2014-2015 MPRA Board of Directors Meeting December 12, 2014 - MPRA Office MINUTES I.

CALL TO ORDER The meeting was called to order by President Phil Stiles at 10:05 a.m. Voting members present were Stiles, Gruenenfelder, Barnes, Strader, Huffington, Feldt, Payne, Valvero and Morarity. Absent were Myers (Bundren), Barnes and Robertson. A quorum of voting members was present. Dale Siebeneck from Evers and Company presented the results of the 2013-14 audit and tax returns. There were no significant findings and no tax will be owed by MPRA.

II.

MINUTES The minutes of the September 12 meeting were reviewed. Huffington moved to approve; Strader seconded, all aye and the minutes were approved as presented.

III.

OFFICER AND STAFF REPORTS Officers and staff presented their reports.

IV.

UNFINISHED BUSINESS There was no unfinished business.

V.

NEW BUSINESS A. The 2015 Legislative Platform was presented for Board adoption. Strategic Plan Chair Chris Deal made comments about the committee's work and Jan elaborated on the next steps once the platform is adopted. Valvero moved for adoption; Morarity seconded and the motion passed. B. President Stiles reported on the election process and presented the slate of candidates for Board approval. Past-President Robertson took the lead in this process, and all who assisted were acknowledged. Valvero commented on the process for candidate recruitment, requesting clear communication on who is responsible for recruiting candidates for Region leadership. Feldt moved that the slate of candidates be approved; Riggs seconded and the motion passed. C. The estimated amount of "excess funds" from fiscal year 2013-2014 is $22,940. Secretary/Treasurer Gruenenfelder, along with the rest of the Executive Committee, recommended that a conservative amount of $12,500 be transferred as follows: $6250.00 to the Building Maintenance Fund with Truman Heartland to replenish a portion spent on the HVAC replacements; $6250.00 to the Education Fund with Truman Heartland to bring the total to the desired "endowed" amount of $25,000 (even though donations are committed to that amount). Gruenenfelder moved; Huffington seconded and the motion carried. The transfer will be made after the first of January, 2015.

VI.

Standing Committee Reports A. Executive Committee Reports The EC continues to meet on a monthly basis. B. Professional Development 1. Conference/Awards/HOF 1 of 88

Plans are proceeding for all conference matters. Feldt commented on the challenges of received aware nominations and various solutions were discussed. Valvero suggested that a survey of the members might be helpful to assess the current process. The 2015 deadline was extended by 1 week to December 17. 2. Leadership Development Institute - Very successful. 21 attended, all evaluations very good. Excellent location, appreciation to all volunteers. 3. Executive Forum - The KS event was well-received; have requested copies of evaluations but have not received yet. Will go ahead with plans for our event in the fall. 5. Professional Certification Board - Working on final reviews of conference session proposals. The current process (all electronic) is working well. C. Budget and Finance 1. Financial Reports - Audited reports indicate a positive variance of revenues over expenses of $22,940. The expected upward trend of revenues has begun and will continue through the conference registration period. According to the Board-adopted "Excess Funds" policy, the board will determine how to distribute these funds later in this meeting. 2. Investment Committee - The Committee has not met since last quarter; will plan to meet at conference. Balances in the Truman Heartland funds were reviewed. 3. Charitable Giving - a year-end request is planned; professional development scholarship application was reviewed. 3. Professional Scholarship Committee - The Committee has approved the 2015 application and will handle the scholarship decisions for conference. D. Study and Research 1. Member Surveys (Fees and Charges). We have the preliminary F & C report, but know that some useful information (crosstabs and geographic information, for example) is missing. However, the initial information is on line and other reports can be added later. In the future we will pursue professional surveys and budget accordingly. Salary & Wages will be the next survey. Staff and committee members are evaluating survey companies now and will proceed according to budgeted amounts. 2. Strategic Plan Team - Did You Know Minnesota has purchased the program; trainings were done in November. Tom McCarthy and Tede Price co-presented - thank you! Alaska decision will be made following January Board meeting. Kentucky done in November as well. Becky Stidham co-presented. Thanks as well! Indiana presentation scheduled for January; Pennsylvania in March. Conference session scheduled. 3. Strategic Plan Team - Website The Committee has no report at this time. E. Legislative 1. Strategic Plan Team - Legislative Team Captain Chris Deal has presented the plan from his group. Plans center on LAD, January 21. Encouraged bringing along a new attendee. Thanked Gabe Huffington for 2 of 88 the magazine article.

VII.

Region Reports A. Northwest (1) (Melissa Strader) Lunch 'n Learn was successful; Trivia night cancelled due to lack of sign-ups. Will plan another event for spring. Golf tournament likely. B. Northeast (2) (Gabe Huffington) Fall Maint. Workshop held in Columbia 10/21 was very successful - 91 attendees. Media and Marketing workshop in January. Planning to work at MU Basketball game concessions again (5 games). Meeting 10/7 in Boonville, including a Cyclocross demonstration and a KATY trail ride was well-attended and received. Hope to include students in LAD. C. Southwest (3) (Samantha Payne) Meeting 9/26 in Ozark had very high attendance. Planning the work Springfield Cardinals again, J.C. Loveland will coordinate. Considering a discount race card for local running events. Planning to coordinate with MSU on mini-conference. West Plains is new member. D. Southeast (4) (Jason Valvero) Golf tournament in October in Creve Coeur was rained out, but not a total loss! Fall miniconference was another great success - 91 attendees! Survey results were helpful and Jason will be working on responding to that feedback. Jennifer Van Dyke (Maryland Heights) has stepped up to be Fund-raising Chair. Miki McKee-Koelsch will be re-starting membership contacts.

VIII.

Section Reports A. Park Resources (Gabe Huffington) TORO sessions scheduled for 2/3/15 and 2/5/15 in Kansas City and Springfield, respectively. Working on section awards. Submitted conference sessions as requested. B. Student (Amy Hays) Student workshop very successful with 35 attendees. Thanks to sponsors, volunteers and faculty for making this possible! Next activities will be conference participation. C. Sports (Liz Hickox) Glow Golf tournament scheduled in Ballwin on Oct. 3 was cancelled. Volleyball tournament on for March 8 in Clayton. Changes to the section by-laws were presented for Board approval. Morarity moved to approve; Feldt seconded and the motion carried.

IX.

Liaison Reports A. Denny Bopp reported on behalf of State Parks. Occupancy is up on cabins and camping. "Learn to . . " programs will continue after a good season this summer. 2015 has been named the "Year of Water." Discussions are on-going for ranger body-cams and vehicle computers. The State Parks Youth Corps is coming back and may be receiving Federal Funds.

X.

ADJOURNMENT Jason Valvero made the motion to adjourn. Samantha Payne seconded, and the motion passed. Next meeting will be February 25 at the Annual Conference in Springfield. __________________________________________ Jan Neitzert, Recorder

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Board Report: February 24, 2015

Executive Director Human Resources: Employee Documents: Employee documents are on the agenda to be considered by the Board at this meeting. Huge thanks to Patty DeForrest for her help in this important process. Employee Benefits: A compensation review will be included in annual budget discussions. ASI is now handling the administration of our cafeteria plan. Only one employee is able to participate, but it is beneficial for her. Staffing: Sarah returned in January. Laura Thal was of great assistance in her absence, and was able to complete special projects that are of value to MPRA - thanks to Columbia for their assistance.

Did You Know/Friends of the Park: Training completed in Minnesota - thanks to Tede Price and Tom McCarthy for their time and effort. Presented in Indiana's annual Conference, and they have contacted us to follow up on possible purchase. Murray State University in Murray, KY requested to purchase the program on the individual organization level, and the training session was delivered on February 12. Megan Harrington accompanied for the first time and participated in the presentation. Next scheduled training is in Lancaster, PA: two sessions at their annual conference, expenses paid. Terry Robertson indicated there may be interest in California, and I received an inquiry from Wisconsin as well. We continue to finetune the presentations as feedback is received, and Musco Lighting has been a generous partner in printing the workbooks. The second quarterly DYK newsletter went out in February, and the 700+ fact database has been totally scrubbed and updated (thanks to Laura for that significant task!). The Strategic Plan team, led by Tom McCarthy, is committed to dedicating energy to constant improvement and encouragement of MPRA members to launch their own campaigns. "Walking the Talk" will be essential for the sustainability of this initiative and MPRA's reputation.

Building: We have completed a few minor building repairs: replaced the garbage disposal, had work done on a water valve and installed a repair kit in the copy machine. All normal wear and tear issues, with minimal indication of future major repair needs. Staff would appreciate a committee/board level committee to assist in advice regarding the short and long-term needs of the building. After a real-time issue, we have obtained an updated legal opinion on the leasing of our building and a revised policy is presented on the agenda today.

PROPOSAL TITLE

A PROPOSAL TO CLIENT: According to earlier Board decisions, we are scheduled to go out to bid for the audit. The Board may be considering Audit:

moving to a different cycle for the full audit, so a one-year agreement may be the best move for the upcoming fiscal year end. I intend to pull out the last RFP and have the Budget and Finance Chair look at it for any recommended changes or needed discussions with the committee and/or the Board. This contract will need to be considered for Month Day Year approval at the June 12 Board meeting.

Lobbying: Similarly, the Board will need to solicit bids for our lobbying firm as well. This will be a topic of discussion for the Legislative & Critical Issues Committee, which will be meeting on Thursday of Conference and send recommendations for the Board's approval at the June 12 meeting.

Company Name Here 4 of 88

Board Report: February 24, 2015

Assistant Executive Director Upcoming Events: Please note the following events that are coming up in the next 90 days for MPRA: • Certified Playground Safety Inspector Course, March 24-26, St. Charles

Conference 2015 Delegates Full Delegate Full Education One Day

Target

Actual

260 40 75

269 27 72

100 12

90 17

Exhibitors Booths Comp (Sponsor)

Scholarship MU SEMO MSU UCM NWMS

Sponsors

10 1 4 7 4 $28,000

$38,000

Much has happened over the last 90 days. Conference registrations, exhibitors, memberships, elections, section elections, and much more.

PROPOSAL TITLE

A quick note on this year’s elections… we had a 51% return rate which is right on pace from last year’s elections. All section elections were conducted electronically this year as well.

A PROPOSAL TO A special thank you to the Bob Belote and his team on putting together an awesome conference CLIENT: this year in Springfield!

Goals and Objectives for the next 90 days will be Study & Research Survey on Salary and Benefits, Month Day Year the 2015-2016 MPRA Budget, inventory of electronics and creating replacement calendar, updating the MPRA Website and working with the Strategic Planning Committee on freshening up the look and flow.

Company Name Here 5 of 88

Board Report: February 24, 2015

Membership & Marketing Specialist Membership: Attached you will find a report detailing our membership numbers to date. Below are the highlights: Associate Members: +2 Corporate Members: -1 Organizational Members: -1 Public Agency Members: +2 Professional (non-agency): -16 Professional (public agency): +41 I will continue to follow up with those that haven’t renewed their memberships for 2015.

Publications: Spring Missouri Parks and Recreation Magazine th • The deadline was Wednesday, February 13 . • This issue will include numerous pages of conference coverage. 2015 Directory and Buyer’s Guide • The Directory and Buyer’s Guide is being mailed to all members and conference exhibitors this year. Look for it in your mail box the first part of March.

E-Blast Marketing: December e-News January e-News February e-News

258 opens 271 opens 279 opens

8.8% click rate 8.6% click rate 9.7% click rate

PROPOSAL TITLE

Numerous e-blasts were sent with information about membership renewal, conference registration, elections and region and section events. We have reached 800 fans on our MPRA Facebook page!

Conference and Expo:

A PROPOSAL TO CLIENT:

The conference program was created and sent to the printer on February 3. Smaller event specific programs were also printed for the event. Monthquarter Day page). Year I was able to upsell 3 sponsors a larger ad in the program guide (from their complementary I was also able to sell 2 stuffers in the delegate packets and I am still talking with an exhibitor about a website ad.

Ticket Consignment Program: We have closed out all of the amusement parks. Many of our amusement parks saw increased ticket sales. The biggest increase that we saw was at Six Flags one day tickets that increased 2,757. We have had 6 agencies sell over 500 tickets earning them the higher $0.40 commission! This is one more than last year. Below are some of the highlights (see attachment for more details). 3,100 more tickets sold than last year. $1,215.90 more commission earned by participating agencies in 2014.

Company Name Here 6 of 88

2014 Ticket Consignment Recap

Ticket Type Big Surf Adult Big Surf Junior Big Surf Senior Schlitterbahn Adult Schlitterbahn Child Silver Dollar City Adult Silver Dollar City Adult SP Silver Dollar City Child Silver Dollar City Child SP Six Flags One Day Six Flags One Day Six Flags Season Pass Worlds of Fun Whitewater Adult Whitewater Child Totals

2014 2013 Tickets Sold Tickets Sold 295 356 103 117 25 20 360 360 133 112 1,793 1,423 113 196 510 396 34 38 5,513 705 NA 2,051 957 547 953 1,410 109 80 37 24 10,935

7,835

2014 Commission Earned $590.00 $206.00 $12.50 $540.00 $199.50 $1,793.00 $1,130.00 $510.00 $340.00 $11,081.13 NA $1,923.57 $4,774.53 $218.00 $74.00

2013 Commission Earned $712.00 $234.00 $10.00 $597.60 $168.00 $1,423.00 $1,960.00 $396.00 $380.00 $2,827.05 $18,479.51 $2,740.47 $7,064.10 $128.00 $44.16

$23,392.23

$37,163.89

Agency Commissions: 2014 $ 4,158.45 2013 $ 2,942.55 Difference $ 1,215.90

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2015 MPRA Membership Report New Members for 2015: 3 MK Dashke Robert McDavid Nick Mauer

Lost Members from 2014: 1 Caseyville Parks & Recreation Columbia Parks & Recreation Musco Lighting

ASSOC ASSOC ASSOC ASSOC

New Members for 2015: 8

Dave PJ Kristy

Wiecher Novick DeGuire

Capri Pools Confluence DG2 Design

Laura Cameron

Schellenberg Smith

NuToys Ochsner Hare & Hare

Scott

Crawford

RDG Design Group

Matthew

Smith

Smith-Midland Corporation

Lindsay

Smith

New Members for 2015: 1 Theresa Rees

New Members for 2015: 6 Cindy Shook Larry Bennett Alan Bull Bud Norman

Weis Design Group

CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP CORP

Christi

Gleason

Lost Members from 2014: 9 William Boyle Brett Steinbrueck Reed Voorhees

2nd Wind Exercise Equipment BECS Technology Inc. Cannon Design

Brody Jeffrey

Jackson Vann

Foremost Fitness Group LLC Homefield Advantage

Wendy

Wilkinson

Pro Pool Inc.

Jason

Miller

Road Builders Machinery

Rita Nick

Leonard Hamill

Vortex Inc. Water's Edge Aquatic Design

Lost Members from 2014: 2 American Red Cross

ORG ORG ORG

Charlie Steve

Caspari Ahrens

American Camp Association - St. Lou Missouri Propane Research and Educa

Lost Members from 2014: 4 Branson Parks & Recreation Camdenton Parks & Recreation Carthage Parks & Recreation Farmington Parks & Recreation

Jason

Shuler

Trenton Parks & Recreation

Mike

Davis

West Plains Parks & Recreation

PA PA PA PA PA PA PA PA PA PA

Scott Dannie Geof

Matson Stamper Aslinger

Oak Grove Parks & Recreaton Platte City Parks & Recreation St. Clair Parks & Recreation

Dottie

Phillips

Warrenton Parks & Recreation

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New Members for 2015: 10 Ajsa

Steph

Hukic

Deidrick

Arnold Parks & Recreation

DNR - Missouri State Parks

Sally

Grobelny

Ellisville Parks & Recreation

David

Rowan

Forest Park Forever

Roy Danielle

Zach

Laura Nancy Emily

Hays Reecht

Patton

Thal Chamberlain Chamberlin

O'Fallon Parks & Recreation O'Fallon Parks & Recreation

Sedalia Parks & Recreation

Youth SHARE Inc.

PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON PRONON

New Members for 2015: 99 Matthew Ball John Hoffman Will Rein

American Red Cross Ballwin Parks & Recreation Ballwin Parks & Recreation

Heather Michelle Holly

Reynolds Ruesing Mullen

Blue Springs Park & Recreation Boonville Parks & Recreation Branson Parks & Recreation

PROPA PROPA PROPA PROPA PROPA PROPA PROPA

Al

Cross

Brentwood Parks & Recreation

PROPA

Lost Members from 2014: 24 Kevin McCarthy

Arnold Parks & Recreation

Karen Wendy Todd Ted Todd

Dunbar Van Duyne Strubhart Lange Spalding

Bartlett & West Inc. Bartlett & West Inc. Belleville Parks & Recreation Belton Parks & Recreation Belton Parks & Recreation

Matthew Cloyce

Kantola Klein

DNR - Missouri State Parks Eldon Parks & Recreation

Jamie

Conway

Ellisville Parks & Recreation

Susan Matt Sheila Adam Justin Jessica

Blattner Hoops Lillis Lockard Merkey Rallo

Gladstone Parks & Recreation Gladstone Parks & Recreation Gladstone Parks & Recreation Gladstone Parks & Recreation Gladstone Parks & Recreation Midwest Pool Management

Paula Ty Billy Kelsey Erin Haley

Creech Joyce Roll Haley Willey Morrissey

O'Fallon Parks & Recreation O'Fallon Parks & Recreation O'Fallon Parks & Recreation Overland Parks & Recreation Overland Parks & Recreation Richmond Parks & Recreation

Jiggs Doug Gary

Moore Gannon Crews

Sikeston Parks & Recreation St. Francis Medical Center Fitness Wildwood Parks & Recreation

Lost Members from 2014: 58

Kaylahree

Mayfield

Blue Springs Park & Recreation

Wayon

Cavinder

Brason Parks & Recreation 9 of 88

Tessa

Bollinger

Cape Girardeau Parks & Recreation

Stephen Greg Chad Jared Steve Mitch Cathy

Smith Kappelmann Ledbetter Swantner Gallamore McQueen Pierce

Cape Girardeau Parks & Recreation Chesterfield Parks & Recreation Chesterfield Parks & Recreation Chesterfield Parks & Recreation Clay County Parks & Recreation Clay County Parks & Recreation Clay County Parks & Recreation

Melinda Joey Dan Kevin

Pope Wilmes Eastham Schuh

Columbia Parks & Recreation Columbia Parks & Recreation Eureka Parks & Recreation Eureka Parks & Recreation

Kevin Jeff Matthew Jonathon

Amonette Weddle Asikainen Gehrin

Farmington Parks & Recreation Farmington Parks & Recreation Ferguson Parks & Recreation Ferguson Parks & Recreation

Joy Kraig Madeline

Beseth Briggs Hinkfuss

Grandview Parks & Recreation Grandview Parks & Recreation Grandview Parks & Recreation

Jenna Mary Lynne

Lummis Richards

Hannibal Parks & Recreation Hannibal Parks & Recreation

Faith

Raulie

Harrisonville Parks & Recreation

Rob John Brian Joe David

Hammond Johnson Knippelmeyer Rozycki Shockley

Jackson County Parks & Recreation Jackson County Parks & Recreation Jackson County Parks & Recreation Jackson County Parks & Recreation Jackson County Parks & Recreation

PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA

Suzanne

Carter

Cape Girardeau Parks & Recreation

Mandy Janet Richard Lida Tammy Carol

Pickett LeMay Cole Gochenour Miller Riney

Clay County Parks & Recreation Clayton Parks & Recreation Columbia Parks & Recreation Columbia Parks & Recreation Columbia Parks & Recreation Columbia Parks & Recreation

Andrew

Fleck

Eureka Parks & Recreation

Kevin

Schuh

Ferguson Parks & Recreation

Cheryl Joe

Martin Rozycki

Grandview Parks & Recreation Grandview Parks & Recreation

Gabe

Dalton

Harrisonville Parks & Recreation

Jill Jacob Darryl Gregory

Arnold Junghanel Miller Viehman

Hazelwood Parks & Recreation Hazelwood Parks & Recreation Hazelwood Parks & Recreation Hazelwood Parks & Recreation

Steve Gordon Adam

Hall Julich Magee

Jackson County Parks & Recreation Jackson County Parks & Recreation Jackson County Parks & Recreation 10 of 88

Elliot Steve Ryan Tede

Chris Megan

Trevor

Cheryl Tyler Quinton Heather Leonard Julie Keith

Wilburn Casey Gibson Price

Wilson Herman

Steinbacher

Martin Tapps Gittemeier Liszewski Perry King Riney

Lebanon Parks & Recreation Lee's Summit Parks & Recreation Lee's Summit Parks & Recreation Lee's Summit Parks & Recreation

Liberty Parks & Recreation Maryland Heights Parks & Recreation

Nixa Parks & Recreation

North Kansas City Parks & Recreatio Northwest Missouri State University Olivette Parks & Recreation Olivette Parks & Recreation Olivette Parks & Recreation Perryville Parks & Recreation Perryville Parks & Recreation

Morgan Ben

Curry hess

Richmond Heights - PARC Richmond Heights - PARC

Karen

Otto

Richmond Heights - PARC

Kelly Rick Benjamin Jason Erin Tyler Kirby Jeff

Stroot Smith Armstrong Booher Boschen Carr Christopher Cumley

Richmond Heights - PARC Rolla Parks & Recreation Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board

PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA

John Paul Mark Alan Tamara

Vaughn Beck Bowland Schmelzle Tritico

Jackson County Parks & Recreation Jefferson City Parks & Recreation Kansas City Parks & Recreation Kansas City Parks & Recreation Kansas City Parks & Recreation

Scott Gary Luke

Anderson Welty Kalb

Lee's Summit Parks & Recreation Lee's Summit Parks & Recreation Liberty Parks & Recreation

Shawn Mary Elizabeth Curt

Corcoran Furfaro Mensing Riek

Maryland Heights Parks & Recreation Maryland Heights Parks & Recreation Maryland Heights Parks & Recreation Maryland Heights Parks & Recreation

Bill Greg

Billings Hansen

North Kansas City Parks & Recreatio North Kansas City Parks & Recreatio

John Jennafer Brandi Mary Ellen

McLain Mayfield Thomas Binns Cooper

Raymore Parks & Recreation Republic Parks & Recreation Republic Parks & Recreation Richmond Heights - PARC Richmond Heights - PARC

Marty

Hunsucker

Richmond Heights - PARC

Missy

Roux

Richmond Heights - PARC

PROPA PROPA PROPA PROPA PROPA 11 of 88

Joshua Richard Tom Ray Maria Ben Tasia

Curnutt Dutcher Highfill Hyncik Johnston Kellner Kinney

Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board

PROPA PROPA PROPA PROPA PROPA PROPA PROPA

Michael Taylor Bradley Trey Michael Jerry Thomas Miles Doug Chelayne Kristy Kathryn David Diana Natalie Kara Travis Amanda Larry Mike Cotrell Lisa

Lamkin Lee Maxey Metzelthin Mills Mitchell Moore Park Simmons Sloss Stacy Steinhoff Trent Tyndall Vaughan Warren Worden Becker Haugness Irvine Kris Matthess

Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board

PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA

Gary Adi

Gerber Powell

St. Charles Parks & Recreation St. Charles Parks & Recreation

Marvin Erica

Anderson Bockhoff

St. Louis Co. Parks & Recreation St. Louis Co. Parks & Recreation

Terry

Hinton

St. Louis Parks & Recreation

Jordan

Nichols

Sunset Hills Parks & Recreation

Joe

Lane

Springfield-Greene Co Park Board

Benjamin Taylor Julie

Norman Richards Schnurbusch

Springfield-Greene Co Park Board Springfield-Greene Co Park Board Springfield-Greene Co Park Board

Catherine "Rosi Rosenthal

St. Charles Parks & Recreation

Mike Anne

Haynes Klein

St. Louis Co. Parks & Recreation St. Louis Co. Parks & Recreation

Denise

Hill

St. Louis Parks & Recreation

Jen Jumoke Jerry

Rowlen McDonald Hitzhusen

Sunset Hills Parks & Recreation University City Parks & Recreation University of Missouri 12 of 88

Jayme Alex

Mike Kory Billy

Gee Kent

Barker O'Laughlin Roll

Warrensburg Parks & Recreation Warrensburg Parks & Recreation

Wentzville Parks & Recreation Wentzville Parks & Recreation Wentzville Parks & Recreation

PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA PROPA

KangJae (Jerry) Jason

Lee Young

University of Missouri University of Missouri

Matt Morris Shawnell

Clawson Jones Faber

Warrensburg Parks & Recreation Warrensburg Parks & Recreation Webster Groves Parks & Recreation

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MISSOURI PARK AND RECREATION ASSOCIATION BOARD OF DIRECTORS MANUAL OF PROCEDURES

14 of 88

Effective February, 2015

TABLE OF CONTENTS

Table of Contents ………………………………………………………………………… 1 Introduction………………………………………………………………………………..2 Duties of Officers: President……………………………………………………………………………… 3 President Elect………………………………………………………………………... 3 Immediate Past President…………………………………………………………….. 4 Secretary/Treasurer…………………………………………………………………….4 Duties of the Board………………………………………………………………………4-5 Responsibilities of Committee Chairs...................................................................................6 Standing Committees: Executive Committee………………………………………………………………. 6-7 Budget and Finance Committee……………………………………………………... 7 Legislative and Critical Issues……………………………………………………….. 8 Professional Development Committee …………………………………………….. 8-9 Study and Research Committee .....................................................................................9 Regions and Sections . . . . . . . . . ………………………………………………………..9-10

1

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INTRODUCTION

This manual has been developed for the Missouri Park and Recreation Association as a guide for those who serve in elected and appointed leadership capacities. The manual details the responsibilities of elected and appointed Board members, and also defines the inter-relationships of a variety of Board positions. These guidelines primarily reflect Bylaw charges and directives, combined with operational procedures developed over the years and deemed appropriate to this Association. If portions of this manual become outmoded or impractical, the document should be changed. Recommendations for revision to the manual should be made in writing to the board. The Manual of Procedures can be amended or changed by a two-thirds majority vote at a duly constituted Board meeting. A Manual of Procedures is designed to lay the ground rules for an important job to be done. Your imagination, creativity and sincere feeling of obligation to serve will determine the effectiveness and value of this document. It is up to you to implement and incorporate these guidelines with your personal inventiveness and dedication.

2

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DUTIES OF OFFICERS PRESIDENT

A.

Clearly communicate to incoming Board members any special assignments or tasks you would like each to accomplish during their term on the Board. Communication should be conveyed to Executive Committee member in time to be included in Board member's budget requests.

B.

Call and preside over a minimum of four (as outlined in the Bylaws) Board meetings each year.

C.

Conduct the annual conference business meeting (if necessary) of the Association.

D.

Represent the Association as necessary in contacts with other organizations and at various functions.

E.

Represent MPRA at Council of Affiliate Presidents (CAP) functions at the annual NRPA Congress (as the MPRA budget will allow).

F.

Serve as immediate supervisor of Executive Director.

G.

Serve on all standing committees; serve as chair of the Executive Committee.

H.

Appoint qualified individual(s) to serve as Chair of all standing committees.

I.

Serve a one-year term on the MPR Scholarship Charitable Trust Board of Trustees.

J.

Supervise and manage the affairs of the Association, subject to the authority of the Board.

PRESIDENT ELECT A.

Become acquainted with the activities of the Association and the duties of the President and perform such other duties as the President may delegate.

B.

The President Elect assumes office at the second June board meeting.

C.

The start of the President Elect’s term also marks the beginning of a three-year term on both the Executive Committee and Budget and Finance Committee.

D.

The President Elect should announce his/her appointed committee positions no later than April 1 prior to assuming the Presidency.

E. Be an ex-officio member of all standing committees. 3

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IMMEDIATE PAST PRESIDENT A. Serves as a member of the Executive Committee and the Budget and Finance Committee. B. Is responsible for submission of a slate of officer candidates to the Board of Directors prior to the December Board Meeting. C. Is responsible for completion of the annual Administrative Evaluation of the Executive Director prior to May 1st of each year. A mid-year evaluation is recommended and should be completed by February 1st of each year.

SECRETARY/TREASURER A.

Shall see that minutes are taken at all meetings of the Association. Periodically check to ensure that the minutes of the meetings of the Board are kept in the Association offices.

B.

Shall be responsible for oversight of all funds and securities of the Association.

C.

Serve as Chair of the Budget and Finance Committee as well as serves as a member of the Executive Committee.

D.

Participate in the preparation of an annual budget to present to the Board at the budget (June) Board meeting.

E.

Quarterly review the Association financial reports and communicates with the Board on matters of concern during the fiscal year.

F.

In general perform all duties of the office of Secretary/Treasurer and such other duties as from time to time may be assigned to him or her by the President of the Board.

G.

Coordinate the performance of the semi-annual audit, to be conducted during the second year of the Secretary/Treasurer's two-year term of office.

DUTIES OF THE BOARD OF DIRECTORS A.

Manage the affairs of the Association.

B.

Attend Board meetings.

C.

Notify the MPRA office in advance of any Board meetings you are unable to attend.

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D.

The Board of Directors shall approve: 1. Recommendation of the President to fill any vacancy on the Board. 2. All expenditures over $5,000 not budgeted. 3. All committee chairs upon recommendation of the President. 4. The slate of officers upon the recommendation of the Executive Committee. 5. Any representatives of the association to any group or individual other than that which falls within the normal lines of committee or officer work. This refers specifically to representatives to the regional and national structured organizations. 6. Dates and location of the Annual Conference. 7. Petitions for the establishment, continuation or dissolution of Sections of this Association. 8. The annual Association budget. 9. Pay classification plans for full-time employees based upon the recommendations of the Executive Committee. 10. Any additions, deletions, or re-classifications of full-time association employees upon the recommendation of the Executive Committee. 11. Any changes in Association/Section code for awards upon the recommendation of the Professional Development Committee. 12. All proposed changes in Association/Section/Region Bylaws before they are voted upon by the members. 13. The legislative platform and all resolutions of the Association upon the recommendation of the Legislative and Critical Issues Committee. 14. Any changes in the MPRA Board of Directors Manual of Procedures. 15. Any changes in the MPRA Employee Policy and Procedures Manual upon the recommendation of the Executive Committee.

E.

Operate pursuant to the following policies adopted earlier by the Board: 1. MPRA elected or appointed representatives to organizations meeting out of state may be reimbursed for travel an amount not to exceed the annual budget allocation. 2. MPRA members serving on the Board, committees, Sections, Regions, etc. do so as both a service and a professional obligation. Therefore, compensation will be limited to reimbursement of expenses related directly to MPRA business. Reimbursement will require submission of receipt or copy of paid bill to MPRA office. All MPRA members are encouraged to have invoices submitted directly to the MPRA office. 3. The MPRA staff and Board are prohibited from spending any funds which exceed the budgeted amount without prior approval from the Executive Committee or Board. 4. The Executive Director is prohibited from reimbursing any expense request unless it is specifically documented by a receipt or copy of a paid bill which outlines the expense.

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RESPONSIBILITIES OF COMMITTEE CHAIRS A.

Become familiar with the purposes, functions and previous activities of the committee.

B.

Select committee members after appointment as Chair.

C.

Submit an annual budget request for committee's activities to the Budget and Finance Committee.

D.

Submit a written reports or summaries at each Board meeting.

E.

Submit recommendations to the Board for any proposed changes in the Manual of Procedures.

F.

Keep accurate and complete records of committee activity and pass these records on to their successor. STANDING COMMITTEES

EXECUTIVE COMMITTEE A.

MEMBERS - Four (4) 1. The President shall serve as Chair. 2. The President Elect. 3. The Immediate Past President. 4. The Secretary/Treasurer.

B.

PURPOSE - The Executive Committee shall tend to all matters that arise concerning Association operations between quarterly Board meetings. The Executive Committee will also be responsible for the evaluation of the Executive Director as well as the development of a slate of officer candidates for the annual election. The Executive Committee shall have the authority to make decisions related to Association operations as long as those decisions are not in conflict with the Bylaws of the organization and approve unbudgeted expenditures up to $5,000.

C.

FUNCTIONS 1. Conduct annual performance appraisal of the Executive Director. 2. Development of slate of candidates for annual election. 3. Make compensation recommendations for all full-time employees to Budget and Finance committee based upon committee's performance appraisal of Executive Director and the Executive Director's performance appraisal of all other full-time employees. 4. Make recommendations on changes to personnel policies to the Board. 5. Recommend pay classification plans for full-time employees to the Board. 6. Make recommendations to the Board of Directors regarding any additions, deletions, or reclassifications of full-time Association employees. 6

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7.

8. 9. 10. 11. 12. 13.

