Florida Council of the Blind Policy Manual

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TABLE OF CONTENTS
PURPOSE
MEMBERSHIP
VOTING
DUES AND ASSESSMENTS
SUSPENSION AND EXPULSION
OFFICERS AND BOARD OF DIRECTORS
DUTIES OF STATE OFFICERS
DUTIES OF CHAPTER OFFICERS
MEETINGS
STANDING COMMITTEES
CHAPTER PROPERTIES
PROCEDURES
APPENDIX A INFORMATION FOR CHAPTERS INFORMATION FOR CHAPTERS
APPENDIX B SIMPLIFIED PARLIAMENTARY PROCEDURES AND GOVERNING AN ORGANIZATION
APPENDIX C PROPOSED CONVENTION GUIDELINES
APPENDIX D WHAT TO DO AND WHAT TO AVOID WHEN HELPING A BLIND PERSON
APPENDIX E AWARDS CRITERIA
APPENDIX F FREE MATTER FOR THE BLIND
APPENDIX G APPLICATION AND RENEWAL FORM
APPENDIX H Template: Chapter By-Laws
APPENDIX I Affiliation, Assets, and Dissolution
APPENDIX J Administrative Assistant/Project Insight Coordinator Position
Appendix K FCB CODE OF CONDUCT POLICY
Appendix L: HOW TO SUBMIT MATERIAL FOR FCB CONST. AND BY-LAWS COMMITTEE REVIEW AND APPROVAL

Approved and Adopted by the Membership on June 5, 2022

PURPOSE

This portion of the policy manual describes the objectives of the organization, who are served, why the service is provided, and how the objectives are reached. The purpose of the FCB is to strive for the betterment of the total community by:

Conducting a program of public education which promotes understanding among blind people, employers, state and local officials and the community at large;
Providing a forum for the views of all blind individuals in the state;
Advocating for social, economic, and cultural opportunities for blind people;
Improving educational and rehabilitation facilities;
Broadening vocational opportunities;
Encouraging and assisting blind people, especially the newly blind, to develop their abilities and potentialities, and to assume their responsible place in the community;
Cooperating with the public and private institutions and agencies of and for blind people;
Providing for the free exchange of ideas, opinions and information related to matters of concern to blind people through periodic publications.

MEMBERSHIP

See Article III of the Constitution and Article I of the By-Laws.

(Note: Members of chapters can be of any age while members-at-large must be at least eighteen years old.) Persons not affiliated with an FCB local or special interest chapter may apply to the FCB Membership Secretary for Member-at-Large status.

Any organization of at least five individuals, the majority of whom are blind, may apply for affiliation with the FCB. Such an organization may become a local chapter or special interest chapter upon approval by the FCB Board of Directors.

VOTING

See Article IV of the Constitution and Article II of the By-Laws.

At annual conventions, each chapter member, represented by a delegate, is entitled to one vote.

Each chapter is entitled to have one delegate for every ten members or fraction thereof up to 150 members. (i.e.: A chapter with 47 members may have 5 delegates, 4 with 10 votes each and 1 with 7 votes.) If a chapter has between 151 and 250 members, it may have 1 delegate for every 20 members between 151 and 250. i.e.: A chapter with 205 members may have 18 delegates, 15 with 10 votes each, 2 with 20 votes each, and 1 with 15 votes). For a chapter membership of between 251 and 350, the chapter will be entitled to 1 delegate for every 30 members between 251 and 350, etc.

DUES AND ASSESSMENTS

See the By-Laws, Article III, Sections A. through G.

The dues of voting chapter members and members-at-large must be sent to the FCB Membership Secretary. The amount of individual dues for chapter members is set at $3.00 above those of the American Council of the Blind and those of members-at-large are set at $2.00 above those of chapter members.

If ACB increases or decreases the dues charged to the state, FCB will follow suit. The present dues for FCB shall be $8.00 for each chapter member or $10.00 for members-at-large. However, the actual amount paid by individual chapter members is set by each chapter's By-Laws.

Each chapter and each member-at-large MUST send the appropriate dues and corrected membership roster to the FCB Membership Secretary by November 30th of each year.

Dues and rosters of chapters and dues of Members-at-Large received after November 30th may result in inability to vote at the convention.

In addition to dues, each chapter will be assessed a minimum of $50.00 per year or 20 percent of chapter sponsored fund raising activities, whichever is greater, and 35 percent on raffle tickets up to $1,000.00. Please take note that an accounting and payment of the above assessments is due by January 31st of each year.

During the FCB fiscal year (July 1st through June 30th) in which a new chapter is chartered, the chapter is exempt from payment of dues and assessments.

Chapters wishing to participate in fund raising activities utilizing professional fund raising must FIRST obtain approval from the FCB Budget and Finance Committee. Failure to do so may result in suspension by the Executive Committee pending a hearing.

SUSPENSION AND EXPULSION

See Article V of the By-Laws.

Chapters and/or members found to be in violation of the FCB Constitution and By-Laws may be suspended by the Executive Committee pending a hearing by the FCB Board of Directors. Such hearing must take place within 60 days of the date of suspension. A vote to expel the subject chapter and/or members requires a two-thirds affirmative vote of the Board of Directors.

OFFICERS AND BOARD OF DIRECTORS

See Article VI of the Constitution and Article VI of the By-Laws.

FUNCTION and PRACTICES of OFFICER LIAISONS

The following section is composed of two segments, (1). the function of the Liaison position and (2) recommended procedures to perform those functions.

Functions:

Liaisons are to create a close and helpful connection between FCB and its local chapters or special interest affiliates, improving communication and allowing for assistance when requested by the chapter/affiliate or otherwise needed. The role of Liaisons is not to tell chapters what to do or how to do it.

Suggested Procedures:

The Liaison should:

Be available to receive calls from the President or members of the chapter;

Work directly with the chapter concerning any chapter issues;

Know the identity and contact information of chapter officers;

Have copies of chapter organizational documents (E.g., Constitution and Bylaws) and be aware of the chapter’s membership and financial status;

Visit each assigned chapter at least once per year, attending a membership meeting and a board meeting;

Be a supporting and constructive resource for specific chapter concerns;

Convey appropriate concerns to the Executive Committee.

Before attending a regular meeting of a Chapter or Affiliate, the Liaison should meet, either telephonically or in person, with the board of said Chapter or Affiliate, and ascertain what the chapter/affiliate is working on, what problems, if any, it is having, how the state might be able to help, and what the board would like the Liaison to do at the chapter/affiliate regular meeting.

At the regular meeting, the Liaison should do only what he or she has been asked to do. The meeting should be observed, but no effort should be made to change the way it is being conducted, unless asked.

After observing the regular meeting, the Liaison should hold a telephonic meeting with the chapter/affiliate board, where issues/concerns raised at the initial board meeting and feedback regarding the regular meeting can be discussed.

The Liaison should submit a summary of the chapter/affiliate visit (along with any recommendations) to the Executive Committee. The summary (and recommendations) may be oral or in writing. In order to assure confidentiality, the summary (and recommendations) should be discussed in executive session when it is needed.

Should an issue brought by the Liaison to the Executive Committee be determined to warrant further action by the Executive Committee or any administrative or adjudicative entity of FCB, the Liaison should, if requested, provide counsel and direction to the Chapter/Affiliate throughout the further action. If the Liaison also serves on an FCB entity that is charged with oversight of the Chapter/Affiliate conducting this further action and has been requested to assist the Chapter/Affiliate, the Liaison should recuse himself/herself from participating as a member of that FCB entity and serve the needs of the Chapter/Affiliate.

DUTIES OF STATE OFFICERS

President -- The principal duties of this office are listed below.

Ensure that the Constitution and By-Laws of FCB are complied with.
Conduct the business meetings in an efficient and orderly manner.
Call meetings to order at the appointed time.
Announce the business of the assembly (agenda).
State and put to vote, all questions which legitimately come before the assembly in the form of motions and to announce the results.
Protect the assembly from obviously frivolous or dilatory motions by refusing to recognize them.
Enforce the rules relating to debate.
Expedite business while protecting the rights of members.
Decide all questions of order, unless, when in doubt to submit the question to the assembly for decision.
Respond to inquiries of members relating to parliamentary procedures.
To authenticate by signature when necessary all acts, orders and proceedings of the assembly.

First Vice-President -- The principal duties of this office are as follows:

In the absence of the President, the First Vice-President shall preside in his/her stead.
In the event of the resignation, incapacity, or death of the President, the First Vice-President shall automatically become President for the unexpired term.
At the discretion of the President, the First Vice-President shall coordinate programs.

Second Vice-President -- The principal duties of this office are as follows:

In the event of the resignation, incapacity, or death of the First Vice-President, the Second Vice-President shall automatically become First Vice-President for the unexpired term.
If such occurs a new Second Vice-President shall be appointed for the unexpired term.
At the discretion of the President, the Second Vice-President shall serve on the Finance Committee.

Secretary -- The duties and responsibilities of this office are as follows:

Maintain a record of all the proceedings of the organization (minutes).
Keep all committee reports on file.
Maintain records in which By-Laws, special rules of order, standing rolls, and minutes are entered with any amendments to these documents properly recorded and have current records on hand at every meeting.
Conduct the general correspondence of the organization.
Send a copy of the Board minutes to every Board member within sixty (60) days after the meeting.
In the absence of the President and Vice-Presidents, call the meeting to order and preside.

Membership Secretary -- The duties and responsibilities of this office are as follows:

Keep the organization's official membership roster and call the roll when required.
Collect all chapter membership assessments and furnish, within proper time frame, to the FCB Treasurer.
Ensure that chapter delegates to the state convention have proper credentials.
Maintain the official membership roster and furnish in proper time frame to the American Council of the Blind.

Treasurer -- The duties and responsibilities of this office are as follows:

Entrust with custody of the organization's funds.
Submit all required forms to the state and federal government as required by regulations.
Supply the required forms to the chapters for similar submission.
Comply with the By-Laws and have the financial reports audited each fiscal year. The fiscal year for FCB is July 1st and the audit should be completed no later than September 30th of any year.

DUTIES OF CHAPTER OFFICERS

President -- The duties and responsibilities of the chapter President are as follows:

Comply with all duties listed under State President.
Maintain a liaison between the local chapter and the state President.
Serve as the primary contact between the chapter and the local community.

Vice-President(s) -- The duties and responsibilities of the chapter Vice- President(s) are as follows:

Comply with all duties and responsibilities listed under the state Vice-President(s).
Other duties shall be designated in the By-Laws of each chapter.

Secretary -- The duties and responsibilities of the chapter Secretary are as follows:

In addition to the normal duties listed under the state Secretary, this officer shall be responsible for responding to any correspondence in cooperation with the chapter President.
Other duties may be specified in each Chapter's By-Laws.

Membership Secretary -- The duties and responsibilities of the chapter Membership Secretary are as follows:

Collect all dues and prepare the membership roll for submission to the state Membership Secretary in compliance with time limitations by January 31st of each year.
Maintain membership rosters, including permanent records.
Issue signed current membership cards to all paid up members.
Serve as chair of the Chapter's Membership Committee.
Other duties as designated in the Chapter's By-Laws.

