Operating Policies

Adopted January 19, 1985
Revised June 2007

The following are considered operating polices for the conduct of the organization and shall not conflict with any CATA Bylaws.

These policies may be changed by a majority vote of the Executive Committee, Governing Board, or by a General Assembly Meeting during the Annual Conference.

CONFERENCE POLICIES

I.      Dates 

1. The annual Conference shall be held at the end of June. With the dates being set by Governing Board one year in advance.
   

II.     Registration

1. Any individual who meets the criteria of active or associate membership must register to participate in Conference activities.
2. Active and associate members will receive reduced registration fees, which will be set annually during the Mid-Winter Governing Board Meeting.
3. Those individuals who pre-register will receive a reduced rate.
4. Conference pre-registration for Student Teachers shall be free. A fee will be charged for those who register at Conference.
5. All participants must display Conference registration badges to participate actively in Conference activities.
6. Guests may register for Conference.

III.     Annual Banquet

1. The hosting of the annual Banquet shall be on a rotating basis as follows:

   1. North Coast Region         2010
   2. Superior Region               2011
   3. San Joaquin Region          2012
   4. South Coast Region         2013
   5. Central Region                 2008
   6. Southern Region               2009

2. The host region must work closely with the Governing Board and Cal Poly San Luis Obispo Agricultural Education Department when planning and conducting the Banquet.
3. The Banquet shall be planned as a "break-even" financial activity.

IV.     Farm and Idea Show

1. The exhibitors’ fee for the annual Farm Show shall be set annually at the Mid-Winter Governing Board Meeting.
2. One Farm Card shall be issued for present CATA members. All first year teachers will automatically receive one Farm Card. Paid members for the upcoming fiscal year shall receive on extra card.
3. CATA regions will provide hosts for the Farm and Idea Show to chair the activity and to clean up.
4. Farm and Idea Show responsibility will be on a regional rotation (to follow the year region is responsible for the Banquet).

V.     Conference Minutes

1. Conference highlights will be published in the October issue of the "Golden Slate."
2. A full set of Conference minutes shall be distributed to the Governing Board and the State Agriculture Education Staff by September.

VI.     Reimbursements

1. Conference reimbursements that are made for individuals attending the California Agricultural Teachers’ Association Summer Conference will be made to the originator of the check or purchase order.

I.      Executive Committee Meetings

1. The Summer Planning Meeting shall be held following Conference.
2. The Spring Planning Meeting shall be held during Fresno State Field Day.
3. Special meetings may be called by the President. Past special meetings have included:

1. Post Conference Meeting
2. NAAE Convention
3. Pre-Winter Governing Board Meeting
4. Pre-Conference Governing Board Meeting

I.     Office Location

1. The CATA Executive Director’s office will be located near Sacramento, California.
2. The Association will pay such costs as are necessary in the acquisition and maintenance of such an office.

II.     Travel Expenses

1. The Executive Director shall be permitted wide latitude in identifying which meetings and activities are anticipated to be of value to the Association. The Executive Director should consult with the Association President at such times when questions might arise regarding this general policy.
2. All travel should be planned and organized in such a manner that optimum benefits shall result for the Association. The Association shall pay for travel and meals that are directly related to the performance of the duties of the Executive Director. Mileage from the Director’s residence to the office and return will not be reimbursed.
3. Cost incurred for air, bus, or train travel shall be reimburse at the actual cost of the ticket. Mileage shall be reimbursed at the rate that is in effect at the time of travel for the State of California employees (currently 40 cents per mile).
4. An allowance shall be permitted for the purpose of paying lodging, meals, and incidental expenses. Reimbursements shall be made in accordance with state employee guidelines.

III.     Terms of Employment

1. The Executive Director serves at the pleasure of the Governing Board and is employed for an indefinite period. The employment and/or dismissal of the Executive Director shall be determined by a majority vote of the Governing Board.
2. The President shall present to the Governing Board at the Pre-Conference Meeting appropriate recommendations regarding the employment, dismissal or continued employment of the Executive Director. Such recommendations may include but not necessarily be limited to: salary, fringe benefits, travel provisions, and a budget for the Executive Director’s operations.

