PPM
MRID's Policy and Procedures ManualTable of ContentsThe purpose of the Policies and Procedures Manual (PPM) is to contain the policies and practices set by the Board of Directors of the Minnesota Registry of Interpreters for the Deaf (MRID). The PPM contains general guidelines for the organization. The overall intent of the PPM is to have a pragmatic, working document. The PPM serves to define roles, functions, and responsibilities for the organization in a way to better serve the membership. This manual is designed to be a living document, accessible to all. This manual should be referred to and updated as frequently as possible to ensure that up-to-date and robust policies guide the organization. MRID members can propose edits to this PPM, but the MRID Board of Directors has the primary responsibility and authority over the contents. Edits to the PPM can be made any time with a majority vote from the Board. Mission Statement It is the mission of MRID to provide state and local forums, and an organizational structure for the continued growth and development of professions of interpretation and transliteration of American Sign Language and English. Philosophy Statement The philosophy of the MRID is that excellence in the delivery of interpretation and transliteration services among people who are Deaf, DeafBlind, hard of hearing, and hearing, will ensure effective communication. As the professional association for interpreters and transliterators, MRID serves as an essential arena for its members in their pursuits of excellence. Accountability Statement MRID recognizes and values that everyone comes from various places, backgrounds, and experiences. We seek to create an environment where people treat each other respectfully and where we can hold each other accountable. MRID recognizes that we are all entrenched in systems of oppression. Therefore, we promote and support spaces where honest and respectful language is used. Everyone will be held accountable for their participation in any type of oppression while in MRID spaces.Legal Responsibilities of Nonprofit Boards Under well-established principles of non-profit corporation law, board members must meet specific standards of conduct and attention to carrying out their responsibilities to the organization. These standards could be used in court to determine whether a board member acted improperly. These standards are usually described as the duty of care, the duty of loyalty, and the duty of obedience.Duty of Care The duty of care describes the level of competence that is expected of board members and is commonly expressed as the duty of “care that an ordinary, reasonable, and prudent person would exercise in a like position and under similar circumstances.” This means that a board member owes a duty to exercise reasonable care when they decide as a steward of the organization.Duty of Loyalty The duty of loyalty is a standard of faithfulness; board members must give undivided allegiance when making decisions affecting the organization. This means that a board member can never use information obtained as a member for personal gain but must act in the organization’s best interests.Duty of Obedience The duty of obedience requires board members to be faithful to the organization’s mission. A board member is not permitted to act in a way that is inconsistent with the organization’s central goals. A basis for this rule lies in the public’s trust that the organization will manage donated funds to fulfill the organization’s mission.Legal Responsibilities of the MRID Board of Directors The MRID Board of Directors performs due diligence in providing governance through supervision and delegation. The MRID Board is legally responsible for all of the organization’s assets, and to ensure its viability. The board is accountable to its members by serving them and by using all available resources. The board will adhere to all federal laws, Minnesota state laws, RID bylaws, MRID bylaws, and comply with all requirements as implied by its status as a 501(c)(3) organization in the state of Minnesota.MRID is a nonprofit 501(c)(3) organization in Minnesota. It is an affiliate chapter of the Registry of Interpreters for the Deaf. Below is the hierarchy of authority of rules for MRID to follow. The MRID is an affiliate chapter of the Registry of Interpreters for the Deaf (RID), Inc. a non-profit, professional organization. MRID’s internal organizational structure in relation to the national organization shown below: Region III Presidents' Council(IL, IN, KY, MI, MN, OH, WI) MRID President (Operations Director) (Finance Director) (Programs Director) (Membership Director) (Communications Director) (Community Relations Director) The President oversees all Board Members. MRID is a member-driven volunteer organization which means that the board of directors and committee members are all volunteers who generously give their time and talents. The direction of the organization is determined by the membership and the Board’s responsibility is to support the members in their activities as a part of committees that meet the need of the membership. MRID is a volunteer-run organization. Hosting annual events requires a lot of time and work from committee members. The only event that is required by the MRID bylaws is the Annual Business Meeting in October. Though MRID strives to host the events listed below every year, they are not required. Fall ConferenceThe MRID Fall Conference is typically held in October every year. This event is a series of presentations and workshops for the professional development of interpreters throughout Minnesota. The Fall Conference also serves as a platform for special recognition of members who contribute to the field. In addition, the Annual Business Meeting conducted by MRID Board of Directors is held in conjunction with the MRID Fall Conference. The conference location changes annually with every-other-year being held in the Twin Cities Metro Area and then rotating the remaining years between Central Minnesota, Northern Minnesota, and Southern Minnesota. Please note, per the MRID bylaws, the Annual Business Meeting will occur in October regardless of the ability to have a Fall Conference (e.g., COVID-19). Spring ConferenceThe MRID Spring Conference is typically held every year in March, April, or May. Similar to the Fall Conference, this is a venue for Minnesota interpreters to connect with others in the field and take advantage of professional development opportunities. There is no business meeting or awards banquet, however other social opportunities are always welcomed. Similar to the Fall Conference, the Spring Conference location can vary throughout the state of Minnesota. Camp ASLCamp ASL is a three-day, silent, ASL-immersion weekend held at a camp or retreat center in late spring to early summer every year. Camp ASL provides opportunities for participants to enhance their ASL skills by way of socializing with Deaf mentors, network with other interpreters, and engage in professional development workshops and/or activities. Conference Handbook - MRID has written a thorough Conference Planning Handbook with the help of past Conference Chairs. It outlines the duties of each Conference Committee Member in great detail, including sample Google Forms, past conference advertisements, costs, budgets, etc. Please use this handbook when planning conferences. To access the handbook, contact MRID's president at president@mrid.org. MRID recognizes and awards individuals or organizations in the community who are doing great things. MRID strives to award folks annually for all awards listed below, however it is not required. The awards are typically given at the fall conference awards banquet; however, they can be given (virtual, for example) even without a fall conference (e.g., COVID-19). Recommendations for these awards are accepted from the general membership, and the MRID Board of Directors (with the exception of MOTY and President’s Award) chooses the recipient(s). MRID Appreciation AwardMRID appreciates the members of our interpreting and Deaf communities who are active contributors to maintaining our professional standards and commitment to excellence. This award is given to an individual, group of individuals, or entity who has gone above and beyond. MRID Lifetime Achievement AwardThe MRID Lifetime Achievement Award is given in recognition of an MRID member who has made a significant and lasting impact on the field and practice of interpreting through their professional accomplishments, served the profession over an extended period of time, and has earned the respect and admiration of professional colleagues. MRID Lion Roars Humanitarian AwardIn January of 2004, one of MRID's most dedicated and enthusiastic members, Leo Latz, passed away. At the news of his passing, several MRID members gave contributions to MRID in memory of Leo. With those contributions, the board decided to establish an award in Leo's name. Criteria:1. The Candidate must be an individual or group who does not depend on interpreting for their livelihood. 