PART II: CRRA INTERNAL POLICY

This portion of the Policy Manual documents the processes used to develop internal and external CRRA policy, the duties and standing committees managed by the Board of Directors, and existing CRRA internal policies relating to Chapters, Technical Councils, and other programs and general issues.

1. The Board of Directors has the authority to approve internal and external policy by a majority vote of all Board members.
   
2. The current CRRA Internal Policy shall be included as part of the CRRA website. Each time the CRRA Internal Policy is amended, members shall be notified by e-mail.
   
3. When the Board deems appropriate, it may request input by the membership on proposed additions, deletions or amendments to CRRA policy. The proposed policy will be e-mailed to members, with a 30-day review period to allow membership to send comments, revisions and additions to the Administration (internal) or Policy and Legislation (external) Committee Chairs.
   

   After the 30-day review period, the Committee will consider written membership comments received and may revise the proposed policy. The policy will then be forwarded to the Board for approval or disapproval.

4. Comments by members shall be submitted electronically.
   
5. The Board may, at its discretion, submit proposed policy additions, deletions or amendments to the membership for a vote, according to the election procedures described herein.
   
6. Any member can propose policy additions or amendments by submitting a proposed policy resolution or action to the Administration Committee Chair (internal) or Policy and Legislation (external) Committee Chair, as appropriate.
   

   The Administration Committee (internal) or Policy and Legislation (external) Committee may:
   a) Request revision of the proposal.
   b) Send proposal to the Board with a recommendation for approval or disapproval, based on a majority vote of the committee.
   c) Send proposal to the Board with a recommendation to forward the proposed policy to Technical Councils and/or the membership for review and comment.

7. Proposed policy must be clearly written and reference the appropriate section of the CRRA Policy Manual Part II or III: CRRA Internal or External Policy. The proposed policy must be accompanied by a statement describing the issues requiring the adoption of said policy.
   
8. External policies shall be written in formal resolution format clearly stating the evidence and the reason to adopt said policy.

SECTION B: ADMINISTRATIVE POLICIES

BOARD MEMBER DUTIES:

A. Board members shall have the following duties:

1. To establish policy, make rules and regulations, select and remove other officers of the corporation, and provide for overall governance of the organization, not inconsistent with law, the articles of incorporation or the bylaws.
   
2. To recruit, select, employ, and provide overall supervision to Staff in the management of the corporation and to terminate Staff for good cause.
   
3. To ensure the financial viability of the corporation and to establish dues and fees in support of the corporation's mission.
   
4. To conduct the affairs and business of the corporation not assigned to Staff as agreed upon by the Board.
   
5. No action shall be effective without the affirmative votes of a majority of those CRRA Board Members present and voting either yes or no at the meeting. However, the total yes and no votes must satisfy the requirement for a quorum .

B. The Board of Directors shall be authorized to contract for or hire staff as needed to carry out the goals of the organization.

1. Board members have an obligation to act in a professional manner whenever acting in an official capacity.
   
2. Board members shall not exhibit behavior that does or has a reasonable potential to bring discredit on the organization.
   
3. Board members agree to regular and punctual attendance of meetings. When Board members cannot attend a meeting or must join late, they agree to communicate their status to the rest of the Board in advance.
   
4. Board members agree to come to meetings prepared. They shall have read the necessary agendas materials and be ready to participate in discussions and take appropriate action(s).
   
5. Board members agree to participate in Board activities and to follow through with commitments.
   
6. Board members agree to maintain confidentiality.
   
7. Board members agree to work for the good of CRRA, striving to work toward consensus and not to use their position to further personal or professional interests.
   
8. Board members agree to be truthful with each other and not lie or intentionally misrepresent situations or facts.
   
9. Board members agree to show respect for other Board members, staff and organization members.
   
10. Board members will comply with all laws while acting in an official capacity.
    
11. Board members not explicitly designated as representatives on specific matters will not represent or commit CRRA organizationally or financially to internal or external organizations.
    
12. Board members agree to abide by the organization’s bylaws and internal policy.
    
13. Failure by Board members to comply with any of the board standards shall be grounds for separation from the Board.

No action shall be effective without the affirmative votes of a majority of those CRRA Board Members present and voting either “yes” or “no” at the meeting; however, the total “yes and no” votes must satisfy the requirement for a quorum.

The duties of the Board Officers are:

Voting Procedures for Email Motions
Adopted 3/20/2007

Preside
As in regular board meetings, the Presiding Officer will preside over all e-voting. 

Motion
A motion can be made by any Board Member. The motion should be specific and well expressed so that all Board Members can understand what they are voting for and so that it can be transferred to the minutes and understood as a stand alone item.
 
Second
Any Board Member can second a motion to move to the discussion period once the motion has been made. If the Presiding Officer does not see that someone has already seconded the motion, then she/he will ask for a second via email.
 
Discussion
Once the second has been received, then we will move into an approximate 48-hour discussion period.  This is the time for Board Members to voice their thoughts and opinions about the motion.  Board Members are welcome to say that they will vote for the motion as a signal that they agree with the motion, but this is not the time to cast the official vote.   The Presiding Officer will note the time that the discussion period opened and closed.
 
Amendment
If there is a desire or need for a (friendly) amendment, then the Board Members who made the motion and seconded it must agree by sending an email that says they approve of the amendment.  The discussion period continues for the allotted time.
 
Vote
After the 48-hour discussion period closes, then we will move into an approximate 48-hour voting period.  This is the time for Board Members to cast their official vote. The Presiding Officer will note the time that the voting period opened and closed.
 
Pass or Fail
Once the voting period ends, then the Presiding Officer will tally the vote and send out an email that shows how each Board Member voted, whether the motion passed or failed, and action items. If the passage or failure of a motion is dependent on an absent board member's vote, then attempts will be made to have the absent Board Members vote before sending out the final email. E-votes will be placed on the next regular agenda of the Board of Directors in order to ratify and record the vote.
 
 Absent
If a board member is absent from the vote, they are welcome to cast their vote up until the next board meeting when the motion is recorded in the minutes.  If the passage or failure of a motion is dependent on an absent board member's vote, then attempts will be made to have the Board Member vote before sending out the final email.
 
Remember, it is important to let the Board know when you will be away from your computer for a period of time. i.e. not reading or responding to your email on a daily basis so we can know whether to seek your vote.
 
E-voting needs a degree of flexibility so these are general guidelines and times may go up or down depending on the urgency or importance of the vote. Please let me know if you have any other suggestions on how to handle e-voting.

The duties of the Board Officers are:

President
The president represents CRRA to other organizations, presides at Board and membership meetings, reviews the agenda prior to meetings, and serves as an ex-officio member of all Board committees.

Vice-President
The Vice-President presides in the President’s absence, and has such other powers and duties as may be prescribed by the Board.

Secretary
The secretary keeps minutes of Board meetings, issues an action summary, and distributes minutes. The secretary also responds to general information inquiries, produces and distributes CRRA literature, and conducts CRRA statewide nominations and elections.

Treasurer
The Treasurer oversees the collection and banking of funds, authorizes the payment of expenses, reviews the books and financial reports, develops budgets, oversees the financial activities of chapters and technical councils, and assists in the financial planning for workshops and conferences.

Amended 9/30/07
The CRRA Treasurer shall serve on the annual conference planning committee to oversee fiscal matters of the organization related to conference planning.

1. The role of Board Committees is to advise and make recommendations to the Board of Director and Committees can not take any other action. Board Committees include both standing committees and temporary committees created for specific tasks as authorized by the Board. Each member of the Board will serve on at least one standing committee. Board members may also serve on more than one committee. No committee shall have a quorum of the Board. In addition, any CRRA Members who volunteers, can also serve as a member of any committee. No appointment is necessary to serve on a committee. The Chairperson, who must be a Board Member, shall be elected by the members of the committee. The list of committee members and their contact information shall be posted on the CRRA website.

2. Current Standing Committees are:
   
   

   a). Administration Committee, consisting of the following responsibilities:
   	1). Internal policy
   	2). Finance
   	3). Personnel
   b). Conference Committee, consisting of the following responsibilities:
   	1). Annual Conference
   c). Policy & Legislation Committee, consisting of the following tasks:
   	1). External policy development and adoption
   	2). Strategic policy planning and implementation
   	3). Evaluation and education regarding proposed legislation
   d). Development and Communications Committee (Amended January 22, 2009)
   	1). Recyclescene
   	2). CRRA website
   	3). CRRA email/listserves
   	4). Communications policy issues
   	5). Fundraising
   	6). Membership
   e). Program Committee
   	1). NRC relationship
   	2). Technical Council relationship
   	3). Workshops
   	4). New programs & special events
   	3). Certification

Administration Committee

The CRRA Treasurer shall be a member of this committee.