Treasurer -- The duties and responsibilities of the chapter Treasurer are as follows:

Hold and maintain the financial records and give a full accounting at each meeting.
Complete all necessary forms (see Appendix B) which must be submitted to the State Treasurer in compliance with federal and state regulations in a timely manner.

Chapter Representative to the FCB Board -- The chapter's representative to the FCB Board of Directors shall be selected in accordance with the chapter's By-Laws.
Representatives are obligated to attend all Board meetings and any committee meeting assigned to them. Thorough and timely reports (the next meeting) on FCB Board activities are to be delivered to the Chapter's membership.

MEETINGS

See Article VII of the Constitution and Article VII of the By-Laws.

FCB shall have an Annual Meeting each year. The place and time of the Annual Meeting is determined by the Board of Directors in consultation with the FCB Convention Committee and interested chapters.
The quorum to do business at the Annual Meeting consists of a majority of those delegates certified and present at the business meetings.
FCB FIRST-TIMER SPONSORSHIP PROGRAM
Each FCB local or special interest chapter may recommend one (1) member who has never attended an FCB Convention to receive financial assistance from FCB in the amount of one-hundred dollars ($100.00) to help defray convention expenses.
The recommended First-Timer’s name must be submitted to the FCB Treasurer at least one (1) month before the convention.

To receive the FCB contribution (in the form of a check), the recipient must attend the FCB First-Timers’ Workshop accompanied by a member of their chapter.

The chapter must match or exceed the FCB contribution as their budget allows.
FCB shall also have at least three (3) meetings of the Board of Directors each year. There shall be a Pre-convention Board meeting, Post-convention Board Meeting, and at least one (1) interim Board Meeting each year.
Special meetings of the Board of Directors may be called by a majority vote of the Board.

STANDING COMMITTEES

Committee chairpersons (except for Nominating and Awards) are appointed by the President, and the committee members are then selected by the committee chairperson with approval of the President.

A maximum of seven (7) members may serve on a committee except for Nominating and Awards. Where possible, chairpersons should try to utilize the chapter representatives in order to have Board members represented on committees.

Committee reports to the Board of Directors are to be concise and accurate.
Standing Committees for this organization are:

CHAPTER PROPERTIES

As indicated in the Constitution, Article X, Section A and B, all chapter assessments, real and personal, shall be held in both the name of the Florida Council of the Blind and the Chapter. Upon dissolution of any chapter, all properties will revert to the FCB.

Of course, if the FCB were to dissolve, all assets, after payment of financial obligations, may be transferred to the American Council of the Blind or another organization of or for the blind as designated.

PROCEDURES

Article XI of the Constitution states that the latest revision of "Roberts Rules of Order" is to be used in conducting meetings unless the Constitution and By-Laws of the organization (FCB or chapter) otherwise indicates.

Refer to the enclosed Simplified Parliamentary Procedures (Appendix B) to assist in management of meetings.

Florida Council of the Blind Policy Regarding Conflicts of Interest and Discharge of Duties

I. Purpose and Applicability of Policy

The purpose of this policy is to protect the interest of the Florida Council of the Blind (hereinafter, "FCB") when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer, director, chairperson and member of any of its committees, White Cane Bulletin editor(s), employee(s)), or independent contractor(s) of FCB. This policy is intended to supplement, but not replace any applicable state and federal laws governing conflicts of interest applicable to nonprofit and charitable corporations.

The individuals who are subject to this policy include those serving as officers and directors of FCB, appointed chair persons and members of FCB's Committees, White Cane Editor(s) and any employee(s) or independent contractor(s) of the organization. All references hereafter to "the board" shall be applicable to both the Board of Directors and FCB's committees, unless otherwise specified.

II. Definitions

Interested Person: An officer, director, chairperson and member of FCB's Committees, employee(s), or independent contractor(s) who has a direct or indirect Financial Interest, as defined below, is an interested person.
Financial Interest: A person has a Financial Interest if the person has, directly or indirectly, through business, investment, or his or her immediate family:
1. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement;
2. A compensation arrangement with the Organization (other than for services as an employee) or with any entity or individual with which the Organization has a transaction or arrangement; or
3. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement.
  Compensation includes direct and indirect remuneration as well as gifts or favors that are substantial in nature. A Financial Interest is not necessarily a conflict of interest. A person who has a Financial Interest may have a conflict of interest only if the Board of Directors decides that a conflict of interest exists.
Conflict of Interest: In general terms, a conflict of interest may occur if an outside interest or activity:
1. influences, appears to influence or has the potential to influence the ability of an Interested Person to exercise objectivity
2. Impairs the ability of an Interested Person to perform his or her responsibilities in the best interests of the Florida Council of the Blind, or
3. Creates or tends to create the appearance of impropriety by an Interested Person with respect to a transaction arrangement involving the Florida Council of the Blind.

III. Standard of Care in Discharge of Duties

It is the responsibility of each officer, director, chairperson and member of committees, White Cane Editor(s), employee(s) or independent contractor(s) of the Organization to discharge his or her duties in good faith, in a manner the person reasonably believes to be in the best interest of the Organization, and with the care an ordinarily prudent person in a like position would exercise under similar circumstances.

IV. Conflicts Procedures

Duty to Disclose
In connection with any actual or possible conflict of interest, an Interested Person must disclose the existence of his or her Financial Interest and be given the opportunity to disclose all material facts relating to his or her Financial Interest to the officers and directors, or committee chairpersons and members, considering the proposed transaction or arrangement.
Determining Whether a Conflict of Interest Exists.
After disclosure of the Financial Interest and all material facts, and after any discussion with the Interested Person, the Interested Person must leave the board meeting while the Financial Interest is discussed and voted upon. The remaining board members shall decide if a conflict of interest exists.
Procedures for Addressing the Conflict of Interest:
An Interested Person may make a presentation at the board meeting regarding the proposed transaction or arrangement, but after such presentation, the Interested Person shall leave the meeting during the discussion of, and the vote on, the proposed transaction or arrangement that could result in the conflict of interest.The presiding officer of the board shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
After exercising due diligence, the board shall determine whether the Organization can obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest.

If a more advantageous transaction or arrangement is not reasonably attainable under the circumstances that would not give rise to a conflict of interest, the board shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in FCB's best interest and for its own benefit and whether the transaction is fair and reasonable to the Organization and shall make its decision as to whether to enter into the transaction or arrangement in conformity with such determination.

V. Violations

Procedure
If the board has reasonable cause to believe that a person subject to this policy has failed to disclose actual or possible conflicts of interest or failed to discharge his or her duties in accordance with Article III, it shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure.
Action
If, after hearing the response of the person and making such further investigation as may be warranted in the circumstances, the board determines that the person has, in fact, failed to discharge his or her duties in accordance with this policy or to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. For Interested Persons who are FCB employees, appropriate disciplinary and corrective action may include but not be limited to, reprimand, re-training, suspension, and/or termination. For Interested Persons who are not FCB employees, appropriate disciplinary and corrective action may include but not be limited to reprimand, re-training, and/or suspension or revocation of FCB membership. With respect to all Interested Persons, FCB reserves the right to pursue any and all civil and/or criminal avenues of redress and this Policy in no way limits FCB's options or scope of action when seeking to remedy contractual, financial, reputational, or other damages to fCB arising from the Conflict of Interest of an Interested Person.

VI. Records of Proceedings

The minutes of the board meeting shall contain:

The names of the persons who disclosed or otherwise were found to have a Financial Interest in connection with an actual or possible conflict of interest, the nature of the Financial Interest, any action taken to determine whether a conflict of interest was present and the board's decision as to whether a conflict of interest in fact existed.
The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussions, including any alternatives to the proposed transaction or arrangement and a record of any votes taken in connection therewith.

VII. Compensation

A voting member of the board of directors or committees who receives compensation, directly or indirectly, from FCB for services rendered in conjunction with a transaction or other business arrangement is precluded from voting on matters pertaining to that member's compensation.

VIII. Annual Statement

Each director, officer, chairperson and member of committees, White Cane editor(s), employee(s), and independent contractor(s) of FCB shall complete and sign a Conflict of Interest Policy Annual Statement at least forty (40) days prior to the fall Board Meeting and annually thereafter. The current form is attached hereto as Exhibit A. All signed statements shall be filed with FCB's President and/or Secretary who shall review such statements within fifteen (15) days of receipt and notify the FCB Executive Committee of any potential conflicts of interest disclosed therein. All signed statements shall remain on file in the FCB office.

IX. Periodic Reviews

To ensure that FCB operates in a manner consistent with its charitable purposes and that it does not engage in activities that could jeopardize its status as an organization exempt from federal income tax, periodic reviews shall be conducted and their findings reported to the Board of Directors. The periodic reviews shall, at a minimum, include the following subjects:

Whether compensation arrangements and benefits are reasonable and are the result of arm's length bargaining.
Whether partnership and joint venture arrangements and arrangements with management service organizations conform to written policies, are properly recorded, reflect reasonable payments for goods and services, further charitable purposes and do not result in inurement or impermissible private benefit or in an excess benefit transaction.

X. Use of Outside Advisors

In conducting the periodic reviews provided for in Article IX, the Organization may, but need not, use outside advisors. If outside advisors are used, their use shall not relieve the Board of its responsibility for ensuring that periodic reviews are conducted.

Adopted: 10/23/2015

Exhibit A

Florida Council of the blind Conflicts of Interest Policy Annual Statement

The undersigned, being a director, officer, chairperson or member of a committee, White Cane Editor, employee, or independent contractor of the Florida Council of the Blind, hereby acknowledges the following:

I have received a copy of the FCB Policy Regarding Conflicts of Interest and Discharge of Duties (the "Policy").

I have read and understand this Policy.

I agree to comply with the Policy.

I understand that the Policy applies to all FCB officers, directors, chairpersons or members of committees, White Cane editor(s), employee(s) and independent contractor(s).

I understand that FCB is a charitable organization and that in order to maintain its federal tax exemption, it must engage primarily in activities which accomplish one or more of its tax exempt purposes.

The following information concerning conflicts and potential conflicts is true, correct and complete to the best of my knowledge:

I serve or represent the Florida Council of the Blind in the following capacity or capacities:
I am a director, officer, committee chairperson or member, White Cane editor, employee, or independent contractor or I have a material financial or beneficial interest in the following organizations which may have a conflict of interest with the Florida Council of the Blind:
I am not involved in any activity or transaction, nor am I a party to a contract involving interests which could be found to be adverse to the Florida Council of the Blind except for the following:
I am not pursuing any business opportunities which might adversely affect the Florida Council of the Blind, except for the following:
I bring to your attention the following potential conflicts of interest in addition to those, if any, disclosed in B, C and D above: (If none, insert "None.")

Dated:

Print or Typed Name:

Signature:

Appendix A through G follows.

