Forms are used currently / can be adjusted per need or guidance by the Full Board

TFFA Board of Directors Meeting (Quarterly)

Location

Date Time

Mission: Motivating, Educating and Supporting Foster/Adoptive Families in Texas

Call to order ………………………………………………….President

Pledge of Allegiance ………………………………………Board Member

Roll call to establish quorum ………………………….Secretary

Identification of Guest …………………………………..President

Guest Comments …………………………………………..Guest

Agenda Review/Additions/Approval …………………………..

Board of Directors

Minutes of previous meeting for change & approval….Secretary

Financial Report ………………………………………………….Treasurer

Motion to pay outstanding bills

Unfinished Business …………………………………………….President

Old Business ………………………………………………………….

New Business ………………………………………………………….

Committee Reports and Recommendations ……………………..Committee Chair

Reports:

President

First Vice President

Second Vice President

Secretary

Treasurer

Parliamentarian

Executive Director

DFPS State Office Representative

DFPS Program Administrator Representative

Additional information and/or announcements

Adjournment ……………………………………………………………. Board of Director

#3 – General Form Policy of Third-Party Licensing Agreement

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First Vice President Elected Officer – Voting Member

See ByLaws for Qualifications

Duties – refer to By Laws Article VI, Section 2

A.In the absence of the President, chair Executive committee Meetings and Full Board Meetings.

B.Committee Chair Administration

C.Review Contract for Conference Hotel, etc., and present to the Executive committee for approval.

D.Work with the Treasurer to seek and develop appropriate means to secure funds necessary for the operation of the Association.

E.It will be the responsibility of the First Vice president to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Administration of Duties

Documents and Forms

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Second Vice President – Elected Officer – Voting Member

See ByLaws for Qualifications

Duties – refer to Article VI, Section 5

Administration of Duties

A.Develop form for Regional Representatives to establish uniformity of reports.

B.To establish guidelines for the Regional Representatives to perform their duties within their Regions

1.To seek uniformity of responsibilities

2.To assist in the establishment of Peer Review Process/Procedures in each Region and/or to have a working knowledge of Peer Review Process/Procedures already in place within their Region.

a.To assist them in seeking information for the chain of command with DFPS/CPS and/or Private Agencies in their Region.

b.To assist them in understanding Confidentiality standards and Consent for Release of information within their own Region.

C.To establish a phone and email method for rapid dissemination of high priority information to the Regional Representative, who will disseminate the information accordingly within their Region.

D.It will be the responsibility of the Second Vice president to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Documents and Forms

A.Report Form for Regional Representatives

Secretary – Elected Officer – Voting Member

See ByLaws for Qualifications

Duties – refer to By Laws, Article VI

Administration of Duties

A.Record all Minutes of Official meetings of TFFA and records and see they are posted on the Official TFFA web site (redacting any Closed Session content).

B.Maintain Minutes and Records of Full Board Meetings, Executive committee Meeting and the Annual Membership Meetings in both electronic and paper formats, as is appropriate.

C.Provide draft of minutes within two (2) weeks after those meetings to the appropriate membership for their review and editing.

D.Have available for review to Membership the minutes of previous meetings.

E.Maintain & provide to each Board member the Board Manual

F. To consider any minutes sent to the appropriate Board members within the allotted two weeks after their meeting, as approved automatically after 30 days, with any changes or corrections from members completed.

G.To keep a record of any votes taken outside TFFA regularly scheduled meetings and the result of those votes.

` H.  To provide copies of all approved minutes to the TFFA Parliamentarian for his/her records.

I.      Maintain committee members list as provided by chairs.

J.It will be the responsibility of the Secretary to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the Internet.

Documents and Forms

All Forms are used currently / can be adjusted per need or guidance by the Full Board

A. Provide name/tent cards, designated voting or nonvoting at all Full Board meetings.

B. Have Committee Meeting Minutes forms available for use. See #1 below

C. Have Motion/Recommendation forms available for use. See #2 below

#1 Committee Meeting Minutes Form: General  Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

“Please complete and return to the Secretary at the Full Board meeting following your Committee meeting. This will be maintained for permanent records.”

Committee:

Date: Time:

Committee Chair:

Topic of Discussion

Attendance Record: List all who attend meeting

Minutes:

#2 Recommendation Form: General Form

All Forms are used currently /can be adjusted per need or guidance by the Full Board

“Please complete this form for each recommendation to be presented to the TFFA Board of Directors for consideration. After the vote is complete on this recommendation, give the Form to the TFFA Secretary for inclusion in the meeting minutes archive”

The _________________Committee recommends to the TFFA Board of Directors the following motion for consideration and approval:

The committee moves:

Seconded by:

Any amendments to this recommendation:

Motion passed:   ____ Motion failed: ____ Date:

Treasurer – Officer/Elected Position – Voting Member

See Parliamentarian/Treasurer for job description/details.

See ByLaws for Qualifications

Duties-refer to By Laws Article VI

A.To seek and develop appropriate means to secure funds necessary for the operation of the Association.

B.To develop and implement a process which will implement a sound fiscal/budgeting process for the best allocation and use of the funds.

C.To receive, investigate, and present to the Boards all requests for financial assistance.

D.To develop, review, and update the processes which provide reimbursement for expenses incurred by Board members in meetings of the official Association responsibilities.

E.It will be the responsibility of the Treasurer to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

All Forms are used currently / can be adjusted per need or guidance by the Full Board

1.Reimbursement Form

2.Request for Funding

3.Sales Tax Exemption Forms

4.Tax Free Donation letters

5.Budget Request Forms

6.Volunteer Hours/In-Kind Donation Form

#1 Burial Fund ‘Request for Funding’ Form General Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

MEMORIAL FUND APPLICATION

“TFFA wishes to express sincere sympathy for the loss of the child in your life.

Know that we stand ready to support you at this time, both emotionally and financially.”

Please print this application on your printer by clicking on the small printer icon in the upper right corner.

Complete the application and mail and email to the Scholarship Chair at , whose mailing address you will find at the bottom of the application.

Caseworker’s Name: Phone:

Address:

Supervisor’s Name: Phone:

Address:

Child’s Name:  D.O.B.

Date and Cause of Death:

Foster Parent’s or Facility Name:

Address:

Phone:

Monument Company Name:

Phone:

Address:

Cost:

Do you have a contract with monument company? No Yes

If yes, please attach copy of contract to this application. Please note:

The amount of the grant is currently limited to $250.

Mail all documentation to TFFA Treasurer

Name

Address

Parliamentarian – Elected Officer – Voting Member [UpDated 10/13]

See ByLaws for Qualifications

Duties-refer to By Laws Article VI (refer to Robert’s Rules of Order)

A.Confer with President before meeting and during recess to discuss questions he/she may have about proper parliamentary procedures.

B.During meeting, give advice to Chairs as required or to assembly as needed.

C.It will be the responsibility of the Parliamentarian to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the Internet.

Administration of Duties

Documents & Forms

All Forms are used currently/can be adjusted per need or guidance by the Full Board

A.Current Edition of Robert’s Rules of Order – newest version

B.Current list of Full Board members eligible to vote.

By-Laws/Chair– Position held by Parliamentarian – Non-Voting Member [UpDated 10/13]

See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

Administration of Duties

A.To develop a process by which the TFFA By Laws are systematically reviewed and updated.

B.To develop a process by which members of the Association are able to participate in the clarification of these By Laws.

C.To develop a process by which this committee may serve as a resource to assist local associations in their organizational development and maintenance.

D.To function as a resource to investigate and recommend appropriate parliamentary procedure to meet any special Association needs.

E.To provide the Treasurer with Annual Budget information.

F.Provide Editor with information for proposed By Law Amendments for publication in the Association publication, the FOCUS, and on the Association Official web site; proposed By Law changes must be posted a minimum of 30 days prior to the vote of the Membership (posted online and or in the publication the FOCUS.)

G.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

H.It will be the responsibility of the committee to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the Internet.

Documents and Forms Conference

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Conference-Chair Appointed Position – Voting Member

Duties-refer to By Laws Article VIII (refer to Robert’s Rules of Order)

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.To plan and implement the Annual Conference of the Association in conjunction with the Executive committee.