IV.     Evaluation

1. The President, in consultation with the Association’s Executive Committee, is empowered to conduct performance evaluations of the Executive Director as deemed appropriate.
2. Evaluation conferences will be held between the Executive Director and the Executive Committee. Fiscal audit and review will occur at each of the evaluation conferences.
3. Within thirty days after the conclusion of the performance evaluation procedure, decisions regarding employment, dismissal, or continuing employment will be made known to the Executive Director. Such recommendations may include, but not necessarily be limited to: salary, fringe benefits, travel provisions, and a budget for the Executive Director’s operations.

V.     Salary

1. The annual salary of the Executive Director shall be set by the membership upon a recommendation from the Budget and Audit Committee.

VI.     Fringe Benefits

1. The Executive Director’s salary shall include a benefit stipend equaling 10% of his/her salary, which may be utilized for purposes of providing all or part of the costs of health insurance. 

VII.     Working Days, Vacation Allowance, and Sick Leave

1. The Executive Director position is to be considered as a full-time employment obligation with holidays similar to those accorded employees of the State of California:

   1. New Year’s Day                    January 1
   2. Martin Luther King                 3^rd Monday in January
   3. Lincoln’s Birthday                  February 12
   4. Washington’s Birthday            3^rd Monday in February
   5. Memorial Day                        Last Monday in May
   6. Independence Day                  July 4
   7. Labor Day                             1^st Monday in September
   8. Columbus Day                       2^nd Monday in October
   9. Veteran’s Day                        November 11
   10. Thanksgiving Day                   Day after Thanksgiving also
   11. Christmas Day                        December 25

2. The Executive Director will be granted vacation credit in accordance with the vacation schedule in effect for employees of the State of California. Sick leave will be in accordance with the State schedule.

VIII.     Line of Authority/Responsibility

1. CATA members shall express their interest and desire to the Governing Board Members for actions or services to be performed by the Executive Director.
2. The Governing Board shall adopt policies and procedures which represent the interests and desires of the membership.
3. The State CATA President has responsibility for assuring that approved policies and procedures are implemented. The President must consult with the Executive Committee if deviations from adopted policies are deemed necessary. Such deviations should be judiciously exercised and considered as one-time exceptions, not as formal policy of procedure deviations.
4. The Executive Director shall perform the duties of this position in concert with the policies and procedures adopted by the Governing Board. The CATA President shall provide general coordination to the Executive Director and shall be consulted regarding policy or procedural deviations.
5. It is the intention of CATA that the Executive Director be provided the widest possible latitude in fulfilling the duties of the office. While communication with all association officers and members is to be encouraged, operation authority is channeled through the Governing Board to the CATA President and then on to the Executive Director.

I.     Audit

1. An audit or review of the financial records will be conducted at each evaluation conference.

II.     Bond

1. The Executive Director and the office staff shall all be bonded.

III.     Expense Vouchers

1. All expense vouchers from Governing Board members must be approved by the CATA Treasurer or Executive Director.

IV.     Salary and Office Expenses

1. The Executive Director’s salary and regular office expenses will be paid each month without any approval necessary by the President or Treasurer.
2. The salary schedule for the Executive Director and Executive Assistant will be adjusted annually for COLA.
3. The salary for the Executive Director and Executive Assistant will include a benefit stipend based on 10% of their salary.

V.     Annual Budget

1. The Annual Budget shall be reviewed and revised by the Budget and Audit Committee during the Annual Conference, by the CATA Treasurer.
2. This budget shall be presented to the membership for approval and adoption during the Annual Conference.

VI.     Annual Dues

1. The Governing Board shall not raise dues until the reserves fall below 25% of the operating budget.

VII.     Savings

1. For the purpose of insuring the financial stability of the organization in the event of economic constraints, and to engage in special projects, the Governing Board shall maintain a savings account equal to 25% of the prior year’s operating expenses. If savings exceed 75% of this amount, the Governing Board will refer with recommendations to the Budget and Audit Committee at Summer Conference how to reduce the savings.

I.     Biannual Governing Board Meetings

1. The Mid-Winter Governing Board Meeting shall be held during the month of January.
2. The Pre-Conference Governing Board Meeting shall be held during the month of June.

II.     Governing Board Minutes

1. Governing Board Minutes shall be available for posting at the regional meetings.
2. Mid-Winter Governing Board Minutes shall be summarized and printed in the May issue of the "Golden Slate".
3. The Pre-Conference Governing Board Minutes will be included in the Conference minutes which shall be summarized and printed in the October issue of the "Golden Slate."