Submit to the Board a slate of candidates prior to the December Board meeting. The MPRA office will contact the candidates for photos and biographical information for purposes of the election. Utilize association publications to solicit suggestions for nominations from the membership. Solicit suggestions for nominations from the Board. In consultation with MPRA staff, ensure that all nominees are eligible to run for office based upon membership status. Notify candidates of the results of the election. Approve non-budgeted expenditures for items less than $5,000. Set agenda for Executive Committee meetings and Board meetings.

BUDGET AND FINANCE A.

MEMBERS – Not less than five (5) nor more than nine (9) 1. 2. 3. 4. 5.

6.

Chair – Secretary/Treasurer. President. President Elect. A representative of the MPR Scholarship Charitable Trust, appointed by the President. The additional committee members shall be selected by the Chair from the following list: a. Region Directors and/or Regions Directors Elect. b. Previous Secretary/Treasurer. c. MPRA members The Executive Director and Assistant Executive Director shall serve as ex-officio members of the committee.

B.

PURPOSE - The Budget and Finance Committee shall tend to all financial matters affecting the Association. This will include oversight of the annual budget, review of periodic financial reports, review of audit reports, review of contracts and major capital purchases. The Budget and Finance Committee will also have oversight of Association investments, decisions regarding investments, and any Charitable Giving initiatives, including cooperation with any related sub-committees.

C.

FUNCTIONS 1. Present a proposed budget to the Board at the second Board meeting in June. . 2. Analyze the Association finances during the year to ensure the Association is on track to meet budgeted revenue and expense figures. 3. Review and recommend acceptance of audit reports. Audits will be performed semiannually, during the second year of the Secretary/Treasurer's term. Additional external reviews may be conducted periodically, as directed by the Executive Committee. 4. Review contracts as needed. 7

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5.

Make recommendations to the Board regarding investments in cooperation with the Investment subcommittee.

6.

Make recommendations to the Board regarding Charitable Giving initiatives in cooperation with the Charitable Giving subcommittee.

LEGISLATIVE AND CRITICAL ISSUES A.

MEMBERS - Not less than five (5) nor more than nine (9) 1. Chair - appointed by the President. 2. Regional Legislative Committee Chairs. 3. President. Additional committee members may be appointed by the Chair.

B.

PURPOSE - The Legislative and Critical Issues Committee shall have oversight of the Annual Legislative Platform, any contracts with Lobbyists, and all activities related to the annual MPRA Legislative Day.

C.

FUNCTIONS 1. Annually develop a legislative platform to present to the Board for adoption. Proposed platform should be prepared and presented to the Board of Directors well in advance of the start of the annual legislative session of the General Assembly. 2. Prepare resolutions for presentation to Board or at the direction of the Board. 3. Provide staff with information relating to the potential impact of proposed legislation on parks and recreation programs and services. 4. Assist staff in the drafting of proposed legislation. 5. Solicit approval of the Executive Committee on issues/legislation requiring action before next regularly scheduled Board meeting. 6. Assist in the solicitation and selection of the lobbyist for the Association. 7. Actively participate in the MPRA Legislative Day by assisting with the orientation, meeting with elected officials and attendance at reception.

PROFESSIONAL DEVELOPMENT COMMITTEE A. MEMBERS - Not less than five (5) nor more than nine (9) 1. Chair – appointed by the President. 2. President. 3. Chair of Annual Conference. 4. Regional Professional Development Chairs. 5. Additional members may be appointed by the Chair.

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B.

PURPOSE - The Professional Development Committee shall have oversight of all education programs and related matters. This will include determining which education offerings are planned, ensuring a balance across disciplines and Regions, CEU certification review (Professional Certification Board), oversight of the Annual Conference planning, Citations and Awards activities, and the Missouri Recreation and Parks Hall of Fame.

C.

FUNCTION 1. Establish subcommittees to plan implement and evaluate educational offerings to include Annual Conference, the Lyle B. Beaver Leadership Development Institute, Executive Forum and other professional development opportunities that may arise. 2. Establish a subcommittee that will serve to review all session proposals and determine if they are approved, disapproved, or require additional information for the purpose of obtaining CEU's. The is subcommittee will be informed about IACET standards and will attempt to utilize those guidelines in their evaluation. 3. Establish a subcommittee to oversee recognition of outstanding service by individuals and organizations; to make recommendations to the Professional Development Committee on changes to the Code of Awards; to select award recipients on an annual basis and to coordinate the process of these awards with the nominators, recipients (if appropriate) and with MPRA staff. 4. Establish a subcommittee for the purpose of annually selecting inductees to the Missouri Recreation and Parks Hall of Fame.

STUDY AND RESEARCH COMMITTEE A.

MEMBERS - Not less than five (5) nor more than nine (9)

B.

PURPOSE - The Study and Research Committee shall have oversight of identifying research priorities and the establishment and maintenance of a research depository for MPRA members.

C.

FUNCTION 1. Ensure that members have data available to assist in their jobs by conducting research in the field of parks and recreation. 2. Develop and maintain a research depository for members on the website; identify and evaluate research in the field and determine the appropriateness of inclusion on the MPRA website. 3. Responsible for the ongoing development of the Did You Know initiative; maintain a database of metrics supporting the repositioning of Parks and Recreation as an essential public service. 9

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REGION LEADERSHIP REGIONAL COUNCIL A.

The Regional Council consists of the current Region Directors. Immediate Past Directors and Directors Elect are also encouraged to attend all Regional Leadership meetings.

B.

One Region Director will be appointed as Chair of the Regional Council and will preside over Regional Council meetings.

C.

The Chair of the Regional Council will report at each quarterly Board meeting and bring any regional business to the Board's attention if necessary.

REGION DIRECTORS A. B.

Region Directors are voting members on the Board of Directors, and their Board term begins on July 1 of the fiscal year following their year of service as Region Director Elect. Region Directors, Immediate Past Directors and Directors Elect are to function according to the Region Bylaws. SECTION LEADERSHIP

Sections of the Association are established and governed according to the MPRA Bylaws and according to each individual Section's Bylaws.

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Missouri Park and Recreation Association Employee Policy and Procedures Manual

Revised 02/15

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Table of Contents Introduction

3

Section I – Description of the Association A. A Brief History B. Purpose of the Association C. Membership D. Organizational Structure

5 5 5 6 6

Section II – Personnel Policy and Procedures A. Recruitment and Employment B. References / Personnel Files C. Classification, Wages and Salary Classification D. Outside Employment E. Pay Periods F. Employee Benefits G. Leave H. Other Benefits I. Workplace Harassment J. Performance Appraisal K. Grievance Procedure L. Warnings, Probation and Disciplinary Action M. Termination N. Exit Interview O. Open-Door Policy P. Fraud Policy

8 8 9 10 11 12 13 13 21 22 22 23 24 27 29 29 30

Section III – General Office Procedures Attendance & Work Hours A. B. Security C. Parking D. Dress Code E. Smoke Free Workplace F. Information Technology G. Purchasing/Contracts/Personal Use of MPRA Equipment H. Surplus Property Disposal I. Cash/Deposits J. Visitors K. Housekeeping L. Staff Travel

32 32 33 34 34 34 35 38 39 39 39 39 40

Acknowledgement Form

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Missouri Park and Recreation Association Policy and Procedures Manual Introduction The Board of Directors of the Missouri Park and Recreation Association present this Manual to inform and guide employees and prospective employees of the Missouri Park and Recreation Association (MPRA). This official Manual, revised in February of 2015, supersedes all previous handbooks and personnel manuals. Contained within this Manual is a history of the MPRA, policies and procedures, standards of conduct of all employees, compensation and benefit information. The purpose of this Manual is to establish the basic policies and procedures for the Missouri Park and Recreation Association and is not an expressed or implied contract of employment. All employees of MPRA are employed “at will.” This means that either the employee or the Association is free to terminate the employment relationship at their discretion. No supervisor or other Association representative has the authority to alter this relationship, and any such person’s remarks should never be interpreted as a guarantee of continued employment. No employment contract, whether expressed or implied, exists between an employee and MPRA. Nothing in this Manual is intended or should be construed as altering the “employment at will” relationship. Personnel policies are recommended by the Executive Director to the MPRA Executive Committee for review and recommendation to the MPRA Board of Directors. The Executive Director has the authority to implement personnel policies as approved by the Board of Directors. MPRA reserves the right to revise, withdraw or deviate from any or all of its employment policies and procedures without advance notice when such action is deemed necessary in the event of an emergency. MPRA will attempt to communicate any and all such changes to all employees; however, changes, revision, and/or new guidelines may be implemented before updates can be communicated and distributed as soon as practical, and will be posted in a conspicuous Association Office location. Each MPRA employee will be provided a copy of the Employee Policy and Procedure Manual upon beginning their employment with MPRA. A current copy of the MPRA Employee Manual will be provided to each employee when there is an update. It is the responsibility of each employee to read and follow the guidelines outlined in the Manual. If an employee has questions about the Manual, they are encouraged to contact the Executive Director or their supervisor. This Manual does not constitute a contract of employment and is designed solely as a guide for employees. The Board and the Executive Director retain the right to interpret, amend, or cancel any part of this Manual, at any time, with or without notice. All employees are required to review this Manual, and to read, sign and return to the Executive Director the Acknowledgment Form reproduced on the last page of this Manual within one week of beginning work and after receiving any updates.

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No policy listed herein shall at anytime be in conflict with the Association’s Bylaws. This Manual supersedes all prior policies or procedures as to subjects addressed in the Manual and all representations, oral or written, regarding an employee’s employment status or duration of employment, exception to those signed in writing by the Executive Director of the Association. In the event of a contradiction between this Manual and the representation of a supervisor, the terms of this Manual will govern.

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Section I – Description of the Association A.

A Brief History

The Missouri Park and Recreation Association (MPRA) was formed in November of 1959 with the merger of the Missouri Park and Recreation Society and the Missouri Recreation Association. In July of 1977, the Association hired its first full-time Executive Director. The MPRA administrative office was located in 622 Clark Hall on the University of Missouri, Columbia campus. In August of 1985, the MPRA administrative office moved to 1203 Missouri Boulevard in Jefferson City. In December of 2004, MPRA purchased its first “home” at 2018 William Street in Jefferson City. B.

Purpose of the Association

Mission Statement MPRA’s mission is “To advocate the quality of life through effective use of parks and recreation opportunities, education and resources.” The Board of Directors and staff are committed to providing professional, prompt, courteous and efficient services to its members and the public. MPRA’s commitments for the present and the future are strong and substantial, encompassing all current and anticipated forms of leisure and their relevance in the lives of persons throughout Missouri. To reach the goals inherent in these commitments, MPRA needs the solid support of professionals working at all levels in and for park and recreation agencies, and an equally broad base of citizen and philanthropic support. MPRA is committed to improving the public's understanding of the significance of parks, recreation and open space in a full and meaningful life. MPRA is also committed to providing the necessary information and guidance that will enable both private citizens and professionals to use their leisure activities as a resource for personal growth and development. Principles 1.

We will conduct the business of the MPRA in accordance with the mission statement.

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C.

2.

We will act as fiduciaries in the management of all funds for the exclusive benefit of our members.

3.

We will provide prompt, courteous and accurate service to the members through the use of email, a periodic magazine and any other documents that prove to be effective.

4.

We will adhere to the highest standards of ethical conduct.

Membership

MPRA membership includes professionals, associates, students, public agencies, organizations, retirees, educational institutions, clinical professionals and facilities, lifetime members, citizen advocates and corporations. MPRA’s membership constituency is truly unique, and forms the strength of the organization. Membership, numbering about 1000, includes managers, administrators, supervisors, and technicians of local municipal, county, and state parks and recreation systems; planners and leaders from both the government and the private sector; specialists working with older adults and persons with illnesses and disabilities; military recreation; and elected and appointed members of public policy boards and commissions. Membership in the Association includes one section of the applicant’s choice for which he/she is qualified. Memberships in additional sections are also available to members at no additional cost to the applicant. D.

Organizational Structure

Board of Directors The not-for-profit association is governed by a 13-member Board of Directors. The Board appoints an Executive Director to manage the affairs of the Association. Staff Structure The chief executive officer of MPRA, the Executive Director, is appointed by the Board of Directors and is directly responsible for the administration of the Association. All other MPRA employees are employed only upon recommendation to the Executive Committee by the Executive Director. Employees are encouraged to review the Organization Chart below to gain a better understanding of how the Association is structured.

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Section II – Personnel Policy and Procedures A.

Recruitment and Employment

Recruitment Only positions allocated in the budget may be filled. All recruitment and hiring will be coordinated through the Executive Director. Additions of all employees require the approval of the Executive Committee. Equal Opportunity Statement Equal employment opportunity shall govern in all personnel policies and practices and shall include, but not be limited to: 1. 2. 3. 4.

The recruitment, hiring and promotion for all job classifications without regard to age, color, disability, national origin or ancestry, race, religion, creed, veteran status, gender or sexual orientation. Employment decisions that support the principles of equal opportunity employment. Promotional decisions shall be reached by considering only valid requirements for the position in question. All personnel actions such as compensation, benefits, transfer, layoffs, return from layoff, and Association-sponsored training, education, social and recreation programs are administered without regard to age, color, disability, national origin or ancestry, race, religion, creed, veteran status, gender or sexual orientation.

Accommodating Needs The Association will attempt to accommodate any needs an employee may have as the direct result of a disability. The need and the reason for it must be communicated directly to the employee's immediate supervisor as soon as the need arises. The Association will work directly with the employee requesting specific accommodations and may require medical verification of the need for, and the propriety of a given accommodation request. Employment 1.

Each prospective new employee must fill out an employment application and/or submit a resume and employment references. Applications can be obtained and should, in turn, be submitted to the Executive Director. The Executive Director and the Executive Committee will approve all new hires.

2.

It is the Association’s policy not to hire spouses, domestic partners, children, or other family members of current employees.

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B.

3.

New employees will report to the Executive Director on the first day of employment for orientation. At that time, required forms will be completed and Association benefits will be reviewed.

4.

All employees appointed to a full-time or part-time position or promoted to a new position must serve in that position for a probationary period of 90 days. During this time, the employee’s job performance and conduct will be evaluated. The supervisor is responsible for helping the employee adjust to the job, establishing measurable goals and objectives for the employee and monitoring the progress made towards achieving those goals at regular intervals. Employees may be given formal evaluations during their probationary period, and will be given official notifications as to their status at the completion of the probationary period, and annually thereafter as an employee of the Missouri Park and Recreation Association. Based on the above referenced evaluations, in the event an employee’s performance is deemed unsatisfactory, a probationary employee may be dismissed from employment during their qualifying period.

References/Personnel File

References The Fair Credit Reporting Act establishes guidelines for the kinds of information that may be given as a reference. To assure that the Association does not violate this Act, only the following information will be given in response to telephone inquiries regarding active employees: 1. 2.

Dates of employment Position held

Employees who want salary information given to banks or similar institutions must provide written authorization to the Association to provide such information. A separate request is required for each reference provided. Only the Executive Director or Assistant Executive Director may give references. All calls concerning a former or current employee from any bank, credit bureau, current or prospective employee, or Federal, state, or local government bureau/agency should be directed to the Executive Director. Employees should not make any comments about current or former employees for which the Association or they could be held personally liable. Personnel File It is important for all employees to keep MPRA informed about changes in personal information. Any changes in address, phone number, marital status, or number of dependents should be reported to the Executive Director as soon as possible. Personnel records are the property of the Association and may not be removed from the Executive Director’s office. Employees may view their records in the Executive Director’s office or request a copy of their employee record from the Executive Director at any time.

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C.

Classification, Wages & Salary Classification

Classification Classification/position is a group of specific duties, tasks and responsibilities assigned to be performed by one employee. A classification may be regular, temporary or intermittent on a full or part-time basis, as defined below: 1.

Regular Full-Time Employee – Employees who work a minimum of 40 hours per week.

2.

Regular Part-Time Employee – Employees who work fewer than 40 hours per week.

3.

Part-Time Employee – part time on a non-regular basis or hired for a stated period of time.

4.

Casual Employee – hired for a few days as the result of an emergency or for a specified duration specific to a particular job.

5.

Exempt Employee – considered professionals, not under the protection of the wage and hour provisions of the Fair Labor Standards Act (FLSA). Expected to work hours required to meet the job demands which may include extra time during the week and/or weekend. The Executive Director and Assistant Executive Director are FLSA exempt positions.

6.