B.To develop the criteria for systematic process to prepare and offer the Annual State Conference of the Association and  other training events as deemed necessary by the Board.

    1. To submit in final and written conference report to the Executive committee within sixty (60) days of the State Conference and any other training events as directed by the Board.
    2. To provide the Treasurer with an Annual Budget request.
    3. Keep record of contract vendors, speakers, facilities, etc.
    4. To send out letters to past vendors and exhibitors, to invite them to participate in the upcoming conference and/or other planned training events. Pursue new vendors and exhibitors. Manage vendors and exhibitors during the event(s).

C.     Receive and manage registrant forms—online and mail in. Create a spreadsheet with registrants.

1.Make name tags.

2.Purchase name tag holders and lanyards, as needed.

3.Help Region Representatives with items for participant bags

D.        Work with various Chair(s) on training rooms, Kountry Cupboard, Networking, luncheon and banquet rooms.

E.      Work with hotel on Banquet Event Orders (BEO’s)

F.      Respond promptly to emails and phone calls regarding conference.

G. It will be the responsibility of the committee to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

H.      To oversee the formation of the Conference program and all that it entails.

I.       Secure appropriate name tag ribbons

Documents and Forms

  1. Silent Auction Vendors/Sale Table Agreement
  2. Conference Presenter Contracts
  3. Speaker Billing Form
  4. Training Certificate
  5. Advertising Agreement for Conference Program
  6. See Attached Forms: (current or generic)

All Forms are used currently/can be adjusted per need or guidance by the Full Board

#1 Exhibitor/Vendor Registration Form – Fall Event

#2 Toggle Registration Form (if applicable)

#3 Board Member Registration Form – Fall Event

#4 Supporter Registration Form – Fall Event

#5 Board Member Registration Form -Winter Growth

#6 Exhibitor/Vendor – Winter Growth

#1 Exhibitor/Vendor Registration Form General Agenda Form – Details may vary depending on event

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Send this form and payment before September 19th of conference year to:

TFFA –Annual Training Conference

Chair: Name / Address

Chair’s cell phone #- if you have questions at Conference.

Set up Date/Time

Company Name:

Onsite Contact Name:

Cell Phone # of Onsite Exhibitor:

E-mail Address:

Address:

Phone Number: FAX:

Describe your exhibit (vendors – items to be sold) being specific.

List display boards, exhibits, extra display racks, types of items to be given away or sold.

Tables will be checked to ensure only items listed here and approved are on tables. (staple additional sheet if necessary)

Exhibitor/Vendor Registration Fee (does not include conference registration fee)

Vendor (as described on information sheet)

Exhibitor (as described by information sheet)

Foster Parent Association Table Cover

Fee will be determined by Committee with approval of the Full Board

[Current 2011 fee/adjusted per Full Board vote] $ 75.00 $ 150.00 $ 50.00  – Total $________

I have read, understand and agree to abide by all TFFA Guidelines

Signature of Company Representative

Send this form and payment before Date set by Committee of conference year to our Conference Chair:

TFFA –Annual Training Conference

Name /Address of Conference Chair

#2 Toggle Registration Form General Form – Varies with Event details

All Forms are used currently/can be adjusted per need or guidance by the Full Board

TFFA Toggle-Registration All other registrations accepted only on-line or on-site (if applicable)

Deadline: Month/Year of the Conference year

(Snail) Mail Toggle Registration to Conference Chair: Name / Mailing Address

‘A Portion Of The Registration Received Is Used For Support Of the Operating Expenses Of TFFA Throughout The Year’

Names of Adult Toggle-Registrants: _1) _2)

Address

City State Zip Phone

Email

Number of years as Foster Parent

Registration Fees:

Conference Only (Thursday 6:30 PM through Saturday includes Banquet or appropriate dates as set by committee) [Fall Event – Other events may cause prices to change per committee suggestion and approval of Full Board]

Intensive and Conference (intensives, conference, banquet)

Intensive Only (Thursday 8:30 AM-9:30 PM)

Banquet Ticket  $50 _____(Include names)

Extra Banquet Tickets #_________

TFFA Member $115 _____ $140 _____ $140 _____

Nonmember $165 _____ $ 75 _____ $100 _____

Late Fee (registrations postmarked after Date set by Committee of Conference Year and onsite registration)

TOTAL ENCLOSED

(Toggle Registration Payment must accompany this registration form; mail to: Conference Chair name/ address

CEU’s are available at the event

Registration and payment must be postmarked by Date set by Committee of the Conference year.

After this date, bring this form with you to the conference for onsite registration.

All registrations postmarked after Date set by Committee and registrations onsite in will include a late fee. Requests for refunds will be accepted only before Date set by Committee of the Conference year.

Refund amounts will be registration amount paid minus a $20 fee.

NO REFUNDS AFTER Date set by Committee of the Conference year.

For additional information, contact Conference Chair at or by Phone Number listed in Board of Directors

No fax or phone registration.

NOTE: THESE RULES WILL BE STRICTLY ENFORCED.

1.You cannot video or audio record any sessions.

2.If you are fifteen minutes late, you will not be allowed into the workshop.

3.If you leave the workshop early, you will not be allowed to reenter and will not receive credit.

4.Do not bring children into the workshop.

5.All pagers and cell phones must be off or on vibrate.

6.Please arrange for someone to be on call during sessions.

I have read, understand, and agree to abide by these rules

(Please sign) ____________Date: ___________

#3 Board Member Registration Form – General Form Varies with Event details

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Board Member Registration Form: All other registrations accepted only on-line at www.tffa.org or onsite at the event

Deadline: Date set by Committee of the Conference year (snail) Mail, OR Email this Registration Form to Conference Chair at or find Chair’s mailing address/Phone numbers on the Board of Directors Page of this website.

‘A Portion Of The Registration Received Is Used For Support Of the Operating Expenses Of TFFA Throughout The Year’

Names of Complimentary Board Member Registrant (Please use one form for each complimentary registrant)

Address City State  Zip

Cell Phone to be reached during Conference

Email

Registration Fees: Fee set by Committee of Conference with approval of Full Board

Conference Only (Thursday 6:30 PM through Saturday (or as appropriate) includes one meal)

Intensive and Conference (intensives, conference, meal)

Intensive Only (Thursday 8:30 AM-9:30 PM of as appropriate)

Additional Banquet Tickets #_________@ $50 each

Total $

Registration and payment must be postmarked by Date set by Committee of the Conference year. After this date, bring this form with you to the event for onsite registration.

All registrations postmarked after Date set by Committee and registrations onsite in will include a late fee.

Requests for refunds will be accepted only before Date set by Committee of the event year. Refund amounts will be registration amount paid minus a $20 fee.

NO REFUNDS AFTER Date set by Committee of the Conference year.

For additional information, email the Conference Chair at

No fax or phone registration.

NOTE: THESE RULES WILL BE STRICTLY ENFORCED.

a.You cannot video or audio record any sessions.

b.If you are fifteen minutes late, you will not be allowed into the workshop.

c.If you leave the workshop early, you will not be allowed to reenter and will not receive credit.

d.Children are NOT allowed into any workshops.

e.All pagers and cell phones must be off or on vibrate.

Please arrange for someone to be on call during sessions.

f.CEUs are available at the event

I have read, understand, and agree to abide by these rules.

(Please sign) __________Date:_________

#4 Supporter Registration Form: General Form – Fall Event

All Forms are used currently/can be adjusted per need or guidance by the Full Board

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#5 Board Member Registration Form General Form – Winter Growth/other Event

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Board Member Registration Form

All other registrations accepted only on-line at www.tffa.org or onsite at the event

Please get this to Conference Chair by Date set by Committee of each event year.

Email this Registration Form to

‘A Portion Of The Registration Received Is Used For Support Of the Operating Expenses Of TFFA Throughout The Year’

Names of Complimentary Board Member Registrant

(Please use one form for each complimentary registrant)Address

City State Zip

Cell Phone to be reached during Conference

Email

Registration Fees: Fee may change per committee vote and approval of full Board

Conference Only (Thursday 6:30 PM through Saturday includes Banquet) or as set by committee

Intensive and Conference (intensives, conference, banquet)

Intensive Only (Thursday 8:30 AM-9:30 PM) or as set by committee

Additional meal Tickets #_________@ $    each……….