2. The Candidate has contributed a considerable amount of their own time and talents to benefit the skill and knowledge development of individual interpreters, the organization of MRID, the interpreting profession, and the Deaf Community. MRID Member of the Year (MOTY) AwardThis award is given each year to an MRID member who exemplifies a contribution and commitment not only to MRID but to the field of interpreting and to the Deaf, Hard of Hearing and DeafBlind communities we serve. The award recipient has a history of donating their time, energy, and volunteerism, which supports the growth of our field and benefits the consumers we serve. Nominees must be current members of MRID to be considered. Historically, the most recent three MOTY award winners pick the next winner, however recommendations from the general membership can also be given to those deciding. Criteria:1. The Candidate must be an active member of MRID for at least five years. 2. The Candidate made outstanding contributions during the previous three years. 3. The Candidate has given a substantial amount of their own time and/or resources (not while on another job) to MRID work. 4. The Candidate has achieved something that contributes to upgrading and/or improving the interpreting profession in Minnesota and/or nation. MRID Organization of the Year AwardThe Organization of the Year Award is given to an organization for their extraordinary contributions to the field of interpreting, the Deaf communities in Minnesota, and/or MRID. MRID President’s AwardThe President’s Award is given to an individual who has assisted and/or supported the President and/or the Board of Directors in extraordinary ways during the year. The standing President selects and presents the award. The MRID Scholarships were most recently reviewed and revised in 2020, with three new scholarships created to fit the needs of the membership. The MRID Scholarships Committee is responsible for the advertisement, selection, and distribution of these scholarships. All applicants must be members of MRID in good standing. Applications will open in the spring and be awarded in the fall. Scholarship winners are announced and awarded at the fall conference awards banquet (or virtually e.g., COVID-19). Scholarship funds must be used by the end of the following calendar year (approximately 14 months), or the money will go back to MRID. Example: an interpreter is awarded the Mary Burnes Mentorship Scholarship October 2021. They will have before December 31st, 2022, to use the funds, or they will forfeit the money back to MRID. Scholarship recipients will need to provide proof of payment of certification tests, mentoring services, professional development, or educational trainings, in order to receive the scholarship reimbursement from MRID. If the recipients are attending a college or university, MRID will pay the educational institution directly. The scholarships committee will work closely with the finance director to arrange payments.Pioneer Education Scholarship: $500This scholarship was created to honor those Deaf, DeafBlind, and hard of hearing individuals who were involved during the time of MRID’s establishment, who have encouraged and guided interpreters throughout the years, and who have passed away. • Goal: To aid a Deaf, hearing, or Deaf-parented student/emerging interpreter with the cost of their training or education towardsbecoming a certified interpreter. Examples include, CDI training, tuition assistance for an interpreter training program, or tuition assistance for a Bachelor’s degree in order to sit for an RID certification exam. Pioneer Interpreter of Color Education Scholarship: $500This scholarship was created to promote and foster the growth and development of Deaf and hearing interpreters of color in Minnesota. • Goal: To aid a Deaf, hearing, or Deaf-parented student/emerging interpreter of color with the cost of their training or educationtowards becoming a certified interpreter. Examples include, CDI training, tuition assistance for an interpreter training program, or tuition assistance for a Bachelor’s degree in order to sit for an RID certification exam. Certification Scholarship: $300This scholarship was created to increase the number of certified interpreters in Minnesota. • Goal: To aid a Deaf, hearing, or Deaf-parented interpreter with the cost of their CDI, EIPA, or NIC knowledge or performance exam.Interpreter of Color Certification Scholarship - $300This scholarship was created to increase the number of certified interpreters of color in Minnesota. • Goal: To aid a Deaf, hearing, or Deaf-parented interpreter of color with the cost of their CDI, EIPA, or NIC knowledge or performanceexam. Stephen Medlicott Professional Development Scholarship: $200This scholarship was created to honor Stephen Medlicott and his many years of planning MRID conferences, workshops, and Camp ASL. • Goal: To aid a Deaf, hearing, or Deaf-parented interpreter with the cost of a professional developmentMary Burnes Mentorship Scholarship: $100 (two available)This scholarship was created to honor Mary Burnes and her passion for creating mentoring opportunities to allow interpreters to grow and improve. • Goal: To aid a Deaf, hearing, or Deaf-parented interpreter with the cost of hiring a mentor.MRID membership categories are listed in the bylaws, so any change in price or description must be approved by the membership at the MRID Annual Business Meeting. MRID membership cycle follows RID membership cycle and the fiscal year: July 1st – June 30th. Certified Member: $35/YearAny individual who holds current valid certification recognized by RID. Associate Member: $25/Year
Any individual who meets one or more of the following: Community Member: $15/YearIndividuals who support the MRID but are not engaged in interpreting and who do not meet any of the eligibility requirements for Certified, Associate, Student, and Organizational Member. Student Member: $15/YearIndividuals currently enrolled at least part-time in any interpreting program, or currently pursuing the completion of their deaf interpreter training requirements as prescribed by RID. Organizational Member: $75/YearAny organization/institution with an interest in supporting the purposes and activities of the MRID. As the organization evolves, MRID membership benefits must be flexible to fit current trends. As such, per a motion from the 2021 MRID Annual Business Meeting, the MRID Board of Directors shall determine and disseminate the MRID membership benefits prior to the beginning of each fiscal/membership year. Associate, Certified, Community, and Student Membership Benefits
• Be part of the MRID community Organizational Membership Benefits
• Be part of the MRID community Voting RightsAny organization/institution with an interest in supporting the purposes and activities of the MRID.Certified, associate, community, and student members are allowed to vote at the annual business meeting and for board elections so long as they are also members of RID. Organizational members are not voting members. Automatic RenewalCertified, associate, community, and organizational members can opt-in to have their membership fees automatically deducted from their card on file through the website. They can also choose to opt-out anytime. MRID is an RID-Approved Sponsor to provide Continuing Education Units (CEUs) to certified and associate members of RID. There are four ways to earn CEUs: Academic CourseworkCEUs may be awarded for coursework for college credit taken at an accredited institution during the participant’s current CMP cycle. If a course is being audited or taken through the continuing education office of the institution a RID Approved Sponsor should be contacted to complete a Participant Initiated Non-RID Activity Plan (PINRA). • The course does not have to pertain strictly to interpreting; it can be a course in linguistics, business, psychology, social work, etc.As long as the course is educationally beneficial to you as an interpreter, you can earn CEUs for it. • CEUs are awarded at: • 1 semester hour = 1.5 CEUs • 1 quarter hour = 1 CEU • Participant must have a passing grade (pass or letter grade of C or above [2.0 GPA]) to receive CEUs for the academic coursework • Course work must be completed during the participant’s current cycle to be eligible • The institution or organization must be recognized by the Council for Higher Education Accreditation (CHEA) in the United States or the European Quality Assurance Register for Higher Education in the European Union for CEUs to be awarded. • $20 processing fee Independent StudyThe independent study is designed to meet the needs of practicing professionals who desire an alternative to traditional instructional activities. Under the direction of a sponsor, individuals may design an independent study activity around many of their professional activities. However, independent study credit may not come from participants’ routine employment responsibilities. • Maximum of 2.0 CEUs may be awarded for an independent study (IS). The IS Plan Form must be completed and approved bysponsor before any IS activity begins • All IS activity must be completed within 12 months of receipt of the IS Plan Form. • CEUs will not be awarded at 1:1 ratio; typical approval will be 1:0.5 • $20 processing fee What qualifies as an independent study? • Research • Course instruction • Publications (writing articles for RID Views, MRID Update, Journal of Interpretation, etc.) • Study groups • Multi-media instruction • Mentorship – as a mentee and mentor • Literature review • Self-study curriculum Participant Initiated Non-RID Activities (PINRA)PINRA includes activities that an interpreter wishes to attend but which are not offered by an RID approved sponsor. The activity must be sponsored by an organization with specific known standards and must have a specific format, educational objectives, and purpose. • All PINRA requests must be approved BEFORE the activity begins.