III.     Expenses

1. The Mid-Winter Governing Board’s expenses incurred for travel, lodging, and meals will be reimbursed by CATA at or near the state reimbursement standards.
2. The Pre-Conference Governing Board’s expenses incurred for travel, lodging and meals will not be reimbursed by CATA.

IV.     Reports

1. Governing Board members are required to present a typed report at the Mid-Winter and Pre-Conference Governing Board Meetings detailing their involvement during the year to the CATA Secretary.

V.     Screening and Resolutions Committee

1. The President-Elect, Division Chairpersons and Regional Presidents shall serve as the Nominations/By-Laws/Professional Awards Committee during the Mid-Winter Governing Board Meeting.

VI.     Ex-Officio Members

1. The Governing Board shall be empowered to appoint ex-officio members to serve in designated capacities on behalf of the Governing Board.

1.  They will serve as non-voting members.
2. Expenses will be reimbursed by CATA.
3. These ex-officio members will serve subject to yearly reconfirmation by the Governing Board.

 

1. All legislative items to be considered for support or opposition shall be submitted to the Executive Committee through the President.
   
2. Legislative action shall be determined by a majority vote of the Executive Committee. The Executive Committee’s position will then be made known to the Executive Director for action.
   
3. If legislation is clearly supportive of a CATA position statement, the Executive Director may automatically support such legislation.
   
4. If legislation is clearly in opposition to a CATA position statement, the Executive Director may automatically oppose such legislation.
   
5. The Executive Director shall support budgetary items which benefit secondary and post secondary agriculture programs.
   
6. A legislative network is formed so that prompt action may be taken whenever legislative action becomes necessary.

MEMBERSHIP POLICIES

I.     Membership Goals

1. Regional and sectional membership goals shall be set annually by the Regional Presidents and approved by the Executive Committee during their Summer Planning Meeting.

II.     Beginning Teachers

1. Beginning teachers are defined as those teachers who are eligible to become active CATA members for the first time.

III.     Regional and Sectional Membership Incentives

1. Regions and sections will receive recognition at Conference for reaching their membership goals.
2. In addition, the Treasury of each region and section which reaches its goal will be eligible to receive a cash award not to exceed $350 total.

IV.  Time Payment Policies

1.  The time payment plan is to be paid in five installments of $26, plus the $26 down payment. The first billing will occur in August.
2. A member on time payment plan will be considered delinquent if each monthly payment is not received within thirty days of its due date.
3. The next billing will contain a note from the State Treasurer indicating this delinquency.
4. Membership will be terminated if payments are sixty days delinquent.
5. Active membership will be reinstated when the time payment plan is brought up to date.
6. Any member who is delinquent as of Conference registration will not receive any discount on Conference fees and will not be able to use the time plan for the succeeding year unless the delinquency is cleared up before Conference.
7. First-year teacher on the time payment plan shall pay $78 for membership dues and will be billed per month until their dues have been paid. All other time payment policies will apply.
8. A list of delinquent members will be provided biannually by the Financial Office to the State Treasurer, Regional and Sectional Presidents and Treasurers.

V.     Mid-Year Teachers

1. Agricultural teachers employed beginning mid-year may become members by paying one-half of the current membership rates.

I.     Qualifications

1. All nominees for the state office of Treasurer shall meet the following qualifications.

1. Applicants must meet eligibility requirement set forth in the Bylaws.
2. Applicants must have been a State Division Chairperson or a Regional President.

II.     Vacancies

1. If an office becomes vacant, the President shall first approach Past State Presidents. If none wish to serve, the President shall be empowered to appoint a Past Regional President. The position shall be filled by election at the following state conference.
2. In the event the office of the Presidency becomes vacant, the President-Elect shall succeed to the Presidency.

III.     Reimbursements

1. CATA will reimburse the expenses of the President, President-Elect, Secretary and Treasurer to the National NAAE Convention.
2. CATA will reimburse the expenses of the President-Elect and the Secretary (or their designees) to the Region meeting.