Non-Exempt Employee – under the protection of the wage and hour provisions of the Fair Labor Standards Act. Expected to work any required overtime hours within legal restrictions. Non-exempt employees will be paid time-and-a-half for all hours worked in excess of a 40-hour week.

The classification title shall be the official title for budget, payroll, and human resources forms and records. Nothing in this policy shall prohibit the use of functional or other working titles in internal or external operations, correspondence and records. Position Description A position description is required for all regular positions. The examples of duties listed in position descriptions are descriptive and explanatory but not restrictive. A given position description may not include all duties, nor does the wording of the specifications preclude the assignment of similar, closely related duties, not listed. A file of all position descriptions is maintained by the Executive Director.

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New Positions Funding for positions are approved through the annual budget process. The Executive Director is authorized to create and fill new, temporary positions prior to approval by the Board of Directors, with the understanding that any new position is not a regular position until Board approval has been obtained to adjust the operating budget. Cost of Living Salary Adjustment (COLA) A cost of living salary adjustment (COLA) will be considered during the annual budget process. If a COLA is authorized, the amount of the COLA will be based on both the annual Consumer Price Index (CPI) and availability of funds. Cost of living increases are recommended by the Executive Director for review by the MPRA Executive Committee with final approval by the Board of Directors. Merit Salary Increase Merit increases may be recommended by the Executive Director to the Executive Committee and shall be based on job performance. Such increases may not exceed the annually announced maximum allowable percentage of increase. All salary increases must be approved by the Board of Directors upon recommendation by the MPRA Executive Committee. Pay Rate on Demotion Whenever an employee is demoted to a position for which the employee is more appropriately qualified, his/her rate of pay shall be adjusted to the pay range for that position established by the Executive Committee. D.

Outside Employment

Full-time Association employees are discouraged from engaging in employment other than their job with MPRA. Employees may, however, engage in off-duty employment, subject to the following limitations: 1.

Employees are permitted to hold other jobs if such employment neither adversely affects nor interferes with the performance of their duties with MPRA and does not represent the use of the employee’s job with MPRA to further interest on a second job.

2.

An employee shall not become indebted to or work for a second employer whose interest might conflict with MPRA’s interest.

3.

Employees may not take secondary employment that will tend to bring MPRA into disrepute or reduce efficiency or usefulness as an MPRA employee.

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E.

4.

An employee is prohibited from accepting secondary employment which could cause actual or apparent conflicts of interest and/or the appearance of impropriety.

5.

No clothing, uniforms and/or equipment provided by MPRA may be worn or used while engaged in outside employment without the approval of the Executive Director.

6.

Outside employment may not prohibit the employee’s ability to respond in call-out situations.

7.

Engaging in any secondary employment while on sick or injury leave is strongly discouraged.

Pay Periods

Preparation of Payroll MPRA’s payroll is processed semi-monthly (24 pay periods per year). 1.

Automatic Deductions a. Local Tax Local taxes will be withheld from the employee’s check in jurisdictions where employers are required to file and pay local withholding taxes. This is in addition to standard Federal and State taxes and OASDI/Medicare (F.I.C.A.). b. Garnishment of Salary Payment of financial obligations is the responsibility of the employee. However, should the Association receive a notice to garnish an employee’s salary; the Association will comply with the law. The employee’s supervisor will notify the employee of any such action prior to making any deduction. Repeated notices to collect on outstanding debts will be noted in the employee’s Personnel file.

2.

Voluntary Deductions Cafeteria Plan All regular employees are eligible to participate in the Association’s Cafeteria Plan. Further information on this plan offered by the Association is given in the Employee Benefits section of this manual.

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F.

Employee Benefits

Cafeteria Plan MPRA provides a voluntary Cafeteria Plan that allows employees to convert part of their compensation to tax-free benefits. For the benefit of its regular full-time and regular part-time employees, the Association provides a Cafeteria Plan, a fringe benefits program under Section 125 of the Internal Revenue Code. New Association employees will be given information explaining the program in detail. This program is administered on a calendar year basis. Health, dental and vision insurance premiums, unreimbursed medical, dental and vision expenses, and dependent care expenses are eligible benefits. Additional Fringe Benefits Each year, the Board of Directors, upon recommendation from the Executive Committee, will designate an additional pool of money to be used as a “credit” for fringe benefits for each regular full-time employee. These funds are comprised of a flat dollar amount plus a percentage of the employee’s annual salary. Employees have the ability to choose how these funds will be allocated, within the guidelines of eligible benefits. Money not spent on fringe benefits will be retained by the Association and cannot be paid directly to the employee or be added to the allocation for the following year. Regular part-time employees are not eligible to receive this additional fringe benefit. Employee Professional Training The Board of Directors encourages and assists employees to further their professional training with the intent to improve work skills and job performance. The purpose of the employee professional training program is to provide support for those employees who wish to pursue additional training goals or levels. Funds are available for staff professional training. Every effort should be made to include all anticipated staff training plans in each year’s annual budget request. An employee may also request funding for other training programs that they become personally aware of. These requests are to be made through their supervisors. G.

Leave

Vacation 1.

Eligibility: Employees shall begin to accrue vacation leave on the 1st day of the month immediately following the date of employment. Provided, however, no employee may utilize such vacation leave until successful completion of six (6) months of employment. Vacation for part-time employees shall be accrued in accordance with the average monthly hours worked by the employee.

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2.

Rate of Earning of Vacation Leave: Vacation leave shall accrue to each full-time employee on the last day of each month, provided that the employee was employed by MPRA for a minimum of 30 consecutive days. Any employee on injury leave or any leave without pay for more than ten (10) consecutive working days shall not earn credits for vacation leave for that month. Vacation leave shall accrue to employees based upon years of service with the Association in accordance with the following schedule: a. b. c. d.

0 < 1 Year 1 < 3 Years 3 < 10 Years 10 Years +

1 Week per Year (Earned at 5/12 day per month) 2 Weeks per Year (Earned at 10/12 day per month) 3 Weeks per Year (Earned at 15/12 day per month) 4 Weeks per Year (Earned at 20/12 day per month)

3.

Scheduling: Vacation leave shall be granted upon application subject to the request of the employee and the operating needs of the Association. Vacation leave must be scheduled at least three (3) days in advance except in case of emergencies.

4.

Effect Upon Termination: Any employee who leaves the Association for any reasons other than dishonesty or criminal action shall be entitled to payment for all accrued vacation time at the time of separation from MPRA except that any employee separating employment prior to the completion of six (6) months of employment shall not be entitled to such payments.

5.

Maximum Accrual: Each year’s vacation shall be taken during the year in which earned. No employee shall be permitted to carry forward vacation leave in excess of two weeks. Any vacation not taken at year-end, which exceeds the allowed maximum accrual, will be forfeited unless otherwise converted as provided herein.

6.

Conversion of Vacation Time: Employees with more than three (3) years service with the Association may convert up to two weeks of vacation per year to sick leave. Vacation so converted shall be reclassified as sick leave and shall not be compensable as vacation on termination of employment. Employees desiring to convert vacation to sick leave must give written notice to the Executive Director prior to December 31st of each year.

Sick Leave Each employee shall earn sick leave credits for each month of service completed in accordance with the average numbers of hours worked monthly up to a maximum of 130 working days. Full-time employees earn one day of sick leave per month accumulated to a maximum of 130 working days.

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Sick leave may be used for personal illness or injury or to care for a spouse or dependant child living at home. Use of sick leave for care of a spouse or dependant child shall be subject to the provisions of the Family and Medical Leave Act. Sick leave may be taken in increments of not less than a full hour. Records of sick leave accumulated and used shall be maintained in increments of one hour. To use sick leave benefits, an employee shall notify his immediate supervisor prior to the scheduled work time but no later than one (1) hour after the time set for beginning of his daily schedule. Employees on sick leave are expected to be at home during their scheduled work hours except when involved in prescribed treatment or otherwise authorized by Executive Director. Employees are subject to disciplinary action for violation of this provision. An employee on sick leave may be required, as a condition of returning to work or receipt of sick leave benefits, to provide a medical statement detailing the nature of the illness or injury which prevented the employee from reporting to work. In addition, the Association reserves the right to require medical clearance before the employee is allowed to return to active duty. Employees may use sick leave benefits in conjunction with other leave provided that, in no case, shall the combination of sick leave and other benefits exceed the employee’s regular salary. In no case shall accumulated sick leave benefits be compensated at time of termination of employment. Family and Medical Leave 1.

All employees of the Association who have worked a minimum of 1,250 hours during the prior twelve (12) month period shall be entitled to request use of family and medical leave as provided in the Family and Medical Leave Act of 1993 for any of the following reasons: a.

To care for the employee's child after birth or placement for adoption or foster care within twelve (12) months after birth, adoption or placement; or

b.

To care for the employee's spouse, son or daughter, or parent who has a serious health condition. Provided, however, that a child must be either under the age of eighteen (18) or, if over 18, incapable of self care; or

c.

For a serious health condition making an employee unable to perform his/her job.

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2.

The Executive Director is assigned responsibility for administration of medical and family leave provided under this Section, however, the Executive Director must report implementation of the FMLA to the Executive Committee.

3.

All requests for use of family and medical leave pursuant to this Section and the Family and Medical Leave Act of 1993 shall be made to the Executive Director on forms to be provided for that purpose by MPRA. An employee must provide 30 days advance written notice when the leave is foreseeable. If 30 days notice is not given in advance and the Association determines that such leave was foreseeable, the Association may deny use of family and medical leave until 30 days after such notice was given. An employee requesting leave for a serious health condition shall submit medical certification to support the request for such leave. The Association may require that a second and/or third opinion be obtained at the Association's expense to support a request for such leave.

4.

In cases where an employee has requested leave for a serious health condition involving the employee, medical clearance to return to duty must be submitted prior to return to work. The Association may require that a second and/or third opinion be obtained at Association's expense for medical clearance to return to duty.

5.

Requests for use of such leave may be denied by the Association if the above requirements are not met.

6.

During the period of such leave, the employee shall provide periodic updates on the employee's status and intention to return to work.

7.

For purposes of computing the twelve-month period in which the twelve weeks of leave entitlement is to occur under the act, the Association shall use the twelvemonth period measured forward from the date any employee's first such leave begins.

8.

Notwithstanding any other provisions of these rules and regulations or Association ordinances to the contrary, if an eligible employee requests intermittent leave or leave on a reduced leave schedule as permitted by the Family and Medical Leave Act that is foreseeable based on planned medical treatment, the Executive Director may require that such employee be transferred temporarily to an available alternative position offered by the Association for which the employee is qualified provided that equivalent pay and benefits are provided and the position better accommodates the recurring periods of leave than the regular employment position held by the employee.

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9.

Notwithstanding any other provisions of these rules and regulations or Association ordinances, an eligible employee must utilize during medical or family leave any other leave to which the employee is otherwise entitled by the policies of the Association. Use of sick leave during any family or medical leave is restricted to serious health conditions being experienced by the employee and does not extend to care for serious health conditions involving a spouse, child or parent. Nothing herein shall be construed to require the Association to pay benefits in any such situation in which the Association would not normally provide paid leave.

10.

During the period of such family or medical leave, the Association shall continue payment of premiums for any group health, dental and/or life policies provided by the Association to its employee at the same rate as the Association would have paid if the employee were actively at work. Provided, however, that should the employee not return to work after expiration of the family and medical leave provided herein, the employee shall be liable for reimbursement of such premiums to the Association and the time period in which such benefits were provided shall be included within the COBRA extension period provided by law.

11.

Notwithstanding any other provisions of these rules and regulations or Association ordinances to the contrary, any eligible employee on family or medical leave shall not be entitled to the accrual of any benefits during the period of such leave including vacation or additional sick leave benefits.

12.

Eligible employees for family and medical leave who work a part-time or variable schedule, shall be entitled to a medical or family leave on a pro rata or proportional basis by comparing the employee’s new schedule with the employee's normal work schedule or average work week for the twelve (12) weeks immediately preceding the beginning of such leave.

13.

An employee returning from family or medical leave shall be entitled to reinstatement to the job which the employee occupied prior to commencement of leave or to an equivalent job with equivalent pay, benefits and other conditions. Provided, however, that the Association may deny reinstatement to any key salaried employee as defined by the act when such reinstatement will cause substantial and grievous economic injury to the Association.

14.

Nothing herein shall be construed to prevent the Association from filling a position with a temporary or replacement worker during the period of leave.

Funeral Leave Full-time employees are allowed funeral leave with pay in the event of death in the family to allow for funeral attendance, related memorial services and/or funeral plans. Such leave is not automatic and shall be scheduled with the Executive Director with as much notice as possible. A leave request form shall be submitted and approved.

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The amount of funeral leave authorized by the Executive Director shall be dependant upon the circumstances but shall not exceed the following maximum amounts determined as consecutive days: Three (3) paid work days for the death of a member of the extended family which shall include: mother, father, son, daughter, sister, brother or grandparent whether related by blood or marriage or any other relative permanently residing in the same home as the employee. As grief is a particularly individual process, each case shall be reviewed independently. Leave on Termination An employee with more than six (6) months continuous service who terminates his/her employment from the Association in good standing, as determined by the Executive Director, shall be paid for unused leave up to but not exceeding 30 days. Leave Without Pay Leave without pay may be granted as noted: 30 Calendar Days or Less Leave without pay for periods of 30 days or less may be granted if approved in writing by the Executive Director, provided all paid leave appropriate to the nature of the absence has been exhausted. Employees on leave without pay for 30 calendar days or less shall not earn leave for any pay period during which the leave without pay occurs. The salary review date will not be affected. 31 Calendar Days Through 90 Calendar Days Leave without pay for a period of 31 calendar days through 90 calendar days may be considered after six (6) months of employment but must be approved by both the supervisor and Executive Director. Such leave may not be granted until all paid leave appropriate to the nature of the absence has been exhausted. Employees on leave without pay for periods of 31 calendar days through 90 calendar days shall not earn leave during any pay period in which such leave occurs. The salary review date will be adjusted for each period of 30 consecutive days. No adjustment will be made for periods of less than 30 days. Jury Duty If required by a court to serve on a jury, or to serve as a witness, an employee will be allowed sufficient paid time off to properly fulfill such duty. An employee who must be absent from work to perform jury duty shall be excused for those periods he/she is called to serve. Such absence shall not be deducted from annual leave nor shall the employee forfeit benefits during

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the period of time in which the leave occurs. The employee shall continue to be paid at his/her normal rate for a maximum of 30 days, but all per diem or other remuneration received from the court during that 30 day period must be remitted to the Association unless the per diem or other remuneration is more than the employee’s normal pay for the same period. In these cases the reimbursement by the employee is not to exceed the employee’s normal pay for the period of leave. Travel reimbursement is not considered as remuneration and need not be remitted to the Association. Once the 30 days has expired the employee may choose to use his/her annual leave. In suits involving the employee as a plaintiff or a defendant, the employee must arrange to use annual leave unless such suit is related to MPRA. Military Leave A military leave or absence will be granted to all regular employees who are absent from work because of service in the United States uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA). Advance notice of military service is required, unless military necessity prevents such notice or it is otherwise impossible or unreasonable. Employees will receive partial pay for two-week training assignments and shorter absences. To receive pay for such leave, the employee must present a copy of the appropriate military orders to the Executive Director. Employees will be paid the difference between their normal base compensation and the pay (excluding expense pay) received while on military duty. Except as provided by federal or state laws, the portion of any military leaves of absence in excess of two weeks will be unpaid. However, employees may use any available paid time off for the absence. Benefit accruals, such as annual leave or holiday benefits, will be suspended during unpaid leave and will resume upon the employee’s return to active employment. Employees on military leave for up to 30 days are required to return to work for the first regularly scheduled workday after the end of service, allowing reasonable travel time. Employees on longer military leave must apply for reinstatement in accordance with the USERRA and all applicable state laws. Employees returning from military leave will be placed in the position they would have attained had they remained continuously employed or a comparable one depending on the length of military service in accordance with USERRA. They will be treated as though they were continuously employed for purposes of determining benefits based on length of service. Absence for uniformed service, as defined in the Uniformed Service Employment and Reemployment Rights Act of 1994, will be treated in compliance with that law. Employees who enter active duty with a uniformed service of the United States should contact the Executive Director concerning their rights while on active duty and upon returning to work from active duty.