• CEUs awarded at 1 contact hour = .1 CEU for approved activities • Maximum of 2.0 CEUs may be awarded if the PINRA is General Studies (GS) • All break/lunch times must be removed from the activity (does not include normal breaks during the course of the workshop/ seminar) • Any part of the activity that is not CEU earning will be removed from the total CEUs awarded • $20 processing fee What qualifies as a PINRA? • Audited college courses • Non-credit courses at an educational institution • Corporate trainings • Community education • Non-mandatory school district in-services • Organizational conventions/workshops Sponsor Initiated ActivitiesSponsor initiated activities are developed by an RID approved sponsor and presented for group instruction or individual study. Examples include short courses, workshops, conferences, and webinars. • All paperwork is to be filled out by the requestor and submitted to the Professional Development Committee a minimum of 30 daysbefore the activity date. • Can be searchable on the RID database • All promotional material for activities offering RID CEUs should display: • The RID CMP and/or ACET Logo • MRID’s name and/or logo • The number of CEUs and content (professional students or general studies) • $40 processing fee Professional and General Studies CEUsProfessional Studies contain content that directly applies or affects the field of interpreting. Examples of Professional Studies topics include, but are not limited to: • Intracultural Dynamics• Cultural Studies • Intercultural Dynamics • Theoretical and Experiential Studies • History of Interpreting • Theories of Interpreting • Skill development in Interpreting • Ethics and more • Specialized Studies • Educational Interpreting • Legal Settings • Medical Interpreting • Mental Health Settings and more General Studies include topics that enhance the interpreter’s base of general or world knowledge. The study must still be a legitimate educational program with clearly defined educational goals and measurable objectives.
MRID Mailbox
The MRID Mailbox is located at: 1430 Concordia Ave. MRID’s address is: MRID
The storage unit is housed at: NorthStar Mini Storage MRID earns and spends funds in a variety of ways. The Board of Directors vote on a new budget for the next fiscal year prior to June 30 every year. Income comes from:• Hosting conferences, events, webinars, and fundraisers • Annual organization expenses • All funds raised by the Board of Directors, MRID events, or committees belong to the organization. This Policy and Procedure Manual shall also serve as a handbook for current and future board and committee members. As such, keeping track of important timelines and due dates is incredibly important. Here is a guideline of what should be taken care and when.
• New MRID Board Retreat to be held virtually or in person for two to three days
• Complete any unfinished tasks from January and ensure a smooth transition from outgoing to incoming board members
• Payment for the MRID Zoom account is due
• MRID storage unit payment is due
• Open scholarship applications
• New fiscal year budget approved
• Start planning for board elections. See this page for a more in-depth timeline
• Close scholarship applications and form rater pool to pick winners
• MRID Annual Report due to RID
• Payment for the MRID PO Box is due
• 990-N tax form is due
• Secretary of State renewal is due General InformationThe MRID Board of Directors function as the head of the organization and represent the big picture. The Board is nonpartisan and represents the membership and organization as a whole by governing and managing the big picture. The MRID Board of Directors establishes best practices for the board, committees, and members. The Board delegates work to committees while providing a supportive environment in order for the committees to become the hands of the organization. With governance comes the responsibility to be good stewards of the organization’s assets that encompass monetary, physical property, and human resources. As MRID is a nonprofit 501(c)(3), the Board of Directors is accountable to its members and the general public, by governing, providing leadership, and establishing basic structural foundation by developing policies that meet the goal, philosophy, and mission statements of the organization, as well as compliance with federal and state laws and regulations, and RID and MRID bylaws. MRID is listed with the state of Minnesota and the Internal Revenue Service as a charitable organization. Donations to MRID are tax-deductible. Purchases made by the organization (with the exception of meals and lodging) are not taxable. All income and expenses are reported annually to the Internal Revenue Service and the Minnesota Department of Revenue. The MRID Board of Directors strives to see the big picture, and to ensure that all members’ perspectives are considered, and that final decisions reflect member inclusiveness and compliance. In order for committees to do the work that has been assigned, the Board should provide necessary tools and instructions to ensure programs and services are successful, and the expectations and needs of the membership are satisfied.Board of Directors MeetingsAll board meetings are conducted in accordance with the current Robert's Rules of Order, MRID Bylaws, and this Policies and Procedures Manual. The schedule of the board meetings, including special meetings, will be posted on the MRID website. Monthly board meetings will also be published in the MRID newsletter, The Update. The board schedules monthly board meetings at the start of each new year. These meetings should be scheduled with consideration to holidays, and other special dates. Information on scheduling special meetings, voting, and quorum procedures for all meetings are in the MRID Bylaws. Board members must attend regularly scheduled board meetings. The board is required to meet a minimum of six (6) times per year. If necessary, special meetings may be called. Board meetings can be held in-person or by virtual platform. All members and the public are welcome to attend monthly board meetings. If a member has business to bring before the board, they may contact the president to be placed on the agenda if time allows. Members may bring business before the board, however official motions by members can only be made during the annual business meeting in October. The board welcomes members’ input, however, the board requests that they hold questions and comments until called upon. This will ensure that board members are able to discuss agenda items that must be completed. This is important due to the fact that the agenda is often full, and certain items must be accomplished in the time allotted.Closed Board MeetingsAll meetings of the Board of Directors shall be open meetings unless otherwise determined by the President or Board of Directors to be closed. Any portion of said meeting may be closed and reopened at the discretion of the President and/or the Board of Directors. Reasons to close a meeting include but are not limited to, personal discussion or disciplinary action around violation of an MRID policy; a member has asked to speak to the board privately; discussion of a sensitive, confidential, or legal matter; or any other reasons decided by the President or Board of Directors. Motions Outside of Board MeetingsMotions may be made and passed outside monthly board meetings via email or a messaging app. However, there must be consensus, and any request for face-to-face discussion requires that the motion be held over until the next board meeting. Motions passed outside of monthly board meetings are called supplemental motions and are included in the next month’s meeting minutes (with note that they passed via email or messaging app). MRID Board of Directors Terms