IV.     Travel Expenses

1. Reimbursement for meals, lodging, and transportation shall be per state employee reimbursement code.

I.     Teacher of Excellence

1. Qualifications

   1. Applications for Teacher of Excellence must have successfully completed ten years of instruction in agriculture education.
   2. Applicants must have been paid members of the California Agricultural Teachers’ Association for at least ten years.
   3. Applicants must have held at least one CATA sectional, regional, or state office.
   4. Be a current paid member of CATA by the fall regional meeting of the year nominated.

2. Selection Process

1. Each region may select two Teacher of Excellence nominees by any established method.
2. Each region will be entitled to submit two nominees. In addition, regions may submit one additional nominee for each succeeding increment based on membership participation as verified by the State Treasurer’s final count at Summer Conference. The increment scale will be as follows:

   Every Region         2 nominees  
   75 + Members       3 nominees
   100 + Members     4 nominees
   125 + Members     5 nominees

3. All regional nominees must complete and submit the CATA Teacher of Excellence application form.
4. All completed applications must be postmarked no later than February 15 and mailed to the CATA Executive Director. All applications mailed after February 15 shall be disqualified from competition.
5. All Teacher of Excellence nominees shall be judged by an impartial scoring committee consisting of six former Teacher of Excellence winners (one from each region), and two state officers (Past President and President). In the event that any of the forenamed state officers are themselves nominees for this award, then said officer shall be removed from the scoring committee and replaced by the next highest-ranking state officer.
6. Each of the six former Teacher of Excellence scoring committee members shall be selected by their respective CATA Regional Presidents in consultation with their Regional Supervisors.
7. The State CATA President-Elect shall provide a scorecard by which to judge the nominees.
8. The scoring committee shall meet during the State FFA Convention, upon the direction of the State President.
9. All state award applications will be scored by the regional representatives and the high and low scores will be dropped.
10. Each member of the scoring committee shall rank in numerical order all applications on a descending scale of 1, 2, 3, 4, etc., with "1" being the highest score obtainable.
11. The CATA Executive Director, or his designee, shall tabulate the results and determine the winners.
12. Ten scored applicants shall be honored with the Teacher of Excellence award, with one from each region and four at large. In the event there is no complete, written application from a region, no award need be given.
13. With the exception of the CATA Executive Director, his designee, and/or the CATA President-Elect, no one on the scoring committee is to know the identity of the successful applicants resulting from the judging process.
14. The successful applicants shall be announced at the Annual Banquet during CATA Summer Conference.

II.     CATA Outstanding Program Awards

1. There shall be five divisions of these program awards. The five divisions are:

   1. 1 Person Secondary Program
   2. 2-3 Person Secondary Program
   3. 4 or More Person Secondary Program
   4. 1-3 Person Post Secondary Program
   5. 4 or More Person Post Secondary Program

2. The applications for these awards can be obtained from any CATA Officer. The applications are due (postmarked) by February 15, and should be sent to the State CATA office.
3. These awards will be judged by the Regional Vice Presidents or their designees during the State FFA Convention, upon the direction of the State President-Elect.

III.     NAAE Awards

1. All NAAE Award Applications must be postmarked by February 15. Any applications postmarked later shall be deemed ineligible.
2. All NAAE Awards will be judged by the Regional Vice Presidents or their designees during the State FFA Conference in Fresno.
3. When scoring applications, regional representatives shall not score their own regional applications.
4. Each winning application shall be copied before submission to the NAAE Office and that copy maintained in the CATA State Office.

IV.    California Agricultural Education Hall of Fame

  A.  Qualifications

1. Eligibility for induction into the Hall of Fame will begin three calendar years after official retirement.  A retired Agriculture Educator is a person who has retired from Agriculture Education and has gone through the CATA recognition process, or is an Agricultural Educator who has died in service.

  B.  Selection Process

1. Each region may select up to two individuals to nominate for induction into the Hall of Fame by any established method.

2. A list of post 2000 retirees shall be maintained in the CATA office.  

3. All regional presidents or their designee shall complete and submit the CATA Hall of Fame application form.

4. All nominee applications shall be forwarded to the State CATA President-Elect at Winter Governing Board.

5. Governing Board will annually review and appoint the selection committee members, and the current State President-Elect shall serve as a non-voting chairman of this committee.

6. An impartial selection committee consisting of twelve past CATA Presidents or Hall of Fame inductees shall judge all Hall of Fame nominees.  The selection committee shall represent a cross section of the state.