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Emergency Leave Up to three days of emergency leave, per incident, may be granted by the Executive Director when the emergency resulted from a natural disaster, such as a flood, storm, etc. or an accident involving the employee or a member of the employee’s family. Emergency leave taken up to and including three days will not count against an employee’s annual or compensatory time balances. Special Leave Employees are allowed to give blood or platelets without use of annual leave. This time away from the office must be approved in advance by the employee’s supervisor and is limited to one hour. Voting All employees may request sufficient time off to vote in primary, special and general elections, not to exceed one hour. Supervisory approval will be based upon office schedules and the employee’s ability to vote. Requirement to Use Paid Leave Unless previously approved by the Executive Director, employees are required to use all accrued annual and sick leave before taking unpaid leave. Starting Rate on Return From Leave Any employee who is returning from leave and who is subsequently reinstated to a position previously held by him/her shall be entitled to receive the same rate of compensation to which she would have been entitled had his/her service with the Association not been interrupted. Requirement of Continuous Service In general, continuous service is required for consideration of a merit increase, except for military reserve leave, or jury duty leave. Periods of leave without pay for 30 days or more shall postpone the salary increase date by one full month for every 30 days of such leave without pay or break in service. Periods of absence or paid leave, military reserve leave, jury duty or leave without pay of less than 30 calendar days shall not affect the salary date. Holidays All regular employees shall be granted the following paid holidays: • New Year’s Day • Lee/Jackson/King Birthday • President’s Day • Memorial Day

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• • • • • • •

Independence Day Labor Day Veteran’s Day Thanksgiving Day Day following Thanksgiving Day Christmas Day Discretionary Day*

*Each regular employee is allowed one paid holiday per calendar year to be used at his or her discretion. Request should be submitted in writing to the Executive Director. When a holiday occurs on a Saturday, it shall be observed on the Friday immediately preceding. When a holiday occurs on a Sunday, it shall be observed on the Monday immediately proceeding. When a non-exempt employee is required to work a regularly scheduled holiday, he/she shall be paid double time for the holiday worked. Holidays shall not be charged against paid leave. H.

Other Benefits

Directors’ and Officers’ Liability Coverage The Association maintains Directors’ and Officers’ Liability insurance coverage. For further information regarding specific coverage, contact the Executive Director. Liability Insurance Coverage The Association maintains a Liability Insurance Policy that includes general liability, automobile liability and worker’s compensation and employers’ liability. Worker’s Compensation Coverage In accordance with Chapter 287, RSMo, all employees who are being compensated by the Association through the payroll are protected by worker’s compensation. Worker’s compensation benefits are payable to an employee by his or her employer without regard to liability in the case of injury, disability or death as the result of occupational hazards. Worker’s compensation covers injuries that result from an accident arising out of and in the course of employment. The law also provides coverage for occupational diseases that arise out of and are in the course of employment. The injury or disability must be clearly work-related. Employees must immediately report any injury to their supervisor. Failure to report an injury or

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disability promptly could result in loss of benefit and penalties could be assessed. For further information regarding specific coverage, contact the Executive Director. Complete information regarding the Association’s healthcare plans will be provided at orientation. Affordable Care Act Employees have the option to seek healthcare coverage other than what is available through the Association. The implementation of ObamaCare has made private insurance available to both full- and part-time employees via the Health Insurance Marketplace. More information regarding the Marketplace can be found at www.healthcare.gov/families, or by calling 1.800.318.2596. I.

Workplace Harassment

The Association prohibits workplace harassment, and has a separate policy on the subject which employees must review and acknowledge receiving. Employees must follow the policy in addressing situations of possible workplace harassment, or may follow the Association’s grievance procedure. J.

Performance Appraisal

Upon successful completion of the introductory period and at least annually thereafter, the employee will receive a performance appraisal from the supervisor. Performance appraisals are designed to review several areas of the employer/employee relationship, including but not limited to: a clear definition of job responsibilities and duties; agreement between employer and employee concerning this definition; an avenue for employee feedback; assessment of performance of employee; establishment of employee performance goals and objectives. The following policies concerning performance appraisals shall apply uniformly to all regular fulltime and part-time employees. Performance appraisals are required annually on all employees prior to the consideration for a merit salary increase, and prior to termination for poor work performance. Performance appraisals are to be recorded on the form prescribed by the Executive Director and are to be completed by the person directly supervising the employee being appraised. The employee being appraised will review the appraisal with the evaluator. The employee’s signature is required on the performance appraisal form as an acknowledgment that the employee has reviewed the performance appraisal with the evaluator. Purpose It is the responsibility of the Executive Committee to identify the abilities, deficiencies and training needs of employees of the Association. Evaluation is intended to promote economy, efficiency, morale and productivity of the Association employees.

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Responsibility The Immediate Past President of the Association shall chair the Executive Committee. The Committee shall also include the President and President Elect, and the Secretary-Treasurer. All of the Committee’s actions shall be subject to the Board of Directors’ approval. The Committee shall meet at least once a year for yearly evaluation of employees. Performance appraisals / evaluations shall be conducted on a six-month and yearly basis by the Executive Director. All evaluations will be used to determine the Executive Director’s recommendation to the Budget and Finance Committee in regards to employee salary/wage calculation. All evaluations will be filed in each individual’s personnel file. Application of Performance Appraisals / Evaluations Personnel evaluations shall be used in connection with considerations for promotions, demotions, or dismissal. More importantly the evaluation will assist personnel in being made aware of the condition of their relationship with their position. Employee Disagreement with Performance Appraisal Should an employee disagree with all or any part of his/her performance appraisal, he/she may so indicate in a written memo to his/her supervisor. When disagreement is indicated, the evaluator and the Executive Director will then meet with the employee to resolve the differences. The results of this meeting should be documented and attached to the performance appraisal. If the individual still has a disagreement with his/her performance appraisal after this meeting, the individual may request the Executive Committee to review his/her personnel evaluation. Such a request shall be submitted in writing to the chairperson and shall contain a statement of justification. A written notice of the Chairperson’s evaluation determination shall be sent to the appealing employee within ten (10) working days after the determination had been reached by the Chairperson; subject to the approval of the other committee members. K.

Grievance Procedure

An appropriate grievance is defined as an employee’s expressed feeling of dissatisfaction concerning an interpretation or application of a work-related policy by management. This procedure should not be used to raise grievances in bad faith or solely for the purpose of delay or harassment. The grievance procedure should resolve the grievance quickly, settle the disagreement informally at the employee-supervisor level when possible and correct the cause of the grievance to prevent similar grievances. MPRA has designed this grievance procedure to ensure fair and equitable treatment of all employees and to promote harmonious relations among all employees, supervisors and managers. The grievance procedure should resolve grievances quickly and prevent future similar occurrences.

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An employee should take the following steps to file a grievance: 1.

An employee should first discuss any problems with his/her immediate supervisor. It is the supervisor’s responsibility to settle misunderstandings among his/her employees.

2.

If the employee is not satisfied with the supervisor’s decision, he/she may make an appeal in writing to the Executive Director within 5 days. If the employee’s supervisor is also the Executive Director, he/she may submit an appeal to the Executive Committee.

3.

The Executive Director will investigate and consider all aspects of the problem and advise the employee and the immediate supervisor of his/her decision within five (5) days from receipt of the written complaint. The Executive Director’s decision will not set precedence and will not bind future grievances.

4.

If the employee is not satisfied with the Executive Director’s decision, he/she may make an appeal in writing to the Executive Committee within three (3) days of receipt of the Executive Director’s decision. The Executive Committee will investigate and consider all aspects of the problem and advise the employee and the Executive Director of its decision within ten (10) days from receipt of the written complaint. The Committee’s decision will not set precedence and will not bind future grievances.

5.

Regardless of the stage at which the problem is resolved, a written report of the matter will be placed in the employee’s personnel file.

It is the responsibility of all supervisory personnel to encourage employees to pursue the open door procedure when a problem arises. MPRA assures the employee the right to a fair and confidential consideration of their grievance. The employee will not be penalized, formally or informally, for the actions taken in accordance with the process. All filed grievances will be provided to the members of the Executive Committee within ten (10) days. L.

Warnings, Probation, and Disciplinary Action

A majority of employees consistently do a good job and conduct themselves professionally. Unfortunately, this is not always the case. When employee conduct or performance does not meet expectations, the appropriate supervisor will address the situation. It is the responsibility of all supervisory personnel to see that the Association rules and standard of conduct are uniformly applied and enforced. MPRA believes in progressive discipline, and shall administer disciplinary action based upon careful documentation. Depending on the severity and frequency of the infraction or lack of productivity, a change in employment status may be necessary.

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The supervisor will give the employee, in writing, both the reasons for the corrective action and the expected performance or conduct. At the end of the determined time period, the employee will receive notice, in writing, as to whether they have corrected the unacceptable conduct or behavior satisfactorily or unsatisfactorily. Corrective action may include verbal warnings, written warnings, and probationary periods (refer to Disciplinary Action section). Steps in the corrective action process will be progressive, beginning with a less severe verbal warning and proceeding to a written warning, probation and termination, if necessary. This progressive process may not be followed step by step when the circumstances warrant taking significant action immediately. Each situation is unique and will be reviewed by the supervisor to determine the appropriate corrective action. Warnings Supervisory personnel may initiate disciplinary action toward an employee, such as oral or written reprimands. More severe disciplinary action, such as suspensions and terminations, shall be approved by the Executive Director. All disciplinary actions shall be documented and made a part of the employee’s personnel record. Disciplinary Actions The following disciplinary actions may be used: 1.

Oral Reprimand a. A supervisor orally reprimands an employee for misconduct or failure to perform and orally instructs the employee regarding corrective measures. b. A record of this reprimand should be documented and maintained in the employee’s personnel file. c. After two (2) oral reprimands, the disciplinary action will progress to a Written Reprimand.

2.

Written Reprimand a. A supervisor issues a written reprimand following a second or repeated oral reprimand. b. A written reprimand may also be issued for an offense of a more serious nature without progressing from an oral reprimand. c. A copy of this reprimand will be forwarded to the Executive Director and placed in the employee’s personnel file.

3.

Suspension With Pay a. This action is a written ordered absence from duty while in full status, prescribed for a period of time, which usually shall not exceed 30 days. b. This allows for immediate response to a suspected, but not fully substantiated offense, and provides a period of time in which an investigation can be thoroughly pursued.

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4.

Emergency Suspension An emergency suspension without pay may be pursued when an offense is as serious as to endanger the safety of persons or property, or to cause embarrassment to the Association.

5.

Probation a. This is defined as a specific period of time not to exceed six (6) months. b. Any infraction of Association policies during this period may result in more severe disciplinary action including discharge from employment, depending upon the facts of the case. c. Periods of disciplinary action shall be set forth in writing to the employee referencing the reason and/or disciplinary action which invoked the period of probation and notifying the employee that a special performance appraisal will be conducted at the close of the probationary period. d. An interim counseling session must be conducted. e. The use of probation must be approved by the Executive Director. f. No salary increase will be given to any employee on probation.

6.

Suspension Without Pay a. This disciplinary action is a written, ordered suspension from duty without pay for a prescribed period of time. b. Such suspension normally shall not exceed 30 days and shall reference previous oral and written reprimands, unless the offense is of such a serious nature as to warrant an immediate suspension. c. Suspension of any employee must be approved by the Executive Director.

7.

Termination a. Termination is removal from employment with the Association due to unsatisfactory performance or misconduct, including but not limited to violations of Association policies. b. Approval of the Executive Director must be obtained. c. All former written and oral disciplinary actions must accompany the recommendation for termination. Refer to Section – Termination.

There is no particular order in which the above noted disciplinary actions must be used. MPRA reserves, in its sole discretion, the option to utilize any disciplinary action at any time. When an employee is involuntarily terminated from the Association, complete details of the reasons shall be recorded and placed in the employee’s personnel file along with any supporting documentation. All reprimands, whether oral or written, shall include the specifics of the offense, shall be signed by the employee’s supervisor and Executive Director and placed in the employee’s personnel file along with any supporting documentation. In the case of written reprimands, the employee’s signature is requested. If the employee refuses to sign after having been told that the signature

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only confirms that the reprimand was given and not agreement with the reprimand, the notation “employee refused to sign” shall be placed on the reprimand. In case of disciplinary action involving the Executive Director, the Executive Committee will follow these same guidelines. M.

Termination

All employees are ‘at will’ employees and may be terminated without notice. MPRA expects a minimum of two weeks notice from any employee terminating voluntarily. An employee may be separated from the service of the Association by any of the methods described below: 1.

Resignation - A resignation is the voluntary act by an employee to terminate his/her service with the Association. a. For an employee to resign in good standing, the employee should give at least two weeks (14 calendar days) prior notice in writing. b. Failure to comply with this policy shall be entered on the personnel record of the employee. c. An employee who has given less than the required notice may be exempt if in the supervisor’s judgment exceptional circumstances warrant such an exemption.

2.

Job Abandonment – Job abandonment is defined as an employee’s failure to report to work without supplying his/her employer with any prior notification, whether written or oral. An employee who fails to report to work for three consecutive working days without authorized leave shall be separated from the payroll and designated as “terminated.”

3.

Dismissal – Dismissal is defined as the termination of employment by the employer against the will of the employee. Dismissal is the direct result of poor or unacceptable job performance and/or work habits or blatant misconduct on the part of the employee. a. No employee will be dismissed, asked to resign, or given notice of termination before the supervisor consults with the Executive Director b.

Listed below are examples of behavior that cannot be tolerated. Commission of these acts may result in immediate discharge. This list is not all inclusive and is merely an example of conduct which cannot be tolerated and does not in any way limit the ability of the Association to discharge or discipline an employee for misconduct.

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i.

ii. iii. iv. v. vi. vii. viii. ix. c.

Possession, use of or selling of alcohol, narcotics, drugs or other controlled or intoxicating substances on Association property or reporting to work under the influence of such substances. Possession or use of firearms, or other dangerous weapons on Association property. Theft or dishonesty. Insubordination or willful disobedience of directions and instructions necessary to properly execute Association operations. Disclosure of Association information or confidential data or material. Falsification of timesheets or other Association or job related documents. Gross negligence that results in personal injury, or damage to Association property or the property of another individual. Engaging in harassment (sex, age, race, etc.) Fighting on the job or Association property.

Listed below are other acts that cannot be tolerated. Commission of these acts will result in Disciplinary Action varying from oral warning to discharge, depending upon the nature and severity of the offense. i. Failure to report immediately a personal injury, however slight, sustained on Association property. ii. Engaging in obscene, profane, or abusive language or behavior. iii. Disorderly or immoral conduct on Association property. iv. Sleeping on the job. v. Willful disregard for housekeeping. vi. Abuse of or destruction of Association property or the property of another individual. vii. Disregard for safety requirement or violation of Association safety rules or policies. viii. Failure to perform work properly or to follow instruction. ix. Insubordination. x. Violation of the Association’s attendance policy. xi. Smoking in areas where smoking is prohibited. xii. Violating Association work rules, policies, or procedures.

All such dismissals must be thoroughly documented and a copy of the record forwarded to the Executive Director. No advance notice to an employee is required when he/she is dismissed for cause. This is consistent with the Association’s ‘employment at will’ policy.

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4.

Lay-Off – A lay-off is the involuntary separation of an employee not involving delinquency, inefficiency, or behavioral misconduct on the part of the employee. a. When it becomes necessary to reduce the working force because of lack of funds or other cause, employees shall be laid off as the budgeted positions warrant. b. Prior to a reduction in force, the names and job titles of any permanent employee scheduled for lay-off shall be submitted by the appropriate supervisor or Executive Director for review. c. A lay-off shall only become effective with the approval of the Executive Director. Additionally, all layoffs will be subject to approval by the Executive Committee. d. Permanent employees shall be notified of lay-off in writing by the appropriate supervisor preferably 30 days but not less than 14 calendar days prior to the effective date of the lay-off.

5.

Retirement – Retirement is the point in time when an employee chooses to leave his or her employment permanently, generally coinciding with the employee’s eligibility to collect retirement resources such as Social Security. Six months notice of intention to retire is requested so that all necessary paperwork can be completed.

N.

Exit Interview

All full-time classified employees who are terminating their employment with the Association, except employees who are dismissed for cause, are to be referred to the Executive Director for an exit interview prior to their last day of work and prior to receiving their final paycheck. At the time of the exit interview, all Association property, including keys, will be recovered and provisions for continuing benefits will be reviewed with the terminating employee. O.

Open Door Policy

MPRA is committed to providing the best possible working conditions for employees. It is the policy of the Association that any complaints and/or problems on behalf of the employees be brought to the attention of management in a timely manner. Through the employee open door procedure, employees are encouraged to speak up about problems or misunderstandings they may have. All complaints will receive prompt attention when they are processed through the Open Door procedure. Constructive comments and suggestions will be accepted and carefully evaluated.