• The President, Membership Director, and Programs Director shall be elected on odd years and serve from January 1 the following even Qualifications to Run for a Board PositionAll board members must be current members of both RID and MRID and remain in good standing throughout the duration of their term. In addition, the President and Operations Director must have at least five years of interpreting experience and hold RID national certification. All board members must attend regularly scheduled board meetings and do their best to attend all MRID hosted events. All board members must sign and follow the MRID Board Statement of Agreement. Should the board member currently hold an MRID committee chair position, they will need to step down while they serve on the board of directors. Communication ExpectationsEach board member has unique insights, experiences, and talents to share. The board collaborates to reach the best decision for all involved. The president has the final authority of all appointments and decisions of the organization. Any suggestions, questions, or concerns addressed to the Board of Directors must be brought to the entire board before a response is given. Should this be a confidential matter, the board member has the authority to talk to the President and/or Operations director. Being a board member requires the ability to see all perspectives or at least recognize them and make an informed decision that positively affects the members and the organization, even when the board member disagrees with a board decision. Individual beliefs and values are important, especially when stating a perspective, but board members must be willing to investigate all options and then support the final decision as a whole. Board members will not disparage other board members or the decision itself should they disagree.Conflict of InterestCurrent board members may not simultaneously serve as committee chairs. This allows the Board of Directors to function as an integrated system, and to govern committees and general MRID business in a nonpartisan manner. This also fosters a clear set of checks and balances, which will protect MRID and the individual board member from potential real or perceived conflicts of interest. The board of directors must ensure impartiality and integrity while performing their respective duties. For those involved in leadership positions, a trust is established and all conflict of interests, whether real or perceived, must be avoided at all times. This also ensures checks and balances within the organization and sees that no individual gains anything personal or professional other than what they are entitled to as prescribed by the MRID while serving in a leadership position. The board has sole authority to decide whether a conflict of interest exists, and then seek applicable solutions. This may include recusal or resignation of those who are directly involved. Temporary Leave of AbsenceThe MRID understands that life does not always go smoothly when serving as a board member. When extenuating circumstances occur, a board member may submit a request to the President or the Operations Director for a temporary leave of absence for up to three (3) months. The duties of that board member will be delegated and dispersed among the board to those who best fit the skills needed. If the end of the 3-month leave period arrives and the board member does not wish to return, they may at that point submit their resignation following the proper procedure. Board VacanciesBylaws Article IV section 7.A states that any vacancies shall be filled by a majority vote of the remaining board of directors and that person shall fill the vacancy until a successor is elected. Options to fill vacancies include: • If an elected board member resigns before starting their term or resigns in the first six (6) months of the year (January to June), theboard of directors will send out a call for applications, review, and appoint someone to fill the entire term of the vacancy. If no applications are received, board members can make personal contacts and appoint a person to the position, as necessary. • If there is a vacant position three (3) months prior to elections, board members can decide to wait to send a call for the open position and opt to wait for the next round of elections or to appoint someone to the position, as necessary. • A vacancy can be filled immediately after elections if the elected individual is willing to start their term early. Minimum requirements for MRID
Ideally, MRID operates with a full board of directors. In the circumstance where there are multiple vacant board positions, individuals will need to step into the roles of President, Operations Director, and Finance Director. The following actions and activities are the minimum requirements to keep MRID functioning: MRID Bank AccountsThe MRID holds a checking and savings account with Wells Fargo, and a business savings account with Capital One. The President and Finance Director are key executives with control of entity on all financial accounts. The Operations Director is a signer on the Wells Fargo accounts. The President and Finance Director will hold MRID debit cards. As the board of directors transition in and out of positions, the bank accounts must be kept current. In order to add signers, key executives, and physical addresses listed on the account, board members must go together in-person to a Wells Fargo bank. Prior to going to the bank to make changes, be sure to type up a letter addressed to Wells Fargo highlighting all the necessary changes. You can find a sample of that letter by clicking here. Use the specific language on that sample letter as that is what’s required by the bank. Fill it out, print it, sign it, and bring it to your appointment with the Wells Fargo banker. • Attends monthly board of directors meetings and submit a written report to the Operations Director outlining the work that was done MRID President
Has general supervision and direction of the affairs of the corporation and other duties, as may be prescribed by the Board of Directors, the membership, and the RID. organization. • *The President shall preside at all meetings of the MRID and the Board of Directors. The President may designate a representative to act in their stead. • *Has co-signature responsibility with the Finance Director on all checks and drafts for the withdrawal of organization funds. • *Responsible for signing all legal contracts and documentation in the name of the MRID, ensuring any and all legal obligations are met, unless responsibility is expressly delegated to another officer under the bylaws. • Ensures MRID compliance with RID rules and policies, and MRID Bylaws and this PPM. • Attends Region III Presidents’ Council meetings. • Plans the annual board retreat(s). • With the Finance Director, the President is a key executive with control of entity on all bank accounts. • Establishes the monthly board of directors meetings. • Work with the Operations Director to prepare necessary paperwork for the annual business meeting. • Distributes mailbox key(s), and storage space key(s)/access code to designated board member(s). • Appoints vacant committee chairs and board of director position(s) as necessary. • Obtains legal consultation as needed. • Manage and oversee MRID accounts: Google Workspace Admin, Google Drive, MRID emails, Canva, Slack, Marco Polo, Zoom, and any other accounts MRID uses. • Represents MRID at state, regional, and national level meetings and events. • Submits written president’s report to MRID’s quarterly publication, The Update. • Collects all official MRID material and information from board members and committee chairs upon resignation or completion of their term. • Assists in training & mentoring of new board members and committee chairs. During MRID Conferences and Events • Works with the Conference/Event Chair(s), Finance Director, and Programs Director to: • determine a budget to be approved by the MRID Board of Directors. • review any hotel/venue contracts before being signed. Be sure everyone is aware of the cancellation policy, insurance required (e.g., Camp ASL), added fees, food, and beverage minimum, etc. • collect, review, and retain contracts from the conference venue, presenters, keynote speakers, and catering company. • determine hotel costs/needs for the Board of Directors. • monitor the conference budget. Operations Director
The mission of the Operations Director is to ensure the MRID runs smoothly and efficiently. In the President’s absence, the Operations Director shall assume all of the President’s duties. • *Shall be responsible for keeping the corporate records current. • *Shall be an authorized signatory on all checks and drafts for the withdrawal of organizational &funds. • Assumes role of President when necessary. • Assists in training/mentoring new board and committee chairs. • Represents MRID at meetings and events along with, or in place of President, when delegated. • Works with the President to prepare the necessary paperwork for the annual business meeting. • Contacts committee chairs to prepare their annual reports for the annual business meeting. • Attends monthly board of directors meetings and submits a written report. • Keeps a running list of motions made throughout the year labeled in numeric order by the [calendar/fiscal] year (e.g., 2021-01, 2021-02, and so forth) • Sends approved monthly board meeting minutes to the webmaster to post on the MRID website. • Contacts three to four dual RID/MRID members in attendance at the annual business meeting to review minutes before approval, and then send to webmaster to post on website. Finance Director