CRRA Internal Policy

1. The Administration Committee develops and oversees the internal policies of the organization, and coordinates the grievance committee.
   
2. The Administration Committee is the intermediary body between membership and the Board with regards to establishing, interpreting, and amending CRRA internal policy.
   
3. The Administration Committee shall oversee and appoint the members to the CRRA Grievance Committee.

Finance

The Administration Committee will address budgeting, sponsorship, taxes and audits, as well as overall fiscal policy and policy for expenditures and reimbursements. The administration committee reviews the financial status and needs of the organization, and reports to the Board and the membership on a regular basis.

Personnel/Staffing

The administration committee works to define and evaluate the organization’s staffing needs, both present and future, and to present to the Board and the membership proposals to meet those needs. The committee evaluates the performance of staff and makes recommendations for improvement as needed. All employment contracts and any other contract in excess of $25,000 shall be reviewed by an attorney prior to approval by the CRRA Board.

Conference Committee

The Conference Committee develops programs such as the Conference, workshops, training, and/or certification programs. The Conference Chair coordinates the annual conference, participates with the Conference steering committee in Conference planning activities, and initiates subsequent conference planning. Duties of the Committee include reviewing the Conference manual and updating the manual as needed. In general, the Board provides oversight of the Conference planning process, while allowing the maximum amount of latitude possible and prudent to the Conference Committee.

Policy and Legislation Committee

1. The Policy and Legislation Committee develops and advocates legislative policy and distributes legislative information.

2. The Policy and Legislation Committee shall initiate external policy resolutions and develop CRRA legislative priorities.

3. The Policy and Legislation Committee is the intermediary body between chapters/membership and the Board with regards to establishing, interpreting, and amending CRRA external policy and distributing legislative information.

Development And Communications Committee

The Development and Communications Committee shall be responsible for fundraising, member services, website oversight, promotions and communications. Committee will develop and implement an annual fundraising campaign, including revenue targets and potential funding sources, with assistance from the Board and other members, following the annual conference each year.

The Committee works to expand and communicate the benefits available to members, surveys the members as needed to determine areas of interest and satisfaction or dissatisfaction, and develops a strategy for targeting membership recruitment to increase overall membership in CRRA, as well as a strategy for member retention. The committee oversees the maintenance of the membership list, and works with the Recyclescene editor to produce the membership directory.

1. Newsletter
2. Electronic Communication – Website/Listserve
3. Print Communication – Brochures/Letterhead
4. Media Outlet
5. Membership and Sponsorship

Program Committee

The Program Committee develops technical assistance services and serves as the liaison with the Technical Councils and with CRRA chapters. The Program Committee follows technical council, responds to technical council inquiries, supplies technical council with materials and information, and recruits new chapters. The Committee also serves as the liaison with NRC. The NRC liaison shall be a member of this committee.

BOARD LIAISON POSITIONS
Adopted February 22, 2006          Amended: January, 22, 2009

ARD Liaison Job Description

1. Act as the official point of contact between CRRA and ARD’s designated liaison
   a) Represent CRRA interests and correspondence to ARD
   b) Report to the Board any significant communications received from ARD
   
2. Attend ARD’s annual face to face meetings
   
3. Report ARD actions and significant discussions to the Board
   
4. Coordinate notification of ARD promotional materials to CRRA members
   a) Forward requests from groups to have promotional materials mailed
   b) Forward requests to have events posted on California Recycles Day website
   c) Gather pledge cards from event coordinators
   d) Accept and forward pledge cards to National ARD headquarters by due date
   e) Fill out measurement forms for events
   f) Communicate relevant ARD news to CRRA members
   
5. Work with Board to solicit potential Corporate Sponsors for future events
   
6. Development of California Recycles Day promotional items and literature
   
7. Coordinate promotion of special events with CIWMB and/or DOC
   
8. Continue on with ARD activities through following year, regardless of Board term to help train new liaison

1. Act as the Liaison between CRRA Board of Directors (BOD) and the Leadership of Technical Councils of CRRA (TC)
   
2. To regularly communicate between the TC and CRRA Board of Directors the concerns of each group
   
3. To encourage TCs to engage with each other
   
4. To encourage TCs to be actively involved in CRRA by being involved in annual conference, organizing workshops, other member benefits, and member recruitment
   
5. To keep TCs informed of CRRA activities
   
6. To hold TCs accountable to the responsibilities laid out in their charters
   
7. To make sure the leadership of the TCs are CRRA Members
   
8. To facilitate the approval of TC budgets and work plans
   
9. To help start new TCs.

1. To be the Liaison between the National Recycling Coalition (NRC) and State Recycling Organizations (ROs)
   
2. To communicate regularly with NRC Board Members, Executive Director, and staff.
   
3. To attend meetings and training lead by NRC and/or ROs
   
4. To review minutes of NRC Board Meeting
   
5. To stay informed on decisions and direction of NRC and communicate that to CRRA Board of Directors and CRRA Members as necessary
   
6. To follow and assist in NRC Election
   
7. Encourage and inform CRRA Members to vote in NRC elections by sending an email at least twice during the elections and a final notice one week prior to the close of elections.
   
8. Encourage CRRA Members to contribute to NRC's Mobius and other publications
   
9. Serve on committees of NRC.

Government Affairs Liaison Job Description

1. To assist in improving CRRA’s relationship with certain key governmental organizations, including the California State Department of Conservation (Division of Recycling), the California Integrated Waste Management Board, and the U.S Environmental Protection Agency, Region 9. (AGENCIES)
   
2. To collectively collaborate and communicate the ideas of the CRRA with the Agencies
   
3. Compile and maintain a history of CRRA’s relationship with the three organizations over the past three years, including
   a) sponsorship amounts
   b) involvement in conferences and workshops
   c) the Recycled Product tradeshow partnership
   d) allowing grant money to be used to attend CRRA conferences, etc.
   e) names of past key
   
4. Act as the official point of communication between CRRA and the Agencies
   
5. Generate ideas on how CRRA could collaborate with these Agencies and presenting those to the Board for discussion and direction
   
6. Meet with key agency leadership (at the highest level possible) to discuss partnership opportunities
   
7. Report back to the CRRA Board on a monthly basis, gathering Board input and direction
   
8. Continue the cycle of discussions with the agencies, and reporting back to the Board for further direction
   
9. This position would also work closely with the ARD liaison
   
10. Coordinate face-to-face meetings with Agencies two or three times per year.

CHAPTER POLICIES
Adopted October 31, 1992
Amended April 16, 1993
Amended July 25, 2000

CHAPTER ORGANIZATION

1. California is divided into districts as shown in the Bylaws and these districts shall be considered CRRA Chapters.

2. The CRRA Board Member or his/her designee in each District shall serve as the Chapter convener.
   
3. The overall purpose of Chapter is to facilitate the free exchange of information among members and provide the members:
   
   a). information sharing on local, regional, statewide and national recycling and related integrated waste management activities;
   b). information about CRRA Board activities;
   c).local input to the CRRA newsletter through an identified Chapter Reporter;
   d). the opportunity for networking (representation and participation) in CRRA committees.
   
4. Chapter financial assistance shall be determined as part of the CRRA annual budget process, but in no instance shall funding exceed $2.00 per Chapter member per year.

SECTION C: ELECTION POLICIES

1. The CRRA Secretary shall develop all ballots for membership vote and the Board shall approve said ballots by majority vote.
2. A pro and a con statement for each ballot measure shall be included in the ballot.
3. Notice of any election will be given to the voting body at least 14 days prior to the election.
4. Other than as indicated in the Bylaws or by the Board of Directors, a voting period for any election shall be 30 days from the mailing of the ballot.

 Added Procedures for the conduct of elections – March, 2002

It is the desire and intention of the CRRA Board that all eligible members shall be provided the opportunity to vote and encouraged to do so. These procedures are intended to provide clear guidelines for the conduct of CRRA elections, so that every member can be assured of the openness and fairness of these elections.

It is the goal of the Board to encourage participation by members, both by voting for leadership and ultimately by running for office. The Board invites all members to assume shared responsibility for the direction and conduct of this organization by participating in its activities on an ongoing basis.

BEFORE NOMINATIONS OPEN:

1. Secretary prepares voting timeline and announcement for staff, board and Recyclescene (see attached sample #1)
2. Secretary determines which Districts and Technical Council positions are up for election, and presents the form of the ballot to the board for approval at the spring face-to-face or quarterly members’ meeting. (see attached sample #2) INCLUDE CRRA MAILING ADDRESS ON BALLOTS (if ballots are mailed out).
   