Registration and payment (if any) must be postmarked by Date set by Committee of the Conference year. After this date, bring this form with you to the conference for onsite registration.

All registrations postmarked after Date set by Committee and registrations onsite in will include a late fee. Requests for refunds will be accepted only before Date set by Committee of the Conference year. Refund amounts will be registration amount paid minus a $20 fee.

NO REFUNDS AFTER Date set by Committee of the Conference year.

For additional information, call Conference Chair at

No fax or phone registration.

NOTE: THESE RULES WILL BE STRICTLY ENFORCED.

a.You cannot video or audio record any sessions.

b.If you are fifteen minutes late, you will not be allowed into the workshop.

c.If you leave the workshop early, you will not be allowed to reenter and will not receive credit.

d.Do not bring children into the workshop.

e.All pagers and cell phones must be off or on vibrate.

Please arrange for someone to be on call during sessions.

I have read, understand, and agree to abide by these rules. I have read, understand, and agree to abide by these rules.

I have read, understand, and agree to abide by these rules.

(Please sign) _________________________Date_________________

#6 Exhibitor/Vendor Form General Form – Winter Growth (or other) Event

All Forms are used currently/can be adjusted per need or guidance by the Full Board

TFFA EXHIBITOR/VENDOR REGISTRATION

Send this form and payment before Date set by Committee of conference year to:

TFFA –Annual Training Conference

Chair:

Company Name

Onsite Contact Name

Email Address

Address

Phone Number FAX

Describe your exhibit (vendors – items to be sold) being specific. List display boards, exhibits, extra display racks, types of items to be given away or sold. Tables will be checked to ensure only items listed here and approved are on tables. (staple additional sheet if necessary) Thursday morning (of conference date) is the earliest setup time possible.

Fee may change per committee vote and approval of full Board

Exhibitor/Vendor Registration Fee (does not include conference registration fee)

Vendor (as described on information sheet) $

Exhibitor (as described by information sheet) $

Foster Parent Association $

Total Included $________

I have read, understand and agree to abide by all TFFA Guidelines

Signature of Company Representative _________________Date:_______

Send this form and payment before September 19th or as set by committee of conference year to our Conference Chair at

Education/Training – Chair Appointed Position – Voting Member

See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.To develop and promote educational and training programs that are specifically designed to meet the needs of Foster Parents and childcare personnel.

B.To inform Association membership of various educational and training programs that are available through the various websites, the FOCUS, email, etc.

C.To coordinate the various education and training programs of the Association with the personnel and programs of various state agencies, especially the Child Placing Agency.

D.To develop a system by which Foster parents are able to participate in the systematic review and updating of the standards which apply to Foster care programs.

E.To work in coordination with the Conference committee in selection of Conference Speakers and Presenter’s.

F.To maintain information on Speakers and Presenters as a resource library for this association and to assist other associations with selections for their own programs.

G.To provide the Treasurer with annual budget request.

H.To setup and maintain records for CEU certification or see that this process is available and maintained.

I.It will be the responsibility of the committee to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Documents and Forms

A.Contract with Conference speakers and presenters

B.Contract with Associations for training needs.

C.Secure CEU certification numbers and the process is secured at each training events of the Association.

All Forms are used currently/can be adjusted per need or guidance by the Full Board

See attached Forms: (current or generic)

#1 Conference Speaker Reimbursement Form

#2 Speaker Reimbursement Form

#3 Call For Presenters-Winter Growth Event

#4 Speaker Information Form

#5 Speaker Agreement Form

#6 Call For Presenter – Fall Event

EDUCATION/TRAINING CHAIR- 2011

The Education/Training Chair is responsible to engage speakers for the TFFA

Training Conferences, being careful to use subjects that are of interest and beneficial to Texas Foster/Adoptive Families.  Many resources are used , such as websites, word of mouth, personal contact, etc. to complete this task.

The Education/Training Chair sets up the conference schedules, working out times with each individual trainer and learns what the speaker’s request/needs are for each session. The chair then shares this information with the Communication Chair, Editor, Conference Chair, and the hotel of contract.

The Education/Training Chair negotiates payment with each individual speaker in order to stay within a reasonable budget for the conference. (The chair sometimes is able to offer a display table, ad in the program, etc.  in exchange for a discount of  Speaker’s fee or honorarium.  Sometimes speakers will donate their time for a session … all of which is part of the negotiation)

The Education/Training Chair keeps records by providing forms for the trainers to fill out and return. This information consists of Name, Address, e-mail address, Phone, #, S.S.#, Name of Workshops, length of presentation, brief summary of presentation, cost for TFFA to engage speaker, and signed agreement. The  “Call for Presenters” forms can be found at the TFFA website, www.tffa.org

A reimbursement form is provided for each speaker, at the conference and is then given to the TFFA treasurer. The treasurer and trainer decide on how the payment will be made.

The Education/Training Chair provides each speaker with a small gift of appreciation, during the conference, along with a Speaker’s ribbon or pin to wear.

The Education/Training Chair is responsible to engage and assure each session presented has monitors who introduce the speaker and take care of the needs of the attendees.

During the conference the Education/Training Chair checks to be sure each trainer has all his needs met.

Each conference attendee is provided with an evaluation for each session attended. After each conference, the Education/Training Chair reads, sorts, and e-mails the results of each to the appropriate trainer to enable them for preparation of future presentations.

The Evaluation Summary consists of :

a.Name of Presenter

b.Topic Name

c.Date

d.Number of Attendees

e.How each attendee voted for each category on the evaluation

f.Typed each comment given by attendee (not attendee’s name)

The Education/Training Chair is responsible to see that the CEU’s are offered to the attendees. The chair can take care of that responsibility or have someone assist.

The Education/Training Chair is a member of the Conference Committee and works closely with the Conference Chair to prepare for each conference.

These committee members, being members also of the Conference Committee are expected to assist in needs to assure a successful event.

#1 Conference Speaker Reimbursement Form General Agenda Form

All Forms are used currently/can be adjusted per need or guidance by the Full Boar

TEXAS FOSTER FAMILY ASSOCIATION CONFERENCE SPEAKER REIMBURSEMENT FORM

Please, submit the following request for reimbursement to the Education/Training Chair person. If it is convenient for you, you may submit this request reimbursement within two weeks to

(Chair’s Name)

Address:

Phone Numbers:

Email:

NAME:

MAILING ADDRESS

CITY STATE ZIP

PHONE: (CELL) (OTHER)

SOCIAL SECURITY # OR I.D. #

(Must be supplied at time of reimbursement request. Reimbursement cannot be filled without this requirement)

Reimbursement requested for:

TRAVEL             $________________________ (airline receipt)

HOTEL               $________________________

MEALS               $________________________

HONORARIUM $________________________

TOTAL               $________________________

( NOTE: receipts are required)

SIGNATURE_________________________________Date: ___________

#2 Speaker Agreement General Form  – Winter Growth Event (or other)

All Forms are used currently/can be adjusted per need or guidance by the Full Board

TFFA SPEAKER AGREEMENT

EXHIBITS:

Do you desire an exhibit table in the conference vendor area?__________Yes __________No

(If you desire an exhibit table the information will be forwarded to the conference chair at and he/she will contact you to complete the arrangements.)

PLEASE, ATTACH THE FOLLOWING C.E.U. Information:

1.Workshop Content

2.Learning Objectives

3.Format (role play, lecture, panel, etc.)