Responsible for fiscal management and longevity of the MRID. membership. • *Deposits all monies in the name of the MRID in the banks and/or accounts designated by the board. • *Has co-signature responsibility with the President on all checks and drafts for the withdrawal of organization funds. • *Completes and submits all forms required by the federal and state governments as a 501(c)(3). • *Upon request, provide the MRID President and the Board of Directors an account of the transactions and overall status of the financial conditions of the organization. • With the President, the Finance Director is a key executive with control of entity on all bank accounts. • Communicates with the IRS, prepares tax statements, and provides necessary information, if audited. • Creates yearly budget and presents to the board of directors for approval before the next fiscal year. • Responsible for paying for the MRID P.O. Box, storage unit, Zoom account, RID CMP annual fee, and all other charges • Works with the Scholarship Chair(s) and President to ensure scholarship awards and payments are made. • Reports the expenses and status of the checking and savings account balances during the monthly board meetings. During MRID Conferences and Events • Works with the Conference/Event Chair(s), President, and Programs Director to: • determine a budget to be approved by the MRID Board of Directors. • review any hotel/venue contracts before being signed. Be sure everyone is aware of the cancellation policy, insurance required (e.g., Camp ASL), added fees, food, and beverage minimum, etc. • collect, review, and retain contracts from the conference venue, presenters, keynote speakers, and catering company. • determine hotel costs/needs for the Board of Directors. • monitor the conference budget. • Brings the Square Reader/Affinipay Reader to the conference for silent auction, registration, membership, and any other credit card payments • Works with the individual(s) checking the MRID mailbox and the Sponsor/Vendor chairs to track and deposit sponsorship checks. Community Relations Director
Directs partnership development within the community at large by building rapport with community organizations and keeping abreast of happenings and current events in the ASL and broader community. • *Seeks a committee of representation from each region of Minnesota (Southern, Central, Metro, Northern) for outreach efforts and to assist with liaison responsibilities within the community. • Represents MRID at meetings and events along with, or in place of President, when needed. • Maintains membership in several email lists/listservs and newsletters of community organizations to keep track of activities (e.g., MADC, RID, NAD, MNCDHH, etc.). Programs Director
Ensures that all of the MRID’s activities are in line with the purpose of the organization; to promote the interpreting profession and professionalism in interpreting. • *Creates opportunities and resources to increase members' understanding and knowledge in the field. • *Keeps abreast of current issues in our communities and adapts organizational programs as needed. • *Seeks a committee of representation from each region of Minnesota (Southern, Central, Metro, Northern). • Attends monthly board meetings and submits monthly reports to Operations Director for minutes. • Works with Conference/Event Chair(s) and submit their ongoing reports for monthly board meetings. During MRID Conferences and Events • Works with the Conference/Event Chair(s), President, and Finance Director to • determine a budget to be approved by the MRID Board of Directors. • review any hotel/venue contracts before being signed. Be sure everyone is aware of the cancellation policy, insurance required (e.g., Camp ASL), added fees, food, and beverage minimum, etc. • collect, review, and retain contracts from the conference venue, presenters, keynote speakers, and catering company. • determine hotel costs/needs for the Board of Directors. • monitor the conference budget. Membership Director
Responsible for representing the interests of the MRID members by cultivating and maintaining relationships with individuals from various communities within the MRID. • *Seeks a committee of representation from each region of Minnesota (Southern, Central, Metro, Northern) for outreach efforts and to assist with liaison responsibilities within the MRID membership. • *Oversees membership services, such as: recruitment, retention, and membership records. • Keeps an up-to-date Minnesota RID and MRID membership list. • Works with the Membership Committee to recruit new MRID members and promote benefits of membership. • Attends monthly board meetings and submits monthly reports to Operations Director for minutes. Communications Director
Responsible for official communications to the membership and the broader community. In the event that the Operations Director is either vacant or that individual assumes the responsibilities of the President, the Communications Director shall assume all of their duties of record-keeping for the organization. • *Ensures the standard of quality is consistent for all information released. • Ensures all MRID announcements sent via email or social media are fully accessible (i.e., visual descriptions, English transcripts for ASL videos, etc.) • Works with the board of directors and relevant committees to schedule announcements regarding elections, conferences and events, scholarships, annual business meetings, monthly board meetings, and other valuable information. • Attends monthly board meetings and submit reports to the Operations Director for minutes. • Oversee MRID’s online social accounts: Facebook, Instagram, Twitter, YouTube, Google Groups MRID News listserv, etc. In Article IV, Section 2 of the bylaws, elections will be held annually. Board elections can be held online over the summer, or at the annual business meeting (or both). If they are held online, here is a basic suggested timeline to follow: Early July or August
• Create a video and flyer announcing the open positions Early September
• Close nominations Middle September
• Open online voting through Wild Apricot and email to dual MRID/RID members Late September/Early October
• Close voting and tally the votes After the annual fall business meeting in October, the new board of directors will begin their transition. They are encouraged to attend November and December board meetings to get acquainted with the organization, get to know the current and outgoing board members, and to see what business still needs to be finished. The President, with help from other board members, will establish a date, time, location, and agenda for the annual board retreat to happen in December or January. The board will decide on a budget for this retreat if it hasn’t already been established in the current fiscal year budget. During the retreat, the tentative monthly board meetings are scheduled for the rest of the year. Take into consideration holidays and community events when scheduling the board meetings for the year. During the retreat, strategic planning, board training, and leadership training will take place. The board can develop a list of work that needs to be delegated to committees for the year. Newly elected incoming board members will have an opportunity to be trained and mentored by outgoing board members. Outgoing board members are responsible for keeping records pertaining to the board work during their term. The Annual Board Retreat shall also address: • RID and MRID bylaws• RID’s Affiliate Chapter Handbook • Introduction to Slack, Google Drive, MRID emails, Marco Polo, MRID social media accounts, Canva, Zoom, and any other online tools MRID uses. • Roles and responsibilities for each board position • Roles and responsibilities for each committee • MRID’s mission and vision statements • This Policies and Procedures Manual • MRID Update publications • Board of directors yearly reports • List of unfinished business and/or motions from previous board of directors • Suggestions and tips from outgoing board members • Parliamentary procedure information • Organizational goals from previous board of directors • Team building MRID committees are vital to the success of the organization. The committees function as the hands of the organization, providing programs and services for its members and community. MRID committees shall follow best practices and policies set by the MRID Board of Directors and conduct business following the MRID Bylaws and Policies and Procedures Manual. As per MRID Bylaws, members of all committees (standing or ad hoc) shall be members in good standing of the MRID and the RID at the time of appointment, and for the duration of their term on the committee. Committees are tasked with a specific scope of work as developed by the MRID Board, or by members’ motions at the annual business meeting. Committee members are appointed by the MRID President, or in compliance with the MRID Bylaws. An MRID board member is also appointed to serve as the liaison between the committee and board of directors. Committee participation is on a volunteer basis, and involvement is not compensated. However, some committees may be offered discounted and/or waived registration for MRID-sponsored conferences and events as an incentive for participation.Standing committees are permanent committees that meet regularly and do MRID business year-round. • Submit yearly reports to the board of directors in September for the annual business meeting in October, outlining all the work that