   NOMINATIONS OPEN: ( at least 30 days)
3. Following board approval, staff emails the nomination announcement to members, including that the vote count will be disclosed and forwards for posting to CRRA website.
4. Secretary, staff or TC liaison forwards the timeline and draft ballot to TCs to be adapted for TC leadership elections.
5. All board members encourage qualified members to run for election to the board and TC leadership.
6. Secretary and staff review the procedures for conducting board elections.
7. Staff receives nominations and candidate statements and forwards to secretary for inclusion in final form of ballot.
8. Upon receipt of nominations, staff verifies that membership of candidate is current, and in the event that it is not, contacts candidate to pay any dues owed. Dues must be received by the close of the nomination period for the candidate to be eligible to run for office. CANDIDATES RUNNING FOR ELECTION MUST BE CURRENT and PAID as of the close of nominations.
9. At the close of nomination period, staff forwards any remaining nominations and statements to secretary for preparation of the final ballot.
10. Verify current members email addresses 30 days before election by sending out a test message alerting members to the nominations period and then following up with a phone campaign for those emails that bounce back. (added 2/22/07)
    
    FOLLOWING THE CLOSE OF NOMINATIONS:
11. Staff certifies in writing to Secretary, with copy to the elections file, that all candidates are eligible to run for office. (see attached sample #3)
12. Staff prints an alpha list of all members, sorted by board district, whose dues are current and who are eligible to vote. (see attached sample #4)
13. Secretary and staff prepare the final ballot to include all statements received from eligible candidates. In the event that statements significantly exceed 250 words in length, the secretary may contact candidates and request that they shorten their statements.
14. Ballots are distributed by email or mail to all current voting members. Staff will confirm which email ballots have "bounced back" within the first 3 days of the ballot being sent out. Email ballots that “bounce back” to staff will be re-sent to members by mail, and will be required to be returned at the same time as if they had been mailed with all other by-mail ballots. No extensions will be granted for back-up ballots.
15. Requests for replacement ballots in any format for any reason will be granted, as long as the request comes directly from the member requesting the ballot replacement. Direct request includes a communication from the member to staff or the secretary by phone, voicemail, fax, email or in writing. Direct request also includes such communication from the member to another board member, if in a form that can be forwarded to staff or the secretary (e.g. forwarded voicemail message, fax, email or written request), but not including a verbally-relayed phone request. All replacement ballots issued will be marked as such on the list created in step 12. All replacement ballots will be due to be returned at the same time as if they had been distributed at the beginning of the voting period. No extensions will be granted for replacement ballots.
16. Supply membership list for candidates district and Campaigning Policy to candidates.
    
    CAMPAIGNING POLICY: (Minimum 7 days) Added 2/22/07
17. Election campaigning for all eligible candidates shall begin within one week of the Nominations Period closing (to allow staff time to verify eligibility of all candidates) and shall begin a minimum of one week before the Elections Open.
18. A campaigning packet shall be given to all eligible candidates by either the Secretary or staff, during the one week timeframe between the Nomination Period closing and the Campaigning Period opening. The packet shall include
    a. Election and Campaigning Timeline
    b. Specific information on Campaigning Policy and guidelines
    c. Membership list for candidates district
19. Guidelines for campaigning shall be adhered to by all candidates. If a candidate chooses not to follow the guidelines, candidates may be disqualified from the election for violating campaign procedures at the discretion of the Board.
20. The campaigning guidelines are as follows:
    a. Any campaigning MAY NOT include negative information or comments regarding other candidates.
    b. All candidates are allowed to campaign one week before elections open and until elections close. The date that
        campaigning may begin and end, will be set by the Secretary and will be included in the timeline given to the
        candidate in the campaign packet.
    c. Candidates and their proxies shall not solicit votes directly from members by email or phone more than once.
        Candidates shall not broadcast more than two solicitation messages on any CRRA district listserv you are
        provided, during the campaign. A membership list of members within the district the candidate is seeking election
        for will be provided. A candidate MAY NOT contact members from another district while campaigning. NO
        CAMPAIGNING MAY BE DONE THROUGH THE REGULAR MAIL.
    
    VOTING: ( 30 days or less)
21. Only current CRRA members are allowed to vote. Anyone who is not a member by the close of nominations will not be eligible to vote. CRRA Staff shall send out emails to the listserv explaining this to members.
22. As ballots are returned, they shall be filed by staff, unopened, in the following manner:
    a. Ballots received by mail will be placed into folders or envelopes marked with the board district number or Technical
         Council name, and the calendar year.
    b. Ballots received by fax will be placed into the same folder or envelope with mailed in ballots.
    c. Ballots received electronically via email will be stored in an electronic folder identified by the board district number
         or Technical Council name and the calendar year (eg. District 1-02; CCRC 02)
    d. Ballots received via an online system (such as Voting on Demand) will store all votes in queue. The results are
         not available until after the close of nominations (Voting on Demand policy). CRRA staff and Secretary are the
         only members who should have access to the online ballot system. If the Secretary or any other board member is
         running for re-election and has access to the online system password, the password shall be changed immediately.
23. If a ballot is returned with no votes, and then a second ballot is cast under the same member number but with votes, that ballot containing the vote would be counted. (Added 2/22/07)
24. Any ballots received after the close of voting that are postmarked, date stamped, or time sent after the cut-off for voting, will be placed into separate folders or envelopes and retained through the end of the period for contesting the election, but shall not be opened nor counted unless later admitted through a successful contest.
25. Any ballots received after the close of voting that  are postmarked, date stamped, or time sent after the cut-off for voting, will be placed into separate folders or envelopes and retained through the end of the period for contesting the election, but shall not be opened nor counted unless later admitted through a successful contest.
26. Unless amended by vote of the board, the period allowed for contesting a board election will be thirty (30) days after notification of all candidates of the outcome of the election.
27. Two notices shall be sent out via personal email with ballot instructions and two notices shall be sent out on the listserv reminding the members to vote. A final email should be sent out a couple of days before the end of elections.
    
    COUNTING BALLOTS:
28. All ballots will be counted by the Secretary or designee and at least one other board member. No ballots will be opened without at least two CRRA board members present.
29. All ballots received will be checked off of the list created in step 11, prior to (1) removing the ballot from its envelope – mailed in ballots; (2) cutting the ballot from its identifying information – faxed in ballots; or (3) separating the attachment from its identifying cover memo – email ballots. This procedure is subject to modification in the event that internet voting is implemented in future elections.
30. Once ballots are marked off against the eligible voters list, they will then be physically separated from all identifying information (envelopes, fill-ins and cover memos, as applicable), and counted. Both envelopes/fill-ins/cover memos and ballots will be retained until the end of the period for contesting an election (30 days from candidate notification, as specified in step 23 ).
31. All duplicate votes cast under the same member number and containing the same vote will be counted once. If the votes are different, then both ballots will be discarded. (Added 2/22/07)
32. If there are two or three positions open for one district, the larger number of votes will determine who gets the 3 year, 2 year or 1 year slot. If candidates are tied, a coin flip for length of time will take place or a run off for two candidates that tied for position for elections. (Added 2/22/07)
33. The secretary will certify the outcome of all elections conducted at the time of the board elections, including TC elections if requested by TC leadership. The secretary will notify the board president (or TC Chairperson) of the result of all elections.
34. If at any time during the election process problems occur, the Secretary shall notify the President immediately. Depending on the situation, the President shall inform the board.
    
    NOTIFYING and SEATING ELECTED BOARD MEMBERS:
35. The president will contact all candidates by phone or email to communicate the result of the election. Certification of the outcome of the elections will include only the winning (and losing) candidates, and will not include the vote count. Once the president has notified candidates of the election results, the president will forward this information to remaining board members and the Communication Committee Chair.
36. Newly elected board members will be invited to join in the next scheduled board meeting; will participate in the board meeting and orientation prior to the annual conference, and will be formally seated at the members’ meeting at the annual conference. Newly elected board members will officially assume office at the conclusion of the CRRA annual conference.
    
    RELEASE OF VOTE COUNT: (added 2/22/07)
37. Once newly elected board members have been notified of election results, staff will post election results including the vote count, on the listserv and the website.
    