APPENDIX A INFORMATION FOR CHAPTERS INFORMATION FOR CHAPTERS

Awards
All nominations for awards to be presented at the Annual Convention must be received by the Awards Committee Chairperson no later than January 31st of the year in which the award is to be given. This deadline is necessary in order that all nominations can be collected and organized so the Committee may deliberate and select award winners at the Spring Board Meeting. The Committee requests that all letters, nominations and other materials be either taped, typed or brailled for easy processing (see guidelines).
Dues
All membership dues ($6 per chapter member) MUST be received by the FCB Membership Secretary no later than November 30th of each year. Chapter cooperation with this deadline will enable FCB to comply with the membership requirements of the American Council of the Blind.
Fund Raising
Fund raising projects involving professional fund raisers or that may present blindness or disability in a negative light MUST have prior approval of the FCB Budget and Finance Committee.
Constitution and By-Laws
Any chapter wishing to modify or amend its Constitution and/or By-Laws must submit the proposed document to the FCB Constitution and By-Laws Committee for approval.
Financial Forms

All federal and state financial forms must be completed per the instructions received with the form. (See APPENDIX I for a variety of necessary financial forms.)

APPENDIX B SIMPLIFIED PARLIAMENTARY PROCEDURES AND GOVERNING AN ORGANIZATION

SIMPLIFIED PARLIAMENTARY PROCEDURES

The application of parliamentary law is the best method yet devised to enable assemblies of any size, with due regard for every member's opinion, to arrive at the general will on a maximum number of questions of varying complexity in a minimum time and under all kinds of internal climate ranging from total harmony to hardened or impassioned division of opinion.

(From the Introduction to Robert's Rules of Order Newly Revised. Robert's Rules of Order Newly Revised, the most commonly used parliamentary manual, is published by Scott, Foresman and Company, Glenview, Illinois, and can be obtained through most bookstores.

Copyright 1979 The League of Women Voters of the United States
Reprinted with permission. All rights reserved. No reproduction or dissemination without the written permission of the League of Women Voters of the United States.)

ORGANIZATIONS

An organization and the way it functions are governed by its charter (if it is incorporated), its By-Laws, and parliamentary rules or rules of order. Nothing in the By-Laws may conflict with the corporate charter; the By-Laws, in turn, supersede the rules of order. By-Laws are considered so important that special requirements are set for changing them. These usually include advance notice and a larger-than-majority vote for the adoption of amendments.

Most organizations use as their parliamentary authority a published manual, such as Robert's Rules of Order Newly Revised, which they may modify to meet their particular needs by adopting special rules of order.

GOVERNING AN ORGANIZATION

In any organization, final authority rests with the members assembled in regular or annual meetings or conventions, though they may not, of course, take any action that conflicts with the charter or By-Laws.

The business of most organizations is managed by a Board of Directors that is responsible to the membership and acts under its general instructions and guidance. The officers and members of the board are usually elected at an annual meeting, although the Board is sometimes empowered to choose some of its own members. Other members may serve ex-officio because of another position they hold. Ex-officio members have all privileges, including the right to vote and make motions.

Work is often carried on by committees that are either provided for in the By-Laws (standing committees) or appointed for a special purpose (ad hoc committees). Their powers are limited to those specifically given them by the By-Laws or by direction of the Board or the members. Usually they report to the Board or to the membership meeting and are not authorized to act on their own in the name of the organization.

OFFICERS

The President: supervises the conduct of the organization's business and activities; serves, ex-officio, on all but the nominating committee; and presides at meetings.
The Vice-President: acts in place of the President when necessary and presides at meetings when the President temporarily vacates the chair. In the absence of the President, the Vice-President should not change rules, cannot fill vacancies required to be filled by the President and does not serve as an ex-officio member of committees; upon the death or retirement of the President, assumes all the duties and privileges of the President, unless the By-Laws provide another method of filling the vacancy.

In organizations with more than one Vice-President, these duties and responsibilities are assumed by the First Vice-President.

The Secretary: is the recording officer; handles correspondence; issues notices of meetings; informs those elected or appointed to office or committees; receives and files committee reports; and keeps the minutes of meetings.

At each meeting the secretary should have the minute book, a copy of the By-Laws, a book on parliamentary procedure and a list of the unfinished business from the previous meeting. Minutes should reflect what was DONE, not what was SAID, at a meeting. The common tendency is to report in too much detail. Minutes should contain: the date, place, time and type of meeting (regular, special); the names of the Presiding Officer, the Secretary and, in Boards and committees, the names of those present; action taken on the minutes of the previous meeting, and corrections, if any; exact wording of each motion, the name of the maker and the disposition; the name and topic of guest speakers (their speeches need not be summarized); time of adjournment.

The Treasurer: receives funds; deposits them in banks approved by the Board; and pays bills for expenses that have been authorized.

If any appreciable sums of money are involved, the Treasurer should be bonded to protect the organization from loss. It is customary for the Treasurer to report to the Board at each of its meetings and to make a full financial report to the annual meeting or convention. (In larger organizations this report should be reviewed by an independent auditor. If the auditor's report is available at the time of the annual meeting or convention, it should be presented immediately after the Treasurer's report. Adoption of the auditor's report, on motion, signifies acceptance of the Treasurer's report.)

MEETINGS

At all meetings (referred to in Robert's Rules as "assemblies") it is up to the Presiding Officer to use the rules of parliamentary procedure appropriately so that good order and reasonable decorum are maintained and the business of the meeting goes forward. At times, the technical rules of parliamentary procedure may be relaxed as long as the meeting accomplishes its purpose and the rights of absentees and minorities are protected. Conventions and large meetings are conducted more formally than the meetings of small boards and committees.

The role of the Presiding Officer (Chair) should:

Be ready to call the meeting to order at the time set.

Follow the agenda and clarify what is happening and what is being voted on at all times.

Deal firmly with whispering, commotion and frivolous or delaying debate and motions.

See that debate is confined to the merits of the question and that personal comments are avoided. No one should speak more than twice on a subject, and no one should speak a second time until all who wish to speak have had a chance to do so.

Talk no more than necessary. Except in small boards and committees, the Presiding Officer should not enter the debate without giving up the chair to a substitute until the motion under debate has been voted on.

Remain calm and deal fairly with all sides regardless of personal opinion. To preserve this impartiality, the Presiding Officer abstains from voting except by ballot or to cast the deciding vote on an issue.

ORDER OF BUSINESS

A minimum number (quorum), as prescribed in the By-Laws, must be present before business can be legally transacted. The Presiding Officer should determine that there is a quorum before beginning the meeting. Every organization is free to decide the order in which its business will be conducted, but most agendas follow a standard pattern:

Call to order.

Minutes are read by the Secretary and corrections requested. The Presiding Officer says: If there are no corrections the minutes stand approved as read.

Treasurer's Report is given and questions called for: The Treasurer's Report will be filed.

Reports of officers, the board and standing committees. Recommendations in reports should be dealt with as motions at this point.

Reports of special committees.

Unfinished Business. Items left over from the previous meeting are brought up in turn by the Presiding Officer.

New Business: "Is there any new business?"

Program. The program chairperson is called upon to introduce a speaker, film or other presentation.

Announcements.

Adjournment: "Is there any further business? (Pause)" The meeting is adjourned.

MOTIONS

Business is conducted by acting on motions. A subject is introduced by a main motion. Once this has been seconded and stated by the Presiding Officer, nothing else should be taken up until it is disposed of. Long and involved motions should be submitted in writing. Once a motion has been stated, the mover may not withdraw it without the consent of the meeting. Most motions must be seconded.

While a main motion is being considered, other parliamentary motions, which affect either the main motion or the general conduct of the meeting, may be made. The ones most frequently used are described in general below, but it should be noted that there are exceptions and modifications that cannot be included in this brief text.

Amend. Debatable; majority vote
Used when the intention is to change, add or omit words in the main motion.
Amend the amendment: Used to change, add or omit words in the first amendment. This motion cannot itself be amended.
Method: The first vote is on the amendment to the amendment. The second vote is on the first amendment either as changed or as originally proposed, depending on the first vote. The third vote is on the main motion either as introduced or as amended.
Refer. Debatable; majority vote
If a motion becomes too complicated through amendments or if more information is needed, a motion may be made to refer it to a committee for study or redrafting. This committee must report back or act as instructed.
Postpone. Debatable; majority vote
Consideration of a motion can be delayed until a more suitable time, until other decisions have been made or until more information is available by a motion to postpone to a stated future time.
Lay on the table. Not debatable; majority vote"I move that we table this motion." This postpones consideration in such a way that the motion can be taken up again in the near future if a majority decides to "take it from the table."
The previous question. Not debatable; two-thirds vote
"I move the previous question." This motion is used to end debate that has become lengthy or repetitious. When it is seconded, the Presiding Officer immediately puts the question on closing debate. If this receives a two-thirds vote, the pending motion is voted on at once without further discussion.
Reconsider. Usually debatable; majority vote
A vote may be reconsidered through this motion, which must be made on the same day or the day following the vote by someone who voted on the prevailing side. A motion can be reconsidered only once.
The first vote is on whether the motion should be reconsidered. If this passes, the second vote is on the motion itself.
Point of Order and appeal.
A member who feels the rules are not being followed may call attention to the breach by rising and saying: "Point of Order." The Chair says: "State your point of order." Upon hearing it, the chair may say: "Your point is well taken," or "Your point is not well taken." One dissatisfied with the ruling may appeal to the meeting for a final decision: "Shall the decision of the chair be sustained?" This appeal is debatable, and the Presiding Officer may enter the debate without giving up the chair. A majority of no votes is necessary to reverse the ruling; a tie sustains it.
Questions and inquiries.
Whenever necessary, advice may be asked as to correct procedures (parliamentary inquiry), facts may be requested (point of information), or a change may be sought for comfort or convenience (question of privilege). The Presiding Officer responds to the question or refers it to the proper person.
Adjourn. Usually not debatable; majority vote

If the time set for adjournment has arrived or there is no further business, the Presiding Officer declares the meeting adjourned without waiting for a formal motion. A member may move to adjourn at any time except when a speaker has the floor or a vote is in process. If the motion carries, the meeting is immediately adjourned.

VOTING

The vote needed to pass a motion or elect an official is based on the votes actually cast, unless the By-Laws or rules provide otherwise. Thus, a majority is more than half of those voting; abstentions and blank ballots are disregarded.

By using general consent, a formal vote can be avoided on routine matters where there is no opposition. The Presiding Officer says: "If there is no objection (pause)"...and declares the decision made.

A voice vote (aye and no) is common practice but should not be used where more than a majority is needed.

A show of hands is a good alternate in small groups.

If unsure of the result, the Presiding Officer should order a rising vote or an actual count. If this is not done, a member can insist upon a rising vote by calling out "division;" a count can be forced only by a motion made, seconded and approved by a majority vote.

A motion for a ballot (secret written vote) can be made if the By-Laws do not already require one. This motion is not debatable and requires a majority vote.

NOMINATIONS AND ELECTIONS

Normally, a nominating process is used for elections, although any eligible member may be elected whether nominated or not. Most organizations use a nominating committee to prepare a slate of nominees for the offices to be filled. Service on a nominating committee does not prevent a member from becoming a nominee.

