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The West Virginia Occupational Therapy Association is a non-profit organization with volunteers that encompasses professionals within the community
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Constitution and Bylaws of The West Virginia Occupational Therapy Association

Revisions: 7-2005, 6- 2012

ARTICLE I - Name 

Section 1:

The organization shall be called the West Virginia Occupational Therapy Association,  hereafter referred to as WVOTA.

Section 2:

WVOTA is independent of the American Occupational Therapy Association, herein referred to as the AOTA. WVOTA and AOTA have shared objectives and membership and may choose to be affiliated in support of their objectives.

ARTICLE II - Objectives

The purpose of the organization shall be to act as an advocate for occupational therapy in order to enhance the health of the public in its medical community, and educational environments through research, education, action, service, and establishment of standards.

ARTICLE III - Membership

Section 1: Membership Classification

The membership of the WVOTA shall be divided into eight classes:

  • Registered Occupational Therapist (OTR)
  • Licensed Occupational Therapist (OT/L)
  • Certified Occupational Therapy Assistant (COTA)
  • Licensed Occupational Therapy Assistant (OTA/L)
  • Student Occupational Therapist (OTS)
  • Student Occupational Therapy Assistant (OTAS)
  • Associate
  • Honorary

Section 2: Qualifications

  • Registered Occupational Therapist: One who is in good standing with the National Board for Certification in Occupational Therapy (NBCOT).
  • Licensed Occupational Therapist: One who is in good standing with the West Virginia Licensure Board or another state’s licensure agency.
  • Certified Occupational Therapy Assistant: One who is certified and in good standing with the NBCOT.
  • Licensed Occupational Therapy Assistant: One who is in good standing with the West Virginia Licensure Board or another state licensure agency.
  • Student Occupational Therapist and Student Occupational Therapy Assistant: One who is enrolled in an approved, accredited educational program leading either to the qualifications of OTR or COTA, or one seeking accreditation.
  • Associate: An individual who is interested in promoting occupational therapy, but is not eligible for membership as a registered therapist or COTA such as a foreign occupational therapist, an activity therapist, or a student from an educational program that is not occupational therapy.
  • Honorary: A life membership, which is conferred upon those who have performed distinguished service in the field of occupational therapy, to be selected by the executive board and approved by majority voice vote at annual business meetings, they have distinguished themselves through years of consistent service toward the WVOTA by:
  • Aiding it to become better understood by the public
  • Aiding it to become better understood by other professional disciplines.
  • Becoming an adept interpreter of the WVOTA’s function and objectives.

Section 3: Membership in good standing

A member is in good standing provided the member meets the qualifications for membership in the appropriate classification, has paid the appropriate fee, and agrees to uphold the standards and ethics of the WVOTA per AOTA ethics.

Section 4: Rights and Privileges of members

The Registered Occupational Therapist and/or Licensed Occupational Therapist Member:

  • Attend and participate in all business and special meetings of the WVOTA.
  • Vote on all issues brought forth at the annual business meeting.
  • Eligible to hold any WVOTA office and serve on any committee.
  • Receive routine mailings of the WVOTA.
  • May be elected as a Representative or an Alternate to the Representative Assembly of the AOTA, if an AOTA member.

The Certified Occupational Therapy Assistant and/or Licensed Occupational Therapy Assistant Member:

  • Attend and participate in all business and special meetings of the WVOTA.
  • Vote on all issues brought forth at the annual business meeting.
  • Eligible to hold any WVOTA office and serve on any committee.
  • Receive routine mailings of the WVOTA.
  • May be elected as a Representative or an Alternate to the Representative Assembly of the AOTA, if an AOTA member.

The Student Occupational Therapist or Student Occupational Therapy Assistant member:

  • Attend and participate in all business and special meetings of the WVOTA.
  • Vote on all issues brought forth at the annual business meeting.
  • Receive routine mailings of the WVOTA.
  • May serve on committees or as student representative if elected.

The Associate Member:

  • Attend and participate in all business and special meetings of the WVOTA.
  • Receive routine mailings of the WVOTA.
  • May serve on committees.
  • Non-voting member.

The Honorary Member:

  • May have the privileges of the above category for which they qualify.
  • Receive routine mailings of the WVOTA.
  • May serve on committees.

ARTICLE IV - Officers

Section 1: Officers

The officers of the WVOTA shall be: President, Current Past President, Vice President, Recording Secretary, Treasurer, and Newsletter Editor.