    CONTESTING an ELECTION:
38. Any candidate or any current voting member may contest the conduct of a board election, within 30 days of notification of all candidates, by taking the following actions:
    a. Contact the secretary or the president within 7 days regarding the reason the candidate or member believes the
         election was not conducted in accordance with accepted CRRA procedures;
    b. Following an initial discussion with the secretary or board president, if the candidate or member wishes to
        proceed, a written request for review must be filed with the Board of Directors, and must be received by the Board
        within 14 days. This written request should describe the reason for the contest, any efforts taken by the candidate
        or member to resolve the problem, and a proposed/requested resolution.
    c. Within 21 days, the Board will meet to consider the issues raised, either at a regularly scheduled meeting or
        conference call, or at a specially scheduled meeting or call if required. Time will be provided at this meeting for the     candidate or member to present his/her concerns to the Board. At this meeting, the Board will take action to
        approve or deny the contest.
    d. The decision of the Board of Directors shall be final.

NRC ELECTIONS
Adopted January 22, 2009
1. Ensure that at least 3 notices are distributed on the CRRA listserv regarding the acceptance of nominations for the NRC elections.
2. The CRRA Board shall encourage members to run for NRC office.
3. Place link to the NRC ballot on the CRRA webpage.
4. The CRRA President or NRC Liaison shall notify its members via the CRRA listserv regarding who the Board is endorsing, why and the importance of voting in the election.



SECTION D: PERSONNEL POLICIES

PERSONNEL POLICIES
Adopted August 13, 1993	Amended July 25, 2000

These policies shall be interpreted to apply to the relationship between CRRA and any contracted service providers, as well as staff, as appropriate.

HIRING/CONTRACTING

TRAINING

EVALUATION PROCEDURE

TERMINATION OF EMPLOYMENT/CONTRACT

CONFLICT OF INTEREST
Adopted August 13, 1993

Every person elected or appointed to a position of authority in an organization has a duty of loyalty to, and must act in the interests of, that organization. A conflict of interest is a situation that exists when someone's loyalty may be divided between the organization and another organization or person. No one should be faulted merely because a conflict of interest situation exists. A problem arises only when someone takes action related to the conflict. A person in a conflict of interest situation may act appropriately by respecting his/her duty of loyalty, or may act inappropriately by violating it. It is the action--the behavior--that is or is not appropriate.

General Policy:
As part of their duty of loyalty to the CRRA, CRRA Board Members and employees have an obligation and responsibility (1) to disclose any conflict or potential conflict of interest on any issue promptly as such conflict arises, (2) to abstain from participation in deliberations and decisions concerning that issue, and (3) to abstain from public comment upon that issue.

Definition:
A conflict of interest situation exists when the interests or concerns of any CRRA members or staff member, or said person's immediate family, or any party, group or organization to which said person has allegiance, may be seen as competing with the interests or concerns of CRRA. CRRA members and staff should be keenly sensitive to any interpretation of their actions which could create the appearance of a conflict of interest situation, and should seek to avoid any such appearances.

Applicability:
This policy applies to all CRRA members, including volunteer leaders who are authorized to vote in the decision of any CRRA entity at the chapter, committee, or state level, to all CRRA members who are authorized to speak on behalf of the CRRA, and to all staff, including staff of chapters or committees, and including all independent contractors.

Existence of a Conflict of Interest Situation:
When there is a doubt as to whether a conflict of interest situation exists, the matter shall be resolved by a vote of the authorized voting members of the CRRA entity involved, excluding the person concerning whose situation the doubt has arisen or, in the case of any staff member, by the President. The Board of Directors is the final arbiter on all matters involving conflict of interest situations.

Obligation to Disclose:
Disclosure shall be to the CRRA entity (chapter, internal or issue committee, technical council or Board of Directors) most directly involved or, in the case of staff, to the President. At least annually, or at the time the situation arises, all volunteer leaders and staff shall disclose any conflict of interest situation. At least annually, all volunteer leaders and staff members shall disclose any direct or indirect benefits that they are receiving or will receive as a result of agreements between the CRRA and any outside party. However, existence of a minor interest in pension funds shall not constitute a conflict of interest.

Obligation to Abstain from Deliberations:
When any such conflict of interest situation is relevant to a matter requiring action by any CRRA entity within which, or over which, the person concerned has any authority, decision-making role, or voice, the interested person shall call it to the attention of that entity and shall not participate in the deliberations regarding the matter. However, that person has the right to, and should, upon request, provide the CRRA entity with any and all relevant information they may have concerning the matter.

Obligation to Abstain from Decision:
In any conflict of interest situation, the person concerned shall not vote or otherwise participate in any decision concerning that matter.

Documentation:
The minutes of the meeting of the CRRA entity shall reflect that the conflict of interest was disclosed and that the interested person was not present during the final deliberation or vote and did not vote.

Obligation to Abstain from Public Statement:
No CRRA members or staff member previously authorized by the Board to communicate CRRA policy shall make any public statement, as a CRRA spokesperson, on any issue (internal or external) regarding which they may have a possible conflict of interest. All said CRRA members and staff shall refrain from public comment, as a CRRA spokesperson, about conflict of interest issues except as authorized by the Board.

Financial Benefit
The Board Members shall receive no compensation for their services as Board Members.  Entities that employ Board Members and  Board Members may receive compensation for services which are outside the duties of Board Members.   To receive compensation the following must be approved by the majority of Board Members at a regularly scheduled CRRA Board Meeting: a. The Item must be on the agenda prior to the meeting, b. A finding that the services to be performed are outside the duties of Board Members and c. A finding that the services to be performed are to be provided at a fair, reasonable and competitive cost.

Notice and Review of Policy:
A copy of this conflict of interest policy shall be reviewed annually as part of a meeting of each CRRA entity for the information and guidance of volunteer leaders, and any new volunteers leaders shall be advised of the policy upon undertaking the duties of their office. This policy shall be prominently included in the employment manual for all existing and new staff members.

GRIEVANCE PROCEDURE
This procedure is established to resolve problems that threaten to impair the effectiveness of any CRRA group, committee or chapter. CRRA chapters are urged to resolve their own conflicts and problems consistent with CRRA policies. The procedures provided here are intended normally for use only after serious attempts have been made on the local level to resolve the matter.

These procedures are for local problems, not grievances regarding current organization-wide internal or external policy. Membership input and/or vote is sought during policy formation and views shall be addressed at this stage. For submitting proposals on policy amendment see Policy Formation.

These procedures shall not deprive the Board of Directors at any point in the process from taking such actions as it may deem necessary or advisable for the best interests of CRRA.

Any CRRA member having a grievance which could not be resolved on a local level will submit a grievance report to all Grievance Committee members. The report shall clearly state:

a) The member's name, address, phone number, and position, if any, in any CRRA entity;

b) The name(s), address(es), phone number(s) and position(s) of any other person(s) or CRRA entities alleged to be interested or involved;

c) a brief statement of the problem or controversy, including, among other relevant events or factors, all actions taken by involved CRRA entities and all efforts made to resolve the matter.

The Grievance Committee will then schedule a meeting or conference call to discuss the report, any further necessary investigation, and the action to be proposed to the Board of Directors. After a decision has been reached by majority vote of committee members present on the resolution proposal, the proposal and grievance report shall be sent to all Board members.

The decision of the Board is final.

CONFLICT RESOLUTION
This policy governs the relationship & resolution of problems between members/Board members and CRRA's staff or contractors.

STEP ONE: If a CRRA member or Board member experiences a problem with a staff person or contractor, or in the event that staff or contractor has a concern with a member or Board member, the first action to be taken by the concerned party is to contact the person in question to discuss the situation. This initial contact should occur as soon as practicable, but no later than thirty (30) days following the incident or occasion in question. This communication may be either verbal or written. If this communication does not result in the resolution of the issue to the satisfaction of either party, the concerned party will so inform the other party, and will document both the initial occurrence and the follow-up action or communication. Types of issues which may potentially be considered a problem could include a lack of service, failure to deliver services in a timely manner, unsatisfactory quality of service, unresponsiveness, inappropriate response, etc.

STEP TWO: Written information from the concerned party will be provided to the President of CRRA or the President’s designee within thirty (30) days of the date of the initial communication described in step one. The designated CRRA representative will acknowledge the receipt of the information by phone or return-receipt Email within two days of receipt. It is the responsibility of the concerned party to ensure that this information is received by the CRRA representative. This information should describe as completely as possible the nature of the problem, as well as any attempts made to solve the problem and resolve the issue. If such written information is not provided to the CRRA representative, the issue will be considered resolved. If written information is provided, the CRRA representative will contact the other party to discuss the situation, and will request a written response from that party concerning the initial situation, the surrounding circumstances, and attempts made to resolve the concern. The representative may also request additional information from the concerned party as needed to clarify and understand the situation and issues involved.

