Member Documents: Council Rep
October 16, 2009 by Steve Sobelman
Filed under Current Documents
COUNCIL REPRESENTATIVE
BYLAWS
Council Representatives are voting members of the Board of Directors. The following Bylaws are pertinent to their roles:
• Article VI – Board of Directors
Sections A(2). B, C re: Council Representatives in particular
Sections D-F and H; and
• Articles II H and XI G re: general duties as Board members
POLICIES
The Board has not created any policies that direct the work of the Council Representatives. However, historically, how a Council Rep casts his or her vote has been left to the discretion of each Representative.
10-2-04 – The Board voted to have the President ensure that at least one Division Council Representative attends every Executive Committee meeting during 2005 and 2006.
FINANCIAL POLICIES
Council Representatives are reimbursed at the same rate as other voting members of the Board, or as approved by the Board. Reimbursement is to be made on the Division’s reimbursement form, with original receipts provided (This policy is also stated on the reimbursement form). Meal reimbursement is not to exceed $65 daily. PLEASE SEE MEMBER-AT-LARGE SECTION OF MANUAL FOR SPECIFICS ON REIMBURSEMENT.
DUTIES/PROCEDURES
The duties of the Council Representative are spelled out in the APA Bylaws Articles IV and V, the APA’ s Association Rules, and in the Division Bylaws cited above.
1. The Council of Representatives is the legislative body of the APA, and has full power and authority over the affairs and funds of the
Association within the limits set by the Certificate of Incorporation and the APA Bylaws, including the power to review, upon its own initiative, the actions of any board, committee, Division, or affiliated organization. (APA Bylaws)
2. The Division’s Council Representatives have the duty to advise the Board of Directors about matters of business scheduled to come before the APA Council and about significant actions taken by the APA Council
3. It has been customary for Council Representatives to take turns writing a report following each Council meeting to inform the Board and other interested partiers about the significant actions and discussions that occurred. These reports have traditionally not only been given to the Board, but also published in the Psychotherapy Bulletin so that the general membership is kept informed
4. Some Council Representatives have taken responsibility for trying to promote Division members for nomination slates for seats on APA boards and committees, and actively campaigned for them among Council members. This is not a requirement of the job, but it could be a very positive action for the Division. Note that it is the Council that votes on these slates.
5. The Council Representatives may, as individuals, or in the name of the Division, join Council caucuses of interest. Attendance at caucus meetings, which are generally held the evening before Council first meets, with subsequent meetings before or after the day’s Council meeting is important.
6. If a Council Representative is unable to attend a Council meeting, he or she so informs the Division president, as quickly as possible, so that a replacement can be appointed and the Division does not lose a voice at that meeting.
TIMELINES
The dates of Council meetings are generally set years in advance, so that conflicts can be avoided as much as possible. One meeting is held in conjunction with the APA Convention. The second meeting is held in Washington D.C., generally in February.
CENTRAL OFFICE
1. Central Office serves as a resource for Council Representatives, informing them of Division meetings, providing meeting agenda books, and fielding questions about Division policies or history.
2. Central Office ensures that the bi-annual council report is included in the Psychotherapy Bulletin and the appropriate meeting agenda book.
3. Central Office monitors the travel budget for Council Reps, and provides reports to the treasurer. Central Office will notify Council Reps if they are near their budget limit.
4. Central Office is responsible for compiling and distributing agenda books for the board, officers, council reps, and committee chairs. These books will contain the meeting’s agenda, committee reports, and any pertinent background information for the agenda items. The President will distribute a call for agenda items approximately two month prior to the meeting. Any council rep may request time on the agenda to discuss an issue or concern.
5. Central Office arranges the details of the Executive Committee and Board of Directors meetings, including group meals and sleeping rooms. Board members make their own airline reservations to all meetings, and request reimbursement on the Division’s form.
6. Central Office is the listserv administrator for the Division’s Governance listserv. Please keep Central Office apprised of your correct email address so that you will always be able to access the Division’s listserv. To send a message to the governance’s listserv, the TO line should read: div29gov@lists.apa.org The governance listserv includes all officers, council reps, members-at-large, and committee chairs. Should you want a message sent only to voting board members, Central Office can do this for you.
7. Should you have a change in phone, fax, or mailing address, please inform Central Office, so that the corrections can be made to the public listings of the Board. These are included on the inside front cover of each Psychotherapy Bulletin, on the Division’s website (www.divisionofpsychotherapy.org) and in each agenda book.
8. At the direction of the Treasurer, Central Office distributes quarterly financial reports to the officers, council reps, members-at-large, and committee chairs. Should there be any question about funds in a specific line item, please consult with Central Office.