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P.

Fraud Policy

The Association is committed to protecting all of its assets, including property and revenue, from any attempt to gain financial benefits by employees, administrative board members, agents, intermediaries, contractors or subcontractors, and the general public. Fraud, as relevant to the Association, is defined as the intentional false representation or concealment of a material fact that causes financial injury or conflict. Definitions of fraud may include, but are not limited to, the following: 1.

Forgery or alteration of a check, bank draft, or other financial document between the Association and another party.

2.

Falsifying time sheets, expense reports, or other report documents.

3.

Any irregularity in the handling or reporting of money transactions.

4.

Misappropriation of Association assets such as supplies, furniture, fixtures, and equipment.

5.

Unauthorized use or misuse of Association property, equipment, materials, or records.

6.

Seeking anything of material value from vendors, consultants, or contractors doing business with the Association, resulting in conflict of interest.

7.

Any computer-related activity involving the alteration, destruction, forgery, or manipulation of data for fraudulent purposes or misappropriation of Associationowned software.

The Association will fully investigate any suspected acts of fraud as listed above, or any other detected irregularities. An objective and impartial investigation will be conducted regardless of the position, title, length of service or relationship with the Association or any party who might be or becomes involved in such investigation. Association staff and Board members, with a reasonable basis for believing fraud or other wrongful activity has occurred, have a responsibility to report such incidents to the appropriate supervisor or authority figure. Association employees are to report the alleged incident to their immediate supervisor or authority figure. Supervisors, in turn are to report it to the Executive Director if there is a reasonable basis. If the reported incident is found to have substantiation, the Executive Director is to then report the incident to the MPRA President. Great care will be taken in the investigation of suspected improprieties or irregularities to avoid making incorrect accusations or alerting suspected individuals that an audit is underway to avoid a possible lawsuit. The reporting individual is not to contact the suspected individual to

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determine facts or demand restitution, nor discuss any facts, suspicions or allegations associated with the incident. Investigation will be completed expeditiously but thoroughly. It is the duty of all individuals to cooperate fully in any fraud investigation, while observing the legal and constitutional rights of these individuals. Individuals who confidentially report suspected fraudulent activity will be protected from retaliatory actions while on duty. Individuals found to have participated in fraud or other wrongful acts will be subject to action, up to and including prosecution and termination of employment, if appropriate. The purpose of the investigation will be to gather and assess facts relative to the suspected fraud to: 1.

Determine the validity of the allegations and the extent of the suspected fraud.

2.

Assist the Police Department to prepare evidence for any criminal charges that they may bring against the individual(s).

3.

Determine if controls need to be implemented or strengthened in either the specific situation or on an organizational basis.

4.

Design audit tests to help disclose the existence of similar frauds in the future.

5.

Prepare a written confidential memorandum to present all findings, conclusions, recommendations, and corrective action taken.

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Section III – General Office Procedures A.  

Attendance  and  Work  Hours  

Office Hours, Lunch and Break Periods The hours of operation of the MPRA office shall be established by the Executive Director. The standard work week is forty (40) hours, consisting of eight-hour workdays (excluding mealtime) Monday through Friday. Management reserves the right to adjust and change the hours of work, days of work, and schedules in order to fulfill their responsibilities to their members. Specific work schedules may vary from employee to employee. Rest period or “breaks” of short duration must be counted as hours worked. One morning and one afternoon “break” of no more than fifteen (15) minutes each is permitted. Breaks shall not be used to allow an employee to come in late, to leave early or to extend the lunch period. An employee must work at minimum three consecutive hours to receive a “break.” Lunch periods are 30 minutes and should be taken between the hours of 12:00 noon and 1:00 p.m. Supervisors may assign specific lunch times to coincide with work schedules and deadlines as required. When an employee finds it necessary to take more than the allotted 30 minutes he/she must notify his/her supervisor prior to the lunch period in question. In the case of an unexpected emergency, the employee should notify his/her supervisor as soon as possible. The supervisor may require the employee to use annual leave, take leave without pay, or work additional hours to compensate for the additional time taken. The last employee leaving the office is responsible for ensuring that all building entrances are locked. Absences In the event of an unscheduled absence, the employee will notify his/her supervisor no later than 8:30 a.m. on the morning of the absence. Inclement Weather MPRA wants to ensure that the driving conditions are safe for all its employees. The following policy will be observed in the event of snow or other severe weather conditions. 1.

In the event that the office will be closed or delayed arrival put into effect, the Executive Director will contact all staff by 7:00 a.m.

2.

Supervisors may contact each employee stating delaying arrival when weather conditions indicate that travel times will be impacted. Supervisors may grant a reasonable amount of excused absence on a case-by-case basis to those who report to work late because of weather conditions. It is up to the individual supervisors to consider road and traffic conditions affecting individual employees

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and decide how much excused absence is reasonable (up to two hours). In addition, individual employees may choose to take annual leave or leave without pay without receiving advance approval from their supervisors, providing the employee informs his/her supervisor by 9:00 a.m. This is known as a “liberal leave” policy or situation. Early Dismissal Early dismissal will be used when weather and street conditions are expected to create serious and hazardous afternoon and/or evening traffic conditions. Early dismissal will authorize employees to depart a specific period of time in advance of normal quitting time. Employees who have reported to work and are on the premises at the time of early dismissal will be paid as if they had worked a full day. Employees who have not reported for work at the time of early dismissal may elect to take annual leave or may choose to take leave without pay. All employees scheduled to work that day will be paid for the hours they would normally have worked. Closure Closure will be used when weather conditions dictate that the office should not open for the day due to hazardous driving conditions. If MPRA’s offices will be closed for unforeseen causes, all employees will be notified of the closure by their direct supervisor. All employees scheduled to work that day will be paid for the hours they would normally have worked. B.

Security

Employees are responsible for the actions of anyone that the employee allows into the building. This document establishes minimum standards of the protection of the physical building, internal assets, and the safety of the employees and the visitors who use the building. Building Access Control Keys to the MPRA office building will be issued only upon the approval of the Assistant Executive Director or Executive Director. Each employee is responsible for the security of the keys they are assigned. Keys are not to be given or loaned to others. The Assistant Executive Director will keep a record of all keys assigned to and returned by staff. When an individual leaves employment with MPRA, their final paycheck will be withheld until all Association property, including keys, are returned. The Assistant Executive Director is responsible for keys and communicating changes for building access control. 1.

Exterior Doors The main visitor entrance will be unlocked for normal public business hours and locked at all other times. The last employee to leave will secure the door at the close of business hours. Employees working evening hours or weekends will ensure that the front entrance door remains locked at all times.

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2.

C.

Entering and Exiting During Non Business Hours: Additional Security Considerations a. Be security conscious. b. Never hesitate to contact the Assistant Executive Director or Executive Director if you are concerned or suspicious of any person, object, or activity. c. Staff should lock the main entrance if concerned about any person or activity. d. Employees are encouraged to move their personal vehicles to the front of the parking lot when working outside normal business hours. e. Employees are expected to report any inoperable security lighting or doors to the Assistant Executive Director and Executive Director.

Parking

MPRA provides parking for employees. Parking is open and accessible to all employees with no designated parking with the exception of disabled access parking. Any employee leaving a car overnight in the parking lot must notify the Assistant Executive Director or Executive Director. Employees are encouraged to park in the parking spaces closest to William Street in order to allow visitors the opportunity to use the spaces nearer the entrance of the building. On days where there are meetings, workshops or other events where there are multiple visitors in the MPRA office building staff members may need to be directed to park on the street.   D.  

Dress  Code  

Employees are expected to dress in business or business casual attire. Appropriate attire is required according to duty and schedule. Certain formal situations (such as presentations or meetings with visitors) may require more ‘traditional’ business attire. Staff should be advised ahead of time, in the event of meetings or visitors that require traditional business attire. “Business Casual” does not include jeans. Employees represent the Association as well as themselves; therefore, all employees are expected to practice proper grooming, dress, cleanliness, or hygiene. Dress or appearance should not be distracting to other employees and should be within acceptable standards of health, safety, and public contact. E.

Smoke Free Workplace

MPRA promotes a smoke free environment. Smoking is prohibited inside all areas of the building. Individuals may smoke outside on their break or lunch period. Individuals smoking

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outside may smoke only in designated smoking areas (on the east side of the building away from the entrance). F.

Information Technology

Computer Software No employee shall bring or load any computer software onto Association computers without approval from the Executive Director. Any software that is approved and loaded immediately becomes the property of the Association. Usage of MPRA’s Computer Equipment/Hardware Inside the Office MPRA’s information technology systems (networks, electronic mail systems, software and computers) are valuable enterprise assets, provided to employees as tools to enhance employee performance at the Association. Limited non-business use may be permitted, when it does not interfere with business use of the systems, and is consistent with job responsibilities, other Association policies, ethical considerations and all applicable laws. Employees understand that such non-business use creates no privacy right in any data sent or stored on the Association’s information systems. System users are expected to comply with existing policies and guidelines of any internal or external networks, such as World Wide Web, notes, and bulletin boards. The Association reserves the right to access, review, and exclude material transmitted over or stored in these systems and networks, and may terminate any activity related to the Association’s system and network which we believe is inappropriate or in violation of policy. Failure to adhere to these requirements may result in the employee’s restriction or prohibition from use of the Association’s systems or disciplinary action. Employees who the Association determines have misused the technology are subject to appropriate disciplinary action up to and including termination. The term “systems” includes all of the Association-owned or controlled resources, including both internal and external networks and systems. Systems may be any combination of computers, software accessories, utilities and storage devices and media. “Networks” refers to any system for the transport of data, video, or voice. Employees are accountable for the use of the Association’s systems and networks in accordance with these policies, and should request clarification from management to ensure their understanding of any possible improper use, and should report all potential misuse to the Executive Director immediately. Examples of Inappropriate Use of Technology The examples listed below are not all inclusive of inappropriate uses:

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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Any use violating law or government regulation; Use promoting disrespect for an individual, discrimination, or constituting a personal attack, including ethnic jokes or slurs; Viewing, copying, or transmitting material with sexual content; Transmitting harassing or soliciting messages or chain letters; Defamatory, inflammatory or derogatory statements about individuals, companies or their products; Disclosing private facts about an individual; Posting third-party proprietary information in a nonrestricted environment; Using copyrighted material without legal right; Permitting or obtaining unauthorized access to any systems or networks; Use for personal financial gain, or in a manner creating a potential conflict of interest for the employee or for the Association; Forwarding communications of a third party without permission.

Usage of MPRA’s Computer Equipment/Hardware Outside of Office Equipment that is missing is considered stolen and will be reported to the proper authorities. Written authorization from management must be obtained in order to remove equipment from the premises. Equipment may be ‘checked out’ for business trips. Certain employees may have the use of laptops on a regular basis. Usage of MPRA’s Software on Home and Laptop Computers The Microsoft license agreement states, “If the software is permanently installed on the hard disk or other storage device of a computer (other than a network server) and one person uses that computer more than 80% of the time it is in use, then that person may also use the SOFTWARE on a portable or home computer.” Most software license agreements require that more than one user may not separate any component part of a product for use on more than one computer or at any time. The use of software purchased or leased by MPRA on home or portable computers is controlled by the licensing agreement, obtained by MPRA. Licensing agreements apply to operating systems. Before an employee “borrows,” “evaluates” or uses MPRA software on any home or personal computer system, authorization must be obtained from the Executive Director. Usage of Non-System Hardware The Executive Director must authorize the use of any software or hardware not purchased by MPRA. All hardware devices and software must be checked for viruses before implementation. The Assistant Executive Director shall insure that a proper virus check is performed.

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To avoid any legal uncertainty, all software to be used on MPRA equipment will be accompanied by all original component parts. As stated above, most software license agreements require that more than one user may not separate any component part of a product for use on more than one computer or at any time. Original component parts consist of original manuals, CD ROM and/or original diskette media, and license agreement. Use of unlicensed or unauthorized software is prohibited at MPRA. Software is ‘in use’ on a computer when it is loaded into the temporary memory (i.e. RAM) or installed into the permanent memory of the computer. MPRA Data No electronically stored information shall leave the building without consent of the Executive Director. Electronically stored information could be, but is not limited to, CD ROM, Hard Drive, RAM, or tape. Access to Employee’s Personal Computer or Workstation The Executive Director reserves the right to run virus scans/checks at his/her discretion. The Assistant Executive Director will see that scans are performed on a regular basis, annually, at minimum. Internet Usage Policy MPRA provides employees with access to the vast information resources and communications capabilities of the Internet. The conveniences that provide access to the Internet represent a considerable investment of hardware, telecommunications, networking, software and personnel resources by MPRA. The Internet usage policy is designed to help employees understand the implications and expectations of the use of the Internet and related e-mail resources. All employees must read and sign the Association’s Internet Usage Policy before access to the Internet is granted. Social Media Restrictions Employees are prohibited from using social media throughout the course of any given workday, unless related specifically to their job function. Social Media includes, but is not limited to, Facebook, Twitter, Instagram, Linkedin or various blog forums. Employees who participate in social media during their leisure time are restricted from posting comments directly related to their employment with the Association, MPRA programs, other MPRA members, or any material directly identifying or impacting the Association without the consent of the Executive Director. Any derogatory representations of the above would result in disciplinary action. Group E-Mail Messages MPRA employees are individually responsible for the content of each e-mail they send on behalf of MPRA.

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All group (membership, directors, Board of Directors, liaisons, committees, ticket consignment, etc.) e-mail messages must be submitted to the Executive Director or Assistant Executive Director for approval prior to transmission. The Executive Director or Assistant Executive Director may give advance approval for individual employees to send group e-mails to certain group lists. Telephone Office telephone lines must be kept free for business calls. For this reason, employees are recommended not to make or receive personal calls during work hours. Employees may make personal calls before and after work and during lunch hours as long as the privilege is not abused. Long-distance telephone calls are currently placed using a contracted long distance service company. No Expectation of Privacy in Computer or Telephone Communications The Association reserves the right to review and monitor all use of the Association’s computer and telecommunications systems, which may include accessing all stored or transmitted data, and accessing telephone calls and records of telephone calls, and may include recording telephone calls. Employees must use their personal equipment on personal time to assure an expectation of privacy in communications. G.

Purchasing/Contracts/Personal Use of MPRA Equipment

The Executive Director and Assistant Executive Director are the only two staff members authorized to make purchases or approve budgeted purchases on behalf of the Association, although other staff members may be given approval to make purchases of necessary office supplies under $150. Budgeted purchases under $3,000 may be obtained in the most expedient manner possible with due regard for competitive prices and quality. Budgeted purchases $3,001-$10,000 require a minimum of three quotes which may be obtained by email, fax or telephone. Budgeted purchases over $10,000 require consultation with the Executive Committee to determine if formal bids should be solicited. All purchases over $25,000 require a formal bid. Budgeted purchases for changes in the intent of the budget over $5,000 require approval of the Board of Director.

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The Executive Director and Assistant Executive Director are the only two staff members authorized to enter into contractual agreements on behalf of MPRA. MPRA prohibits the use of its property for personal usage unless specifically authorized by the Board of Directors, Executive Director, or Assistant Executive Director. H.

Surplus Property Disposal

Equipment and materials become outdated or no longer suited for the purpose in which they were originally purchased. Changing technology, accumulation of waste, and fulfillment of the useful life makes the disposal of surplus property inevitable. Surplus property may be donated to eligible entities including public agencies (State agencies, cities, counties, schools, fire protection districts), not-for-profit educational and public health activities (these must be licensed or accredited by a recognized authority), agencies that primarily serve the homeless, agencies that provide assistance to the needy, and agencies that receive funds from the Older Americans Act. The disposal of all MPRA property requires the approval of the Executive Director and documentation of the sale price, method of sale/disposal, and purchaser/recipient of the property. The Board of Directors must approve the disposal of any surplus property considered a fixed asset. I.

Cash/Deposit Handling

All cash received by MPRA requires the issuance of a numbered cash receipt to the payer. Receipt forms should be completed in full. Bank deposits should be made weekly, at minimum. J.

Visitors

All visitors are to be instructed to check-in at the receptionist’s desk. Employees are responsible for the actions of anyone that the employee allows into the building. Friends and family (except immediate family) are advised to not be brought onto the premises during non-business hours. K.

Housekeeping

A contracted cleaning service supplies cleaning to include dusting and vacuuming. Work areas should be kept as clean and neat as possible. A vacuum is available upon request. MPRA provides kitchen facilities for the use of employees. All eating and cooking utensils should be cleaned and put away after use.