STEP THREE: The representative will provide copies of the written information to the Administration Committee. This Committee will gather information regarding the issue, including conducting interviews with others who may have relevant information, in order to evaluate the nature of the concerns. The Committee shall complete its review of the information within sixty (60) days of receiving the written information from the concerned party. When the review is completed, the Committee will present its findings to the CRRA Board in closed session, consisting of:

1. Presentation of the issues as seen from both sides, including the observations of Committee members based on information gathering;
   
2. Outline of possible solutions to resolve the situation;
   
3. Recommendation by the Committee to the Board for appropriate action;
   
4. Board discussion. The Board may conduct its discussion either with or without the participation of the concerned parties.

STEP FOUR: The Board will return to open session if appropriate in order to take action or adopt a solution, if a decision is made that action is required. Such action will occur at a regularly scheduled Board meeting, either in person or by phone, unless circumstances require that a special meeting be scheduled to address the issue. Adopted recommendations may include follow-up monitoring of the situation, as well as potential additional steps to be taken in the event that the actions taken do not result in the resolution of the issue.

All information which is compiled and considered as part of the closed session evaluation process will be held as confidential, and will be kept as part of the closed session record.

It is the intention and commitment of the Board of Directors to ensure that members’ concerns are heard and addressed, in an environment which is fair to all parties. It is also the hope of the Board that all parties can agree to work together in a positive atmosphere to resolve all concerns. The Board encourages its members, staff and contractors to recognize that open and timely communication is an essential ingredient in preventing and resolving conflicts and concerns.




SECTION E: FINANCIAL POLICIES

FINANCIAL POLICIES
Amended July 25, 2000	Updated January 22, 2009

BUDGET POLICY

Annual Member Due Increases
Adopted November 4, 2005: Annually, at the time of member billing, membership dues will automatically increase by 3%, rounded to the nearest dollar.

Presidential Spending Authority
Adopted August 5, 2006
The President of CRRA is authorized to approve expenditures in an amount not to exceed, $2000 without prior Board approval. The President must notify the Board of any expenditures within 48 hours.

FUNDRAISING AND SPONSORSHIP POLICY
DRAFT: Adopted August 13, 1993
Amended July 25, 2000

Contact of President's Circle Sponsors requires prior Board approval.

Contact of other potential sponsors requires prior Board notification (through CRRA office at least 15 days in advance of intended contact. Office will contact President or designee - fundraising chair- who will in turn Email to Board members). The Board will coordinate with the Conference Committee regarding overlap of sponsorships with workshops and CRRA general funds.

When Technical Councils receive commitment of funds from a sponsor, either verbal or written, a thank you letter will be sent to the contact person at the sponsoring business or agency, signed by the person who negotiated the sponsorship (who should be a member of the CRRA Board or Technical Council leadership).

The letter should document the specific details of the sponsorship agreement (including the cash or in-kind value), should specify any benefits to be received by the sponsor in return (eg, registration to events, exhibit space, advertising, etc.), and should include an indication of the portion of the sponsorship which is tax-deductible (ie., the amount received which is in excess of the value of any benefits promised).

A copy of the letter should be sent to the CRRA office for invoicing, along with any specific information regarding provisions for billing.

Sponsorship money not received within 60 days following the date promised or the date of the event, whichever is later, will receive a second billing.

Sponsors will receive recognition in event publicity and in Recyclescene.

MEMBERSHIP/MEMBERSHIP BENEFITS

USE OF MEMBERSHIP LIST

EXPIRED MEMBERSHIPS
Adopted March, 16, 2006
Amended January, 22, 2009
CRRA will leave expired members on the CRRA Member Listserv, CRRA Alert Listserv and newsletter distribution lists for 60 days following the expiration of membership. A notice will be emailed to the member every 30 days for 2 months after the expiration of their membership. Once 60 days is up, they will be removed from the listserv. The CRRA board or staff shall make a phone call at 30 days of expired membership to ensure the person understands their membership is up.

MEMBER DUES
Adopted April 18,2006
Amended January 22, 2009
Member applicants providing full payment of membership dues shall be credited with a full 12 month CRRA Membership effective the date payment is received and verified by CRRA staff. A member ID shall be issued and forwarded to the member as confirmation of membership status. Membership renewals shall commence the effective date of expiration of the past year membership, assuring no break in service, provided payment of dues is received within 60 days of membership expiration. If member does not renew CRRA Membership within 60 days of expiration, all member benefits shall be withdrawn.

DISTRIBUTION OF INFORMATION AT CRRA BOOTH

MEMBERSHIP RECRUITMENT
Adopted May 16, 2006
An adopted CRRA member recruitment plan is available and posted on the website. It shall be maintained, updated as needed and used by the Organization to actively promote membership within the Organization.

POLICY ON TAXES AND AUDITS

POLICY ON EXPENDITURES AND REIMBURSEMENTS
Adopted on December 3, 1994,
Amended on July 25, 2000,
Amended December 4, 2006,
Amended April 17, 2007

1.For any CRRA non-budgeted expense that exceeds $100.00, an expenditure request must be submitted to and approved by the CRRA Treasurer prior to incurring the expense. If prior written approval is not obtained, any such expenses may not be reimbursed by CRRA. Non-budgeted expenses equal to or less than $100.00 shall require verbal authorization by the Treasurer.

Board members and ex officio advisors are responsible for paying all registration, travel, accommodation and other associated costs to attend the annual conference and periodic workshops. In situations where registration costs for CRRA functions present an economic hardship to the board member or ex officio advisor, a waiver may be obtained by notifying the director of their situation.

Amended May 22, 2007 Board Members and ex officio advisors, traveling on official CRRA business shall be reimbursed for their reasonable costs by submitting a request in advance to the Director and by submitting an expense report with receipts to staff. Board members and ex officio advisors are encouraged to minimize travel cost. Reimburse rates shall be as follows:

a. Transportation - Mileage at Federal Tax rate per mile and air, rail or bus at actual cost
b. Meals - State per diem reimbursement will apply for breakfast /lunch/dinner as appropriate on any travel that involves an overnight stay
c. Hotel - State per diem reimbursement will apply
d. Parking - actual cost

2.For all expenses, a reimbursement request must be submitted to the CRRA Treasurer. A receipt copy for each individual expense must be attached, as well as a copy of approved expenditure request form (if applicable). A request for reimbursement must be submitted within 45 days of the date expenses were incurred.

POLICY ON VENDOR CONTRACTS
Adopted January 22, 2009

1. CRRA shall obtain written confirmation ( via contract, purchase order, quotes, reservations, etc) of the terms for any good or service purchased with a value of $1,000 or greater.
2. To the greatest extent possible, CRRA shall attempt to enter into contracts for which payment is made at least one day after the goods or services have been provided, in order to allow sufficient time between service provision and payment to determine whether or not the vendor has met all obligations.
3. All expenses must be within limits established by the Board-approved CRRA budget. The Authority to approve and sign contracts or purchase orders is determined by the value of the agreement, as follows:
   1. Up to $2,000: CRRA President
   2. $2,001 to $10,000: CRRA President and Treasurer.
   3. Over $10,000: The contract must be approved by a vote of the CRRA Board. After approval such a contract must be signed by the CRRA President This includes, but is not limited to, contracts for the conference hotel, Executive Director services, Conference Manager services, Certification Manager services, and Website Administrator services.
4. Any vendor contract valued at greater than $10,000 must be subject to a competitive procurement process in which at least three proposals are obtained. The duration of such contracts shall be set by (and may only be amended, extended or renewed by) a vote of the CRRA Board. At the end of the term of an existing vendor contract, the CRRA Board may vote to extend the term of that contract rather than conduct a new competitive procurement process.
   
   This competitive procurement process applies to such contracts as: contracts for the conference hotel, audio visual services for the conference, exhibit hall set-up (drape and pipe) services for the conference, Executive Director services, Conference Manager services, Certification Manager services, and Website Administrator services.
5. No CRRA contractor, (including Executive Director, Conference Manager, Certification Manager, or Website Administrator) may sign contracts on behalf of CRRA, or in any other way make financial commitments on behalf of CRRA. Such contractors may solicit proposals, negotiate contracts, make recommendations, and submit contracts for approval. However final approval is the sole responsibility of the CRRA Board Members, as specified above. CRRA contractors may purchase goods and services with their own funds and request reimbursement, following the terms specified in their own contracts with CRRA.
6. CRRA Contractors may not authorize any additions or changes to existing vendor contracts without prior approval of the CRRA Board (levels of approval required as indicated in #3 above.) During the annual CRRA conference, the Conference Chair, President or Treasurer may authorize additional necessary payments to conference vendors, as long as the additional expense does not exceed the conference budget for that line item.
7. Immediately following signature, a copy of all contracts or purchase orders, of any value, must be submitted to the Executive Director and the Treasurer, and must be placed on the CRRA Board Resources webpage.