Section 2: Elections

The officers of the WVOTA shall be elected by vote of the active membership (Article XI).

Section 3: Eligibility

  • Registered Occupational Therapist and/or Licensed Occupational Therapist members are eligible for any office for which they consent to serve if elected. The therapist must be a member in good standing with the WVOTA.
  • Certified Occupational Therapy Assistant and/or Licensed Occupational Therapy Assistant members are eligible for any office for which they consent to serve if elected. The occupational therapy assistant must be in good standing with the WVOTA.

Section 4: Term of Office

The terms of office for President, Vice President, Recording Secretary, Treasurer, and Newsletter Editor shall be two years and they may be elected for only one succeeding term. No officer may hold two elected positions at the same time.

The past president shall serve a term of one year.   Treasurer, and Newsletter Editor shall commence at the end of the next Executive Board meeting following a valid election in the even numbered year. The previous and newly elected officers shall be in attendance at this meeting to facilitate role delineation and changeover of administration. 

The term of office for Vice President and Secretary shall commence at the end of the next Executive Board meeting following a valid election on the odd numbered years. The previous and newly elected officers shall be in attendance at this meeting to facilitate role delineation and changeover of administration. 

Section 5: Duties

The President shall be responsible for guiding and conducting the affairs of WVOTA consistent with WVOTA bylaws. 

  • Preside at all meetings of WVOTA, or appoint an alternate.
  • Be chairperson of the Executive Committee and issue the call for the regular and special meetings of this board.
  • Shall appoint chairpersons of all special committees, with the approval of the executive board.
  • Be ex-officio member of all committees.
  • Prepare an annual report with input from the board.
  • Shall attend the annual meetings of the AOTA or appoint a representative from the Executive Board as funding permits.
  • Have the privilege of inviting to the Executive Board Meetings of the WVOTA, additional members necessary to conduct the business presented on the agenda.
  • Shall serve as a liaison to the Board of Occupational Therapy, or appoint an alternate.
  • Shall present the President Elect with all the WVOTA records and documents at the end of the Executive Board meeting prior to the President Elect assuming the term of office.
  • Adhere to standard operating procedures.

The Past President shall:

  • Attend the executive board meetings.
  • Serve on any committee.
  • Lend guidance to the Strategic Plan and, as needed, by the current President. 

The Vice President shall:

  • Discharge of the duties of the President in his/her absence.
  • Chair the Continuing Education/Program Committee
  • Shall present the in-coming Vice President with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.

The Recording Secretary shall:

  • Record the minutes of the WVOTA executive board meetings and the business meetings.
  • Chair bylaws committee and records amendments to constitution of bylaws together with data on the official copy of the constitution.
  • Shall serve as liaison to the WVOTA website and social media sites
  • Shall send out notices to the membership of all meetings at least two weeks in advance 
  • Shall present the incoming Secretary with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.
  • Within 30 days after the election of officers, send to the President, and the membership a complete list of the elected officers. 
  • Maintain updated list of WVOTA members.

The Treasurer shall:

  • Report at least quarterly to the executive board and annually to the affiliate membership, the financial status of WVOTA.
  • Have custody of the WVOTA’s funds, be responsible for keeping the accounts of the WVOTA and dispersing its funds. The Treasurer shall have the power to sign checks, contracts, or other financial obligations of the WVOTA.
  • Be bonded through funds of the WVOTA.
  • Be responsible for the collection of all dues.
  • Chair of the Finance Committee. 
  • Immediately notify the Secretary of the WVOTA of the induction and status of new members and any lapse of membership.
  • Be responsible for collection of advertising fees and annual conference payments.
  • Shall present the incoming Treasurer with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.

The Newsletter Editor shall:

  • Compile and edit material for the newsletter at least quarterly.
  • Provide digital copies of all newsletter materials to the Secretary for dissemination through electronic media sites.
  • Chair of the Nominating/Awards Committee
  • Set and announce deadlines for the newsletter.
  • Work to recruit advertisers for the newsletter.
  • Shall present the incoming Newsletter Editor with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.

Section 6: Vacancies in Office

In the event of a vacancy in an elected office, the President, with the consent of the Executive Board, shall appoint a replacement to complete the term of office. In the case of a vacancy in the office of President, the Vice President shall automatically assume the incumbent position and serve out the remainder of that term of office. 