4.Resume or Biographical Information

Dates/Fees may vary – Committee determines the fees with approval of the Full Board. Dates/times are set by Conference Chair

_____Thursday Date, Intensive 8:00am – 5:00pm(including lunch break)        7Hrs

_____Friday Date, Keynote 8:00am – 9:25am 1.30Hrs

_____Friday Date, Session 9:30am – Noon 2.30Hrs

_____Friday Date, Session 1:30pm-3:00pm 1.30Hrs

_____Friday Date, Session 3:15pm-4:30pm/Closing    1Hr

Total: 13 1/2Hrs

PLEASE, RETURN SIGNED AGREEMENT AND REQUESTED INFORMATION TO:

(Name of Chair)

Education and Training Chair, TFFA

Email:

Presenter Signature: ___________Date:__________

#3 Call For Presenter  General Form – Fall Event

All Forms are used currently can be adjusted per need or guidance by the Full Board

CALL FOR PRESENTERS

Date/Location of Event

The TFFA Education and Training committee is seeking presenters for its upcoming conference on DATE.

This conference is sponsored by several child placing agencies both public and private.

The target audience is made up of foster and adoptive parents, child placing staff from CPS, private child placing agencies and other child advocates.We anticipate ____ participants.

The conference is made up of different presentation lengths and times (subject to change); they are:

Date/Times

We offer a variety of topics that are relevant to the care and treatment of children, youth in foster care and those who have been adopted. We also offer topics that help the child care providers, staff and others who work with the children in care to cope with stress and behaviors.The “how to” is a very important part of the topics and we ask that it is provided along with the “what. Handouts are extremely important and are used by many as a guide and refresher to what was presented so please prepare and provide hand-outs with your presentation.

The opportunity to be an Exhibitor is also available. We have CPA’s, agencies and companies that provide services to our children, vendors (books, T-shirts, toys, Jewelry), etc. If you are interested in having a booth as part of your speaker reimbursement, please indicate this on the form. If you do not want to present but would like a booth please contact me for further information on being a vendor or exhibitor.

If you are interested in being a presenter at this conference please complete the Speaker Information form.

Please provide a complete list of topics you present and a description of each of the topics. The committee will select the topics we are interested in from your list. Please feel free to include any additional pages or attachments you have. Please also provide the approximate amount for expenses, especially for travel and fees so that we may consider this in our budgeting for speaker costs.

You may provide your information to You will be contacted if you are selected as a Presenter.Thank you for your time and we look forward to working with you.

Please feel free to pass this information on to your colleagues and associates who might also be interested in presenting.

Education and Training Chair, TFFA

E-mail:               Phone:     Street: City: State:   Zip:

Work:           Cell:       Home:

Name of workshop(s):

Length of Presentation: 6 Hr.

Intensive (may vary depending on need)

3 Hr.Training

1 Hr.Training

#4 Speaker Information Form General Form – Fall Event

All Forms are used currently/can be adjusted per need or guidance by the Full Board

CONFERENCE SPEAKER INFORMATION

Date / Location/ Address of Location

Name and Credentials: (as you want it to appear in the conference program)

Social Security Number or I.D.#:

Mailing Address:

TFFA SPEAKER AGREEMENT

Provide a brief summary of your presentation: (as you want it to be printed in the program. Attach a separate sheet, if necessary.)

HANDOUTS ARE EXTREMELY IMPORTANT TO OUR ATTENDEES: (Copies will be the responsibility of the speaker)

Will you be providing handouts? YES NO

(Copies will be the responsibility of the speaker)

PLEASE, CHECK THE AUDIO/VISUAL EQUIPMENT YOU NEED TO EFFECTIVELY PRESENT YOUR WORKSHOP: (Please, inform us if you will be providing any of your own equipment)

TV/VCR Podium Other (Please list)

FEE HONORARIUM$

Slide ProjectorMicrophone White Board w/MarkersDisplay Table

ESTIMATED COST OF WORKSHOP:

Overhead Screen LCD Projector

TRAVEL

MEALS

HOTEL

$ Agreed amount to be paid after the conference and mailed to you.

$ (Mileage reimbursed @ Texas State rate, air travel must be the lowest rate and made 30 days before conference, receipt required.)

$ ($36.00 per day-receipts required). (may vary depending on committee recommendation with vote of full Board)

$ (Please make your reservations for the nights agreed on and forward me your confirmation number as soon as possible. Make your reservation now as rooms go quickly.)

REMINDER: YOU MUST PROVIDE ALL RECEIPTS AND TAX ID OR SOCIAL SECURITY NUMBER AT TIME OF SUBMISSION FOR REIMBURSEMENT!

(Please, let inform  know the date and time of your arrival)ROOM RESERVATIONS MUST BE MADE WITH:

Show Hotel / Address / Phone Number

List Sessions Times and Dates

Workshop Content Learning Objectives Format (role play, lecture, panel, etc.)

Resume or Biographical Information

#5 Speaker Agreement Form General Agenda Form – Fall Event/Winter Growth Event

All Forms are used currently / can be adjusted per need or guidance by the Full Board

TFFA SPEAKER AGREEMENT

EXHIBITS:

Do you desire an exhibit table in the conference vendor area? YES NO

(If you desire an exhibit table the information will be forwarded to the conference exhibit coordinator and she will contact you to complete the arrangements.)

PLEASE, ATTACH THE FOLLOWING C.E.U. INFORMATION:

YOUR CONFERENCE WORKSHOP IS SCHEDULED FOR:

Date / Times of Sessions

PLEASE, RETURN SIGNED AGREEMENT AND REQUESTED INFORMATION TO:

Date

Presenter’s Signature

Date

TFFA Education Chair

List Chair Name/Address/Phone Number(s)/Email

#6 Speaker Agreement Form General Agenda Form – Fall Event/Winter Growth Event

All Forms are used currently / can be adjusted per need or guidance by the Full Board

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#7 Call For Presenters Form General Agenda FormpastedGraphic_3.png

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Events/Appointed (Chair position currently held by another Chair)- Non-Voting Member

All Forms are used currently / can be adjusted per need or guidance by the Full Board

See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.The Event’s committee chair is responsible to work with the conference Committee, when planning and executing the fireside luncheon, and other events held at the fall or Winter Growth Conferences.

1.Order the Awards for each category:

a.Foster Family of the Year

b.Single Foster Parent of the Year

c.Caseworker of the year

d.Case manager of the year

e.Medically Fragile Foster Family of the Year

f.Therapeutic Foster Family of the Year

B.Arranges for persons/groups to choose Award Winners

C. Collects, sorts, and distributes the nominations to be judged

1. Send each nominee a notice that they had been nominated.

2. Make agency of winner’s aware that the person/s will be honored in order for them to assure the winner’s attendance.

D. Assures that the Trophy Store has the correct name of each winner

E. Plan the program for the banquet:

1. Engage Color Guard

2. Engage someone to lead the Pledge of Allegiance

3. Engage someone to lead the National Anthem

4. Engage someone to pray

5. Engage someone to announce the Award Winners

F. Plan the menu with assistance of the hotel of choice’s staff, within the budget

G.Arrange and engage entertainment for the Award’s banquet, within the Budget

H. Plan and shop for decorations for each event

I.  Decorate, with the assistance of board members, for each event

J.  Clean up and prepare decorations for storage, with board member’s assistance.

K. Have posters printed to place on easels, recognizing the sponsors who are sponsoring the events.

1. Training sessions

2.Banquets

3.Conference bags

4.Fireside chat luncheon

5.Decorations

6.Entertainment

L.  Have posters printed for promotion of upcoming conference

M.prepare closing session of conference

      1. Raffles
      2. Door prizes
      3. Promoting next conference/event
      4. Giving items to promote next event ‘s theme [i.e.. Candy,toys,shirts,etc)

N.  To provide a proposed annual budget of needed expenditures to the Treasurer.

O.To provide an annual report of events and expenditures to the full Board.

P.It will be the responsibility of the committee to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Finance – Appointed Position – Voting Member

All Forms are used currently/can be adjusted per need or guidance by the Full Board – See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

Administration of Duties

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

C.Serving as the principal liaison between the Finance committee and the Full Board.

D. To work with the Treasurer, Scholarship Committee and the Executive Director to insure funding for TFFA.

E.Communicate with committee members about meetings, specific task, ongoing needs of TFFA.

F.See that committee members are supplied with reports and/or information to assure they can accomplish task.

G.It will be the responsibility of the committee to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

H.To seek and develop appropriate means to secure funds necessary for the operation of the Association.