POLICY ON INVOICES AND PAYMENTS

1. The President and Treasurer shall be the only persons authorized to sign checks or otherwise authorize payments from CRRA's accounts. In the general course of business, the Treasurer shall sign checks and authorize payments. In the event that the Treasurer seeks reimbursement for allowable expenses, his/her reimbursement check must be signed by the President.
2. Any individual payment greater than $2,000 requires the approval of both the President and the Treasurer. Approval may take the form of two physical signatures on a check, or a written exchange (e-mail acceptable) between the two. If the payment is being made pursuant to a contract, purchase order, or other action that has been approved by the CRRA Board, then only one signature is required.
3. The Officers of the CRRA Board (Treasurer, President, Vice President, Secretary) shall be the only persons authorized to make charges to the CRRA credit card account. Each Officer shall receive a CRRA credit card in his/her name. The individual credit limit for each of the four cards shall be $2,000. The President may charge up to $2,000 on the credit card without prior approval from the CRRA Board. All other cardholders must obtain prior permission from the CRRA Board. No CRRA contractors (Executive Director, Conference Manager, etc.) may authorize charges to a CRRA credit card without prior consent of a the CRRA Board.
4. All invoices from CRRA vendors and contractors, and all expense reports/requests for reimbursement, shall be submitted to the Executive Director, either via e-mail or to the CRRA Post Office Box or fax number. The Executive Director shall enter all received invoices into the accounting system and shall forward a copy (electronic copy preferred) to the Treasurer. Simultaneous e-mail submission of invoices to the Executive Director and Treasurer is acceptable and preferred.
5. Invoices shall be approved prior to payment as follows:
   1. The DevComm Committee Chair shall review and approve all invoices from the Website Administrator.
   2. The Program Committee Chair shall review and approve all invoices related to the Certification program, including invoices for Certification Manager services.
   3. The Conference Chair shall review and approve all invoices related to the conference, including invoices for Conference Manager services. Invoices shall not be approved for payment if they exceed the approved budget without prior approval by the CRRA Board.
   4. The President shall review and approve all invoices for Executive Director services.

Invoice approvals will be made in writing (e-mail preferred) to the Treasurer, who shall then make the payments.

POLICY REGARDING ON-SITE REGISTRATIONS, CASH HANDLING, AND RECEIPT OF PAYMENTS
Adopted January 22, 2009

1. CRRA will accept payments in the form of cash, checks, electronic transfers, or credit cards. All payments should be made out to CRRA. All cash and checks shall be delivered to the Executive Director who will deposit them into the CRRA bank account(s).
2. On-site registrations at a CRRA conference, workshop, or certification course shall be processed in the following manner:
   1. Wherever possible, credit card transactions will be processed electronically on-site.
   2. Cash, checks, and credit card receipts will be kept in a lockable cash box(es) at the registration table. Cash boxes will be supplied with sufficient small bills to make change as necessary.
   3. Wherever possible, two CRRA representatives will be involved in each transaction: one to process the payment and another to document the services being purchased.
   4. Standardized forms (electronic or hard copy) will be used to document the services being purchased and the registrant's contact information.
   5. At the end of each day of the event, two CRRA representatives will reconcile the registrations to the payments received, and balance the till.
   6. At the end of each day of the event, all cash and checks will either be a) deposited into the CRRA bank account; or b) placed in the hotel safe or other secure location.
   7. By 5:00 p.m. at the end of the last day of the event, all checks and cash will be deposited into the CRRA bank account and all credit card payments will be processed, except as allowed below.
   8. No person shall be allowed to attend a CRRA event until CRRA has received the required payment for that event. If a person has pre-registered for the event, but payment has not been received by the day of the event, CRRA representatives shall require an on-site payment for that individual. CRRA representatives will not process such an on-site registration (charge that person's credit card, or deposit his/her check) for 30 days. If a previous payment arrives within 30 days, the payment made on-site will not be processed/deposited. If the payment does not arrive after 30 days, the on-site payment will be processed/deposited. In the case of an on-site cash payment when the registrant believes that other payment is pending, the cash will be deposited into the CRRA account at the end of the event day, but refunded if the other payment arrives. Exceptions to this policy can be authorized in advance by the CRRA Board for registrations that are being provided as benefits to a CRRA sponsor for a sponsorship valued at $5,000 or more. A summary of this policy shall be included with any on-line/pre-registration materials.
   9. There will be an additional processing fee of $75 for each on-site registration.
   10. CRRA members shall receive discounted rates for CRRA conference and certification course registrations. In order to receive his/her member discount, a registrant must become a member (and must pay the required membership dues) at or before the time of event registration. A person may receive a membership discount by becoming a member (or re-newing his/her membership) and paying membership dues at the same time that s/he registers for the event. To the greatest extent possible, CRRA shall facilitate customers becoming members and paying membership dues at the same time that they register and pay for conferences, certification courses, workshops, or other events, either on-line or on-site. An event registrant who has received a membership discount for a CRRA event may not attend that event until s/he has paid the required membership dues, following the same procedure specified above for payment of registration fees.
   11. An accounting reconciliation for each CRRA conference and paid event shall be completed within 30 days of the conclusion of the event by the Executive Director and the Conference or Certification Manager. This task includes, but is not limited to, reconciling registrations recorded to payments received, entering all accounts receivable and accounts payable into the CRRA accounting system, issuing an invoice for each account receivable, reconciling electronic event registrations and payments (Reg-Online, Paypay) to the CRRA accounting system (Quickbooks) and generating a preliminary report on the financial results of the event.
   12. The Executive Director shall attempt to collect all outstanding accounts receivable (from exhibitors, sponsors, registrants, etc.) using letters, invoices, e-mails, and/or phone calls. Contacting each individual or entity at least once per month until payment is received. The Executive Director shall provide the Board with a detailed list of outstanding accounts receivable at each CRRA Board meeting.

POLICY REGARDING ON-SITE REGISTRATIONS, CASH HANDLING, AND RECEIPT OF PAYMENTS
Adopted January 22, 2009

SECTION F: PROGRAM POLICIES

CONFERENCE POLICIES
 (See separate Conference Policies document)

WORKSHOP POLICIES

Workshops planned by CRRA Technical Councils must be approved by the Board, and should not fall within 6 weeks of the Annual Conference.

PLANNING GUIDE FOR CRRA WORSHOPS

The attached information is provided to help in planning a workshop.

Process & Time Line

Technical Councils are asked to include target workshop topics in the annual workplan which should be adopted at the conference TC meeting or at the TC retreat following the conference.

Task		Time needed prior to workshop
1.	Identify workshop topics for following year	July-August, prior year
2.	Develop draft schedule for following year	August-September, prior year
3.	Form workshop steering committee	6-8 months
4.	Planning tasks	6 months
	Hire staff Develop agenda & speaker list Target locations Target audience Develop marketing strategy
5.	Submit Draft Budget	4-6 months
6.	Invite Speakers	4-6 months
7.	Confirm Location	2-3 months
8.	Hire caterers	2-3 months
9.	Develop draft brochure & mailing list (Review by ARC accounting)	2-3 months
10.	Give mailing list to staff for input	10 weeks
11.	Mail save the date cards	8 weeks
12.	Finalize and print brochure	6-8 weeks
13.	Submit information to:	6-8 weeks
	Website Recyclescene Listserve NRC
14.	Send electronic brochure	4 weeks
15.	Develop & use registration database	4 weeks to event
16.	Confirm logistics, speaker travel, facilities, food and audio visual needs	4 weeks to event
17.	Prepare packets, attendee list, sign in and name badges	1 week
18.	Prepare post workshop article for Recyclescene	1-3 weeks after

FORM FOR DRAFT WORKSHOP BUDGET

Draft Budgets should be submitted to CRRA Treasurer prior to any expenditures. Please use a separate form for each workshop scheduled.