After presentation of the nominating committee's report to the assembly, the Presiding Officer calls for nominations from the floor. Many organizations require that the consent of the nominee be obtained in advance to avoid a futile election. Seconds are not necessary for either committee nominations or nominations from the floor.

When all nominations appear to have been made, the Presiding Officer declares that nominations are closed - or a motion to this effect may be made. It is not debatable and requires a two-thirds vote. A motion to reopen nominations requires a majority vote.

The method of voting is usually fixed in the By-Laws. A ballot is the normal procedure if there is more than one nominee for an office. If there are several nominees and the By-Laws do not provide for election by a plurality vote (that is, the largest number, but not necessarily more than half of the votes cast), several ballots or votes may be needed before one candidate achieves a majority.

Where election is by ballot, the presiding officer appoints tellers (or an election committee) to collect and count the votes. The tellers' report, giving the number of votes cast for each nominee, is read aloud and handed to the Presiding Officer. The Presiding Officer re-reads the report and declares the election of each official separately.

* A postscript to the Presiding Officer:
The rules of parliamentary procedure are meant to help, not hinder. Applied with common sense, they should not frustrate the meeting or entangle it in red tape. Retain control at all times, give clear explanations, and keep things as simple as possible. Good advice from the chair as to the wording of motions and the best way to proceed will avoid needless complications. When in doubt, your rule should be: Respect the wishes of the majority, protect the minority and do what seems fair and equitable.

Order from League of Women Voters of the United States
1730 M Street, NW, Washington, DC 20036.
Pub #138, $1.00 (50 cents for members).

APPENDIX C PROPOSED CONVENTION GUIDELINES

PROPOSED CONVENTION GUIDELINES

The FCB Convention Committee will assist Host chapters in coordination of preliminary and local arrangements for the convention. This includes: contacting and working with appropriate hotels to ensure availability of suitable facilities and services, planning the structure and program of the convention, and arranging details such as speakers, entertainment, tours, and other events. Although the FCB convention coordinator is responsible for finalizing negotiations, the host chapter initiates the process and oversees local convention operations. HOTEL ARRANGEMENTS To be considered as a convention site a hotel/motel must be accessible to people who are physically disabled (including wheelchair users), as well as to those who are blind or visually impaired. Areas of public access should meet the FL Access Code for accessibility and the American's With Disabilities Act (including appropriate ramps, door widths, and braille and/or raised large print labelling of elevator buttons, floor designations, and rooms as well as having Braille and large print materials).

GUEST/MEETING ROOMS Secure a family hotel rate for guest rooms (try for one rate regardless of the number of occupants in each room). Establish that there will be no charge for any necessary meeting rooms.

MEETING ROOMS Note: One or more microphones and operational PA systems should be available for meetings. The podium should have a mike for speakers and, in large meeting rooms, one or more should be available for the audience to be easily heard. All rooms should be well lit, have good ventilation and air conditioning and be wheelchair accessible. Aisles and space between rows of tables or chairs should permit easy access. Friday Programs - 1:00 - 5:00 pm: a room to seat 100 - 125 (preferrably classroom style) for a special seminar or workshop if desired.

7:00 - 9:00 pm: a room to seat 50 - 60 people (preferrably classroom style) for the pre-convention board meeting.

9:00 - 11:00 pm: a large room that can hold 100 - 150 people for the cocktail/social party, with chairs and round tables.

Saturday Programs - 8:00 - 9:00 am: one large room to accommodate 200 people for the opening session (classroom style preferred, but theatre style is acceptable)

9:00 am - 12:00 noon & 1:00 - 5:00 pm: A minimum of two meeting rooms to seat 50 people each, classroom style, for seminars and special interest meetings. Additional space may be needed depending on the number of seminars/group meetings being held.

9:00 am - 5:00 pm: Exhibition Space should be in close proximity to the meeting rooms for easy access by the convention attendees. Multiple electrical outlets must be available for high tech equipment.

EVENING 6:00 - 7:00 pm: A large room for the pre-banquet cocktail party, which would hold 200 people. This could be held in the same room as the banquet. A cash bar is provided.

7:00 - 9:00 pm (approximate times): Awards Banquet The banquet room should seat approximately 200 people, preferably at round tables seating no more than 8 to a table.

9:00 - Midnight (approximate times): This period is devoted to entertainment and the FCB raffle drawing. The entertainment area may or may not be in the same room as the banquet, but must contain a dance floor, a small stage, and tables and chairs to seat up to 200 people.

Sunday- 8:30 am - Noon: Business Meeting One large room seating 200 - 250 people, preferably classroom style.

FOOD AND BEVERAGE SERVICES

Establish the menus and cost for meals for the banquet.
Negotiate the cost of cash bar drinks.
Stress the absolute necessity of having fast meal service in the hotel/motel dining areas, as well as during the banquet.
Early service for breakfast is necessary due to the speakers on Saturday and the business meeting taking place on Sunday morning.
Braille and large print menus should be available in the hotel dining rooms. OTHER SERVICES TRAINING OF STAFF Appropriate sensitivity training should be provided to help hotel staff better serve their blind and otherwised disabled guests. A member of the Convention Committee, knowledgeable member of the local group, or representative of an agency serving Blind people should consult with the hotel management and staff to answer questions and ensure their sensitivity orientation. - (See the accompanying brochure.)

DOG GUIDE WALK
A convenient area should be set aside to walk dog guides (sandbox, etc.). It should be cleaned regularly and have a trash receptacle for those who wish to pick up after their dog.

MESSAGE CENTER
An in-house telephone message service, perhaps using an answering machine, can be established for the convenience of,convention guests. Important information such as meeting schedules and locations, events, and hotel data would be easily available to convention attendees.

SUGGESTED CONVENTION OUTLINE REGISTRATION
Friday 12:00 - 7:00 pm and Saturday 8:00 - 9:00 am

FRIDAY AFTERNOON AND EVENING: 1:00 - 5:00 pm: Seminars if desired.

7:00 - 9:00 pm: Pre-Convention Board Meeting

9:00 pm - Cocktail/Social Party Cash Bar. If tickets for free drinks will be given to those who register, determine how much the drinks will cost and how much the host chapter will pay for them. Try to include snacks during the party.

SATURDAY SEMINARS & MEETINGS:

8:30 - 9:00 am: Convention's Opening Meeting includes welcoming speeches and announcements.

9:00 am - 5:00 pm: Exhibits

9:00 am - Noon: Seminars in various meeting rooms.

2:00 - 5:00 pm: Special Interest Groups hold meetings and additional seminars in various rooms.

SATURDAY EVENING ACTIVITIES:

6:00 pm: Cocktail Hour with cash bar

7:00 pm: Awards Banquet The individuals to be seated at the head table will be determined in advance by the Convention Committee. The,master of ceremonies, who introduces the head table and banquet events, also is selected by the Committee. Selection of an appropriate guest speaker is important. Upon presentation of each major award, the Awards Chairperson will give a brief explanation of the award and its' recipient.

9:00 pm - Midnight (approximate times): Dance The dance will begin right after the banquet and also include a cash bar. If the same room is to be used, the hotel must be able to clear the tables quickly and set up for the dancing. Note: A live band should be used.

SUNDAY MORNING:
8:30 am - Noon: Convention's General Business Session A chapter's delegates should be seated together. The General Business Session should be completed prior to the normal checkout time of the hotel/motel. Post-Convention Board Meeting will follow the Convention's General Business Session.

APPENDIX D WHAT TO DO AND WHAT TO AVOID WHEN HELPING A BLIND PERSON

WHAT TO DO AND WHAT TO AVOID WHEN HELPING A BLIND PERSON

What is meant by blind, legally blind, or visually impaired? Each is a term that refers to amount of residual vision. Blind means very little or no functional vision. Legally blind refers to remaining vision of 10% or less (20/200 acuity) or having a-restricted field (tunnel vision). Visually impaired generally means having less than 20/40 vision but more than 20/200 (between 80% and 10% of remaining vision).

What should you do when you see a blind person? What should you avoid doing?

If you see a blind person who seems to need help, offer your assistance. Identify yourself and ask how you can help.

Speak TO a blind person, NOT ABOUT him or her.

Speak directly to a blind person rather than having your words interpreted by a third party. Blindness is a visual disability, not a hearing loss nor a language impairment. Generally, people who are blind can hear fine and speak for themselves. Besides, they know their needs better than anyone else.

Go ahead and use words "see" and "look."

They are a normal part of everyday language and you can't avoid using them any more than a blind person can. There just aren't any reasonable substitutes.

When you approach a blind person, indicate your presence by speaking, "Hi, can I be of assistance?"

When you're leaving, after speaking with the person, announce that you are doing so. Don't leave the blind person stranded or standing there talking to empty space.

MOBILITY

A blind person can walk from one location to another (cross the street, go to a room, or enter a restaurant) without being pushed or pulled.

If your offer of assistance is accepted, the blind person should take your elbow and follow the motion of your body.

Try to give verbal information while guiding a blind person ("three steps up," "narrow doorway," "turning right," etc.). When giving verbal directions, please be specific and accurate. ("The elevators are at the carpeted area just across from the restaurant." or "To reach the meeting rooms, turn left at the right end of the hotel's registration desk and go to the stairs, directly in front of you," or "take the ramp, a little to the left of the stairs.")

You may also wish to refer to a clock's face when giving orientation. Indicate position of an object or location by giving its hour relationship to the blind person ("The desk is 3:00 to the way you are facing." or "The meat is 6:00 on your plate.")

CANES AND DOG GUIDES

Many people who are blind use canes to avoid obstacles (posts, furniture, or other people) or to locate a desired goal (stairs, carpeted areas, or furniture.)
When guiding a blind person, do not grab their cane.

Many others depend on dog guides to avoid obstacles and reach their desired destination. The dogs work by following commands, (left, right, forward, etc.)
stopping at steps, and going around people and other objects.

As tempting as it may be to pet a dog guide, remember that this dog is working when it is wearing a harness and is responsible for safely leading its owner
who cannot see.

The dog should never be distracted from its duty by touching or talking to it when it is working.

If guidance is necessary, either offer your elbow or give verbal directions.

Remember, when you do meet a blind person, common sense and sensitivity to others are most important. Just remember to ask if you can be of assistance and how you can best help.

APPENDIX E AWARDS CRITERIA

An award is a recognition of excellence, which the recipient ought to be able to treasure. It is better not to give an award than to give it to someone who does not embody the spirit of the award. Since the standard of excellence is so high each award may not necessarily be given every year.

Each award consists of a plaque, which will be presented during the Awards Ceremony held at Florida Council of the Blind's Annual Convention.

All Awards will cover the period from January 1st through December 31st of the year prior to the one in which it is being presented.

Persons serving on the Awards Committee and their family members are not eligible for a state award during the committee member's tenure.