Forms and Documents:

Scholarship-Appointed Position – Voting Member

All Forms are used currently / can be adjusted per need or guidance by the Full Board – See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.To develop the means to secure funds, scholarships, fellowships, etc., to assist in the offering of post-secondary educational assistance to qualified foster children.

B.To develop a process to provide for an equitable distribution of the scholarship of the Association.

C.Number of Foster children to receive scholarship approval each year depends on available funding.

D.Number of biological/adopted children to receive scholarship approval each year depends on available funding.

E.Due dates of Scholarship Applications shall be Date set by Committee.

F.To develop the processes that insure that all monies received on behalf of the Association from the Silent Auction and/or scholarship/ burial donations shall be duly receipted, deposited with the Treasure and may be audited at the discretion of the Board

G.To manage the Silent Auction during the Annual Conference an/or other designated events.

H.To manage the sale tables during the Silent Auction.

I.To assist the Finance Chair and Committee with processing of requests for funding from the Burial Fund.

J.To provide annual budget request to Treasurer.

K.After receiving and reviewing scholarship applications, the Chair will confirm with the Membership Chair that the parents/family of the applicant are ‘members in good standing with TFFA’, and that all information for the applicant is available complete.

Scholarship Fund Guidelines

A.Foster parents must be current members in good standing with TSFPI/TFFA at the time of application.

B.Applications must be completed with all necessary information and received by the Finance committee Chair by Date set by Committee for consideration at the following Board meeting.

C.The Finance committee shall recommend scholarship awards based on availability of funds with no award exceeding $500 per school year, per person. Awards will be issued in equal increments at the beginning of each semester. Recipient shall submit grade report and proof of enrollment at the beginning of each subsequent semester.

D.Award recipient must maintain a grade point average of 2.0 each semester to continue the scholarship the following semester. If the GPA drops below 2.0, the scholarship will be suspended until proof of grades are received by Finance committee Chair showing a GPA of at least 2.0.

E.Students taking 12 Hrs or more may be awarded $500 if funds are available; part time students (under 12 Hrs) may receive $250 as funds are available. First time scholars may receive half the amount, until guidelines are reviewed.

F.It will be the responsibility of the committee to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Documents & Forms (current or generic)

All Forms are used currently/can be adjusted per need or guidance by the Full Board

A.Scholarship Application Form (see #1 below)

B.Guidelines For Scholarships (see page #2 below)

C.Request for Funding Form (see #3 below)

#1 Scholarship Application Form General Agenda Form

All Forms are used currently / can be adjusted per need or guidance by the Full Board

TFFA Scholarship Application

Name (Complete Name: First, Middle and Last name)

Date of Birth Phone:

Check one:  Adopted     Biological     Foster

TFFA Member Parent’s Name:

Current Mailing Address :

Email Address:

High School:

Extracurricular activities and honors:

Organization/activity:

Years and Honors and/or Offices held:

Civic/Community Activities:

What school of higher learning do you plan to attend?

Do you have a specific field of study you are interested in pursuing?

Finances

Are you eligible for?  Social Security?______    Amount?_______  Junior GI Bill? Amount?___________Gov. Compensation?  Amount?_______

Will your biological/ adoptive or foster parents contribute financial aid toward your education?

If yes, indicate approximate amount $____________________________________________

Which scholarships and grants have you applied for?

Which Scholarships have you received?

Do you plan to live at: home? Apartment? Dorm on campus

Do you plan to work while enrolled as a student?

Explain

Please include any additional information that might influence our decision to award this scholarship.

I understand if I falsify or delete any information it could result in the delay or denial of this Scholarship award.

Signature:_____________                                                   Date:______________

Mail completed application by Date set by Committee to

TFFA Scholarship Application

List Chair Name / Address / Email: / Phone Numbers

#2 Guidelines For Scholarships General Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Scholarship Fund: Carlos Lara – Don Hazel Scholarship Fund

We all know that education is important. TFFA encourages young people to work hard and to never stop learning. To back up this belief, we offer the foster, adopted, and biological child of our members the opportunity to receive help with their education cost.

Now that continuing education is a part of your future TFFA hopes to help. Below you will find the guidelines for eligibility and a list of validating documents for full and part-time students that must be submitted along with your completed application. The TFFA Scholarship Fund policy has been changed to accept application from a TFFA membered Foster Parent’s biological, adoptive, and foster children. Scholarship Award may be issued after receipt of all required validation at the end of each semester.

Application must be fully completed and mailed with all the necessary papers to the address listed on the bottom of the application form.

The Finance Chair may recommend Scholarship awards based upon availability of funds. No award shall exceed more than $500 per semester, not to exceed $1,000 per year.

QUALIFICATIONS

FULL-TIME STUDENT: Must carry and complete 12 hours and maintain a GPA of no less than a 2.0 for the semester.

If GPA falls below 2.0 the scholarship committee will notify the student of suspension until clarification has been accepted.

PART-TIME STUDENT: Must carry and complete no less than 6 semester hours and maintain a GPA of no less than a 2.0 per semester. If GPA falls below 2.0 the scholarship committee will notify the student of suspension until clarification has been accepted.

FIRST-TIME APPLICANT: Graduating High School seniors must have a letter of acceptance from a college, or center for higher learning, as well as all other requirements listed below. Application deadline is Date set by Committee of each year.

COLLEGE STUDENTS: Submit a full and current transcript from the institution they have been attending with a letter from their student adviser stating the starting date of the student’s college or training career, current involvement in the institution, and all other requirements listed below with a completed application, postmarked no later December 31 of each year.

A grade point average of 2.0 must be maintained each semester to continue the scholarship the following semester. If the GPA falls below 2.0, the scholarship will suspend until proof of grades are received.

RETURNING APPLICANTS: All returning applicants must submit a current transcript (showing semester GPA and all classes that were attended and/or dropped) with a cover sheet of contact of information after completing all requirements at the end of each semester to obtain the scholarship award for the next semester.

The Following Validating Documents Must Be Submitted Along With A Completed Application:

A two paragraph essay on why you would like to be awarded a scholarship from the Carlos Lara-Don Hazel fund.

Copy of high school transcript.

Copy of a college acceptance letter.

Letters of recommendation from at least two (2) of the following: current Principal, Teacher, Counselor, Coach, Scout Leader,

Student Adviser, Employee Supervisor (from job if applicable).

For Foster Children Only: Letter from Social Worker and letter from Foster Parents.

For biological and/or adoptive children: Letter from parents.

Any other letters of recommendation and supporting documentation that applicant deems relevant.

A completed application

Mail all documents to Chair at

Questions? Phone # of Chair

Legislative/Policy Review-Chair Appointed Position – Voting Member [updated 10/13]

All Forms are used currently/can be adjusted per need or guidance by the Full Board

See ByLaws for Qualifications

Duties-refer  to By Laws Article VIII

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration Of Duties

A.    To develop and sustain an ongoing working relationship with the State Legislators that are favorable to our issues and would assist with the promotion and passage of legislation which is favorable to the foster care system.

B.     To encourage all individual Foster parents and Foster parent groups to be Independently responsible for representing the rights and needs of Foster children and Foster parents within the legislative processes.

C.     To advise all Association members of the proper individual legislative action that can be taken to effect the enactment of legislation that may effect Foster children and Foster care programs.

D.    Develop legislative initiatives that are favorable to Foster children, Foster parents, and Foster care programs and pursue the passage of such initiatives.

E.    Review and provide input on DFPS legislative initiatives.

F.    Disseminate the results of each legislative session and their subsequent changes and requirements to the members through various media vehicles, including, but not limited to, newsletters, Conference workshops, the website, emails and reports to the Full Board of Directors.

G.    To provide annual budget request information to Treasurer.

H.    Develop collaborative relationship and/or partnerships with like-minded advocacy groups to increase scope of advocacy efforts.

I.    To obtain copies of all DFPS policies and/or know how to obtain the policies from the DFPS website.

J.    To offer suggestions on the amendment of current policies and/or new policies.

K.    To serve on workgroups or shareholders meetings concerning policy.

L.   To work with likeminded advocacy organizations to develop, monitor and/or influence state and federal legislation that may affect the foster care system in the state.

