AOTPAC Standard Operating Procedures
The American Occupational Therapy Political Action Committee
I. CATEGORIES OF BOARD OF DIRECTORS
A. Voting Members:
5 - Directors at-large, each representing a different region, as provided in Attachment A to the Standard Operating Procedure (SOP)
B. Non-voting Members:
1 - Treasurer.
1 - Assistant Treasurer
C. Once a person is appointed to represent a specific region he/she may continue to fill out the AOTPAC term in that region.
II. CRITERIA FOR ELIGIBILITY TO SERVE AS AN AOTPAC BOARD MEMBER
A. High level of political awareness demonstrated by past political activities.
B. Demonstrated leadership in state and/or national AOTA activities.
C. Availability and willingness to serve.
D. Individual member of AOTA.
E. Individual member of state association.
F. Registered voter.
G. Must reside within the geographical boundaries of the region to be represented.
III. SELECTION PROCEDURE OF AOTPAC BOARD OF DIRECTORS
A. AOTA's Liaison to AOTPAC will solicit applicants to be appointed by the AOTA Board of Directors to fill upcoming vacant positions on the AOTPAC Board beginning eight months prior to the anticipated vacancy.
B. Candidates for positions on the AOTPAC Board will submit their applications to AOTA's Liaison to AOTPAC for initial review.
Initial Review Criteria
- Individual member of AOTA
- Individual member of state OT Association
- Registered voter
- Resides within the geographical boundaries of the region to be represented
C. Applications for candidates who meet the initial review criteria will then be sent to all members of the AOTPAC Board for review.
AOTPAC Board Review Criteria
- High level of political awareness, demonstrated by past political activities
- Demonstrated leadership in state and/or national AOTA activities
- Availability and willingness to serve (e.g., will involvement in other AOTA committees interfere with the individual's ability to attend Board meetings and to perform necessary duties throughout their term?)
D. AOTA's Liaison to AOTPAC will assist in providing information concerning the candidates' qualifications. The AOTPAC Board will then determine if the candidate(s) meet the above criteria.
E. Following review by the AOTPAC Board of Directors, the chair of the Board will submit recommendation(s) to the AOTA Board of Directors for consideration.
F. At the next AOTA Board of Directors meeting, candidate(s) will be appointed to the AOTPAC Board to fill upcoming vacant positions.
G. A letter will then be sent to the newly-appointed Board member(s) from the President of AOTA congratulating them on their new position, and a copy will be forwarded to the AOTPAC chair.
H. Immediately following the AOTA Board of Directors meeting, the AOTA Board of Directors' liaison will convey this information to both the Chair of the AOTPAC Board and the AOTA Liaison to AOTPAC..
I. Vacancies
- Any vacancies shall be filled in accordance with the procedures identified in subsections A. - H. of this section.
J. Resignations
- All notices of intent to resign as a member of the Board of Directors should be sent to the President of the AOTA with a copy to the Chair of the AOTPAC Board of Directors, or in the case of the Chair to the Secretary and to the AOTA Liaison to AOTPAC.
IV. DISMISSAL OF MEMBERS OF BOARD OF DIRECTORS
As indicated in Article IV, Section 3, of the Bylaws, a Board member may be dismissed by the AOTA Board of Directors. Prior to dismissal, the Board member(s) will be evaluated by the Chairman of the Board and AOTA Liaison to AOTPAC according to the criteria listed below:
A. Attendance at meetings
B. Participation/preparedness for meetings
C. Promotion of AOTPAC at state and national levels
D. Carrying out of charges
E. Volunteering and acceptance of charges
F. Participation in fund raisers
V. ELECTION OF AOTPAC BOARD OFFICERS
A. New officers shall be elected by the Board of Directors according to the schedule below:
- Chairman - every two years
- Secretary - annually
B. The Treasurer shall be ratified by the Board of Directors on an annual basis.
C. New officers shall assume duties on January 1st of the year following election in accordance with the established rotation schedule. The rotation schedule may provide for any temporary and transitional rotation cycle.