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Meeting rooms, auditorium, conference rooms, and other general office use areas are to be kept clean at all times. An employee using said areas is responsible for seeing that the area is left in a usable and clean condition for the next use. L.

Staff Travel

All staff travel must be approved by the employee’s supervisor PRIOR to travel dates. All preapproved staff travel using personal vehicles will be reimbursed at the current IRS rate. If prior approval from the supervisor is secured, employees may be reimbursed for necessary expenses incurred in the performance of duties. Such expenses could include mileage (for use of personal auto), fares for public conveyance, lodging and meals. All reimbursements must be requested on the appropriate expense account voucher accompanied by all applicable, corresponding receipts.

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ACKNOWLEDGEMENT FORM Missouri Park and Recreation Association I acknowledge that I have received a copy of the Missouri Park and Recreation Association (MPRA) Employee Policy and Procedures Manual dated: 02/15. I understand that this handbook replaces any and all prior verbal and written communications regarding MPRA working conditions, policies, procedures, and benefits. I understand that the working conditions, policies, procedures, and benefits described in this manual are confidential and may not be distributed in any way nor discussed with anyone who is not an employee of MPRA. I have read and understand the contents of this manual and will act in accord with these policies and procedures as a condition of my employment with MPRA. I understand that if I have questions or concerns at any time about the manual, I will consult my immediate supervisor, or the Executive Director of MPRA for clarification. In addition, I understand that the contents of this employee manual are simply policies and guidelines, not a contract or implied contract with employees. The contents of the manual may change at any time. All employees are encouraged to read the MPRA Policy and Procedures Manual carefully to ensure that he/she understands MPRA’s policies and conditions of employment prior to signing this document. Employee Signature: _______________________________________ Employee Printed Name: __________________________________ Date: _________________________

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HARRASSMENT POLICY Missouri Park and Recreation Association We prohibit harassment of one employee by another employee, supervisor or third party for any reason based upon an individual’s race; color; religion; genetic information; national origin; sex (including same sex); pregnancy, childbirth, or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected under federal, state, or local law. In Missouri, the following also are a protected class: race; color; religion; national origin; sex; ancestry; age [between 40 and 70]; disability; genetic information; HIV, AIDS and AIDS-related complex [excluding individuals who have a currently contagious disease or infection and who, by reason of such disease or infection, would constitute a direct threat to the health or safety of other individuals or who, by reason of the currently contagious disease or infection, are unable to perform the duties of their employment]; off-site lawful tobacco or alcohol use (unless such use interferes with job performance of any employee or overall operation of the Missouri Park and Recreation Association’s (MPRA) business); decision to join any fire department or fire protection district, and membership in organized militia. Violation of this policy will result in disciplinary action, up to and including immediate discharge. If you have any questions about what constitutes harassing behavior or what conduct is prohibited by this policy, please discuss the questions with your immediate supervisor or one of the contacts listed in this policy. At a minimum, the term “harassment” as used in this policy includes any of the following activities pertaining to an individual’s race; color; religion; genetic information; national origin; sex (including same sex); pregnancy, childbirth, or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected by federal, state, or local law: • Offensive remarks, comments, jokes, slurs, threats, or verbal conduct. • Offensive pictures, drawings, photographs, figurines, writings, or other graphic images, conduct, or communications, including text messages, instant messages, websites, voicemails, social media postings, e-mails, faxes, and copies. • Offensive sexual remarks, sexual advances, or requests for sexual favors regardless of the gender of the individuals involved; and • Offensive physical conduct, including touching and gestures, regardless of the gender of the individuals involved.

We also absolutely prohibit retaliation, which includes: threatening an individual or taking any adverse action against an individual for (1) reporting a possible violation of this policy, or (2) participating in an investigation conducted under this policy. Our directors and supervisors are covered by this policy and are prohibited from engaging in any form of harassing, discriminatory, or retaliatory conduct. No supervisor or other member of management has the authority to suggest to any applicant or employee that employment or advancement will be affected by the individual entering into (or refusing to enter into) a personal relationship with the director or supervisor, or for tolerating (or refusing to tolerate) conduct or communication that might violate this policy. Such conduct is a direct violation of this policy. Even non-employees are covered by this policy. We prohibit harassment, discrimination, or retaliation of our employees in connection with their work by non-employees. Immediately report any harassing or discriminating behavior by non-employees, including contractor or subcontractor employees. Any employee who experiences or observes harassment, discrimination, or retaliation should report it using the steps listed below. If you have any concern that our No Harassment policy may have been violated by anyone, you must immediately report the matter. Due to the very serious nature of harassment,

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discrimination and retaliation, you must report your concerns to one of the individuals listed below: 1. Discuss any concern with the Executive Director of the Association or a direct supervisor of the employee. If an employee makes a report to the Executive Director or their immediate supervisor and the Director or immediate supervisor either does not respond or does not respond in a manner the employee deems satisfactory or consistent with this policy, the employee is required to report the situation to the Executive Committee. You should report any actions that you believe may violate our policy no matter how slight the actions might seem. We will investigate the report and then take prompt, appropriate remedial action. MPRA will protect the confidentiality of employees reporting suspected violations to the extent possible consistent with our investigation. You will not be penalized or retaliated against for reporting improper conduct, harassment, discrimination, retaliation, or other actions that you believe may violate this policy. We are serious about enforcing our policy against harassment. Persons who violate this or any other MPRA policy are subject to discipline, up to and including discharge. We cannot resolve a potential policy violation unless we know about it. You are responsible for reporting possible policy violations to us so that we can take appropriate actions to address your concerns.

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INTERNET USAGE POLICY Missouri Park and Recreation Association

Internet Usage Policy This Internet Usage Policy applies to all employees of the Missouri Park and Recreation Association (MPRA) who have access to computers and the Internet to be used in the performance of their work. Use of the Internet by employees of MPRA is permitted and encouraged where such use supports the goals and objectives of the Association. However, access to the Internet through MPRA is a privilege and all employees must adhere to the policies concerning Computer, Email and Internet usage. Violation of these policies could result in disciplinary and/or legal action leading up to and including termination of employment. Employees may also be held personally liable for damages caused by any violations of this policy. All employees are required to acknowledge receipt and confirm that they have understood and agree to abide by the rules hereunder. Computer, Email and Internet Usage Company employees are expected to use the Internet responsibly and productively. Internet access is limited to job-related activities only and personal use is not permitted. Job-related activities include research and educational tasks that may be found via the Internet that would assist an employee in performing the duties at hand All Internet data that is composed, transmitted and/or received by MPRA’s computer systems is considered to belong to MPRA and is recognized as part of its official data. It is therefore subject to disclosure for legal reasons or to other appropriate third parties. The equipment, services and technology used to access the Internet are the property of MPRA and the company reserves the right to monitor Internet traffic and monitor and access data that is composed, sent or received through its online connections. Emails sent via the company email system should not contain content that is deemed to be offensive. This includes, though is not restricted to, the use of vulgar or harassing language/images. All sites and downloads may be monitored and/or blocked by MPRA if they are deemed to be harmful and/or not productive to business. The installation of software such as instant messaging technology is strictly prohibited. Unacceptable Use of the Internet Unacceptable use of the Internet by employees includes, but is not limited to: 1. Sending or posting discriminatory, harassing, or threatening messages or images on the Internet or via MPRA’s email service. 2. Using computers to perpetrate any form of fraud, and/or software, film or music piracy.

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3.

Stealing, using, or disclosing someone else's password without authorization. 4. Downloading, copying or pirating software and electronic files that are copyrighted or without proper authorization. 5. Sharing confidential material, trade secrets, or proprietary information outside of the Association. 6. Hacking into unauthorized websites. 7. Sending or posting information that is defamatory to the Association, its services, its members, its leadership, colleagues and/or customers. 8. Introducing malicious software onto the Association’s network and/or jeopardizing the security of the Association’s electronic communications systems. 9. Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities. 10. Passing off personal views as representing those of the Association.

If an employee is unsure about what constitutes acceptable Internet usage, then he/she should ask his/her supervisor for further guidance and clarification. All terms and conditions as stated in this document are applicable to all users of MPRA’s network and Internet connection. All terms and conditions as stated in this document reflect an agreement of all parties and should be governed and interpreted in accordance with the policies and procedures mentioned above. Any user violating these policies is subject to disciplinary actions deemed appropriate by MPRA. User compliance I understand and will abide by this Internet Usage Policy as defined by MPRA. I further understand that should I commit any violation of this policy, my access privileges may be revoked and disciplinary action and/or appropriate legal action may be taken.

_________________ Employee signature

______________ Date

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Missouri Park and Recreation Association Facility Rental Conditions The Missouri Park and Recreation Association is pleased to be able to offer their facility space at the Musco Lighting Building, 2018 William Street in Jefferson City for rental by individuals and groups. Facilities are available only to organizations whose purposes and objectives are not incompatible or inconsistent with those of MPRA on a space available basis. Use of the MPRA building must also be appropriate for the specific area of the facility being utilized. Organizations seeking to use the MRPA facilities must have definitive legal standing and function. In addition to the meeting rooms available, there is a kitchen (refrigerator, microwave, sink) and two restrooms. The building and all interior facilities are handicapped accessible. Specific conditions of use include: 1. The contractor may not employ MPRA’s name in promotional activities with the exception that the facility to be utilized may be identified as the location of the proposed activities. 2. The contractor must avoid any claim or representation which states, suggests or implies MPRA sponsorship of sanction for, or involvement in the event or activity to be held in its facility. 3. The organization shall appoint a single representative who shall be onsite during its use of the MPRA facility and who shall be responsible for the conduct of the event or activity in the facility. 4. The contractor shall assume full responsibility for all damage or loss that may result as a consequence of its activity. As such, the organization shall provide a Certificate of Liability from their insurance company, with MPRA being named as an Additionally Insured. The MPRA staff member present will verify the conditions present at the conclusion of the event and make note of any damage or loss prior to the final departure of the contractor representative. 5. The contractor shall be responsible for arranging any catering services for their event, as well as ensuring that the caterer returns and completes clean-up no later than the contracted time. 6. No alcohol shall be permitted on the premises.

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7. MPRA provides no security services; if this type of service is required, the contractor must provide it and give the name and contact number of the company hired. MPRA staff will evaluate each event and determine if security is required. 8. The parking lot is considered part of the facilities, and all rules apply to that area as well. 9. These facilities are available for business purposes only. If a contracted event has a social aspect, it is not to involve anyone under the age of 18 without prior approval by MPRA. 10. Schedule of payment: Half of the total rental fee is due at the time of the execution of the contract. Half will be due at the commencement of the event. If the event is cancelled less than two weeks prior to the date, the deposit is non-refundable; if more than two weeks, the deposit may be returned upon request. Payment is accepted in the form of organizational check and/or credit card. The deposit will be returned less any costs for damage, including labor for cleaning/repair, etc. 11. MPRA reserves the right to refuse building utilization to any person or organization. 12. It is the position of MPRA's Board of Directors that the building at 2018 William Street be utilized primarily for the operation of MPRA. While other groups may request to use various portions of the building from time to time, and a fee may be charged according to the schedule of fees approved separately, there is no intent to enter into long-term leasing agreements with any other person or organization. The undersigned representative has read and understood the conditions of usage, and agrees to abide by these conditions.

Contractor Representative

Date

MPRA Representative

Date

Effective 2/15

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BYLAWS OF THE MISSOURI PARK AND RECREATION ASSOCIATION STUDENT AND NEW PROFESSIONAL SECTION ARTICLE I – NAME Section 1.1

The name of the organization shall be the Student and New Professional Section of the Missouri Park and Recreation Association (MPRA), an affiliate of the National Recreation and Park Association, hereafter referred to as the MPRA Student and New Professionals Section.

ARTICLE II – PURPOSE Section 2.1

a.

The purposes of this section shall be consistent with the purposes of the Missouri Park and Recreation Association. These shall include but not be limited to: Gathering and distribution facts and information relevant to parks and recreation students and new professionals in Missouri.

b. Engendering a spirit of cooperation between all colleges and universities concerned with the common cause of providing professional preparation in the field of parks and recreation c. Uniting into one section of MPRA, all park and recreation students and new professionals in the state of Missouri. d. Supporting park and recreation students and new professionals where their educational interests are involved. e. Promoting relationships between park and recreation students, new professionals And those professionals, educators, and agencies concerned with recreation, recreation education, and park operations f. Working with colleges, universities and professional groups in the development of a curriculum designed to prepare the student for the park and recreation profession. ARTICLE III – MEMBERSHIP Section 3.1

Membership in this section is open to any student who is member of the Missouri Park and Recreation Association or to any professional member of MPRA with less than six years of full-time experience in the field of parks and recreation.

ARTICLE IV – OFFICERS Section 4.1

There will be one student and one new professional Regional Director for each region. The four regions are: Northwest Region (Region 1), Northeast Region (Region 2); Southwest Region (Region 3), Southeast (Region 4) for a total of 8 possible Regional Directors. 73 of 88

Section 4.2

Section 4.3

Regional Directors shall serve for a term of one (1) year or until their successors are elected and qualified. The members of the student and new professional section will vote on the Regional Directors at conference. Students will vote for the student regional director corresponding to their region. New Professionals will vote for the new professional regional director corresponding to their region. In addition to the Regional Directors there will be a senior MPRA Professional Member who will mentor and assist with the continuity of the section by advising the Regional Directors.

ARTICLE V- DUTIES OF THE REGIONAL DIRECTORS Section 5.1

It shall be the duty of the Regional Directors to carry out the instructions of the sections and to take official action between meetings.

Section 5.2

Any vacancies of office occurring during the year will be filled by a member of the student and new professional section. Any person thus elected shall hold office for the unexpired term or until a successor is elected and qualified.

Section 5.3

The senior MPRA professional mentor, with the endorsement of the regional director, shall produce an annual report of the section to the membership at the annual meeting held in conjunction with the MPRA conference.

ARTICLE VI – COMMITTEES Section 6.1 The regional directors shall annually appoint an Education Committee Chair. Section 6.2

Committee chairs shall appoint section members to their respective committees.

Section 6.3

Other committees may be appointed by the regional directors as may be deemed necessary in the interest of the section.

ARTICLE VII – DUTIES OF THE STANDING COMMITTEES Section 7.1

The Education Committee shall promote educational opportunities for the section membership. A representative of the Education Committee shall serve on the MPRA Conference Committee. The committee shall submit recommendations and make arrangements for sessions at the MPRA annual conference and other workshops.

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ARTICLE VIII – MEETINGS Section 8.1 Section 8.2

There shall be at least one meeting of the section membership conducted annually in conjunction with the MPRA annual conference. Thesenior MPRA professional mentor or regional directors may call meetings of the regional directors or membership.

ARTICLE IX – NOMINATIONS AND ELECTIONS Sections 9.1

Election of section officers for the coming year shall be held at the annual MPRA conference.

Section 9.2

The senior MPRA professional mentor shall preside over the student and new professional meeting from which the new officers shall be selected.

Section 9.3

Voting shall be by secret ballot of the incoming regional directors.

Section 9.4

Simple majority will dictate election to office.

Section 9.5

If a simple majority is not attained in an election, the two candidates receiving the most votes, including ties, will be placed in a run-off election. Should any run-off election result in a tie, the current president shall cast the deciding vote.

Section 9.6

Officers may be removed from office for just cause by a majority vote of the regional directors.

Section 9.7

Regional Directors need to work or attend an educational institution in the region they represent.

ARTICLE X – RESIGNATIONS Section 10.1

Any officer or committee chair may resign by notifying the board of directors in writing. The senior MPRA professional mentor may accept the resignation.

ARTICLE XI - AMENDMENTS Section 11.1

These bylaws may be amended by a simple majority vote of the voting member at any regular or special meeting of the section, or by a mail vote authorized by the regional directors providing that at least fifteen and not more than forty days written notice of such amendments is given to the members entitled to vote theron, or by publication of the Association. All amendments must be approved by the MPRA Board of Directors.