7. Based on biographical information the committee will make their selections.  This will be conducted by a mail ballot.

8. The Hall of Fame selection committee shall make their selections of up to five nominees who are worthy of induction in 2007-2008, and then reevaluate the number of inductees in 2009. 

9. A nominee must receive a majority of all votes cast by the selection committee to be eligible for induction.

10. Regional presidents shall be notified of the selections prior to their Spring Regional Meeting.

11. Upon selection, the region from which the candidate was nominated is charged with supplying the committee with an 8 x 10 picture (headshot preferred).

12. The State CATA President-Elect is charged with gathering all materials and producing the framed photo and biography (100 words).

13. Each year the current inductees’ picture will be displayed at the CATA Summer Conference.

14. The Hall of Fame induction ceremony shall occur at the Wednesday General Session at the Annual Summer Conference.

15. A suitable location will be found to house and display the pictures of all the inductees into the Agriculture Educators’ Hall of Fame until the State FFA Center is completed, at which time all materials will be transferred to this facility.

RESOLUTIONS POLICIES

I.     Resolutions

1. All issues of statewide concern shall be presented in resolution form.
2. Resolutions developed within the organization are meant to be disseminated within the organization and are not meant for public discussion.
3. Resolutions must be developed according to the following guidelines:

        Resolution Flow Chart – A resolution may be initiated by a Region, the Governing Board, or the Executive Committee.  All resolutions must be presented at Region, Executive Committee, or Governing Board.  The process will follow one of these flow charts depending on when the resolution was initiated.

Region Meeting  (Fall or Spring)           

1. Initiating Region must pass the resolution in order to forward to Winter Governing Board.

2. If necessary, initiating Region must also show how the resolution will change the Constitution, Bylaws, and/or Operating Policy.

3. Resolution must be submitted Executive Director at least 30 days prior to the next Governing Board meeting.

Governing Board (Winter or Pre-Conference)

1. Executive Director will verify how the resolution will change the Constitution, Bylaws and/or Operating Policy..

2. Governing Board will recommend do pass or do not pass with 2/3 vote, or no action for the lack of 2/3 vote.

3. Disseminate resolution to Regions. 

Region Meeting (Spring or 1st Meeting at Conference)

1. Each Region may make amendments.  If amended, the Reign must also indicate how the amendment(s) will change the Constitution, Bylaws, and/or Operating Policy.

2. Each Region must make a recommendation of pass, do not pass, or no action by majority vote.

3. Resolution must be submitted to the Executive Director with amendment(s) and changes to the Constitution, Bylaws and/or Operating Policy 30 days prior to the Pre-Conference Governing Board meeting, or immediately following the first region meeting at conference.

Governing Board (Pre-Conference or Special Meeting at Conference)

1. Finalize amendments.

2. Recommend do pass, or do not pass with 2/3 vote; or no action for the lack of a 2/3 vote; or return to all Regions for further clarification.  

Bylaws Committee

1. Review resolution, amendments(s), and changes to the Constitution, Bylaws, and/or Operating Policy for accuracy.

2. Post resolution in a conspicuous place designated for that purpose 24 hours before balloting.

3. Prepares the ballot.

Vote by General Membership

1. Amendments may be made from the floor as long as it does not change the intent of the ballot items.

2. The amendment author must provide to the membership how the Constitution, Bylaws, and/or Operating Policy will be changed by the amendment, prior to the vote.

        SAMPLE RESOLUTION FORM

REGIONAL MEETING RESOLUTION

WHEREAS,  CATA is an organization of professionals in vocational agriculture; and

WHEREAS,  attendance by professionals at regional CATA meetings is critical to the success of  the organization and profession; and

WHEREAS,  CATA regional meetings consist of vital business and inservice; and

WHEREAS,  many regions of CATA schedule several events (i.e., judging contests, FFA meetings and/or competitive events) which directly conflict with CATA regional meeting attendance and participation; therefore, be it

RESOLVED   that the CATA Governing Board go on record as strongly recommending to the regional supervisors, CATA regional officers, and CATA membership to schedule CATA regional meetings on a day when no other activity is scheduled which would conflict with meeting attendance and participation.

Resolution No: _____

Date Adopted: _____

 

II.     District Personnel

1. No representative of CATA shall be engaged and/or involved in District Personnel matters.