An individual is eligible to receive each of the following state awards once:

R. Henry P. Johnson
Dolly Gamble
W. A. Ouzts
William (Bill) Ferrell (Just Bill)

Each award nomination must be presented in one of the following formats:
in electronic format, submitted by e-mail or;”

Typed double-spaced (or single spaced if at 16 point or larger) and no longer than 2 pages; Brailed no longer than 5 pages

Each nomination, (with the exception of the Chapter/Special Interest Affiliate Award) must contain the following:

Name of the award;

Name of nominee (spelled as you wish it to appear on the plaque);

Name of group/person(s) making the nomination;

Reasons why the nominee meets the criteria for the award

The awards chairperson should send copies of the awards criteria, as appropriate, to the following in October Or November:

The Editors of the White Cane Bulletin;

Mobility Department of Florida School for the Deaf and Blind;

DBS District Offices
Nominations are to be emailed or mailed to the Florida Council of the Blind's Awards Committee Chairperson. The chair will give copies to the other two members.

All Award nominations must be received by the awards chairperson no later than the deadline determined by the committee.

R. HENRY P. JOHNSON AWARD

The person that this award was named after trained as a lawyer. He had very little formal training when it was necessary for him to adjust to substantial visual impairment. Nevertheless, he remained active in his community and constantly sought to extend the boundaries of activities that he and other blind persons could become involved in.

CRITERIA

The R. Henry P. Johnson Award will be presented to a legally blind person who has, through his or her work and through service to his or her community, demonstrated the kind of pioneering spirit and exemplary adjustment that Mr. Johnson demonstrated. Individuals who are likely to be considered for this award must succeed far beyond the average visually-impaired person.

DOLLY GAMBLE AWARD

This award was named for a lady who, by her actions and example, was able to establish a climate in which the Miami Lighthouse could be started. Throughout her adult life, Ms. Gamble worked tirelessly to promote the betterment of blind people in her community, state, and the nation.

CRITERIA

The recipient of the Dolly Gamble award must have demonstrated a commitment to and success with the extension of services for the blind and visually-impaired people of this state. The recipient may be blind or sighted, but should, in general, represent a high level of expertise and commitment to serving blind individuals.

WILLIAM ALFRED OUZTS AWARD

William Alfred Ouzts, known as W. A., was a member of FCB from 1971 until the time of his death in 1992. He held state office for 20 of those years, including 12 as treasurer and 4 years as president. For many years, he had the White Cane Bulletin printed, prepared and mailed. whatever his official status, W. A. was always quietly working and networking with other members behind the scenes. Officer, consultant, advisor, supporter, worker, whatever his role, W. A. never sought recognition for what he did.

CRITERIA

While no one could replace W. A., a recipient of this award would display many of the superb qualities exhibited by W. A., including dedication to FCB, responsibility and effectiveness. The individual must have taken a leadership role in numerous FCB projects and actively participated in the organization for a minimum of 10 years. This award would only be given to an outstanding FCB member, an individual we would all wish to emulate.

WILLIAM (BILL) FERRELL "JUST BILL" HUMANITARIAN AWARD

Bill Ferrell worked at the Tennessee Agency for the Blind for many years. He was first employed there as a counselor, and proceeded up the ladder to hold the position of Director.
Retiring did not mean stopping for Bill. He helped to organize the Brevard chapter in 1981. Although he was a simple man in his estimation, he had a huge impact on the forming and continuation of FCB.

Bill was involved in visual impairment issues for much of his life. He was a Project Insight peer advisor since that program's inception. He worked endlessly both locally, in Brevard County and at the state level, serving as a member of several vital FCB committees and representing his chapter on the FCB Board of Directors for many years.
Bill was a calm, introspective man, yet nothing got by him without thorough examination. If the need arose, he would give his view of an issue with an informed politeness and in a politically correct manner.

When addressed as Mr. Ferrell, he would invariably respond, "I'm just Bill." So, Bill, our tribute to you is to try to be more like you. "We will communicate, educate, facilitate and update to ensure equality, independence and dignity for all! Bill, we will always love and respect you!"

CRITERIA

The recipient of this award may be blind or sighted but must have gone to great lengths to better the quality of life of people, be they sighted or not.
The recipient should have demonstrated a sincere concern for his/her fellow humans, just as Bill always did. A good candidate for this award would be one who has worked in the field of rehabilitation i.e. mobility instructors, teachers, or rehab councilors, for example. Membership in Florida Council of the Blind is not a prerequisite for this award. Anyone who, over the years, has contributed their time and caring for others, especially people who are blind or visually impaired, may be a candidate for this award.
Recipients of this award will be selected based upon their demonstration of humanitarian qualities, which emphasize efforts to improve the quality of life for others, having communicated, educated, facilitated and updated to ensure equality, independence and dignity for others.

LEGISLATIVE AWARD

The purpose of this award is to honor a Florida elected official who through his/her statewide and/or federal legislative efforts must have made a significant and positive impact on the welfare of blind and visually-impaired people in Florida.

COOK CHAPTER PRESIDENT'S AWARD

Each chapter may nominate a chapter president from the previous year to receive this award.

The following accomplishments will be considered when selecting a recipient for this award: regularity of meetings, effective programs, increases in membership, cooperation in local and state projects, participation in community organizations.

Overall leadership skills, including innovation and cooperation with neighboring chapters, as well as the state organization will be considered when assessing the performance of a nominee.

OUTSTANDING HIGH SCHOOL SENIOR AWARD

This award is intended to honor a legally blind high school senior in Florida, who in academics, school and community has performed better than all his/her peers. The award may consist of a plaque. At the time of graduation, the student will be presented the plaque. Should the student choose to attend FCB's Annual Convention FCB will offer to pay the student's transportation expenses.

CRITERIA

The name and address of the school, as well as the names of the principal and teachers must accompany the narrative nomination. Evidence of superior scores on the SAT, ACT, College Boards or an equivalent instrument shall be presented with the nomination. The narrative should include details of the student's involvement in extra-curricular activities, student government and community service. Supporting letters from teachers, employers, etc. would be helpful.

MOBILITY AWARD

This award is intended to honor a high school senior at the Florida School for the Deaf & Blind who has demonstrated the most improvement in orientation and mobility while at the school. Two nominations will be solicited from the head of the mobility department.

The FCB Awards Committee will make the final selection. The award consists of a plaque to be presented to the student at graduation. FCB shall pay the student's transportation expenses if the student chooses to attend FCB's Annual Convention.

CRITERIA

This award is intended to honor the Florida School for the Deaf & Blind senior who has made the most improvement and succeeded in overcoming greater than usual barriers to effective mobility. The mobility department should consider such factors as multiple impairments, perseverance and attitude as well as excellence of orientation and mobility skills.

CHAPTER/SPECIAL INTEREST AFFILIATE AWARD

Each chapter or special interest affiliate may submit the name(s) of local recipient(s) they wish to honor. The criteria for the selection is up to the chapter/special interest affiliate. All that is required by FCB's Awards Committee is the name of the recipient, as the chapter/special interest affiliate wishes it to be printed, and the name of the chapter/special interest affiliate submitting the name. Each chapter/special interest affiliate shall pay for each plaque they desire to present.

Information regarding the current price of plaques, as well as the deadline for ordering plaques, will be sent to each chapter/special interest affiliate.

Sample Letter for FSDB Mobility Award

TO: Mobility Department
Florida School for the Deaf & Blind
207 North San Marco Avenue
St. Augustine, FL 32084-2799

FROM: (name of current Awards Committee Chair)
Florida Council of the Blind
(current year) Awards Committee Chair

SUBJECT: Request for Nominations for FCB's Annual Award for Mobility

FLORIDA COUNCIL OF THE BLIND'S MOBILITY AWARD

This award is intended to honor a high school senior at the Florida School for the Deaf and Blind who has demonstrated the most improvement in orientation and mobility while at the school. Two qualified students should be nominated by the head of the mobility department. The FCB Awards Committee will make the final selection. The award consists of a plaque to be presented to the student at graduation. FCB shall pay the student's transportation expenses if the student chooses to attend FCB's Annual Convention.

CRITERIA

This award is intended to honor the senior who has made the most improvement and succeeded in overcoming greater than usual barriers to effective mobility. The mobility department should consider such factors as multiple impairments, perseverance and attitude as well as excellence of orientation and mobility skills.
Award nominations may be produced in any of the following formats:

emailed to the chair
typed double-spaced, (or single-spaced if at 16-point or larger) and no longer than 2 pages
brailed no longer than 5 pages

Nominations must be postmarked no later than the date determined by the committee and sent to the FCB Awards Chairperson.

(email and address for current chair)

Sample letter for outstanding senior for awards committee

TO: DBS Counselors Working With High School Seniors
FROM: (name of current Awards Committee Chair)
(current year) Awards Committee Chair

SUBJECT: Submission of Nominations for Florida Council of the Blind's (FCB) Annual Award For Outstanding High School Senior
Please share the attached information with the vision teachers working with high school seniors. If there are any questions I can be reached at (Award Committee Chair's email and phone number, including area code).

Thank you.

FLORIDA COUNCIL OF THE BLIND'S OUTSTANDING HIGH SCHOOL SENIOR AWARD

If the student chooses to attend FCB's Annual Convention, FCB will offer to pay the student's transportation expenses.

CRITERIA

The name and address of the school, as well as the names of the principal and teachers must accompany the narrative nomination. Evidence of superior scores on the SAT, ACT, College Boards or an equivalent instrument shall be presented with the nomination. The narrative should include details of the student's involvement in extra- curricular activities, student government and community service. Supporting letters from teachers, employers, etc. would be helpful.