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NORTHWEST REGION

BOARD

REPORT

Submitted By: Melissa Strader, Region 1 Director, for Board Meeting on 2/24/15

QUARTERLY REPORT/MEETING ACTION: Membership Committee The Membership Committee will continue to follow up with prospective communities and share the benefits MPRA has to offer as well as information regarding the trial membership program. Legislative Committee The Legislative Committee will continue to work closely with the state committee to present issues to our local legislators as needed. Educational Committee Future educational sessions are yet to be decided at this point in time. Jan Neitzert has mentioned having updated information for a new Did You Know session, so that is one program we plan on looking into after conference! Fundraising Committee & Programs Update Preliminary planning is underway for the MPRA Annual Golf Tournament. The planning committee met with Adams Pointe Golf Club staff at the end of January. The tournament will be held at Adams Pointe on Monday, July 20. We plan to have promotional flyers distributed to all conference attendees as well as the vendors present at the conference Expo. A copy of the flyer/registration form is included with this board report. Next Region 1 Meeting: Friday, February 27, 2015 ________________________________________________________________________ Board Action Requested: YES NO x

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The Missouri Park & Recreation Association

31st Annual

Benefit Golf Tournament - July 20, 2015

TOURNAMENT INFORMATION

TOURNAMENT ENTRY/SPONSORSHIP FORM WHEN: Monday, July 20, 2015 Registration: 7:15 a.m., Shotgun start: 8:30 a.m. WHERE: Adams Pointe Golf Club 1601 R.D. Mize Road Blue Springs, MO 64014 816-220-3673 / www.adamspointegolfclub.com PURPOSE: The tournament is a benefit for the Missouri Park & Recreation Association Trust, a nonprofit organization dedicated to furthering public recreation opportunities within the state. CONTACT: For further information, contact Melissa Strader at 816-847-6233 or [email protected].

SPONSORSHIP INFORMATION

PLAYER INFORMATION

PLAYER INFORMATION FORMAT:

18-hole, two person scramble

ENTRY FEE: The fee is $180.00 per two-person team. Entry fee includes: range balls, green fees, cart, on-course refreshments, lunch, awards and giveaway items. DEADLINE: Paid entries must be received by July 13, 2015. Hurry and get your entry in...the tournament field is limited to the first 72 teams! SPONSORSHIP LEVELS Every Sponsor will receive your name in the program and announced during the Awards Presentation PLUS….. HOLE SPONSOR SIGN - $50 BEVERAGE CART SPONSOR - $250: Beverage Cart Sign

PLAYER #1 _____________________________________________ Address _______________________________________________ City/State/Zip __________________________________________ Phone ________________________________________________ Email _________________________________________________ PLAYER #2 _____________________________________________ Address _______________________________________________ City/State/Zip __________________________________________ Phone ________________________________________________ Email _________________________________________________ Team/Sponsorship Name _________________________________ Check enclosed in the amount of $__________ for __________ player(s). Check enclosed in the amount of $50.00 for Hole Sponsorship. Check enclosed in the amount of $75.00 for Other Available Sponsorship. Check enclosed in the amount of $250.00 for Beverage Cart Sponsorship. Check enclosed in the amount of $500.00 for Lunch Sponsorship. Detach and mail entry form along with check (payable to “Missouri Parks & Recreation”) to: MPRA Scramble Golf Tournament c/o Grain Valley Parks & Recreation Attn: Melissa Strader 713 S Main Street Grain Valley, MO 64029 Hosted By

LUNCH SPONSOR - $500: A sign in the Banquet Room/Registration for one team OTHER SPONSORSHIPS AVAILABLE - $75 DEADLINE: July 13, 2015

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BOARD REPORT Region/Section/Committee: Region 2 - Northeast Region Director: Gabe Huffington

Last Meeting Date: December 2, 2014

QUARTERLY REPORT/MEETING ACTION: The last Northeast Region meeting took place in Jefferson City, Missouri on Tuesday, December 2, 2014. The meeting included an educational session presented by staff members from Jefferson City Parks and Recreation about ice rink operations and maintenance. I.

Committee Reports

Membership – Discussion continues about the various ways that contact could be made to non-agency members. The Region Director will be providing a list of municipalities within the Northeast Region that are not currently members of the association or are non-agency members to members of Region 2. The list of municipalities is divided among attendees from different cities and members are asked to make contact with the listed contact person for the municipality. Members were asked to provide the individuals with MPRA information, benefits, trial membership information and an invitation to the next Region 2 meeting. Education The Marketing and Media Workshop took place on Tuesday, January 15, 2015 in Columbia, MO at the Waters-Moss Memorial Wildlife Area at the Moss Building. The workshop had 36 attendees from across the state and consisted of two tracks of education related to a wide range of topics including photography, social media, branding and political advocacy. Legislative – Region members from throughout the Northeast Region took part in Legislative Action Day in Jefferson City on January 21, 2015. Annual Fund – Region members have completed 4 out of 5 basketball games with Levy Restaurants and University of Missouri Athletics concession operations. The Region has one more basketball game to work and two other possible spring events to meet budget goals. Tentative Basketball/Event Work Schedule:

1. Tuesday, March 3 – Auburn – 8:00 pm 2. Possible: FFA Convention - April 16-17 3. Possible: Eric Church Concert - May 3

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II. Director Update 1. Looking at ways to improve our Region page on the MPRA website 2. Looking ahead at our role in the 2016 MPRA Conference in Columbia 3. Preparing for transition to new leadership 4. Looking at possible fundraising effort to improve community parks III. Upcoming Meeting Dates •

IV.

April 2015 – Potential sites include Graham Cave State Park or Hannibal, Missouri

The next meeting will be on Friday, February 27 at the MPRA Conference.

Board Action Requested:

YES

NO

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Southwest Region Report MPRA Board Meeting Date February, 24 2015

Region/Section/Committee:

Southwest Region 3

Chairperson:

Samantha Payne Director Susan McLeod, Director Elect

Quarterly Report/Meeting Action General/MPRA Update Regional 3 volunteers setting up trainings and game dates to work Springfield Cardinals Games for 2015 Fundraising Committee ChairSpringfield Cardinals Volunteer Training dates Monday, March 2nd 5:30pm - 8:30pm @ Visitors Clubhouse Springfield Cardinals Stadium Saturday, March 14th 9am - 12pm @ Visitors Clubhouse Springfield Cardinals Saturday, March 21st 9am - 12pm @ Parkview High School Theatre Saturday, March 21st 2pm - 5pm @ Parkview High School Theatre Monday, March 23rd 5:30pm – 8:30pm @ Visitors Clubhouse Springfield Cardinals Stadium RSVP to JC at [email protected] Education Committee Chair 2015 Conference held in Springfield Feb 2015 Southwest Region Mini Conference Planning in Progress at MSU Maintenance track-legalities, safety checks, and other Fitness training track Front Desk/Membership track Membership Committee Chair, Cindy Shook Invite non-members Work in progress Mike Davis from West Plains just joined us for 2015 as a Public Agency Legislative Committee Chair- Bob Belote Update at later date

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SOUTHEAST REGION BOARD REPORT Submitted by: Jason Valvero, Region 4 Director

Quarterly Meeting Report: The momentum is still gaining power as Region 4 rolls into the New Year! I am thrilled to report the region members are stepping up and helping out any way they can.

I.

Region Survey - Action The members are now acting on the information submitted by the region through the survey results. There has been a core group of volunteers helping out on almost every committee. It is critical that we not only listen to the members, but act on their feedback!

II.

Committee Updates The committees have been hard at work; the membership committee has been making good progress on reaching out to prospective new members for the Public Agency membership; the annual fund committee has several great ideas in the works to discuss at the region meeting; the education committee is already planning the next meeting for late April or early May gearing it towards programming and the legislative committee will be discussing local and state wide topics.

Education: Wayne Dunker, [email protected] Annual Fund: Jennifer VanDyke, [email protected] Membership: Miki McKee Koelsch, [email protected] Legislative: Michael Biedenstein, [email protected] III.

Support Groups The region has five (5) membership support groups are here to help out in any way they can to the membership. Each of the groups has influence on the education trainings and the quality the training will bring to the membership. There has been a renewed spirit from the mini-conference and many are talking about getting together already!

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BOARD REPORT Region/Section/Committee: Park Resource Section Section President: Gabe Huffington

Last Meeting Date: February 27, 2014

QUARTERLY REPORT/MEETING ACTION: 1. Education : The Park Resource Section held two workshops in February for MPRA members in the Springfield and Kansas City areas. The Toro Company agreed to supply speakers for the workshops and had company specialists present on a variety of topics. Special thanks to Kansas City Parks and Recreation and the SpringfieldGreene County Park Board has agreed to host the workshop in Springfield. Topics covered during the Toro workshop will include: • Preventative Equipment Maintenance • Reel Mower Maintenance • Rotary Mower Maintenance • Spray Application Equipment • Irrigation Troubleshooting and Repair • Oils and Lube for Equipment The workshop in Kansas City had 38 attendees and the workshop in Springfield had 42 attendees. Each attendee paid $20.00 to attend the workshop with lunch costs of approximately $10.00 per person. 2.

Committee Formation – The Park Resource Section has created a four-person committee to take responsibility for all award nominations for the Park Section at the annual conference. Committee includes Section President, President-Elect, Bettie Yahn-Kramer and one additional member to be selected by President.

3.

Conference Update – Park Resource members provided the conference committee with 10 potential speaker topics and presentation ideas for the 2015 MPRA Conference.

4. Upcoming Meeting Dates – •

February 2015 (MPRA Conference in Springfield, Missouri)

Board Action Requested:

YES

NO

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BOARD REPORT Region/Section/Committee: Sports Section President:

Elizabeth Hickox

For Meeting Date: 02/24/2015

QUARTERLY REPORT/MEETING ACTION: The Sports Section will meet Wednesday, February 25 here at conference. At this meeting, the section will vote on the MPRA Board of Directors approved changes to the bylaws. Awards Committee (Chair: Tina Werner) Completed for 2015 Conference Awards Conference Committee (Chair: Chris Conway) The Sports Section was able to submit nine sessions for the 2015 Conference. A HUGE thank you is order to Chris Conway whose diligence with our presenters is much appreciated! Membership Committee (Chair: Corey Newgent) The section currently has 123 members Pitch, Hit & Run (Chair: Angie Toebben) The local Pitch, Hit and Run dates for 2015 are either set or currently being selected; then the Sectional dates will be set soon after Tournaments The 2015 ‘Slam for MPRA’ is full with 16 girls volleyball teams registered. The tournament will be at The Center of Clayton again on Sunday, March 8. We are looking for volunteers to work the concession stand and event day staff. Fundraising The Sports Section will be venturing down new avenues in efforts to try to fundraise.

Board Action Requested:

NO

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Finance Committee Report Board Report FY 14/15 – 3rd Quarter Submitted by: Eric Gruenenfelder

First Quarter Financial Report: Staff feels finances are in line with expectations after the first two quarters of the fiscal year and a review of their financial report and review subsequent revenue earned from the annual conference in the third quarter confirms their assessment. The second quarter is historically a strong quarter for revenue due to membership dues renewals and annual conference registrations. The net will decrease in the third and fourth quarters as most of the expenditures from the conference and personnel cost for the remainder of the year will still be recognized.

Revenue Expenditures Net

FY12/13 Actual 2nd Quarter $401,374.00 $235,598.00 $165,776.00

FY 13/14 Actual 2nd Quarter $443,197.00 $260,415.00 $151,069.00

FY 14/15 Actual 2nd Quarter $229,839.00 $196.690.00 $33,149.00

The variation in this fiscal year from the past two fiscal years is that a bulk of revenue for the annual conference will show up in the third quarter. Over $125,000 in revenue has been earned for the annual conference so far in the third quarter. FY13/14 Surplus Funds Update: The transfer of $6,250 in surplus funds from FY13/14 to the Building Maintenance Fund and the transfer of $6,250 in surplus funds from FY13/14 to the Education Fund, approved by the MRPA Board of Directors at their December meeting, occurred in early February. With these deposits, the Building Maintenance increased its fund balance to $22,299.66 and the Education Fund increased its fund balance to $26,017.27. Investment Committee: As reported at the December 12 Board of Director meeting, MPRA’s funds continue to show a positive return in their investments with inactive funds increasing 3.67% in 2014. The Investment Committee will be meeting on February 25 to review the performance of the funds and discuss if any recommendations should be made to the Board of Directors at the June meeting.

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Budget Timeline: It’s time to start preparing the 2015/2016 MPRA Budget. In order to have a proposed budget ready for the MPRA Board to approve at the June MPRA Board Meeting, the following timeline has been set: • April 17: Region and Section budgets due to MPRA • April 24: First draft of budget sent to Budget Committee • May 4 – May 8: Budget Committee meeting in Jefferson City • Week of May 11: Second draft of budget sent to Budget Committee • May 29: Last day for changes • Week of June 1: Budget Committee approves budget (telephone conference call) • June 12 (tentative): Budget presented to MPRA Board for vote of approval

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MEMO TO:

MPRA Board of Directors

FROM:

Chris Deal, Team Captain Legislative Action Team

CC:

Jan Neitzert, MPRA Executive Director Mary Vaughn, Legislative Team Member Gabe Huffington, Legislative Team Member Todd Spalding, Legislative Team Member Laura Thal, MPRA Staff

DATE:

February 17, 2015

SUBJECT:

Legislative Action Team–Short Term/Mid Term/Long Term Goals – Ongoing Action

As requested by the MPRA Board in fulfilling part of the Strategic Plan, attached is the short term, mid-term and long term goals from the Legislative Action Team members. These goals are now approved and part of the Strategic Plan. Some of these goals have already taken place, such as the articles written for the MPRA Magazine and other MPRA publications. Also, the MPRA Leadership was very engaged for the Legislative Action Day, encouraging MPRA Members to attend this event, which was a very successful day. As a committee, our work is complete regarding the establishment of goals. However, there will always be “ongoing action” that will need to take place regarding legislative involvement from the members to the MPRA Leadership. I will be available at the Board meeting for any questions. Thank you.

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Team Captain: Chris Deal Team Members: Vaughan, Huffington, Spalding MPRA Staff Liaison: Jan Neitzert

3 Legislative Action Team

Resource Committee: Legislative & Critical Issues Committee (See legislative flyer for names) Description: This team develops the short term, midterm and long term goals of legislative action and makes recommendation to be put into action by the Membership. These goals will be presented to the Legislative & Critical Issues Committee, then to the MPRA Board to be approved as part of the MPRA Strategic Plan. As these issues are approved, they will become the operating standards for the Legislative & Critical Issues Committee to carry out each year.

Conference Session Every Year •

Recommend to the MPRA Conference Committee one or two speakers to present legislative sessions at the annual conference.

Leg. Chair/ Staff/ Lobbyists/ Members

LAD Shadowing Initiative: “Bring a Member Program” •

 Short Term Goals (6-12 months)

Annual article’s written for the MPRA Magazine outlying the importance of the “Shadowing Initiative” at the Legislative Action Day -LAD and for Directors/Administrators to bring a staff person for training and education of the LAD and legislative programs.

Members

Plan for Regular Meeting & Event Invitations to Legislators •

Annual articles written and pictures of events with legislators in the pictures for the MPRA Magazine that outlines the importance of getting professionals to involve their legislators in local events.

Members

Set Expectations for Leadership Attendance at LAD •

It is important for MPRA Presidents to express the importance of attendance at the LAD and to personally invite the Membership to attend. Possibly add this responsibility in the bylaws, regarding job description of the various leadership positions and their legislative involvement.

Members

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Consistent Legislative Information provided to Regions •

 Mid-Term Goals

Committee recommends- Regional Directors or the appointed Legislative Chair from each Region is responsible for passing on legislative information to MPRA Members and attending LAD.

Members

Solid Legislative Contacts by Region •

(12-24 months)

Committee recommends- Similar to the above point, MPRA Staff, Regional Directors or the appointed Legislative Chair from each Region will provide ongoing legislative information and training.

Members

Update Parks/ Storm Water Tax Resource •

 Long Term Goals

Committee recommends- Make MPRA Members aware of “the Park Tax Bible”, House Bill 88 that was developed in the past and is available at the MPRA office. Also, in the future, update this document with any current legislative information.

Staff

MPRA-sponsored Legislation

(3-5 years)

•

Committee recommends- This Goal should always be on “the radar”, ready to be activated as important legislative issues arise. When issues do arise, they should be actively developed for lawmaker consideration.

Members/ Staff

Ideas from Leadership Retreat: • • • • • • • • • • • • •

Conference session Legislative issues on the region level Shadowing on legislative action day Invite Legislators to region events Website link to legislative look up Add invite to local reps to members’ event checklist Add items on website on getting involved with LCI Sponsoring legislation that can assist various departments Identify an issue that justifies a bill in the state Develop links on website under regions for each committee-issues Develop point system to reward region recognition Develop program to get 35 & younger involved in legislation Succession planning in legislative leadership 88 of 88