was done that year. Bylaws Committee Advisory Committee Conference Committees Affinity Councils Fundraising Committee Communications Committee Membership Committee Change Team Professional Development Committee Census Committee Scholarships Committee Educational Interpreters Committee Website Committee Freelance Committee Licensure Committee Nominations Committee Public Policy Committee Regional Ambassadors Transition Team Advisory Committee (Ad Hoc)The purpose of the advisory committee is to ensure all concerns, questions, and perspectives of MRID members are heard and shared with the MRID Board of Directors and to establish an ongoing connection with representatives from various communities in order to maintain and develop stronger relationships within the MRID community. The committee will meet electronically via video conferencing four times each calendar year under the direction of the Membership Director. The Membership Director may communicate with committee members outside of the meeting dates for any time-sensitive questions/concerns that need to be discussed. Affinity Councils (Ad Hoc)The goal of MRID Affinity Councils is to provide a relationship-building and networking forum for MRID members who share common interests, identities, goals, or concerns. They will also provide guidance and resources to the board of directors and committee chairs. Each affinity council will be self-managed and have the flexibility to determine its structure and purpose. Affinity councils will be established based on member interest. Members of affinity councils will need to be members of MRID, but RID membership is not required. Affinity councils can also plan social or professional development opportunities for the community. Potential Affinity Councils Include:Interpreters of Color Legal/Court Interpreters Coda/Deaf-Parented Interpreters LGBTQIA+ Interpreters Deaf Interpreters Mental Health Interpreters DeafBlind Interpreters Recent Graduates/New Interpreters Educational Interpreters Seasoned/Experienced Interpreters Greater Minnesota Interpreters Student Interpreters Healthcare/Medical Interpreters Video Relay Interpreters Bylaws Committee (Standing)
The purpose of the Bylaws Committee is to oversee any legal changes to the organizational structure of the MRID. Other responsibilities include: Conference Committees (Standing)The following conference committees work with the Programs Director and Finance Director to organize yearly conferences and events for MRID. These events are not required per the MRID bylaws, however MRID strives to host these events when possible. To aid in conference planning, MRID has written a thorough Conference Planning Handbook with the help of past conference chairs. To access the handbook, click here. Camp ASL Committee is responsible for planning Camp ASL, a three-day, silent, ASL-immersion weekend held at a camp or retreat center in late spring to early summer every year. Camp ASL provides opportunities for participants to enhance their ASL skills by way of socializing with Deaf mentors, network with other interpreters, and engage in professional development workshops and/or activities. Fall Conference Committee is responsible for planning fall conference, which is typically held in October every year. This event is a series of presentations and workshops for the professional development of interpreters throughout Minnesota. The fall conference also serves as a platform for special recognition of members who contribute to the field. In addition, the annual business meeting conducted by MRID board of directors is held in conjunction with the MRID fall conference. The conference location changes annually with every-other-year being held in the Twin Cities metro area and then rotating the remaining years between northern, central, and southern Minnesota. Please note, per the MRID bylaws, the Annual Business Meeting will occur in October regardless of the ability to have a Fall Conference (e.g., COVID-19). Spring Conference Committee is responsible for planning spring conference, which is typically held every year in March, April, or May. Similar to the fall conference, this is a venue for Minnesota interpreters to connect with others in the field and take advantage of professional development opportunities. There is no business meeting or awards banquet, however other social opportunities are always welcomed. Similar to the fall conference, the spring conference location can vary throughout the state of Minnesota. Communications Committee (Ad Hoc)
The Communications Committee works closely with the Communications Director to disseminate pertinent information to the MRID community through various formats such as email, social media, and YouTube. Other responsibilities include: Census Committee (Ad Hoc)The MRID Census Committee was formed in 2021, with the goal to work with various stakeholders (referral agencies, VRS companies, school districts, state agencies, nonprofit organizations, etc.) in order to develop and distribute a census survey of working ASL interpreters in Minnesota, and then analyze and distribute the summarized data in order to get a better understanding of the landscape of the interpreting field in the state. Organizations and other stakeholders would then be able to use the data to make decisions that impact the communities they serve. Census data was distributed in 2022. Change Team (Ad Hoc)After taking recommendations from the Transition Team (2015-2017), the Change Team was established in 2018 to investigate the possible restructure of the board of directors in order to become more effective. The Change Team researched other state affiliate chapters, interviewed board members in other state, and posted various vlogs educating the community about this proposal. The membership voted at the 2018 Annual Business Meeting at Breezy Point Resort to accept the Change Team’s motion and change the board structure starting the following January. The committee has completed their work. Below highlights a bit of history and what the board of directors have looked like. Past MRID Board Structures 1971 - 1989President 1990 - 2018 President 2019 - Present *President Educational Interpreters Committee (Ad Hoc)
The purpose of the Educational Interpreters Committee was to provide support and professional development opportunities specifically for interpreters that work in the educational setting. The committee has completed their work and the articles are posted on the MRID website. Other responsibilities include: Freelance Committee (Ad Hoc)The goal of the Freelance Committee of the MRID was to promote among its members regular and active participation, state representation, support, and nurturing for personal and professional growth; and a vehicle for new members of the freelance community to be welcomed into the field. The committee would host monthly meetings, periodically bring in presenters, disseminate minutes to the community via the MRID News listserv, and organize a holiday party and a graduation party. Fundraising Committee (Standing)
The Fundraising Committee has been established to ensure the successful endeavors of the MRID and to promote MRID as a professional organization. The fundraising committee is committed to maintaining a stable financial base for the professional interpreting organization through merchandise sales, special fundraisers, etc. Other responsibilities include: Licensure Committee (Ad Hoc)The Ad Hoc Licensure Committee was established from a motion at the 2019 Annual Business Meeting to investigate the potential of interpreter licensure in Minnesota. Per the motion, the committee was to collaborate with MADC as appropriate, and be composed of at least 50% Deaf interpreters. The committee ran from 2020-2021 and as a final project, created an interactive map that showed all fifty states and their laws and regulations for sign language interpreters. The map is currently on the MRID website. Membership Committee (Standing)