M.    Monitor State agencies or groups that propose policies that affect Foster families, including but not limited to:

1.    State Fire marshal

2.    Texas Register

3.    Department of Family and Protective Services (DFPS)

4.    Texas Education Agency (TEA)

5.    Department of State Health Services (DSHS)

6.    Department of Aging and Disability Services (DADS)

7.    Department of Assistive and Rehabilitation Services (DARS)

8.    Health & Human Services Commission (HHSC)

N.It will be the responsibility of the committee to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Documents and Forms

A.     Current list of State Legislators with contact information.

Recruitment & Retention-Chair Appointed Position-Voting Member

Taken as is from By-laws/nothing submitted for this manual

All Forms are used currently/can be adjusted per need or guidance by the Full Board

See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.To develop and promote recruitment of Foster parents and seek out ways to retain them.

B.To keep informed of various recruitment methods used across the state and relay this information to others.

C.To note issues that make retention and/or recruitment of homes difficult and see solutions.

D.To work with educating Foster homes of policies to retain the homes.

E.To seek out brochures, pamphlets, and any information that would benefit the recruitment and/or retention of homes.

F.To attend statewide and regional workgroups and coalitions on recruitment and retention.

G.To provide annual budget request information to the Treasurer.

H.It will be the responsibility of the committee to create /develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Documents & Forms

Communication – Chair Appointed Position -Voting Member

All Forms are used currently/can be adjusted per need or guidance by the Full Board

See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.To assist and implement the Annual Conference of the Association in conjunction with the Executive committee and Committee Chairs.

B.To develop the criteria for systematic information sharing of the training events of the Association.

C.To assist the Conference and/or Training Education Chair and other committees with various training events information.

D.It will be the responsibility of the committee to create/develop (or see that forms are developed) and assure details of all forms are sent to those responsible for publication either in print or on the Internet.

Documents and Forms

Publication /Editor/Chair Appointed Position- Voting Member

All Forms are used currently / can be adjusted per need or guidance by the Full Board

See By-Laws for Qualifications

Duties-refer to By Laws Article VIII

A.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.Establish the format for the Association publication, the F.O.C.U.S.

B.Determine the deadline for submissions; as often as possible to be posted on  the official TFFA website and/or other Association websites.

C.Publish the F.O.C.U.S. online as often as possible, but a minimum of quarterly.

1.Information suggested to be included in each publication

a.Board Roster

b.Website(s) information

c.Link to various forms as needed – link to TFFA website(s)

d.Ad’s that are paid for: payment is for a one year period.

1.Fee:

Nonmembers of TFFA Rates: $300/full page and $175/half page

Member of TFFA Rates: $200/full page and $125/half page.

e.Resumes in the issue prior to conference

f.‘A Portion Of Registration Fee to TFFA Conference Received Is Used For Support Of the Operating Expenses Of TFFA Throughout The Year’

D.Adhere to specific forms, letters, Ad’s, articles, etc submitted for inclusion in the FOCUS and various websites.  (it is at the discretion of the Editor to determine if submissions are appropriate for inclusion-family/child friendly)

E.ByLaw changes MUST be included in the F.O.C.U.S. 30 days before proposed By law change vote.

F.Assist the Communication chair on the maintenance of the association’s various website.

G.Work within the approved annual budget for graphic purchases for websites, programs, forms, FOCUS.

H.Be available to assist other Board members with task related to conference, training & eduction, membership, etc.

All Forms used currently /can be adjusted per need or guidance by the Full Board

See Attachment Forms: (current or generic)

#1 Conference Program Ad Form

#2 FOCUS Ad Form

All Ad’s must be Emailed on or before Date set by Committee Chair of the event year, as an attachment (As a clear, camera ready, pdf) to the TFFA Editor at

(Also include the information about the size Ad space being bought AND a print copy must be mailed [by the Date set by Chair deadline] along with your payment to Treasurer / address.

Ad’s may be included in the TFFA Event Program at the discretion of the TFFA Editor.

Ad’s are intended to be child and family related.

Name of Advertiser:

Contact Person:

Address:  City / State / Zip:

Phone Number:

FAX Number:

Contact Person’s E-mail Address:

Contact Person’s Cell Phone Number:

Program size – 8 1/2 x 11 Check One

Fee may change per need and vote of approval by the Full Board

Full Page Ad ……………..$100 ❏ Half Page Ad ……………..$ 75 ❏

#1 Conference Program Ad Form General Agenda Form

All Forms are used currently /can be adjusted per need or guidance by the Full Board

Deadline: Date set by Committee Chair of each event.

All Ad’s must be Emailed on or before Date set by Chair of the event year, as an attachment (As a clear, camera ready, pdf) to the TFFA Editor at Name / Address / Phone Numbers / Email (Also include the information about the size Ad space being bought AND a print copy must be mailed [by the Date set by Committee deadline] along with your payment to Treasurer..

Ad’s may be included in the TFFA Conference Program at the discretion of the TFFA Editor.

Ad’s are intended to be child and family related.

Name of Advertiser:  Contact Person:  Address:  City / State / Zip:

Phone Number:  FAX Number:

Contact Person’s E-mail Address:

Contact Person’s Cell Phone Number:

Program size – 8 1/2 x 11 Check One

Fee may change per need and vote of approval by the Full Board

Full Page Ad ……………..$100 ❏ Half Page Ad ……………..$ 75 ❏

#2 FOCUS AD FORM General Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

To have an Ad in the TFFA F.O.C.U.S., send the Ad as an attachment to an Email (in pdf.) to

Fee may change per need and vote of approval by the Full Board

FEE: *Nonmembers of TFFA Rates: $300/full page and $175/half page

Member of TFFA Rates: $200/full page and $125/half page.

All Ad’s will be printed in black/white Contact the

Membership Chair Appointed Position -Voting Member

All Forms are used currently / can be adjusted per need or guidance by the Full Board

See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.To process all applications for membership in the Association and to provide official identification to members of this Association.

B.To forward to the Communication Chair and to the chair of the Election committee, on a quarterly basis, an updated roster of the members of the Association in good standing.

C.To receipt, deposit with the Treasurer, and otherwise account for all Association funds received for Membership, by fiscal procedures.

D.To seek and investigate individuals and organizations who merit special recognition as honorary members of the Association.

E.To work to secure a higher membership rate for individuals involved in all areas of Foster care.

F.To direct the Chair or an elected member of this committee to serve on the Election committee.

G.To keep the official roster of members of the Association with up-to-date mailing addresses, such lists to be supplied and updated by the Chair of the Membership committee on a regular basis.

H.To provide an annual budget request information to Treasurer.

I.It will be the responsibility of the committee to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Membership-refer to By Laws, Article II

A.Dues

1.The following amount of dues constitutes a minimum amount. The Membership committee may assess a larger amount, if deemed necessary. The larger amount must, however, be approved by a majority of the voting members of the Board of Directors.

Fee may change per need and vote of approval by the Full Board

Member Amount
1-25 $75
26-50 $100
51-75 $150
76-100 $200
101-150 $300
151-200 $400
201-250 $500
251-300 $600
301-500 $700
Over 500 $700 + $5 per family >500

2.Supportive Membership – dues shall be $25 Fee may change per need and vote of approval by the Full Board per membership year.

3.Honorary Membership-are awarded with no membership dues.

4.Secure ‘Voted’ Ribbons.

B.Reinstatement Fees

1.A reinstatement fee up to $25 Fee may change per need and vote of approval by the Full Board may be charged to associations whose membership has been deleted from membership records do to nonpayment of dues.

Documents and Forms: (current or generic)

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Membership Application (see #1 below)

Membership List (not attached/see Membership Chair for current list)

#1 Membership Application General Agenda Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

Texas State Foster Parents, Inc.

Membership Application

Membership Year Date set by Committee

Name______________________

Address_______________________City_____________State________Zip__________

Telephone (_________)_______ DFPS Region #___________ Email___________

TYPE OF MEMBERSHIP: (check one that applies) Membership Year Date set by Committee

( ) REGULAR Foster Parent: FP now or closed in good standing Includes Right to attend meetings, receive mailings. Does include right to vote & hold office.