D. Vacancies
- Chair. The Secretary shall serve as and assume the duties of the Chair.
- Secretary. The Chair shall appoint a secretary pro tem to assume the duties of the Secretary until the election of a Secretary.
- Treasurer. The Assistant Treasurer shall serve as and assume the duties of the Treasurer until a replacement is appointed.
E. Absences
- Chair. In the absence of the Chair from a Board meeting, the Secretary shall conduct the meeting.
- Secretary. In the absence of the Secretary from a Board meeting, the Chair shall appoint, with confirmation by the Board, a Secretary pro tem for the meeting.
VI. RESPONSIBILITIES OF AOTPAC BOARD DIRECTORS
A. Participate in fund raising, both collectively and individually.
B. Attend meetings of AOTPAC Board.
C. Be an advocate for political action for AOTPAC and AOTA members and other Association bodies.
D. Be aware of the current political climate.
E. Understand, interpret, and support the compatibility of AOTA and AOTPAC policy.
F. Advise AOTPAC staff.
G. Keep abreast of political issues affecting the profession and the health care field generally.
H. Approve candidate selection and support.
I. Provide political education to members of AOTPAC and AOTA.
J. Promote AOTPAC at state and national level.
K. Attend AOTPAC National Legislative Conference and participate as appropriate.
L. Assist in recruiting future board members.
M. Upon completion of term of office, return stationery and any relevant materials to AOTA's Liaison to AOTPAC at AOTA office.
N. Notify AOTA's Liaison to AOTPAC of changes of address and phone numbers within 30 days of change.
VII. STANDING COMMITTEES OF THE BOARD
A. Candidate Review Subcommittee
- The candidate review committee consists of any three (3) members. A majority vote dictates approval.
- The candidate review committee is established to approve the selection of candidates to be supported by AOTPAC between regularly scheduled meetings of the AOTPAC Board of Directors.
- The Staff Director will advise all Board members of the decision of the Subcommittee at the next meeting of the Board of Directors.
VIII. MEETINGS OF THE BOARD OF DIRECTORS
A. There will be at least one meeting a year
B. The board of directors shall determine the time and place of any meetings.
C. Travel and per diem to attend the meetings above will be provided to AOTPAC Directors as funds are available under the reimbursement rates as established by the AOTA.
IX. CATEGORIES OF MEMBERSHIP AND PROCEDURES OF COMMUNICATIONS WITH AOTPAC CONTRIBUTORS/MEMBERS
A. Categories of membership:
- Congressional Council - individual members contributing $250 or more in a year.
- a. To be sent a letter of thanks accompanied by a special AOTPAC lapel pin and a Congressional Council ribbon.
- b. Annual publication of their name, as an AOTPAC Congressional Council member in an AOTA publication.
- c. Recognition at AOTA's Annual Conference, in an appropriate manner.
- d. Free subscription to AOTA Reimbursement Update.
- Century Club Members - individual members contributing $100.00 to $249.99 in a year.
- a. To be sent a letter of thanks accompanied by a Century Club ribbon.
- b. Annual publication of their name, as an AOTPAC Century Club member in an AOTA publication, with their approval.
- c. Recognition at AOTA's Annual Conference, in an appropriate manner.
- VIP Club Members - individual members contributing $50.00 to $99.99 in a year.
- a. Formal recognition at the AOTA Annual Conference in an appropriate manner, including VIP Ribbon.
B. Communications:
- The Annual report, including the candidates supported, shall be published in an AOTA publication.
- There shall be AOTPAC solicitations to all AOTA members through appropriate methods, including but not limited to: AOTA member invoice check off, independent mailings.
- A report shall be given at the AOTA Annual Business Meeting by the AOTPAC Chair or their designee.
X. BUDGET
A. An annual operating budget of AOTA monies will be prepared by the Chairman of the Board and the AOTA Liaison to AOTPAC and submitted to the appropriate AOTA bodies.