Nominations must be postmarked no later than (date to be determined by committee), and sent to:

FCB Awards Chairperson
(email and address for the current chair)

APPENDIX F FREE MATTER FOR THE BLIND

Domestic Mail Manual - See. E040
Issue 48, 01-01-95

“FREE MATTER REGS”

Section E040. Free Matter for the Blind and Other Handicapped Persons
1.0 Basic Information
1.1 General
Subject to the standards below, matter mailed by or for the use of blind or other handicapped persons may be mailed free of postage. The provisions of E040 apply to domestic mail only. 1.2 Classification Matter mailed free under this standard is not considered part of any particular class of mail and is not protected against postal inspection. This matter is treated as First-Class Mail for the exclusive purposes of determining appropriate standards for processing and delivery and for handling if undeliverable. 1.3 Definitions For purposes of this standard: a. “Blind or other handicapped persons” are those who cannot read or use conventionally printed material because of a physical impairment and who are certified by a competent authority as unable to read normal reading material. b. “Competent authority” includes any licensed medical doctor, ophthalmologist, optometrist, registered nurse, or professional staff member of a hospital or other institution or agency. 1.4 List of qualified Individuals To assist in deciding eligibility to mail material under this standard, postmasters establish and maintain USPS 010.060 (See Privacy Act System of Records, Administrative Support Manual, Appendix) as a record of their customers who are blind or handicapped. Conditions that apply to this record include: a. The postmaster may require, and include as part of the record, a statement by a competent authority certifying that the individual is unable to read conventionally printed material. b. Customers may determine whether they are recorded as a blind or other handicapped person by contacting the postmaster, giving their full name and address. c. Customers may be added to the postmaster's record by submitting their respective names and addresses with a written statement of certification by a competent authority. d. Based on personal knowledge about a customer, and without requiring a written statement of certification, the postmaster may include that individual on the record and may extend to that individual mailing privileges under this standard. 2.0 Matter Sent to Blind or Other Handicapped Persons 2.1 Acceptable Matter Subject to 2.2, this matter may be mailed free: a. Reading matter and musical scores. b. Sound reproductions. c. Paper records, tapes, and other material for the production of reading matter, musical scores or sound reproductions. d. Reproducers or parts of them for sound reproductions. Braille writers, typewriters, educational or other materials or devices, or parts thereof, used for writing by, or designed or adapted for use of, a blind person or a person who has a physical impairment as described in 1.3. 2.2 Conditions The matter listed in 2.1 must meet these conditions: a. The matter must be for the use of a blind or other handicapped person. b. Either no charge, rental, subscription, or other fee is required for this matter; or, if required, may not exceed the cost of the item. c. The matter may be opened and inspected by the USPS. d. The matter contains no advertising. 2.3 Letters from Sighted Letters prepared in any form by sighted individuals, to be sent to a blind or other handicapped person, or empty shipping materials for mailing matter described in this section, cannot be sent free and must bear the full applicable postage. 3.0 Matter Sent by Blind or Other Handicapped Persons 3.1 Acceptable Letters Only letters in raised characters or in sightsaving type (i.e., 14-point or larger) or in the form of sound recordings may be mailed free, and only if unsealed and sent by a blind or other physically handicapped person. 3.2 Other Letters that are handwritten, or printed or typed in a type size smaller than 14 points, cannot be sent free. These letters must bear the full applicable postage. 4.0 Preparation 4.1 Required All matter mailed under this standard: a. Must be marked “Free Matter for the Blind or Handicapped” in the upper right corner of the address side. b. Must meet the minimum and maximum dimensions in CO IO and C400, respectively. c. Is subject to the mailability standards in C020, C030, and C040. 4.2 Optional Matter mailed under this standard may be insured on paying the appropriate insurance fee. No other special services are available unless the sender pays all postage and special service fees. No other special services are available unless the sender pays all postage and special service fees applicable to the class of mail selected.

APPENDIX G APPLICATION AND RENEWAL FORM

Application and Renewal Form

For each new member of a chapter or current member who has changed his/her address, please COMPLETE the Application and Renewal Form and send it to the FCB Membership Secretary. Make sure that ALL questions and choices are filled out correctly.

When writing the address, please remember to include whether the person lives on a street, avenue, lane, etc. and include apartment numbers if applicable.
Remember to indicate preferred format for both the White Cane Bulletin and Braille Forum.
You must indicate whether a person is blind, legally blind, or sighted. If sighted, FCB and the chapter must put postage on any mailing to him/her.
Please include birth dates. Birth years are optional, but appreciated.
Please indicate whether the person is a patron of the Braille and Talking Book Library. Mass mailings from the Library are sent to patrons only. FCB members who are not patrons-may assure inclusion in the mailings if they identify themselves as non-patrons.
Periodically, the Chapter Membership Secretary should survey members as to the accuracy of their membership information.

APPENDIX H Template: Chapter By-Laws

Below, please find a template for a Chapter’s or Affiliate’s Bylaws. This template represents a synthesis of many bylaws and attempts to set forth the basic elements of a fairly comprehensive set of bylaws. Your Chapter/Affiliate is free to use as much or as little of this template as you see fit and, of course, you are encouraged to add elements that are unique to your Chapter/Affiliate and/or reflect your Chapter/Affiliate membership, calendar, and logistics. It is recommended that you try to be as comprehensive as possible so that your Chapter/Affiliate will have guidance on almost any situation that arises.

INSERT NAME OF CHAPTER]
[Note: wherever “chapter” is used, please understand that “affiliate” may be inserted if you are an affiliate.]

By-laws
Adopted: [INSERT ADOPTION DATE]
Amended: [INSERT DATE OF APPROVED first amendment]
Amended: [INSERT ENSUING DATES OF APPROVED amendments]

ARTICLE I - Name
The name of this chapter shall be: [INSERT NAME OF CHAPTER]: a chapter of the Florida Council of the Blind (FCB). The official abbreviation of this chapter’s name shall be: [INSERT ABBREVIATION].

ARTICLE II - GEOGRAPHIC LOCATION
The area served by this Chapter shall be [INSERT GEOGRAPHIC AREA, E.G., COUNTY AND STATE].

ARTICLE III - PURPOSE
The purpose of this chapter is to strive for betterment of our total community by:

Conducting a program of public education aimed toward improving the understanding of the challenges faced by and the capabilities of people who are blind and visually impaired.
Improving education, rehabilitation, vocation, transportation, and recreation opportunities for persons with vision loss.
Encouraging and assisting people with visual impairments to develop their abilities, realize their potentials, and assume their responsible place in the community.
Improving public relations with various agencies and organizations in the community.
Providing for the free exchange of ideas, opinions and information relative to matters of concern to people who are blind and visually impaired.

ARTICLE IV - MEMBERSHIP

To qualify as a member, a candidate for membership must be at least [INSERT MINIMUM AGE – number and parenthetical word, e.g., 18 (eighteen)] years of age. A member must be at least 18 (eighteen) years of age to qualify as a voting member at FCB Conventions.
There shall be 2 (two) classes of membership: Regular and Honorary
1. Regular- shall have all privileges of membership and shall be subject to the payment of membership dues. Regular members may be either Primary or Secondary (see FCB By-Laws, Art. I, E)
2. Honorary-- May be bestowed upon persons or organizations worthy of such recognition and shall have all privileges of membership except voting and shall not be subject to payment of dues.
Members shall not be engaged in any business or activity which tends to bring any disrespect to any persons who are blind or visually impaired.
The majority of the regular membership must be legally blind.
A quorum for membership meetings shall be no less than [INSERT PERCENTAGE] of all regular members in good standing (current with dues and not subject to disciplinary sanctions) present and accounted for.

ARTICLE V - DUES
Membership dues shall be $[insert $ amount] more than that paid to the FCB and shall be payable annually by November 1st of each year. New members paying dues after July 1 shall be afforded membership through the end of the following calendar year.

ARTICLE VI - OFFICERS

The officers shall be
1. President
2. 1st Vice President
3. 2nd Vice President
4. Secretary
5. Treasurer
6. Membership secretary
The President, 1st Vice President, and 2nd Vice President shall be legally blind
Officers shall be elected for two-year terms.
The President, 1st Vice President, and 2nd Vice President shall not serve in the same office for more than 2 (two) consecutive full terms.
There shall be no limitations of the number of consecutive 2 (two) year terms the Secretary, Treasurer, Membership Secretary or Board members may serve.
Duties of the officers:
1. The President shall preside at all meetings and shall appoint the Chairmen and members of all standing and special committees except the nominating committee (Whose members shall be elected by the general membership.). The President is an Ex-Officio member of all committees, except the nominating Committee. The President shall be the Chapter liaison for conveying Chapter policies and for encouraging the cooperation of other FCB Chapters, Agencies or organizations. The President or his/her qualified designee shall also be responsible for fulfilling all duties and obligations as set forth by FCB, including but not limited to, serving on the FCB Board, attending FCB Board meetings (telephonically and in person), and serving on FCB standing committees. The FCB Board representative (be it the President or his/her designee) must be a primary member of the chapter. In addition, the outgoing President shall apprise the incoming President of all extra-chapter duties and obligations and shall work to make the transition between outgoing and incoming administrations as seamless as possible.
2. The 1st Vice President shall preside at all meetings in the absence of the president and shall work with the President, support the President’s policies and projects, and serve with the understanding that he/she occupies this position as a training-ground for eventual succession to President, but with the further understanding that this chapter cannot force any member to run for any position. The 1st Vice President shall assume the presidency at such time the position of President becomes vacant.
3. The 2nd Vice President shall: preside at all meetings in the absence of the President and 1st Vice President; shall work with the President, support the President’s policies and projects, and serve with the understanding that he/she occupies this position as a training-ground for eventual succession to 1st Vice President, but with the further understanding that this chapter cannot force any member to run for any position. The 2nd Vice President shall assume the 1st Vice Presidency at such time the position of 1st Vice President becomes vacant. Should the 2nd Vice President assume the position of 1st Vice President or at such time the position of 2nd Vice President becomes vacant, the Board shall solicit and appoint a willing member to fill out the remaining term of the 2nd Vice President position.
4. The Secretary shall record the minutes, including an accurate record of all official actions taken at each meeting and shall be responsible for all correspondence. Copies of the minutes of the preceding meeting will be available at the next meeting. The Secretary is also responsible for making sure that copies of all chapter minutes and all chapter treasurer reports are sent to the FCB Secretary as set forth in FCB’s governing documents.
5. The Treasurer shall receive and distribute all funds, keep all financial records accurate and up-to-date, provide monthly Treasurer’s Reports to the Membership, and submit all required financial documents to FCB. No expenditures over $[insert $ amount] shall be paid without prior approval of the membership.
6. The Membership Secretary shall chair the Membership Committee, take applications for new members, collect dues and submit them to the Treasurer, keep a current Membership roster, and furnish a yearly membership roster to the FCB Membership Secretary.
Any office, except that of President and 1st Vice President, vacated during the year may be filled by a majority vote of the Board of Directors.
No projects shall be initiated in the name of the chapter without prior approval of the membership.

ARTICLE VII - Board of Directors

The majority of the Board of Directors shall be legally blind.
The Board of Directors shall consist of:
1. The 6 (six) officers,
2. A non-officer Director elected by the membership, and
3. The Immediate Past President.
The Board shall meet at least [insert frequency] times per year and the President may call special meetings of the Board, provided he/she gives all Board members at least [insert time frame (e.g., “3 (three) days’” or “48 (forty-eight) hours’”)] notice of the special meeting.
A quorum shall consist of a majority of the Board.