Draft Workshop Budget (pdf)

Workshop Name:
Workshop Sponsor:
Date of Workshop:		Location/City:
# Paid Attendees:		# Unpaid Attendees:		Total # Attendees:
Expenses		Estimated	Actual	Notes
Room Rental		$	$
Food : for
-Breakfast		$	$
-Lunch		$	$
Staff Cost :
-Labor		$	$
-Travel		$	$
Audio Visual		$	$
Speaker Cost		$	$
Printing		$	$
Postage		$	$	#___ brochures mailed
Misc Supplies		$	$
Conference Calls		$	$
Insurance		$	$
Other		$	$
TOTAL EXPENSES		$	$
<less> Sponsored costs:
-________________		$	$	Type of sponsorship
EXPENSE BALANCE		$	$
Minimum Cost Per Person to Cover Expenses		$
(= Expense balance /(divided by) # of Paid Attendees)
****Actual Registration Fee			$ /per person
Total Registration Income		$	$
(Estimated paid attendees x registration fee)
Net Profit		$	$
(Total registration Income – Expense balance)

GRANT APPLICATION POLICIES

No CRRA member, chapter or technical council may accept grant funding on behalf of CRRA or technical council, without prior approval of the Board of Directors. The President of the Board shall be the person authorized to sign all contract documents on behalf of CRRA.

SECTION G. COMMUNICATIONS POLICIES

RECYCLESCENE POLICIES

LOGO AND LETTERHEAD POLICIES

USE OF CRRA LOGO AND LETTERHEAD
Adopted August 13, 1993

1. The CRRA logo and letterhead shall not be used for communication other than that clearly associated with CRRA business.

CRRA REPRESENTATION COMMUNICATION POLICY

SECTION H: TECHNICAL COUNCILS
Adopted June 27, 1993

TECHNICAL COUNCIL POLICIES
Amended July 25, 2000

TECHNICAL COUNCIL ORGANIZATION

1. The following Technical Councils have been organized within CRRA to organize CRRA members statewide to work on issues of common concern:
   
   California Organic Recycling Council (CORC)
   Business Recycling Educational Assistance Link (B.REAL) inactive
   Local Agency Technical Council (LATC)
   Independent Recyclers (Technical) Council (IRC)
   California Collegiate Recycling Council (CCRC)
   Global Recycling Council (GRC)
   Construction and Demolition Council (CDC)
   Household Hazardous Waste Technical Council (HHWTC)
   Repair, Reuse and Resale Council (RRaRC)
   K-12 Technical Council (K-12TC)
   Recyclers Global Warming Council (RGWC)
   Green Initiatives for Venues & Events Council (GIVE) formerly Venues and Special Event Recycling Council (VSERC)
   California Sustainable Business Council
   
   
2. Additional Technical Councils may be organized on any issue of common concern to CRRA members. These may be formed either: 1) by the CRRA Board of Directors, with the Board Policy Committee appointing initial leadership of the Council; or, 2) any CRRA member identifying an issue of common concern who organizes at least two other CRRA members around that issue and obtains approval of the CRRA Board of Directors to be recognized as a CRRA Technical Council.
   

   A Technical Council must have at least one member from each of the three CRRA regions.

3. To join Technical Councils, CRRA members request to be placed on the appropriate mailing list. There is no additional charge beyond paying CRRA dues. CRRA members will be limited to joining more than two Technical Councils, so that Council mailing lists reflect actual priorities for the CRRA's membership involvement. In the event that a CRRA member wants to obtain information about the activities of more than two Technical Councils, an additional fee may be assessed by the CRRA Board of Directors.
   
4. The CRRA Secretary will organize CRRA's membership database to easily identify each Technical Council a CRRA member has chosen to join. The CRRA membership brochure will be designed to describe the Technical Councils and allow an easy check-off of all the Technical Councils which individuals may join.
   
5. Notices of Technical Council activities will be sent to all current CRRA members who have signified their affiliation in writing to CRRA's Secretary. No Technical Council may impose any additional obligation of creed or finance on any person as a condition of receiving notice of any Technical Council. Additional fees may be charged by Technical Councils for events and special services rendered to Technical Council members. Persons who are not Technical Council members are welcome to attend Technical Council meetings, but are not eligible to receive notices of, or vote on, Technical Council activities.
   
6. Each Technical Council will designate an individual(s) to interface with CRRA functions. The functions include, but are not limited to the following: a Technical Council Liaison to assist in coordinating CRRA Board and Technical Council policies and programs; a CRRA Policy and Legislative Committee member; a Technical Council Recyclescene Reporter.
   
   Each Technical Council must also submit brief quarterly reports to the CRRA Board of Directors outlining activities completed or planned.
   
   COUNCIL LEADERSHIP
   
   
7. Any individual CRRA member or group of CRRA members may petition the Secretary to have the CRRA Board recognize a Technical Council. Such a petition shall designate who the Technical Council leaders are proposed to be, and who will be the official CRRA Board Liaison. There can be only one Technical Council/CRRA Board Liaison per Technical Council. The Liaison may also serve in another leadership capacity within the Technical Council (e.g. President, Chair or Secretary).
   
8. Upon receipt of such a petition, the CRRA Board shall either approve, amend or reject the petition to recognize that group as a Technical Council of the CRRA at the next regularly scheduled Board conference call or meeting. In the event that the petition is approved in some form, then this Policy Statement shall be modified to include them on the list of officially recognized Technical Councils.
   
9. Once the Technical Council is recognized by the CRRA Board, the Secretary shall provide to the Liaison address labels as frequently as needed of all current CRRA members who have indicated their desire in writing to participate in that Technical Council.
   
10. Technical Councils must institute policies to ensure fair and democratic decision making. Upon adoption, these policies shall be forwarded to the CRRA Internal Affairs Committee. Technical Councils shall hold elections annually to select officers (including the Liaison position), either in conjunction with the annual elections for the CRRA Board of Directors; at the CRRA conference, or if the process is conducted in accordance with CRRA adopted elections procedures at some other time, as approved by the CRRA Board of Directors. Liaisons/Officers shall receive no compensation for their services as officers. Liaisons/Officers must be a current member of CRRA whose primary business or professional responsibility is consistent with the mission of the Technical Council.
    
11. Duties of the Liaison shall be to:
    
    a. Notify all Technical Council members of Technical Council meetings;
    b. Send copies of all Technical Council notices, agenda, and minutes or summaries of meetings to other CRRA leadership (e.g. CRRA Board of Directors, CRRA Executive Director, CRRA Chapter Liaisons, and other Technical Council Liaisons);
    c. Send to CRRA Secretary a list of elected officers (including name, address, phone and fax numbers, their duties and term of office) and a copy of any action taken by the Technical Council;
    d. Receive copies of minutes of CRRA Board meetings and review those with Technical Council leadership;
    e. Receive copies of CRRA Alerts! and encourage action on those with Technical Council members;
    f. Designate Technical Council members to serve as liaisons to other CRRA Technical Councils and Committees.
    
    
12. If the CRRA Board determines that a Liaison has failed to perform the duties specified in Section 11 above, then the Technical Council leadership shall be asked to designate a new Liaison who shall serve until the next Technical Council election of officers. If a Technical Council does not act quickly to designate an alternative Liaison, then the CRRA Secretary shall appoint someone to act in that role until a replacement is designated by the Technical Council or is elected by the Technical Council membership.
    
    TECHNICAL COUNCIL ACTIVITIES AND STRUCTURE
    
    
13. The overall purpose of Technical Councils is to facilitate the free exchange of information among CRRA members interested in the same issues statewide, and to serve as a technical resource to CRRA for policy development. Technical Councils shall function to provide members:
    
    a. Information-sharing on the specialized issues of common concern to the membership of the Technical Council;
    b. Input to CRRA Legislative/Policy Committee on policies on which the CRRA Board should take positions through a designated Technical Council member;
    c. Input to CRRA Newsletter Committee through a designated Technical Council Reporter;
    d. Networking (representation and participation) with other CRRA Technical Councils and Committees;
    e. Training and services of specialized interest to Technical Council members; and
    f. An opportunity to adopt policies independently of the CRRA Board. All published positions of technical councils must be accompanied with the following statement:
    "The views expressed by (technical council) do not necessarily reflect the views of the California Resource Recovery Association, its Board of Directors or membership."
    
    
14. Each Technical Council may organize themselves as they choose. All Technical Council members shall be given the opportunity to vote for Technical Council officers. Within 5 days of election of Technical Council officers, the Technical Council Liaison shall provide the CRRA Secretary with the list of officers (as detailed in Section 11 above).
    
15. The CRRA Treasurer will provide an initial supply of CRRA stationery (letterhead and envelopes), upon request to the Technical Council Liaison. Technical Councils may print their own letterhead and membership brochures, which shall include the CRRA logo and a statement somewhere on the letterhead and brochure:
    

    "...a Technical Council of the California Resource Recovery Association"

    Once budgeted, costs for printing such letterhead and brochures will be reimbursed in full by CRRA

16. Technical Council membership lists shall be provided to the Technical Council Liaison by the CRRA Secretary on a frequency requested by the Technical Council. This information shall be supplied on paper, labels, computer disk or whatever format desired by the Technical Council, to the degree CRRA hardware and software allow. This information will be made available to the Technical Council with the following notice:

    It is the policy of CRRA that membership list information, in whole or in part, which is provided to a CRRA Technical Council shall be used only for CRRA Technical Council activities and shall not be used, given, loaned, copied, sold or otherwise made available (either in paper or disk format) to any individual, agency, business, or organization without prior authorization of the CRRA Board of Directors.