B. The Chairman and the AOTA Liaison to AOTPAC will prepare budget adjustments as necessary.
XI. CANDIDATE ENDORSEMENT AND SUPPORT
A. Determination of AOTPAC endorsement and support to candidates shall be made during each election cycle based upon established criteria and recommendation presented to the board.
B. Criteria for Endorsement and Support
- Recommendations from members and state associations.
- Is the candidate sympathetic to the goals of the occupational therapy profession? Has the candidate supported specific proposals or policies advanced by the profession?
- If an incumbent, does the candidate hold a key position of responsibility (i.e., chair or member of important committee or subcommittee; member of majority or minority leadership)?
- If a non-incumbent, will the candidate pursue assignment to a key committee or subcommittee, or likely to be in a position to assist the profession?
- Is the candidate one with whom the profession has a unique relationship?
C. Ratification of Endorsement and Support
- Pre-approved contribution ceilings are established for all categories of incumbents (items XI.C.1.a. through e.). Decisions on actual contributions up to the ceiling are made by the AOTPAC Treasurer in consultation with AOTA federal lobbyists. Contributions beyond the pre-approved ceilings must be approved by the AOTPAC Board. AOTPAC participation in races for open seats or in support of a challenger to an incumbent Member of Congress require the prior approval or acquiescence of the appropriate state occupational therapy association and approval by the AOTPAC Board of Directors.
a. Members of the House and Senate Leadership
i. House: Speaker, Majority Leader, Majority Whip, Republican Conference Chair, Minority Leader, Minority Whip, Democratic Caucus Chair, Chief Deputy Whips, Democratic Congressional Campaign Committee (DCCC) chair, and National Republican Congressional Committee (NRCC) chair.
ii. Senate: Majority Leader, Majority Whip, Secretary of Republican Conference, Minority Leader, Minority Whip, Secretary of Democratic Conference, Deputy Whips, National Republican Senatorial Committee chair, and Democratic Senatorial Campaign Committee (DSCC) chair.
iii. Contribution Guidelines: Contributions up to $2,500.
b. Members of Primary Committees of Jurisdiction
i. House: Ways and Means, Commerce, Economic and Educational Opportunities
ii. Senate: Finance, Labor and Human Resources
iii. Contribution Guidelines: Contributions up to $5,000.
c. Members of Secondary Committees of Jurisdiction
i. House: Appropriations, Budget, Rules, Government Reform, Veterans' Affairs
ii. Senate: Appropriations, Budget, Government Affairs, Veterans' Affairs, Aging
iii. Contribution Guidelines: Contributions up to $2,500.
d. Other (Special friend of the profession, etc.)
i. Contribution Guidelines: Contributions up to $1,000.
e. Open Seats/Challenger Races
i. Any contributions to candidates in open seats or to challengers to incumbents require the prior approval or acquiescence of the appropriate state occupational therapy association and approval by the AOTPAC Board of Directors.
XII. USE OF AOTPAC STATIONERY
A. The Board of Directors may authorize use of AOTPAC stationery only for lawful purposes under the laws and regulations of the Federal Election Commission.
- AOTPAC stationery shall be used with members of The American Occupational Therapy Association, Inc. (AOTA), for political communications only, including solicitation of political contributions.
- AOTPAC stationery shall not be used to communicate with the public, unless allowed by Federal Election Commission Regulations.
B. The Board of Directors shall designate persons authorized to use AOTPAC stationery, and the conditions of use.
C. The Board of Directors may request the AOTA Board of Directors to authorize use of AOTA stationery:
- For partisan communications to the AOTA membership, and
- For non-partisan communications to the public, such as printing voting records, voter guides, registration, and voting information.
XIII. AOTPAC BOARD REPRESENTATION ON AOTA BOARD OF DIRECTORS
A. The AOTPAC Chairman shall be the official representative of the AOTPAC Board of Directors to the AOTA Board of Directors and shall attend all meetings of the AOTA Board of Directors. The AOTPAC Chairman may, at his/her pleasure designate another AOTPAC Board member to attend AOTA Board of Directors meetings in his/her place.
Adopted as Amended: April 21, 1996
Amendments April 2001
Amendments May 2005
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