The Membership Committee registers and maintains memberships to MRID. Other responsibilities include: Nominations Committee (Ad Hoc)
The Nominations Committee is responsible for seeking out qualified candidates interested in serving on the MRID Board of Directors and solicit nominations for awards prior to the fall conference awards banquet. Other responsibilities include: Professional Development Committee (Standing)
As an approved RID Certification Maintenance Program (CMP) Sponsor, the Professional Development Committee (PDC) is responsible for offering, endorsing, and ensuring the quality of educational activities offered for CEUs. Other responsibilities include: Public Policy Committee (Ad Hoc)
The Public Policy Committee engages MRID members in active participation in relevant legislative and public policy initiatives. Other responsibilities include: Regional Ambassadors (Ad Hoc)
Regional Ambassadors will establish a networking system to ensure all members of the state feel connected and supported. The regional ambassadors will serve as liaisons to the board of directors and be a primary point of contact for individuals seeking out resources in their area. Other responsibilities include: Transition Team (Ad Hoc)
The Transition Team was established at the fall conference in 2015 and ran until the fall conference in 2017. Their mission was to study the association structure and purpose, solicit input from members and make recommendations to the membership. A copy of their final report can be found by clicking here. They conducted focus groups with MRID members that identified as: New Interpreters
Lightly-Seasoned Interpreters Scholarships Committee (Standing)
The Scholarship Committee is responsible for advertising, soliciting, and screening scholarship applications. The committee then chooses recipients for each award to be presented at the fall conference awards banquet. Other duties include: Website Committee (Standing)
The MRID website committee is responsible for updating and maintaining the website. They are responsible for the design of the site, and weekly/monthly maintenance. Other duties include:
Changing the MRID Bylaws President The board is required to provide training on Robert’s Rules of Order (RRO) to the membership at least one week prior to the business meeting. President shall work with the Programs Director to coordinate this training. Operations Director • Have a few copies of previous annual business meeting minutes, and current MRID bylaws printed and available to Membership Chair(s) • Compare fall conference/annual business meeting registration list with current MRID and RID members in good standing. Finance Director • Create a detailed Finance Director report (including the budget) for the yearly board report and be ready to present it to the 1. Applicability The official language of the business meeting is American Sign Language (ASL). 3. Civility MRID members and guests in attendance during the business meeting shall conduct themselves with utmost civility, and with respect for others. All debate and discourse during the business meeting shall be focused on the matter at hand. No one may make disparaging remarks about individuals, organizations, or companies. 4. Conduct of Meeting The MRID President or designee shall serve as chair of the business meeting. 5. Quorum At the beginning of the business meeting, the Membership Director shall report to the chair when there are 50% of credentialed voting membership in attendance. Once a quorum is established, the chair may proceed with business items on the agenda in the order presented. 6. Motions or Resolutions A. Eligibility: Only dual-voting members in good standing with MRID and RID have the right to submit motions or resolutions. B. Submitting Motions or Resolutions a. Zoom business meeting: i. Motions must be submitted to the Operations Director using the Google Form provided with motion and rationale. The maker of the motion will be asked to come on camera and state the rationale before discussion begins. b. In-person business meeting: i. Motions must be submitted to the Operations Director in writing with motion and rationale. The maker of the motion will be asked to come to state the rationale before discussion begins. 7. Discussion for and Against MotionsA. Limit on discussion participants: A maximum of three (3) members in support of, and three (3) members in opposition to the motion/resolution on the floor may present their statements regarding the issue at hand. B. Eligibility: Any dual-voting member in good standing with MRID and RID may participate in discussions for and against motions. C. Process: Once it is determined the member is eligible, they will be recognized by the chair, state their name and city, and whether they support or oppose the motion on the floor. Each member is limited to two minutes to present their argument. D. Enforcement of time limit on discussion statements: The chair or their designee shall enforce the time limit. E. Participating in discussion. a. Zoom business meeting: i. To get in line to state support or opposition of a motion, members will use the “raise hand” feature in reactions on Zoom and will type in the chat box: “support” or “oppose,” be recognized by the chair, and then turn on their video to state their point. ii. To amend a motion or make a point, members will use the “raise hand” feature and type either “amend” or “point” in the chat. Once recognized by the chair, members will turn their video on to state their point. b. In-person business meeting i. To state support or opposition of a motion, members will get in line at either end of the stage as designated by the chair. A specific number of chairs as outlined in 7.A. will be designated and labeled as support or opposed to the motion. ii. To make a point, members will raise their card from their chair, wait to be recognized by the chair, and then state their point. iii. To amend a motion, members will sit in the designated and labeled chair, wait to be recognized by the chair, and come to stage to state their amendment. 8. VotingA. Zoom business meeting a. All voting shall be done through Zoom using the “yes/no” feature. Chair will notify members when it is time to vote. b. Members will select “yes” for accepting/supporting the motion, or “no” for being opposed/against the motion. Members who abstain are to use the “I’m Away” feature. c. Members are given up to one minute to cast their votes. d. Those who are responsible for credentialing members, will also be responsible for counting and recording the number of votes. They will clear the votes when finished. They will then inform the chair what the outcome of the vote is. e. Interpreters working during the meeting shall not vote. They may assign their vote to another member. B. In-person meeting a. All voting shall be done with a credentialed voting card. b. If counting the votes is needed, conference support staff, and/or those who are assigned to credential members may assign their vote to another person. They will inform the chair the result of the vote when completed. c. Interpreters working during the meeting shall not vote. They may assign their vote to another member. 9. Amendment or Suspension of a Standing RuleAny individual standing rule may be amended or suspended by a two-thirds vote of the members present and voting. 10. Motions Not Considered or Disposed of Any motion not considered or disposed of by the end of the business meeting (state date and time meeting will end) will be referred to the board of directors for further action. Sample Annual Business Meeting Agenda