17. Technical Councils shall be encouraged to produce and distribute their own newsletter for distribution to whomever they choose. Costs of the newsletter production and mailing shall be reimbursable by CRRA for up to four editions per year, for the number of copies needed to mail to Technical Council members. Costs for more frequent distribution or for a wider audience shall be borne entirely by the Technical Council, through advertising, sponsors, or from other revenue sources. The format and editorial content of the newsletter shall be determined by the Technical Council, but must remain consistent with adopted CRRA policies.
    
18. Policy formation shall be done in a manner consistent with CRRA's commitment to open public decision-making. As CRRA incorporates within its membership a diverse group of people with widely varying views, it is important to ensure all Technical Council members and government, industry and environmental groups have an opportunity to comment on significant policy issues before the Technical Council acts. At the same time, recognizing the importance of a timely response to issues as they develop, the Technical Council officers shall be empowered to take positions quickly, if necessary, that are consistent with past Technical Council policies and positions. All policies and positions taken publicly by the Technical Council shall be immediately reported to the membership of the Technical Council and all other CRRA leadership, so that other CRRA members can contribute to their thoughts and concerns in a timely manner.
    
    TECHNICAL COUNCIL ANNUAL WORKPLAN AND BUDGET
    Adopted July 24, 2006
    Each Technical Council of CRRA is required to complete and submit an annual workplan and budget by November 1st of each year, using a template provided by CRRA.
    
    TECHNICAL COUNCIL FINANCES
    
    
19. CRRA shall, on an annual basis, prepare, in collaboration with Technical Council Conveners/Officers, and adopt a budget to guide the fiscal affairs of the corporation for the coming fiscal year.
    
20. No Technical Council shall maintain an independent treasury.
    
21. All routine informational expenses of the Technical Council such as postage, copying, stationery, etc., for conducting ongoing Technical Council business may be recovered from the CRRA Treasurer on a reimbursement basis, substantiated by receipts at a cost not to exceed the annual budgeted amount for each Technical Council ($2,000 for $2,000). For non-routine expenses the Technical Council may petition the CRRA Board with a proposed budget for authorization of the expense or, in the alternative, the Technical Council may obtain alternative sources of funding. Technical Council expenses may be covered by donated services or supplies from Technical Council members. If requested by the donor, the monetary value and the date of the donation, plus the name and address of the donating person or business, shall be included with the quarterly Technical Council fiscal reports to the CRRA Treasurer.
    
22. A Technical Council may organize and charge a registration fee for events for Technical Council members. All income from such activity shall be deposited with CRRA. For events involving revenues or expenditures greater than $500.00, the Technical Council shall provide the CRRA Treasurer, before any financial commitment is made for the event, and no less than 45 days prior to the event, a preliminary budget of estimated expenses and income, and no more than 30 days after the event, a final budget of actual expenses and income, both charted according to the CRRA standard chart of accounts. CRRA may advance funds to a Technical Council for use in organizing a Technical Council event. If said event involves use of monies from the CRRA Treasury, the preliminary budget shall be approved by the CRRA Board prior to the advance of CRRA funds, but no later than 15 days after receipt of the funding request.
    
23. As part of the commitment on the part of CRRA to assist Technical Councils in funding activities and events as described above, Councils shall work with CRRA to negotiate in good faith an equitable distribution of revenues from said workshops and other events through consultation between the chapter and the CRRA Board of Directors. The CRRA Treasurer and Technical Council Liaison shall work with Chapter event organizers to negotiate such distribution of revenues, and shall present a work plan and budget for the event to the CRRA Board for approval

    Where a Technical Council organizes a CRRA event for more than the members of the Technical Council and charges a registration fee, net income from the event shall be disbursed in accordance with the above negotiated distribution.

24. Where a Technical Council organizes an event and charges a registration fee, the option for registrants to enroll as members of CRRA shall be offered as part of the registration. The event organizer responsible for registration shall convey to the CRRA Treasurer no later than 10 working days after the event, a list of all such newly enrolled members showing their name, affiliation, address, and telephone number, and a check for the membership dues for said newly enrolled members.
    
25. A Technical Council which sponsors the Annual CRRA Conference and serves as the host organizing committee and performs all the functions of organizing the conference without the use of a paid professional conference organizer shall be entitled to retain for Technical Council use the following proceeds from the conference: if the conference nets from $10,000 to $50,000, 5% of the net over $10,000; if the conference nets from $50,000 to $100,000, 15% of the net; or another amount established by the CRRA Board of Directors in negotiating the conference proposal by the host organizing committee. In the event that a paid professional conference organizer is used, the negotiation of a net revenue-sharing agreement between the host organizing committee and the CRRA Board of Directors shall be modified to reflect this circumstance.
    
26. The CRRA Board, in collaboration with the CRRA Technical Council Liaisons/Officers, shall identify guidelines for eligible Technical Council expenditures to include, but not be limited to, payment of travel costs for designated Technical Council representative to CRRA Board meetings or to Sacramento to testify before legislative or regulatory hearings, hired assistance on special Technical Council projects or events, conference calls, Technical Council workshops or other educational events. No expenditures other than those so identified shall be made by Technical Councils unless approved by the CRRA Board. All Technical Council revenues and expenditures shall be strictly in accordance with the purposes and limitations of the CRRA Articles of Incorporation, Bylaws, Technical Council Policies and non-profit, tax-exempt (501c3) status
    
27. Any Technical Council which earns funds through the conduct of workshops or other events shall receive credit from CRRA for such funds in accordance with the policies and procedures established through an approved Technical Council Charter agreement. This credit will be available to Technical Councils for expenditures in accord with the purposes and procedures established by the Board and the Council Charters, but will require advance notification of the CRRA Board if in excess of the amount annually allocated to each Technical Council for expenses through the regular budget process.
    
28. The CRRA Board of Directors reserves the right on an emergency basis, in the event that the CRRA Treasury lacks sufficient funds for operation of the corporation, to determine spending priorities of Technical Council balances, including use of said funds for expenses of the corporation. In the event of such use of said funds, the Treasurer will notify theTechnical Council President and Treasurer when funds are once again available for Technical Council use.
    
29. In the event that a Technical Council becomes inactive for a period of one year, failing to hold conference calls, annual meetings and elections as required by these policies and the Technical Council Charters, any funds credited to the Technical Council may be subject to redistribution for other organization purposes as determined by the CRRA Board of Directors. Such purposes can include, but are not limited to, the cost of conducting workshops, the annual conference or other events, re-allocation to another Technical Council or all Technical Councils, or general administrative expenses.
    
30. A decision by the CRRA Board of Directors to initiate the de-activation of a Technical Council, consistent with the provisions of section 29., requires the publication of a notice in Recyclescene, and an attempt to contact the last known Technical Council leadership and registered Technical Council members, at least 60 days prior to taking action to deactivate the Council and transfer any funds.
    
31. Reactivation of a Technical Council require that the conditions established for the creation of the Technical Council will be demonstrated to the Board of Directors to have been met. At such time, the Board may consider whether funds previously credited to such a Technical Council will be restored.

TECHNICAL COUNCIL CHARTERS

Charters on file:
LATC: Local Agency Technical Council	Adopted: LATC – June 9, 1999	CRRA Board -
CCRC: California Collegiate Recycling Council	Adopted: CCRC –	CRRA Board -
RRaRC: Repair, Reuse and Resale Council	Adopted: RRaRC – Oct. 2001	CRRA Board – Sept. 2001
CORC: California Organics Recycling Council	Adopted: CORC –	CRRA Board -
CDC: Construction & Demolition Council	Adopted: CDC–	CRRA Board -
GRC: Global Recycling Council	Adopted: GRC –	CRRA Board -
IRC: Independent Recyclers Council	Adopted: IRC–	CRRA Board -
HHW: Household Hazardous Waste	Adopted: HHW –	CRRA Board -
K-12 Technical Council	Adopted: K-12	CRRA Board-
Venues and Special Event Recycling Council Changed to Green Initiatives for Venues & Events Council (GIVE)	Adopted: VSERC -	CRRA Board -
RGWC: Recyclers Global Warming Council	Adopted: RGWC - April 17, 2007	CRRA Board-