Article V - Executive Board

Section 1: Members

The Executive Board of the WVOTA shall consist of the elected officers, AOTA Representative Assembly Representative, SIS chairs, student representatives (one student from each of the occupational therapy schools in the state of West Virginia) and the past President as an Ex-officio member. All members of executive board shall be in good standing with the WVOTA.

A. The following board members shall have voice and vote:

  • President 
  • Vice President 
  • Secretary 
  • Treasurer 
  • Student Reps (1 vote/school) 
  • Newsletter editor
  • Standing Committee Chairs 

Section 2: Duties

  • Manage the affairs of the WVOTA and shall report to the membership for approval, action which has been taken between regular meetings.
  • Where necessary, fill by appointment a vacancy in office occurring before the annual business meeting with final approval by general membership at next meeting.
  • Have the power by majority vote to disqualify officers or committee chairpersons for repeated failure to perform duties of the office. Vacancies so caused shall be filled.
  • In time of emergency, the majority of the executive board shall have the power to cancel meetings, transact association business by mail or phone, authorize election of officers by mail ballot or take other action necessary to carry on essential functions of the WVOTA for the period of emergency only. These procedures shall be documented as a matter of record and will be maintained with official documents.
  • May appoint chairperson of standing committees with majority approval.

Section 3: Minutes

Minutes of meetings of the Executive Board shall be made available to public and WVOTA members in abstract form in WVOTA Newsletters.

ARTICLE VI - Dues 

Section 1: Amount of Dues

Membership dues shall be determined by the Executive Board in accordance with the needs of the WVOTA as voted by the membership.

  • Honorary  members are not required to pay dues in view of their contributions they make by virtue of their status but may support the WVOTA financially if they so desire.

Section 2: Collection of Dues

Dues shall be payable by January 1 of each year. Membership begins upon receiving appropriate dues and clerical information. 

  • Renewal notices will be mailed to members.
  • After January 1  dues are considerd to be delinquent and a member dropped from WVOTA membership.  Members may be reinstated by payment of current dues.
  • Any member may initially join WVOTA by paying the appropriate dues from January 1 to June 30.  After July 1 until December 31, a new member may join the association by paying on half of the set amount for the year.

ARTICLE VII - Meetings

Section 1: Annual Meetings

The annual meeting shall be held in the Fall in conjunction with "WVOTA Educational Events" as designated for the purpose of completing the fiscal year business.

  • Members shall be notified of annual meetings by special announcement in the newsletter and electronic media.
  • Installation of new officers will occur at the annual meeting.

Section 2: Business meetings

Four meeting of WVOTA shall be held for the purpose of such business as would naturally come before WVOTA. 

  • One of these meeting must be held in conjunction with the annual Fall meeting and one must be held during the spring.
  • All of these meetings shall be held within the state of West Virginia at a place  approved by the executive board.

Section 3: Special Meetings of the Membership

Special meetings may be called by the President and attended by three (3) members of the Executive Board.

  • Members shall be notified of special meetings by written announcement or by notice in the newsletter so that word reaches the membership at least three days before the date of the meeting
  • The call for the special meetings must state the business to be transacted and no business may be transacted that is not in the call.

Article VIII - Committees

Section 1: Committees

The standing committees of the WVOTA may include but are not limited to:

  • Finance 
  • Bylaws/Legislative Affairs
  • Membership
  • Continuing Education/Program
  • Public Relations
  • Recognition/Awards
  • Newsletter 

Section 3: Chairperson

The chairperson of a committee shall be recommended and approved by the Executive Board.

Section 4: Special Committees

The Executive Board may designate special committees as are necessary for the work of the WVOTA.

Section 5: Reports and Meetings

  • Chairperson of the standing committees shall submit two (2) reports yearly for the Executive Board meetings concerning activities and should attend at least one (2) Executive Board meetings to report on committee activities.
  • All other committee chairperson shall submit reports to Executive Board as activities dictate.