ARTICLE VIII - COMMITTEE

The standing committees shall be
[Note: you may use all, some, or none of these committees and you are encouraged to come up with your own descriptions, but you are certainly free to use as much or as little of the text provided below.]
1. Social and Outreach
2. Public Relations
3. Membership
4. Fund raising
5. Education & Awareness
6. Advocacy & Government Affairs
Duties:
1. The Social and Outreach Committee shall be responsible for calling members to remind them of monthly meetings and special events; shall suggest and be the coordinating committee for social events; shall arrange, with the assistance of a program planning subcommittee, for speakers and/or programs at monthly meetings; shall send birthday cards and when necessary, get-well and sympathy cards. Sympathy gifts should not exceed $[insert $ amount]. The social and Outreach Committee shall also, through networking with the general membership, assist members in resolving transportation issues related to the attendance at chapter functions.
2. The Public-Relations Committee shall be responsible for developing the chapter brand and promotional materials to be used across all media platforms, and shall assist other committees in developing public relations materials for special events, including, but not limited to, White Cane Week, White Cane Safety Day, etc. In addition, the Committee shall seek out appropriate venues in which the chapter can promote our organization such as senior expos and other disability related events, and shall work with community organizations that assist persons with disabilities who are blind or visually impaired.
3. The Membership Committee shall be chaired by the Membership Secretary and shall develop policies and procedures to recruit new members and retain current members.
4. The Fundraising Committee shall include and report to the Treasurer and shall oversee and coordinate fundraising events.
5. The Education & Awareness Committee shall create educational opportunities within the community (i.e., involving not only schools, but also libraries, other organizations and businesses) which will both benefit persons with vision loss and will educate and raise the awareness in the general community about the challenges faced by persons with vision loss, as well as the talents, capabilities, and successes of persons with vision loss. This committee shall also be responsible for an annual Scholarship: developing and distributing application materials, selecting a scholarship awardee, and presenting the scholarship in a manner that presents a positive PR opportunity.
6. The Advocacy & Government Affairs Committee shall provide educational opportunities for members to learn how to be the most effective advocates they can be; shall suggest opportunities for members to exercise their advocacy skills in meaningful forums; and shall speak out as advocates for the community of people with visual challenges to increase public awareness of the needs and skills of the visually impaired, to bring about meaningful and lasting changes in our communities that benefit the visually impaired, and to present competent and effective role models and spokespersons in public settings and media opportunities

ARTICLE IX - Ad Hoc Nominating Committee

The Nominating Committee, comprised of at least 3 (three) members in good standing who will not be candidates for any office in the following term, shall be elected by the Membership at the [insert month (e.g., October)] meeting.
At this [insert month (e.g., October)] meeting, the Nominating Committee shall choose a chairman.
The Nominating Committee shall endeavor to contact all Members to ascertain their interest in performing the duties of any available Board position, shall prepare the slate of candidates within 2 (two) weeks after the [insert month (e.g., October)] meeting, and shall make known the slate of candidates to all members no later than 1 (one) week before the [insert following month (e.g., November)] meeting.
The presentation of the slate of candidates, nominations from the floor, and elections shall take place at the [insert following month (e.g., November)] meeting.
The newly-elected Board shall take office on [insert date, e.g., January 1].

ARTICLE X – Meetings and Representation at the State Level

The FCB Board member shall be the President of the chapter. In the absence of the President, the Vice President may serve as Board Representative or another chapter member may be appointed by the president. Whoever serves as FCB Board Representative must be a Primary member of this chapter. The chapter may, if finances allow and if approved by a majority vote of members at a regular meeting in which a quorum is present, be responsible for the FCB-allowable expenses of the Board Representative at the Board meetings and conventions. The chapter will only pay for expenses that the FCB will not cover.
Convention delegates shall be elected by the membership of the chapter, must be Primary members of this chapter, and may be reimbursed pursuant to the provisions in Section A, above.
First-timers: the chapter may, if finances allow and if approved by a majority vote of members at a regular meeting in which a quorum is present, match funds provided by FCB to 1 (one) member in good standing who has never gone to an FCB convention. If there is more than one member who qualifies as a 1st-Timer, such 1st-Timer shall be chosen by lot.
There shall be at least 9 (nine) regular membership meetings in each fiscal year.
A special meeting of the membership may be held following approval of a majority of the Board of Directors, if the Board determines that a special meeting is warranted, there shall be no less than 1 (one) week’s notice to the membership as to the time, place, and purpose of this special meeting.

ARTICLE XI - AMENDMENTS

These By-laws may be amended by a majority of the regular members present and in good standing at a regular meeting, provided the amendment was presented by mail, email, or other means to all members at least 1 (one) week before the meeting at which a vote on the amendment(s) is to take place. [Or, any proposed amendments could be read at one regular meeting, with the vote on that amendment taking place at the next regular meeting.]
Any amendment(s) to these By-Laws will not take effect until presented to and ratified by the FCB Constitution & By-Laws Committee.

ARTICLE XII - COMPLIANCE
These By-laws shall not conflict with or abridge the FCB Constitution, By-Laws, Policy Manual, or any other FCB governing documents.

ARTICLE XIII - PROCEDURES
In the absence of provisions contained herein, all procedures of this Chapter shall be governed by this chapter’s Standing Rules, and, should a situation arise that is not covered in either these By-laws or the Standing Rules, by the latest revision of Roberts Rules Of Order.

ARTICLE XIV - SUSPENSION AND EXPULSION

Any member found to be deliberately guilty of disruptive behavior, or behavior that is detrimental to the purpose of this chapter, or behavior that is in violation of this chapter’s By-laws or the FCB Constitution or By-laws may be suspended by a majority vote of the Chapter’s Board of Directors pending review by the chapter’s Membership
Within 30 days of the Board’s passage of the motion to suspend, at a regular or special meeting the membership will determine whether the suspension will be upheld or whether expulsion is warranted.
A 2/3 (two-third’s) vote of members present and in good standing at this regular or special meeting in which a quorum is present shall be required to uphold the suspension or to expel the member.

ARTICLE XV - Dissolution

A recommendation of dissolution can only occur following a meeting of the Board of Directors at which at least ¾ (three fourth’s) of the members present vote to recommend dissolution.
Written notice of the proposed dissolution must be provided to all members at least 30 (thirty) days prior to the regular or special meeting at which dissolution will be voted upon.
This organization may only be dissolved by a ¾ (three fourth’s) vote of the membership at a regular or special meeting.
At the time of dissolution, all properties of the chapter shall revert to FCB.

APPENDIX I Affiliation, Assets, and Dissolution

[Note: Where “chapter” is used, please understand that “special affiliate” is also invoked.]

Affiliation:
1. Establishing affiliation with FCB:
  Pursuant to FCB Const., Art. III, Membership:
  C. Any organization having at least five (5) members, the majority of whom are blind, may apply for affiliation.
  D. Applications for chapter affiliation must be approved by the FCB Board of Directors. Applications for member-at-large must be approved by the FCB Membership Secretary.
Identification of chapter:
The chapter should identify itself in either its Constitution or By-Laws, as well as identify its affiliation with FCB and ACB, and provide a DBA (doing business as) name (if desired). Such language might read something like:

ARTICLE I - Name
The name of this chapter shall be: [INSERT NAME OF CHAPTER]: a chapter of the Florida Council of the Blind (FCB), a state affiliate of the American Council of the Blind (ACB). The d.b.a. of this chapter shall be [insert DBA] and the official abbreviation of this chapter’s name shall be: [INSERT ABBREVIATION].

3. Responsibilities and privileges:
Affiliation with FCB, brings with it certain responsibilities and privileges.

a. Responsibilities include, but are not limited to:
1) Payment of annual dues (Const., Art. V, and By-Laws, Art. II(A), Art. III(A & B)
2) Payment of assessments (Const., Art. V & By-Laws, Art. III€)
3) Filing reports in a timely manner (By-Laws, Art. III(B))
4) Making annual accounting in a timely manner (By-Laws, Art. III(B, C, & F))
5) Regularly participating at the State level as an FCB Board representative (Const., Art. VI(B, D, & E) and By-Laws, Art. II(B), Art. VII(A-C)), and convention delegate (Const., Art. IV(A), Art. VI, and By-Laws, Art. II(B))
6) Serving on committees as assigned by the FCB President and committee Chairs (Const., Art. VIII, and By-Laws, Art. VIII(A))

Failure to fulfill these responsibilities may result in loss of voting privileges (By-Laws, Art. III(D), suspension, or expulsion. (By-Laws, Art. V).
b. Privileges include, but are not limited to:
1) Access to and reliance on ACB’s and FCB’s extensive experience, institutional knowledge, expertise, support, and the benefit of collective advocacy Const., Art. II).
2) The right to vote at FCB meetings (Const., Art. IV, and By-Laws, Art. II)
3) The opportunity to run for FCB offices (Const., Art. VI, and By-Laws, Art. I€, Art. II(B), Art. VI, Art. IX(A))
4) The opportunity to serve on FCB committees (Const., Art. VIII, and By-Laws, Art. VIII(A))
5) Receipt of FCB publications, such as the White Cane Bulletin and the Braille Forum (Const., Art. II(H) and Art. VIII, and By-Laws, Art. VIIIF

d. Dues:
1) Pursuant to FCB Const., Art. V, Dues and Assessments: Dues and Assessments shall be paid on an annual basis as set forth in the By-Laws.
2) FCB By-Laws, Art. III, Dues and Assessments (A-G) sets forth the amount of dues owed to FCB per member of chapter, as well as from each member at large (A and B), while Sub C and Sub F set forth reporting requirements, Sub D sets forth penalties for non-submission or untimely submission of reports, Sub E discusses assessments paid by chapter, and Sub G discusses various financial waivers for new chapters.

e. Denial of voting privileges:
Pursuant to FCB By-Laws, Art. III (D), denial of voting privileges at FCB Board meetings and Annual Conventions, members of chapters who wish to represent a chapter as a voting member at FCB Board meetings or Annual Conventions, must:
1) Designate that chapter as their Primary chapter, and
2) Ensure that all chapter dues have been paid in a timely manner: any member who is not current with their dues may not serve as a Board Rep or Convention Delegate (By-Laws, Art. III(D))

f. Board representatives and Convention delegates:
Pursuant to FCB Const., Art. VI(B), Officers and Board of Directors, There shall be one (1) FCB Board Representative selected from the primary members of each chapter. FCB Const., Art. V, Voting, states, each chapter in good standing shall be accorded delegates pursuant to the rules set forth in FCB By-Laws, Art. II, Voting (A and B).

B. Assets:
Pursuant to FCB Const., Art. X, FCB and Chapter Properties:
A. All chapter assets, real and personal, shall be held in both the name of the Florida Council of the Blind and the Chapter.

C. Dissolution:

1. Reversion of property:

Pursuant to FCB Constitution, Article X:

B. Upon dissolution of any chapter, all properties will revert to the FCB.
C. Upon dissolution of the FCB, all assets, after payment of financial obligations, may be transferred to the American Council of the Blind or another organization of or for the blind as designated.

2. Before resorting to dissolution:
Dissolution of chapter is an extreme action that should be taken only after all reasonable efforts to preserve the chapter as a viable entity have been exhausted. Such reasonable efforts include, but are not limited to:

Engaging in constructive dialogue within the chapter to identify and resolve issues and concerns
Working with the chapter FCB Liaison to address issues and situations that pose a threat to the chapter’s viability
Working with FCB, the Board, and/or the Executive Committee to resolve issues and concerns, and/or
Working with ACB entities/representatives to address and resolve issues and/or concerns.

3. Dissolution protocols:
Because dissolution is such an extreme action, chapters are encouraged to set forth a rigorous protocol only through which and only after which the chapter can be dissolved. Language setting forth this dissolution protocol may be set forth in either the chapter’s Constitution or its By-Laws, and may read something like:

Dissolution can only occur following a meeting of the Board of Directors at which at least ¾ (three fourth’s) of the members present vote to recommend dissolution.
Written notice of the proposed dissolution must be provided to all members at least 30 (thirty) days prior to the regular or special meeting at which dissolution will be voted upon.
This chapter may only be dissolved by a ¾ (three fourth’s) vote of the membership at a regular or special meeting.
At the time of dissolution, all properties of the chapter shall revert to the Florida Council of the Blind.