Fee may change per need and vote of approval by the Full Board $15 Individual or $25  Couple

( ) Agency Child Care Personnel of CPA or others associated with fields of service to needs of children. Includes Right to attend meetings, receive mailings. Does not include right to vote nor hold office. Include

Mailing list with names & mailing addresses. Fee may change per need and vote of approval by the Full Board $15.00 each

( ) Supportive: Individuals & Organizations other than Foster Parent Organizations. Includes Right to attend meetings, receive mailings. Does not include right to vote nor hold office. Fee may change per need and vote of approval by the Full Board $25.00 each

( )Honorary: only to those awarded by TFFA. Includes Right to attend meetings, receive mailings. Does not include right to vote nor hold office. No Membership Fee.

( ) Organizational: Foster Parents of FP Associations and Child Placing Agencies; includes Regular Membership of members to receive mailings, right to vote & right to hold office. FEE AS FOLLOWS:

Please submit current mailing list of foster families, which includes name, address, phone number.

Please plan to send updates Quarterly during membership year. For more information contact

Fee may change per need and vote of approval by the Full Board

( ) $25 Reinstatement fee (for renewals more than 60 days late).

PLEASE MAKE CHECK PAYABLE TO:

Mail to: TFSPI Membership Chair or pay online at www.tffa.org

Name/Address/Phone numbers/Email

Election-Appointed Position-Chair held by Membership Chair – Nonvoting Member

All Forms are used currently/can be adjusted per need or guidance by the Full Board

See ByLaws for Qualifications

A.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

B.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

1.Members of the Election Tally committee shall be:

a.Chair of the Membership committee, who shall also serve as  Chair of the Election committee.

b. One Regional Representative

c.All past Presidents in attendance at the time of Elections.

d.Exceptions: In the event any member of the Election committee should run for any office or position on the TSFPI/TFFA Board, he/she must not serve on this Election Tally committee during that designated election.

C.Committee: The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

Duties-refer to By Laws Article VIII

A.This committee is responsible for the validation of all elections and holds the primary responsibility for the election process.

B.The committee members shall, at the time of their first meeting, elect one of their members to serve as vice-chair and secretary to take minutes of the meeting.

C.To provide annual budget request information to Treasurer.

D.It will be the responsibility of the committee to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Administration of Duties

A.To receive from the Membership committee, on a quarterly basis, an updated roster of the membership of the Association in good standing.

Election Process

A.The dates of all elections will be on designated date of the TSFPI/TFFA  training conference in the Fall of each year.  Notice of that date shall be published in the Association publication, the FOCUS and on the Association web site(s)

B.All candidates for any elective office must submit a resume, on the official resume form-see below, for a particular office to the Election committee Chair.

C.Resumes must be received by the Election committee chair by Date set by Committee of the annual training event, yearly.

D.Resumes received by the Date set by Committee deadline will be published in the Association publication, the FOCUS, in the mailed/emailed a copy before the conference as well as posted on the official web site.

E.Resumes received by the Date set by Committee deadline will be listed on the Official ballot.

1.The Chair of the Membership committee shall validate that each resume is that of a current paid member of the Association.

2.The Election committee chair shall assure the publication of the official ballot either printed and available at the time of election or printed in the conference program.

3.The Election committee chair will retain all resumes for sixty (60) days after the election, at which time they will be destroyed.

4.Write-in candidates shall be allowed at the time of the official voting but are the responsibility of the person submitting it.

Election Results

A.The officers elected for that particular position shall be determined by that officer having received the most votes cast by any member eligible to vote based by popular vote of the total votes cast for that position.

B.The regional Representative elected for each region shall be determined by that regional representative having received the most votes cast based on popular vote of the total votes cast by only the members of that region eligible to vote for that position.

C.Balloting/Voting Process: The process of electing the officers of the Association shall be as follows:

1.Each individual member, as validated by a member of the Membership committee, will receive upon request an official Ballot at the Association’s annual conference.

2.The Official ballot will be validated with a Seal.

3.Each voting member will be notified of resumes, including resumes of ‘write-in’ candidates available for their viewing.

4.The marked ballots are to be returned to the Election committee’s designated polling place on or before thirty minutes after the end of the last training sessions for that day when voting will end.

5.The Election committee will certify the results of all ballots.

Absentee Balloting

A.Any member in good standing may request from the Chair of the Election committee, an absentee ballot, until thirty (30) days before an election.

B.The Membership chair will validate the member is in ‘good standing.’

C.The Membership chair will either notify the member if he/she is ineligible to vote, or if he/she is eligible to vote and forward the official ballot to that member.

D.Ballots will be mailed by the chair of the Election committee/Membership committee.

1.Upon request, each individual member at the same address will receive a ballot.

2.The ballot will contain the final date when it must be received and the address of where it must be sent.

3.It will be the responsibility of the Voter to determine the ‘best way’ for the ballot to be received by the chair on or before the due date Date set by Committee.

4.Ballots will be carried to the fall event, unopened, by the chair of the Election committee. They will be opened and validated by the Election committee at the time all votes are counted.

Recording the vote

A.Recording the vote (Robert’s Rules of Order)

B.All votes cast will be accounted for including both legal and illegal vote; illegal votes are votes cast by legal voters who marked the ballots inappropriately described as follows:

1.In recording the votes cast, all blanks must be ignored.

2.If in unfolding the ballot is found that two or more completed ballots are folded together, they are recorded as illegal votes and not counted (not applicable to absentee votes).

3.If more than one candidate or several are marked for a given office, that particular part of the ballot must be considered illegal.

4.Unidentifiable candidate or a fictional character is treated as illegal votes.

5.All ballots cast will be verified to have the ‘seal’ of legal ballot. Seal is determined by the Election chair.

6.If the meaning of one or more ballots is doubtful, they can be treated as illegal if it is impossible for them to affect the result, but if they may effect the result, the tellers should report them to the chair, who will immediately submit this information to the Full Board, the question of how these ballots should be recorded.

7.Teller’s Report is to be submitted to the Secretary

a.The Report should not include the number of members eligible to vote.

b.Name of each candidate receiving a vote and total number of eligible votes.

c.Number of and explanation of illegal votes (i.e. marked with two candidates for the same office, person as ‘write-in’ not eligible to hold office, voted for two opposing By Law changes, etc.)

1.Chair’s declaration of results should include the following information for publication:

a.Name of each Officer or Regional representative receiving the most eligible votes and considered to have been ‘elected to serve that position.’

b.Recounting the votes will require a majority vote of the Full Board

Documents and Forms: (current or generic)

All Forms are used currently/can be adjusted per need or guidance by the Full Board

A.Official Ballot form (see #1 below)

B.Resume form (see #2 below)

C.Election Guidelines ( see #3 below)

D.Teller’s report (see #4 below)

E.Teller’s report for Even Numbered Regions (see #5 below)

F.Teller’s report for Odd Numbered Regions (see #6 below

#1 Official Ballot General Form

All Forms are used currently / can be adjusted per need or guidance by the Full Board

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Position on TFFA Board             Mark (X) Your Vote
OR Write-in Candidate:
OR Write-in Candidate:
OR Write-in Candidate:
OR Write-in Candidate:
OR Write-in Candidate:
OR Write-in Candidate
OR Write-in Candidate
OR Write-in Candidate:

#2 Resume form General Agenda Form

All Forms are used currently / can be adjusted per need or guidance by the Full Board

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RESUME FOR (position desired) _____________________

NAME:   __________________________

ADDRESS: _____________________ CITY________________    STATE____ZIP_______

PHONE:  ________ E-MAIL _____  REGION _______

EXPERIENCE AS A FOSTER PARENT:

NUMBER OF YEARS AS A FOSTER PARENT:_________

AGE RANGE OF CHILDREN CARED FOR: (CHECK ALL THAT APPLY)

___INFANTS   ____PRESCHOOL   ___ELEMENTARY     ___TEENAGE

ARE YOU CURRENTLY A FOSTER PARENT?                            YES   OR   NO    (CIRCLE ONE)

IF NO:  WAS YOUR HOME CLOSED IN GOOD STANDING?     YES   OR   NO    (CIRCLE ONE)

OBJECTIVE (WHY YOU ARE SEEKING THIS POSITION)

QUALIFICATIONS FOR POSITION:

VOLUNTEER EXPERIENCE:

AWARDS & RECOGNITION:

RESUME CONTINUED FOR: (name )________

OTHER INFORMATION:  (YOU FEEL IS IMPORTANT ABOUT YOU

WHAT IS YOUR VISION FOR TFFA’S FUTURE?