Section 6: Duties

  • The Finance Committee shall:
  • Be responsible for the planning or special fund raising activities to augment the treasury of the WVOTA.
  • The Treasurer is chairperson of the finance committee.
  • Prepare a yearly budget.
  • Submit quarterly reports.
  • The Legislative Committee shall:
  • Meet with change of each administration to review and revise as necessary the WVOTA constitution and bylaws.
  • Make bylaws changes as appropriate and present to the executive board.
  • Shall obtain accurate knowledge and keep the WVOTA executive aware of all legislation with potential impact on occupational therapy practice in West Virginia.
  • Shall serve as correspondent with any WVOTA affiliated lobbyist or Political Action Committees.
  • Shall write a legislative issues column for the quarterly edition of the WVOTA newsletter
  • The Membership Committee shall: 
  • Assist the Secretary in duties involved in maintaining and updating WVOTA membership.
  • Assist the Secretary in overseeing the development and update of membership materials.
  • Insure and help facilitate member access to above items, member benefits, and any other WVOTA resources.
  • Attend meetings as deemed necessary by the Secretary.
  • The Recognitions/Awards Committee shall:
  • The recognitions committee chairperson will be the WVOTA Treasurer, unless another individual is appointed by the President, with approval of the Executive Board. A committee of two additional WVOTA members may be selected by the chairperson.
  • Prepare for the business meeting, a slate consisting of one or more candidates who have consented to serve if elected President, Vice President, Treasurer, Secretary, or Newsletter Editor.
  • The newsletter editor is chair of the nominating/awards committee
  • Present slate at conference. 
  • Notify candidates of election outcomes, if not present at conference.
  • Call for nominations of awards.
  • Select recipient for awards.
  • Present awards at Conference. 
  • The Continuing Education/Program Committee shall:
  • The vice president is chair of the continuing education/program committee
  • Plan and implement annual conference.
  • Assist practice liaisons with any educational opportunity they would like to pursue.
  • Keep current issues and needs of members in mind with planning needs.
  • Get Executive Board approval if budgeted funds needed.
  • The Public Relations Committee shall:
  • Be responsible for all publicity and programs for the purpose of stimulating to public interest in occupational therapy as a profession.
  • Keep current issues and needs of members in mind when planning needs.
  • Work with allied professions to increase awareness of OT.
  • Standing Committees shall each:
  • Have a chairperson and other committee members as indicated. 
  • Function according to their standard operating procedure.

Section7: Special Committees

Special committees are appointed by the executive board as needed to conduct WVOTA business. An example of a special committee would be a Standards/Ethics Committee made up of a representative from each district.

Section 8: Committee Representation

Committee chairs and practice liaisons shall appoint members of their own committees but must, if possible, represent each district.

Section 9: Resignation vs Termination

In the event of resignation of a committee member or practice liaison, the participant shall notify the President of WVOTA of his/her resignation.

ARTICLE IX - Fiscal Year

The Fiscal year shall be from January 1 to December 31.

ARTICLE X - Quorum

Section 1

The quorum at any meeting shall be the majority of member in good standing present and voting. 

Section 2

Two (2) voting members besides the President and Vice President shall constitute a quorum for the Executive Board.

ARTICLE XI - Nomination and Elections

Section 1

  • The nominating committee shall prepare a slate and synopsis of nominees and a ballot be posted on the website, in the newsletter, and/or by mail at least 30 days before the Annual Business Meeting
  • At the Annual Business Meeting, the chairperson on the Nominating/Awards Committee shall read the slate.
  • A report of the committee's slate shall be presented at the spring business meeting prior to the call for nominations during that meeting.  Ballots should be mailed to WVOTA members in good standing between April 1 and July 1.
  • The nomination/awards chairperson and tellers will tally  the votes.
  • Chairperson will report to the President the outcome of the election.
  • The President will announce the results.
  • The results will be posted in the newsletter and on the WVOTA website.
  • The term of office for newly elected officers shall begin at the end of the Executive Board meeting following the elections.

ARTICLE XII - Amendments

This Constitution and bylaws may be amended by a majority vote of the active members at any scheduled business meeting after notice and a copy of the proposed changes have been sent to each member of the WVOTA thirty (30) days previously.

ARTICLE XIII - Parliamentary Authority

Robert's Rules of Order, Revised, shall be the parliamentary authority for all matters of Procedure not specifically covered by the Constitution of the Association or the special rules of procedure adopted by it.

ARTICLE XIV - Dissolution and Clause

In the event that the WVOTA dissolves for any reason, any remaining assets shall be distributed to the Elizabeth Devereaux Scholarship fund.

PLAN TO ATTEND IN THE FALL!

The WVOTA Annual Conference

This 2-day Fall conference is your up-close and personal opportunity to learn how WVOTA and AOTA are working to safeguard and advance your OT practice! Earn contact hours, network, and gain free $ towards NBCOT. Food and drinks provided!

Connect with WVOTA