APPENDIX J Administrative Assistant/Project Insight Coordinator Position

Overview of Position and Responsibilities:

Florida Council of the Blind has a position for an Administrative Assistant and a Project Insight Coordinator, which shall be held by one employee. This is a part-time position currently funded at twenty hours per week. It does not offer benefits except for paid vacation. The rate of remuneration will be based on the education and experience of the hired individual.

The employee may not hold an FCB board or officer position during his or her tenure in this position.

The responsibilities for this role will be performed from the employee’s home with information and equipment provided by FCB.

The employee is expected to answer the official FCB phone lines during set business hours and coordinate the ongoing operation of FCB's Project Insight. Messages received after hours must be responded to during the next working day.

The employee will assist with correspondence, answer emails, maintain a number of electronic lists, have access to past and current FCB documents, work with FCB's website administrator, assist with the completion and editing of the White Cane Bulletin, and support the President and other officers as needed.

Prior to FCB’s annual convention, the employee will print and mail the Convention Call and assist members with online registration.

The employee will also perform other duties and tasks as needed.

Required/Preferred Skills:

A demonstrated proficiency with word processing and spreadsheets is essential.
The employee must reside in Florida and have at least one year of experience working in an office environment.
A high level of communication skills is essential.
Familiarity with the Florida Council of the Blind and the American Council of the Blind is essential.
Familiarity with adaptive technology is preferred.

Employee Compensation and Evaluation

This position does not include any provision for insurance or retirement as part of its compensation package.

Hours

Since some of the hours worked by the employee are currently as Administrative Assistant for FCB, while others are for Project Insight, all of the employee's time sheets shall be sent to the President and to the Chair of Project Insight (supervisors) as well as to the Treasurer. Both shall send an email approval document to the Treasurer to authorize payment for the employee's hours. It is expected that both supervisors will be diligent about checking email when hours are due to be received. The Treasurer should normally wait no more than two days to receive both approvals. At this point, if only one approval has been received, the Treasurer is authorized to pay the employee.

If either supervisor has issues with the reported hours, the supervisors will work to resolve said issues quickly. The employee is paid once a month. In order to streamline the process, the employee is authorized to report hours one business day prior to the end of the month. Only actual hours worked as Administrative Assistant for FCB or as FCB’s Project Insight Coordinator are to be paid.

Evaluation

At least once per year, supervisors are expected to meet with the employee for the purpose of evaluating the employee's performance. Supervisors may develop and implement specific procedures and time lines that will be used each year to develop and assess goals.

At their meeting, the supervisors and the employee shall develop and agree to a set of goals, not to exceed five. At each annual review, the goals for the preceding year will be discussed, assessed and new goals developed. Performance issues, if any, will be discussed and, if appropriate, specific remedies will be written into a performance evaluation that will be signed by both supervisors and the employee and presented to the members of the Executive Committee for their information. It is general practice for personnel matters to be handled either by the President or the Executive Committee.

Disciplinary actions, up to and including termination, are to be recommended by supervisors but must be approved by the Executive Committee.

Termination shall be reported to the Board of Directors. The actual process of filling the position shall be the task of the Executive Committee.

Hours and vacation
The employee is to receive ten (10) days of paid vacation each year. The employee currently works 20 hours per week. The employee does not need to take vacation to attend FCB Conventions and Board meetings, but must take vacation if planning to attend the ACB Convention.

For more information about Project Insight, see the Project Insight Committee page, under Standing Committees, in this Policy Manual.

Appendix K FCB CODE OF CONDUCT POLICY

The Florida Council of the Blind (hereinafter referred to as FCB) is committed to maintaining the integrity of its events by creating a welcoming, professional, safe, and respectful environment for all who attend and/or participate in its events. The term "events" shall include conferences, meetings, functions, or any other gatherings sponsored or convened by FCB.

All participants at FCB events are required to adhere to this Code of Conduct policy as drafted and adopted by the FCB board of directors.
This policy defines prohibited conduct as including, but not limited to:

unwelcome verbal, visual, or physical conduct on the basis of race, color, sex, religion, age, national origin, disability, genetic information, gender identification, sexual orientation, or any other characteristic protected by applicable law, or
disrespectful, offensive and/or threatening conduct, verbal abuse, stalking, bullying, violence, or intimidation.

Any person who believes that he or she has experienced or witnessed behavior prohibited by this policy should report the conduct to the FCB President, FCB Executive Committee or the FCB Event Coordinator.

Upon receipt of an allegation reported under this policy, FCB will investigate, and the FCB President, FCB Executive Committee and FCB Event Coordinator or their designees will thereafter determine what, if any, action will be taken based on the circumstances.

Such action may include banning the offending individual from the event where the conduct is determined to have occurred, and any future events.

Nothing in this policy shall limit or preclude the free exchange of ideas and/or opinions so long as such exchange does not involve threats or other prohibited behavior as defined in this policy.

Appendix L: HOW TO SUBMIT MATERIAL FOR FCB CONST. AND BY-LAWS COMMITTEE REVIEW AND APPROVAL

Approved by the FCB Const. & By-Laws Committee on January 9, 2023

Introduction:

With respect to amending the FCB Constitution, either the FCB Constitution and By-Laws Committee (“Committee”) approval or resolution of three (3) chapters, is required before publication in the Convention Call. (See FCB Constitution Art. IX(A and B). Amendments to FCB By-Laws do not require Committee participation, but “the proposed amendment [must be] presented to the Convention at least one (1) day prior to its consideration.” (See FCB Constitution, Art. IX(C)).

Pursuant to FCB By-Laws, Article VIII(J), “Changes to chapter and affiliate Constitutions and Bylaws must be submitted to the Constitution and Bylaws Committee for review and approval…” Hence, this Step-by-Step document.

Please note that the Committee does not issue advisory opinions; that is, the Committee will not accept, review, or opine on material that has not been properly vetted and voted on by the submitting Chapter or Affiliate (“Entity”).

Entities are invited to review the FCB Policy Manual, Appendix H, Template: Chapter Bylaws, for information for the kinds of things that should be included and suggested text that can be used to articulate Entity policy and procedure.

Step 1:
Amend your document (e.g., Constitution or Bylaws) pursuant to the provisions/procedures set forth in your governing documents. For example, if your Bylaws state that any amendments to the Bylaws must be published to all members at least thirty (30) days before a membership meeting at which the amendments shall be discussed and voted upon, ensure that the amendments are published to members at least thirty days before the meeting. Moreover, if your governing documents state that Bylaws may only be amended by a two-thirds (2/3) affirmative vote of members in good standing present and accounted for at said meeting, make sure you have a quorum (if your governing documents have a quorum requirement) and make sure you have enough votes to properly amend the document.

Be sure to record each amendment, discussion thereto, and ultimate votes in your meeting Minutes.

Step 2:

Once you have followed your amendment rules for amending existing text or adding new text, prepare a document for the Committee. The documents should:

Identify the document to be amended
A Contain a statement that governing rules have been followed, along with the date of amendment approval
Draft each amendment in the following format:

Amendment 1:
Bylaws: Article II – Meetings
[current text]
The chapter shall hold twelve (12) monthly regular meetings during the fiscal year.
[amended text]
The chapter shall hold at least nine (9) regular meetings during the calendar year.

Amendment 2:
Bylaws: Article X – Amending These Bylaws
[current text]
These Bylaws may only be amended by two-thirds (2/3) affirmative vote of members in good standing present and accounted for at a meeting satisfying the 30-day publication rule.
[amended text]
These Bylaws may only be amended by an affirmative vote of at least fifty percent (50%) plus one (1) of members in good standing present and accounted for at a meeting satisfying the 30-day publication rule.

Amendment 3:
Bylaws: Article V – Board of Directors
[new text]
E. The Immediate Past President shall be a member of the Board with full voting privileges. the Immediate Past President shall be responsible for ensuring that institutional knowledge is preserved and available for all [Entity] purposes.

Step 3:

Submit your prepared current/amended text document to Chair of the FCB Const. & By-Laws Committee at least two (2) weeks before the second Monday of the month (the day on which the Committee meets each month).
You do not have to include explanatory text regarding the discussion/rationale for each amendment – this will be covered at the Committee meeting.

Step 4:

Once you receive confirmation that the Committee Chair has received your amendment document and you have received notice that you have been placed on the Agenda for the next Committee Zoom meeting, prepare one of your members, preferably one involved in the process of developing the amendments and one who can explain the rationale for said amendments, to represent your entity and to participate in the Committee Zoom meeting.

Step 5:

Ensure that your representative is present at the Committee Zoom meeting and is ready to discuss/explain why your entity voted to approve your amendments.

Step 6:

At this Zoom meeting, the Committee will review, discuss, and either approve or remand your amendments.

If the Committee approves your amendment without substantive changes, that amendment then becomes governing law in your entity. Note: non-substantive changes recommended by the Committee - such as formatting, punctuation, grammar, and/or spelling - changes that do not change the meaning of the amended text - may be incorporated into your final document without further action by your Entity.

If the Committee remands your amendment; for example, because of faulty drafting or because it does not comply with ACB/FCB governing documents/policies, the amendment will then go back to your entity, where it is strongly recommended that your entity take into consideration the comments and/or proposed edits suggested by the Committee, whereupon you can repeat the amendment process.

Step 7:

Once the Committee has approved all the amendments it will approve, edit your governing document to incorporate all Committee-approved amendments and publish the amended document to your members (noting the amendment date just below the title of your document). For example:

The Sunshine Council of the Blind Bylaws
Last amended: January 10, 2023

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Florida Council of the Blind Policy Manual

FUNCTION and PRACTICES of OFFICER LIAISONS

Florida Council of the Blind Policy Regarding Conflicts of Interest and Discharge of Duties

SIMPLIFIED PARLIAMENTARY PROCEDURES

ORGANIZATIONS

GOVERNING AN ORGANIZATION

OFFICERS

MEETINGS

ORDER OF BUSINESS

MOTIONS

VOTING

NOMINATIONS AND ELECTIONS

PROPOSED CONVENTION GUIDELINES

WHAT TO DO AND WHAT TO AVOID WHEN HELPING A BLIND PERSON

R. HENRY P. JOHNSON AWARD

DOLLY GAMBLE AWARD

WILLIAM ALFRED OUZTS AWARD

WILLIAM (BILL) FERRELL "JUST BILL" HUMANITARIAN AWARD

LEGISLATIVE AWARD

COOK CHAPTER PRESIDENT'S AWARD

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Sample Letter for FSDB Mobility Award

FLORIDA COUNCIL OF THE BLIND'S MOBILITY AWARD

Sample letter for outstanding senior for awards committee

FLORIDA COUNCIL OF THE BLIND'S OUTSTANDING HIGH SCHOOL SENIOR AWARD

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