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UCRA POLICIES & PROCEDURES
Updated 1/14/2020
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1. National Meetings (NCSA Meeting at NCRA Annual Convention and NCRA Boot Camp)
Due to the changing nature of the offerings put out by NCRA, including dates and types and places of meetings, it is expedient that the Board of Directors of UCRA have a policy for sending representation and reimbursement of expenses that will meet these changing needs.
A. Policy
i. First priority for requests for national meetings/trainings should always be given to the President and President-Elect.
ii. For NCSA, an annual meeting, it is important that we send representation on a yearly
basis. Again, first priority should be given to the President and President Elect as our
representatives.
iii. Reimbursement for attendance should be given as decided by the board for each
meeting presented that our association’s representation would be requested or desired.
iv. The board, in granting the appropriate reimbursement, should take into account the
location of the meeting, lodging and travel expenses, and costs of the meeting itself.
The Board should also take into account the amount available for reimbursement and
how much the participants are willing to pay. This decision should be made in a
reasonable time before every request to attend, and before granting promise of
reimbursement.
v. This is not a matter that is automatic, and requests must be submitted before each
requested meeting.
B. Procedure
i. President will submit the matter to the board for decision at least three months prior to the requested meeting, including who would be attending and purpose of the meeting.
ii. Decision will be made at the next regularly scheduled Board meeting.
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2. Organization of UCRA Bank Account and Non-Profit Filings
Due to the changing nature of the officers of NCRA, it is expedient that the Board of Directors of UCRA have a policy for ease of transferring bank account signers and updating corporate tax filings.
A. Policy
i. Bank Account: The secretary, treasurer, and president must be signers on the bank
account, and anyone leaving office should be removed. The vice president may be a
signer on the account if the board deems it necessary.
ii. Non-Profit Filings: Each incoming member of the board of directors must sign a
document prepared by UCRA’s attorney to be filed with the appropriate
governmental organizations.
B. Procedure
i. Bank Account: The same day as the first in-person meeting after the installation of the
officers, the secretary, treasurer, and president will go to the local AFCU branch to
switch signers from old to new.
ii. Non-Profit Filings: The incoming president, within two weeks of installation, will contact UCRA’s tax attorney (Sterling Olander with Kirton McConkie) to request that tax filings be updated, and current board members will comply with instructions from Sterling.
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3. Board Meetings
In an effort to encourage expediency, convenience, and cost savings, the Board of Directors has
implemented a new schedule for board meetings.
A. Policy
i. Most of the meetings of the Board of Directors will be held via Zoom, with two being
held in person.
B. Procedure
i. The president will set a Zoom meeting (through UCRA’s Zoom account) at least 3
business days prior to the scheduled meeting and inform the board of such meeting.
ii. The following schedule will be implemented:
a. January – In-person meeting
b. February – Zoom meeting
c. March – Zoom meeting
d. April – Meeting at annual convention
e. May – Zoom meeting
f. June – No meeting
g. July – No meeting
h. August – No meeting
i. September – In-person meeting
j. October – Zoom meeting
k. November – Zoom meeting
l. December – Zoom meeting
4. Board Member Dues/Convention Fees
In order to encourage board service, it was agreed that those on the board of the directors will receive a discount on annual dues and convention fees.
A. Policy
i. Board members shall pay half-price for all annual dues, trainings hosted by UCRA, and conventions and seminars hosted by NCRA.