All MRID meetings and functions must be accessible per the Americans with Disabilities Act (ADA). In accordance with our bylaws, MRID strives to be fully accessible in all aspects to its diverse membership as well as the communities it serves; therefore, the official language for all MRID events, meetings, workshops, etc. will be American Sign Language (ASL). Alcohol PolicyAlthough alcohol may be served at MRID functions (such as a cash bar), it cannot be purchased with MRID funds. Alcohol donated for the purpose of silent auctions is prohibited under Minnesota State Law as well as some city ordinances. No alcohol is permitted at Camp ASL. Cash PolicyAt any event where cash is collected, the cash must be put into an envelope. The cash amount must be written on the front of the envelope along with the name and signature of the person who collected the cash. The envelope is then given to the Finance Director, President, or another board member. That officer will then need to count the cash, confirm the amount, write it on the front and sign it. The board member is responsible for giving it to the Finance Director for deposit. Conduct PolicyThe MRID strives to be an organization that values, honors, and respects all people. Spaces run and operated by the MRID are to be free of racist, audist, sexist, ageist, ableist, distantist, vidist, homophobic, transphobic, heterosexist, xenophobic, classist, anti-Semitic, discriminatory, defamatory, misogynistic, abusive, profane, threatening, or other oppressive behaviors and language. Harassment, intimidation, threats, and bullying will also not be tolerated. MRID affirms that every MRID member or visitor should be treated at all times with dignity, respect, and fairness. No one should have to experience an atmosphere of fear and intimidation. If any such behaviors are displayed, MRID representatives will move forward to address their actions ranging from a warning to a dismissal from the MRID Space. Further action will be at the discretion of the collective board of directors. Repeated and severe offenses may lead to: • 1:1 meeting• Mediation • Dismissal from future meetings or serving on committees • Revoking a single yearly membership • Revoking membership permanently • Yearly prohibition of entering MRID spaces • Permanent prohibition of entering MRID spaces Anyone who believes they have been the target of such behavior has the right to submit a formal complaint through various formats including, but not limited to, video messages, email, and in-person conversations. Complaints can be received by any committee chair or board member. The Operations Director will keep a record of ongoing offenses, ensuring appropriate action is taken. Complaints and investigations will be kept as confidential as possible. MRID-News Listserv PolicyThe MRID-News Listserv is a public Google Group with the purpose to share news, information, job postings, ask questions, and have discussions. Listed below are guidelines to promote a respectful and inclusive online environment. The MRID Board of Directors reserve the right to remove an individual from the group if they do not follow the guidelines. Disclaimer • Share information that is pertinent to the MRID, Deaf, DeafBlind, Hard-of-Hearing, and Interpreting communities. • Strive to make your posts accessible, i.e., include videos in ASL, captions or transcript, visual descriptions, alt. text for images, etc. • Be respectful, welcome all viewpoints, and promote open discussions. • Do not use racist, audist, sexist, ageist, ableist, distantist, vidist, homophobic, transphobic, heterosexist, xenophobic, classist, antisemitic, discriminatory, defamatory, misogynistic, abusive, profane, threatening, or oppressive language. • Messages are available for everyone on the listserv to see and are archived on the Google Groups platform indefinitely. This means that anyone in this group can find and read a message from years ago. • Include a subject line that matches the content of the email. • Include the sender’s name at the bottom of the email; emails should not be sent anonymously. • Job posting advertisements should include all necessary information: position description, location, website, contact information, etc. • Do not post commercial messages or attempt to sell items on the listserv. • Do not distribute any spam, solicitation, or letters relating to pyramid schemes, or once-in-a-lifetime deals. • If you want to respond directly to a person, send an email to them; do not hit reply-all as it will include the listserv and everyone on it. • Short messages intended to go to a single person such as “thank you!” “I’ll be there!” will not be approved. Moderator’s Standard of Practice • Read all messages as soon as possible. • Ensure messages meet the above guidelines. If it does, approve it for dissemination. • If the message contains a short sentence that is meant for an individual, i.e., “Thank you!” “I’ll be there.” etc. The moderator will reject that message. • If a message is missing certain information, i.e., contact info for a job posting, website, etc., the moderator will reject that message, contact the original sender, ask for it to be corrected and sent again. • Moderators cannot make edits to the messages after they have been submitted to the news group. • Moderators will periodically compare the MRID-News email list with the MRID members list to ensure all MRID members have access to the group. • If contacted, moderators can change how often someone receives listserv messages, i.e., every email as they come through, daily, or weekly summary of emails. • If contacted, moderators can change, add, or delete someone’s email address anytime. • Moderators will consult with the board of directors if an individual is not following the guidelines. Mileage and Lodging PolicyIndividuals serving on the MRID Board of Directors, an MRID Committee, or volunteering for an event, can request reimbursement for MRID-related travel costs. To receive travel reimbursement, the individual must have a discussion prior to the travel date with the President and Finance Director for approval. If the President or Finance Director is requesting reimbursement, the Operations Director will be involved in order to provide transparency and accountability with MRID funds. Reimbursement request forms must be submitted within 30 days of the completed travel date(s). Mileage Lodging Non-Discrimination PolicyMRID is open to all individuals and organizations without regard to age, color, creed, disability, gender, hearing status, marital status, national or ethnic origin, political belief, race, religion, sexual orientation, or veteran status. Reimbursement PolicyMRID will reimburse board members, committee chairs, and committee members for general expenses that are accrued for MRID activities, and that are pre-approved. A reimbursement form must be filled out, which can be found by clicking here, along with the signature of an approving board member. All forms must include digital or paper receipts. The board of directors reserves the right to determine if a reimbursement does or does not meet the requirements for an MRID expense. Scholarships Policy
MRID offers seven (7) scholarships annually: Sponsorship PolicyIt is MRID’s general policy to accept all sponsorships equitably. No organization, agency, or individual, will unduly influence or usurp the organization’s goals, vision, or core values, as they pertain to the running of the organization, and its commitment to the membership. The acceptance of any sponsorship does not imply endorsement of the sponsor organization, agency, or individual. MRID is committed to a policy of transparency. Sponsorship regulations are as follows:• MRID will decline any sponsorship that is believed to be incompatible with the mission, philosophy, or goal of the organization. • A sponsorship will be a mutually beneficial exchange whereby the sponsor receives value in return for the financial support, goods, or services-in-kind to MRID. • A formal, written agreement may be required that defines the terms of the sponsorship, including any recognition to be given to the sponsor, signed by an authorized member of both parties. • Sponsorship does not automatically imply any exclusive arrangement between the sponsor and MRID. • MRID reserves the right to refuse or decline any offer of sponsorship at its discretion, or to negotiate with the sponsor concerning any aspect of a proposed sponsorship. MRID will remain responsible for determining whether a sponsorship will be solicited and/or accepted based on the best interests of the organization and wishes of its members. This policy is in place to avoid any real or perceived conflicts of interest. Zoom PolicyMRID owns a Zoom account for the use of MRID board members, committee chairs, and committee members only. • The organization’s Zoom account is for MRID purposes: board meetings, working meetings, events, committee meetings, and any other MRID-specific needs. The account is not to be used for personal meetings.• Before scheduling a Zoom meeting, please double check the Zoom calendar, as well as the MRID Google Calendar, to be sure the date/time is available. Please book the meeting in the Zoom and MRID calendar so that others know that date/time is booked. • The organization only has a single Zoom license, which means only one meeting can happen at a time. If you’re looking to schedule a meeting during the time someone else has a meeting, and no one else has another Zoom account to use, you can use a breakout room. • The organization’s current paid account can host meetings for up to one hundred people. If an event is to be hosted with over one hundred people, the board can purchase a one-time $50 addition that lasts for 30 days and will allow up to five hundred people to attend the event. • Recorded events can be saved directly to a personal computer or to the cloud. Please note that recording capacity to the cloud is limited. Upon completion of the recorded event, Zoom will process the video and store them in the cloud. Copy the recording(s) to a personal computer and delete the original(s) from the cloud to free up storage space. • When logging into MRID’s Zoom account on your own device, make sure “stay signed in” is unchecked. Failure to do this may prevent others from using the MRID Zoom account. |