(Signature of Applicant)

Resume is limited to only two(2) pages.

No additional pages or Form will be accepted

RESPONDENTS MUST BE CURRENT INDIVIDUAL MEMBERS OF TEXAS FOSTER FAMILY ASSOCIATION, INC.

Mail completed signed resume before June 25, 20??, to:

TFFA ELECTION CHAIR

# 3 Election Guidelines  General Agenda Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

TEXAS FOSTER FAMILY ASSOCIATION BALLOT/VOTING RULES FOR YEAR ELECTIONS WILL BE ON designated date set by Committee to be held each Fall of the year.

To enjoy voting privileges, one must be a member of TFFA by Date set by Committee for the Membership Year of Date set by Committee until Date set by Committee

Those wishing to be a Candidate for a position on the TFFA Board or to be a “write-in candidate” must be a member in good standing on or before Date set by Committee and be a current Individual Member on or before Date set by Committee

To be listed on the TFFA Official Ballot, resumes for positions on the Executive committee or as Regional Representative must be received by the Election Chair (Membership Chair) on or before Date set by Committee to be printed on TFFA’s Official (year) Ballot.

Write-in resumes are permitted on the TFFA Voting Table on Date set by Committee during the time of voting.

(Membership of those Elected will be verified at the time the Ballots are counted.)

Absentee ballots must be requested from the Election Chair by: Date set by Committee and returned to the Election Chair 10 days prior to the elections, which will be Date set by Committee. (Absentee Ballots will be opened and counted at the end of the elections when all Ballots are counted at the Conference.)

POSITIONS FOR ELECTION or REELECTION: (see Constitution & Bylaws for qualifications & for duties for Offices).

# 4 Teller’s Report/Illegal Votes Cast General Agenda Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

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# 5 Teller’s Report – Even Numbered Regions/Illegal Votes Cast General Form

All Forms are used currently/can be adjusted per need or guidance by the Full Board

TEXAS FOSTER FAMILY ASSOCIATION OFFICIAL TELLER’S REPORT

FOR ELECTION OF EVEN NUMBERED YEARS DATED: Date set by Committee

TOTAL NUMBER OF VOTES CAST- ____________

TOTAL NUMBER OF ILLEGAL VOTES-____________

TOTAL NUMBER OF VOTES COUNTED-____________

NAME OF EACH CANDIDATE RECEIVING VOTES

Candidates for Officers as follows: (more spaces may be added as needed)

Position:        #VOTES

Position         #VOTES

Candidates for Regional Representatives as follows:

REGION?: # VOTES REGION   : #VOTES

REGION?: #VOTES REGION?:   #VOTES

#6 Teller’s report for Odd Numbered Regions General Form

All Forms are used currently / can be adjusted per need or guidance by the Full Board

TEXAS FOSTER FAMILY ASSOCIATION OFFICIAL TELLER’S REPORT

FOR ELECTION OF UNEVEN NUMBERED YEARS DATED: Date set by Committee

TOTAL NUMBER OF VOTES CAST-____________

TOTAL NUMBER OF ILLEGAL VOTES-____________

TOTAL NUMBER OF VOTES COUNTED-____________

NAME OF EACH CANDIDATE RECEIVING VOTES

Candidates for Officers as follows: (more spaces may be added as needed)

Position:             # VOTES         Position:        #VOTES

RECORDING SECRETARY:            #VOTES

Candidates for Regional Representatives as follows:

REGION?: # VOTES REGION?: #VOTES

REGION?: #VOTES REGION?:     #VOTES

Position of Executive Director – Appointed/Hired – Nonvoting Member

All Forms are used currently / can be adjusted per need or guidance by the Full Board

Qualifications:

A.The Executive Director serves at the pleasure of the TFFA Board.

Employment

A.Employment can be terminated by either with a thirty (30) day notice or for just cause.

Duties:

A.The Board of Directors may appoint/hire an Executive Director to carry out the policies and programs of the corporation.

B.Attendance at Association meets (Executive and Full Board)

C.Oversees the office and personnel (if/when any)

D.Attending all conferences as directed by the President

E.Represent TFFA in public and private venues

F.Assist with Fund Raising

G.Answer correspondence and phone calls

H.The Executive Director shall manage the day to day programmatic affairs of the Corporation and shall report to the Board of Directors.

I.It will be the responsibility of the committee to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the Internet.

Regional Representatives Elected by Region or Appointed if Vacancy – Foster Parent is Voting Member /Staff-Non Voting

All Forms are used currently / can be adjusted per need or guidance by the Full Board

Article VI Section 7 of By Laws

Responsibilities

A.Each region will be responsible for the establishment of funding for their Regional Representatives to carry out their duties and to attend the Texas State Foster Parents, Inc.(TFFA) Annual Conference and other events as needed.

B.Odd numbered regions shall have their elections held in odd numbered years, beginning October 1993.

C.Even numbered regions shall have their elections held in even numbered years, beginning October 1994.

D.Elections will be conducted during the Texas State Foster Parents, Inc.(TFFA) annual training event held each Fall. *See Appendix A for Regional Map. A.

Qualifications

A.All foster parent Regional Representatives are required to be an individual member of the ASSOCIATION.

Duties

A.To represent the ASSOCIATION within the Geographical areas of their region.

B.To assist the development and growth of local Foster Parent Associations.

C.To keep informed on any matters concerning Foster Care programs in their regions and on a statewide basis and pass this information on to all foster families within the region.

D.To assist in developing a rapid dissemination of hight priority information program within that region; use this program to inform regional families of important news.

E.To work closely with the all (public and private) Agency Representatives to cause better agency-foster parent relationships and to united all Agencies (public and private) in support of TFFA.

F.To make a quarterly report to the 2nd Vice President regarding activities of all foster parents, public and private and their regions activities.

G.To perform such other duties as provided by these policies and procedures as well as the bylaws or as commonly appertained to the office of Regional Representative.

H.To be responsible for securing and assisting representation to Regional Child Welfare Board meetings as a liaison of this ASSOCIATION.

I.To promote attendance of local Child Welfare Board meetings by Foster Parents and to promote attendance of Child Welfare Board members to local Foster Parent Association meetings.

J.To represent all foster families within their region; to meet with the various Agencies to inform them about the business/activities of TFFA and to encourage membership. (Contact the Regional Program Director to determine the various Agencies within a region and get specific contact information]

K.It will be the responsibility of the committee to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the Internet.

Ad Hoc/Appointed –  Chair Appointed position – Nonvoting Member

All Forms are used currently / can be adjusted per need or guidance by the Full Board

See ByLaws for Qualifications

Duties-refer to By Laws Article VIII

A.The purpose, duties, term of office and membership of each special committee shall be set forth in the motion which is to be adopted by the Board; a written version of that motion must be presented to the Chair of each special committee.

B.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

C.The special committee chair shall, subject to the limits set forth by the By Laws, select the remaining members of the Special committee.

D.To provide annual budget request information to Treasurer.

E.The committee members shall, at the first meeting of the committee, elect one of their members as vice-chair and one as Secretary.

F.Additional committee members: may be staff of DFPS and a staff or Foster parent representative from member child placing agencies.

Administration of Duties

A.The chair of each special/Ad Hoc committee shall have prepared a final report/recommendation on the task of the committee. This report/Recommendations shall become part of the official record of minutes and committee reports.

B.It will be the responsibility of the committee to create/develop (or see that forms are developed) and assure details of all forms are updated and sent to those responsible for publication either in print or on the  Internet.

Documents and Forms