South Carolina Recreation and Parks Association
November 27, 2012
This Standard Operating Procedures manual has been prepared by the South Carolina Recreation and Park
Association. It is designed to assist each member of the Association's Board of Directors and the committee
chairs with understanding the operations and procedures of the organization. This manual is to compliment
the Constitution and By-laws of the Association. If there is a discrepancy between the Constitution and/or
the By-laws and this manual, the Constitution and / or By-laws shall prevail.
I hope this manual serves you well. If there are any questions, please do not hesitate to contact me.
James E. Headley, CPRP
Executive Director
TABLE OF CONTENTS
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WHAT IS THE ASSOCIATION? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WHO ARE THE BOARD OF DIRECTORS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
THE BRANCHES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
DISTRICT REPRESENTATIVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
NRPA SOUTHERN REGION NETWORK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
THE OFFICERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
PRESIDENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
PRESIDENT-ELECT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
VICE-PRESIDENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SECRETARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TREASURER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
EXECUTIVE DIRECTOR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
EXECUTIVE COMMITTEE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
THE COMMITTEES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
COMMUNICATIONS & PUBLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CERTIFICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTINUING EDUCATION UNITS (CEU'S) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WORKSHOPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
BUDGET GUIDELINES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
MEMBERSHIP STRUCTURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
VOTING PRIVILEGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ANNUAL CONFERENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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WHAT IS THE ASSOCIATION?
The South Carolina Recreation and Park Association is a statewide nonprofit organization engaged in a wide
range of research, education, policy and program initiatives in the area of parks and recreation. Our
membership consists of individuals, organizations and agencies performing an array of civic, professional
and technical functions to meet the diverse park and recreation demands across this state. For the most part
our members are associated with public park and recreation agencies. However, we do have state employees,
private leisure service providers, commercial vendors and citizens that are interested in the leisure service
field as members of SCRPA.
The Association is divided geographically into four (4) districts of the state. They are the Central, Eastern,
Southern and Western.
The Association is the state affiliate of the National Recreation and Park Association (NRPA) in South
Carolina. NRPA has an affiliate in all fifty (50) states and the District of Columbia.
WHO ARE THE BOARD OF DIRECTORS?
The Board of Directors operate the Association. The Board creates policies and sets procedures for the
betterment of the Association. To be on the Board, you either have to be elected or appointed. The Board
may consist of twenty (20) individuals. These people are the Chairperson of each Branch eight (8); the
District Vice-Presidents four (4); the NRPA Southern Regional Representatives one (1) voting; the Officers
six (6); A representative of the State Department of Parks, Recreation and Tourism one (1), usually the
director of office of Community and Recreation Development and the Executive Director of the Association
(ex-officio). The Past Presidents of the Association serve as honorary members of the board.
The Branch chair is elected by the Branch membership. This process is to take place prior to the first
meeting of the incoming board at the Annual Conference. The District Vice-Presidents are elected by their
district membership. The NRPA Southern Regional Network and the Officers are elected by the voting
members of the Association at the annual conference. The PRT representative is hired by the South Carolina
Department of PRT. The Executive Director is hired by the Association's Board of Directors. Regular
meetings of the Board of Directors are usually held quarterly as scheduled by the President. A special Board
of Directors meeting can be called if at least four (4) board members or ten (10) percent of Association's
voting members request a meeting. All Board meetings are open to the membership and the public.
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THE BRANCHES
The Association is supported by eight (8) branches. A branch is a group of members who have a common
interest in leisure services. The current branches are: Athletics [South Carolina Athletic Programs (SCAP)],
Citizen/Board Member, Ethnic Minority, Executive Level Management Branch, Parks and Resource
Management, Recreational Arts and Programming, Student, and Wellness. These branches are intended to
be for each emphasis area in the Park and Recreation profession. Each branch operates within their own
by-laws. However, the Association's constitution and bylaws overrides any discrepancy between the two.
All branches are open to any member of the Association.
The Citizen/Board Members branch is for all board or commission members. It also is for city or
county administrators, advisory councils and governing bodies for park and recreation within the
state.
The Executive Level Management Branch is for upper level managers within the parks and recreation
field. This branch works closely with the Past Presidents Committee. They are also in charge of the
Southern Leisure Management and Trends Institute.
The Parks and Resource Management branch is for individuals who work in the parks area or any
other natural resource related field.
The Recreational Arts and Programming branch is for those individuals interested in the arts,
programming or planning of special events. This branch is for all recreation programmers.
The Athletics [South Carolina Athletic Programs (SCAP)] branch is intended for all athletic directors
and personnel across the state. This branch conducts athletic/maintenance workshops and runs
statewide athletic events for those agencies who wish to participate and are Agency members of
SCRPA.
The Student branch is for all full time students currently enrolled in any of the South Carolina's
Colleges or universities with the intent of pursuing a career in the area of leisure services.
The Ethnic Minority branch is for those individuals interested in the leisure service movement as it
pertains to the minorities throughout the state.
The Wellness branch is open to individuals who provide for the physical well being of their
constituents.
The branches shall raise money for their programs and the Association. All funds accrued by any branch
must be deposited in the Association's general account.
Each branch chairperson shall submit an annual report of their activities to the President of the Association at
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least thirty (30) days prior to the Annual Conference or other date set by President. They are also required to
submit a written report two (2) weeks prior to the Board meetings to the Executive Director’s office. These
reports shall be issued to the entire Board with an agenda for the upcoming meeting.
DISTRICT REPRESENTATIVES
Each District shall elect an individual from their district to represent them on the board. It is the
responsibility of each District Representative to conduct district meetings. These meetings are to discuss
Association business that has occurred within the branches, committees and at the Board of Directors
meetings. The District Representative's shall serve on the Executive Committee.
The Representative shall submit a written report to the Association. The Representative shall also submit a
written report of the year activities thirty (30) days prior to the Annual Conference or other date set by
President to the Executive office.
It is important that the District Representatives have a current listing of all Association members. If the
district has a vote on any Association business, ONLY voting members shall have the right to vote. Both the
District list and the eligible voting members list should be obtained from the Executive Office.
Each District Representative shall be elected prior to or at the Annual Conference.
NRPA SOUTHERN REGIONAL REPRESENTATIVES
There currently is a NRPA Southern Region Network. One member of SCRPA should serve on that network
and report back to the board of what the networks needs.
THE OFFICERS
The Association has six (6) elected officers: President, President-Elect, Vice-President, Secretary, Treasurer
and Past President. The Secretary and Treasurer are elected annually at the state conference. The
Vice-President is elected Annually at the conference and then automatically becomes President-Elect;
President and Past President. All officers serve on the Executive Committee.
PRESIDENT
The President shall conduct and notify all Association Board members of Board meetings, Executive
Committee meetings and the Annual Business meeting. It is up to the President to make sure all of the
standing committees and other committees that s/he appoints has a chairperson. S/he shall serve as an
ex-officio member of all Branches and Committees.
Other duties of the President are to provide written material for the magazine and also present an Association
annual report at the annual business meeting; Request written reports from all Committees, Branches and
Districts; have a thorough knowledge of the Constitution and By-laws of the Association; know and
understand the procedures of Roberts Rules of Order; and prepare an agenda for all Board, Executive
Committee and Association general membership meetings. S/he shall appoint elected officers to serve as
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liaisons to the committees.
PRESIDENT ELECT
The President Elect shall acquaint him/herself with all the activities of the Association. S/he will assume the
presidency January 1. Also, s/he shall be a member of the Personnel Standards Committee and the Ways and
Means Committee. S/he shall act as the legislative Committee in cooperation with the Past Presidents
Committee and the Association’s legislative Liaison and the Executive Director.
The President Elect shall appoint all Vice-Chairs of the various committees.
S/he shall be the presiding officer at meetings in the absence of both the President and Vice President. S/he
shall serve as liaison of committees appointed by the President.
VICE-PRESIDENT
The Vice President shall act as the presiding officer in the absence of the President. S/he shall automatically
become the President Elect at the end of their term. The Vice President shall also serve as the Association's
parliamentarian and assistant treasurer and should be bonded. S/he shall act as the Long Range Planning
Committee and the Constitution/Policy Procedures Committee. S/he shall serve as liaison of committees
appointed by the President. The Vice President shall also serve as the Chair of the Ways and Means
Committee with the District VP’s serving as members.
SECRETARY
The Secretary shall serve as a recording secretary and will be responsible for recording and mailing the
minutes of the Board of Directors and Executive Committee meetings. The minutes of the Executive
Committee shall be mailed to the full Board within one (1) week for approval.
The Secretary shall also provide official ballots for the Association elections at the Annual Conference. All
absentee ballots will be requested through the Secretary. S/he shall serve as liaison of committees appointed
by the President.
TREASURER
The Treasurer shall serve as the chairperson of the Budget and Finance Committee and shall also serve as the
Vice Chair of the Ways and Means Committee. The Treasurer shall assure that all debts of the Association
are paid while following proper auditing procedures to ensure continued tax exempt status. The Treasurer
should be bonded. S/he will present a financial report at each Board meeting and at the annual business
meeting. S/he shall also present an audit to the full Board thirty (30) days after the end of the Association's
business year. S/he shall serve as liaison of committees appointed by the President.
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EXECUTIVE DIRECTOR
The Executive Director shall work under the direction of the Board of Directors and under direct supervision
of the President. S/he is responsible for the general operations of the Association, serving as the chief
executive officer. S/he shall also serve as an ex-officio member (without the power to vote) of the Board of
Directors, Executive Committee and all branches, committees and districts.
S/he shall keep the membership records and s/he shall keep all members informed of the Association's
activities. In cooperation with the Treasurer, the Executive Director shall develop and operate within the
Association's budget.
EXECUTIVE COMMITTEE
The Executive Committee shall meet under the guidance of the President. They have the power to make
day-to-day operating decisions for the Association. The Board of Directors shall have the power to override
any decision of the committee. Each member of the Board shall receive a copy of the minutes for each
Executive Committee meeting within one (1) week after the meeting. The Board then has three (3) days in
which to notify the Executive Director or President of any objections. It shall take four (4) members of the
Board to object before any other action is taken on the matter.
The Executive Committee shall serve as the Nominating Committee (with the past president as chair),
Budget and Finance Committee (with the Treasurer as chair) and the Executive Director Review Committee
(with the President as chair).
The Executive Committee shall present a slate of officers to the general membership thirty (30) days prior to
the election at the Annual Conference.
They shall obtain any budget requests and goals from each of the committees and branches by December 1.
They shall then submit the budget at the first regularly scheduled Board of Directors meeting.
They shall review the performance of the Executive Director twice a year. This will be in April, which will
be a progress report, and in conjunction with the annual meeting, at which time they will recommend
continuation or termination of employment, as well as any increases in salary to the Board of Directors.
THE COMMITTEES
There are seven (7) standing committees in the Association. These committees are set up to carry out the
works of the Association. The President shall appoint a chair for each of the following: Awards & Citations;
Conference (program and exhibits); Marketing; Past Presidents; Personnel Standards; Scholarship; and Ways
and Means. The President, upon approval of the board, has the power to create any other committees or task
forces that s/he deems necessary.
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The Ways and Means committee shall be made up of the four (4) District VP's with the Association's Vice
President serving as chair and the Treasurer serving as Vice-Chair.
The Past President’s Committee shall consist of all past Presidents who remain members in good standing
and completed their term in office. They shall serve as the legislative committee.
Each District shall have at least one (1) member appointed to each committee unless otherwise noted. Each
chairperson can request additional at large members to their committee with approval of the President.
Each committee chairperson shall submit a written report to the Secretary/Executive office thirty (30) days
prior to the Annual meeting or at time issued by president. This is then to be presented for the general
membership. Each committee chairpersons shall report to their liaison elected officer seven (7) days prior to
a scheduled Board meeting. The following are the liaisons: President-Elect shall be Past Presidents; Vice
President shall be Ways and Means; Secretary shall have the Awards and Citations, Conference, and
Professional Development. The Treasurer shall have Marketing and Scholarship.
The President-Elect will appoint a vice-chair for each committee. The vice-chair will automatically become
chair the following year unless the President-Elect and President agree to allow the chair to remain the same.
COMMUNICATIONS & PUBLICATIONS
SCRPA PUBLICATION Dates and Deadlines
Publication
SC Snapshots
Deadline
Mondays by 5pm
Publication Date
Tuesdays by noon
Newsletters
Jan. 11, 2013
March 11, 2013
May 10, 2013
July 12. 2013
Sept. 13, 2013
Nov. 8, 2013
Jan. 15, 2013
March 15, 2013
May 15, 2013
July 16, 2013
Sept. 17, 2013
Nov. 25, 2013
Jan. 25, 2013
April 26, 2013
July 26, 2013
October 25, 2013
March
June
September
December
Magazine
Spring
Summer
Fall
Winter
The snapshots are “quick hitting” link driven “e-updates”. This is emailed to all association members.
The newsletter is set to inform membership of association business, conferences, workshops and other items
that branches, committees or districts need to communicate to the membership. This is emailed to all
association members
The magazine is intended for articles, interviews to be reference material and also promote what we do as a
profession. This is printed and mailed by a third party.
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CERTIFICATION
Professional certification (NPSI, CPRP, CPRE, AFO) and CEUS are conducted and handled by NRPA.
CONTINUING EDUCATION UNITS (CEU'S)
One (1.0) CEU is ten (10) contact hours of participation in an organized continuing education experience
under responsible sponsorship, capable direction and qualified instruction. You receive point one (.1) CEU's
for every contact hour, i.e. if a workshop is four hours long, you would likely receive point four (.4) CEU's.
WORKSHOPS
All workshops in this state that wish to have CEU's attached must have been approved by the executive
office. See appendix D for workshop form. These forms must be filled out at least three (3) weeks prior to
the workshop. It is up to the workshop coordinator to see that all proper CEU credit forms have been filled
out. All workshops / conferences that are sponsored by a branch or committee must have a price differential
between SCRPA members and nonmembers.
BUDGET GUIDELINES
The Association Fiscal Year runs Jan. 1 - Dec. 31.
1.
The Executive Director shall purchase all supplies, equipment and awards and issue them to all
committees and branches unless otherwise agreed upon by the Executive Director and Chairperson.
2.
All returned checks will be assessed a minimum $25.00 charge.
3.
All workshops are to be self-supporting.
4.
All funds from branches, committees, or workshops are to be deposited in the Association's account.
Any budgeted expenses shall be deducted from those accounts. These funds shall revert to the general
fund of the Association at the end of each year.
5.
The Association is not to pay for any additional funds for socials at the Annual Conference other than
those approved as part of the conference program.
6.
No travel, other than the Executive Director, President or President-Elect will be included in the
budget. No travel, meals, housing or honorariums will be paid to any member of this Association for
program participation at the Annual Conference, workshops, seminars or any meeting of the
Association during the year. The Executive Director will be budgeted for in state travel including
housing, meals and gasoline utilized.
8.
The Board of Directors will approve all changes in the budget.
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9.
All Association districts shall have their own account within the Association's books. They shall
have control over their money to be spent. They shall also submit their budget to be approved by the
board. These funds will be carried over from year to year.
10.
A zero-based budget shall be submitted by the Treasurer by January 1 of each year.
11.
The Association shall only pay expenses when presented a bill and/or invoice.
12.
The Executive Committee shall have the authority to approve unbudgeted expenditures up to $1,000
MEMBERSHIP STRUCTURE
Membership in the Association shall be open to any person, agency or business interested in the delivery of
leisure services. The membership categories are defined below:
LEISURE SERVICE PROVIDER: Any individual gainfully employed by a Park and Recreation Agency or
any person who offers Leisure Services, be it governmental, private or industrial.
ASSOCIATE MEMBER: Any individual interested in the Leisure Services Movement. This membership
includes but is not limited to volunteers, part-time workers in the Leisure Service field
and trainees.
CITIZEN/BOARD MEMBERS: This membership is open to all Board and Commission personnel or
Advisory Councils, be it city, county or special purpose district officials. The dues will
vary upon the number of members. Those numbers shall be 1 - 7; 8 -12; 13 -18; 19 -23.
RETIRED:
This membership is given to those persons retired after ten (10) years of service and
membership in the Leisure Services field in the State of South Carolina.
STUDENT:
This membership is open to any full time student enrolled in a Leisure Service
curriculum.
COMMERCIAL MEMBER: This membership is for all businesses interested in the area of Leisure
Services. They shall receive discounted prices for exhibiting at the annual conference,
advertising in an association publication and other services provided by SCRPA.
AGENCY MEMBER: This membership shall be offered to those agencies providing Leisure Services with
consistent objectives with the South Carolina Recreation and Park Association. The
membership includes one (1) Leisure Service Providers membership, up to seven (7)
Citizen/Board Memberships (additional CBM memberships may be purchased under the
CBM Membership category) and membership into the South Carolina Athletic Program.
AGENCY MEMBER (Supplemental): includes above plus 7 additional cbm’s, ad in newsletter, website,
events posted on the website calendar and reserved table at the conference.
VOTING PRIVILEGES
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Only Leisure Service Providers and Citizen / Board Members in good standing will have the right to vote on
Association business or District meetings or hold office in SCRPA.
All Memberships fees are due and payable on January 1 of each year.
Members or Agencies who fail to pay their dues by February 15th shall forfeit all membership services
provided by the Association, but may be restored to full membership upon receipt of dues and a
reinstatement fee of $10.00 upon discretion of executive office.
All membership dues or fees concerning the Association shall be approved by a simple majority vote of the
Membership.
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ANNUAL CONFERENCE
The Association shall hold an Annual Conference. Business of the Association to be conducted at the
Conference includes:
1.
A business meeting for all members of the Association to include:
A.
The Executive Director’s State of the Association address.
B.
Present changes in the Association’s Constitution and/or by-laws.
2.
Announcement of the election of officers.
3.
Installment of incoming officers and presentation of the Association’s awards;
4.
Educational opportunities and display of leisure service exhibitions.
5.
Meetings of all branches, committees and districts. That require/request to meet.