Policies & Procedures Manual – Proposed Changes for Approval by

Transcription

Policies & Procedures Manual – Proposed Changes for Approval by
the Board of Directors on September 24, 2014
OKLAHOMA ASSOCIATION OF REALTORS®
POLICIES AND PROCEDURES MANUAL
INDEX
SECTION
Governance Policies
a. Board of Directors
2. Conflict of Interest
PAGE
3
4
b. Committees
1. _ General Committee Procedure
2. Association Executives’ Committee
3. Association Meetings Committee
4. Audit and Finance Committee
5. Contracts Forms Committee
6. Executive Committee
7. Government Affairs Committee
8. Grievance Committee
9. LeadershipOAR Board of Governors Committee
10. Legal Action Special Committee
11. Life Membership Committee
12. Membership Committee
13. Nominating Committee
14. Community Rock Star Award Committee
15. Professional Development Committee
16. Professional Standards Committee
17. Communications & Outreach Committee
18. REALTOR® of the Year Committee
19. Commercial Alliance Committee
20. Strategic Planning Committee
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14
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15
15
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26
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27
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c. Officers, District Vice-Presidents and Directors
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d. Institutes, Societies and Councils
35
Operational Policies
a. Communications
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b. Financials
1. Events
2. Operational
3. Travel
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39
40
c. Miscellaneous
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d. Whistle-blower Policy
e. Confidentiality Agreement
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FORMS APPENDIX
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GOVERNANCE POLICIES
BOARD OF DIRECTORS
1. Agenda and supporting materials for the Board of Directors meetings are to be sent to the
directors by OAR staff at least one week in advance of Board of Director meetings,
except in the case of an emergency. Electronic delivery is the preferred method.
2. An outside parliamentarian shall be present at each Board of Directors meeting and shall
make decisions regarding proper parliamentarian procedures.
3. The Board of Directors and annual membership meetings shall be conducted in
accordance with the most recent edition of Robert’s Rules of Order.
4. All non-confidential Committee motions reviewed by the Executive Committee and
passed for recommendation shall be presented and voted upon at the Board of Director’s
meeting.
5. Committee chair or designated Committee representative will have the opportunity to
present a report of their committees’ actions or activities and present their committee’s
motions at each Board of Directors meeting.
6. The district vice presidents shall make an oral or written report to the Board of Directors
on key district issues.
7. The use of any recording device is not permitted in any OAR Directors’ meeting without
the express permission of the individual chairing the meeting.
8. The Board of Directors shall have the following Conflict of Interest policy and each
director is to be given a copy of the policy prior to each meeting. By signing the
attendance sheet at the Board of Directors meeting, the director and/or alternate is
acknowledging receipt of the following policy:
OAR Conflict of Interest Policy
Purpose:
The Oklahoma Association of Realtors® (OAR) is committed to the highest levels of integrity.
All persons employed by and volunteering with OAR are expected to conduct their relationships
with each other, OAR, and outside individuals and organizations with objectivity and honesty. It
is important for OAR that all persons are aware of both real and apparent conflicts of interest that
sometime occur in the course of doing business; and the appearance of a conflict of interest can
cause increased workload and expense just to demonstrate no real conflict exists. The purpose of
OAR’s Conflict of Interest policy is to protect OAR’s 501(c)(6) tax-exempt status from the
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Internal Revenue Service when it is contemplating entering into a financial
arrangement/contract/transaction that might benefit the private interests of an officer, director or
other decision-making member of the organization. This policy is intended to supplement, but
not replace, local, state and federal laws governing conflict of interests applicable to nonprofit
organizations.
Definitions:
1. Conflict of Interest. For purposes of this policy, a conflict of interest may exist where an Interested Party directly or indirectly benefits or profits as a result of a decision, policy or transaction made by OAR. Examples include situations where: a. An Interested Party is a party to a contract, or involved in a transaction with
OAR for goods, services, or property.
b. An Interested Party has a material financial interest in a transaction between
OAR and an entity in which the Interested Party is a director, officer, agent,
partner, associate, employee, trustee, personal representative, receiver, guardian,
custodian, or other legal representative.
c. A director, officer, employee or volunteer, (or a family member of the foregoing)
who has decision-making ability, is engaged in some capacity or has a material
financial interest in a business or enterprise that competes with OAR.
d. An Interested Party is provided use of the facilities, property, or services of
OAR in a manner that would not be available to other community members.
e. OAR adopts a policy that specifically creates a financial benefit to an Interested
Party.
Other situations may create the appearance of a conflict, or present a duality of interests
in connection with a person who has influence over the activities or finances of the
nonprofit. All such circumstances should be disclosed to the board or staff, as
appropriate, and a decision made as to what course of action the organization or
individuals should take so that the best interests of OAR are not compromised by the
personal interests of stakeholders in the OAR. The Executive Committee of OAR shall
have final authority to determine if a conflict of interest exists.
2. Interested Party. Officers, directors, staff, consultants, committee members, volunteers and any other decision-‐makers within OAR who have a financial interest (defined below), or family member of any of the foregoing. None of these persons should place themselves in a position where their self-‐interest may conflict with the purposes of OAR. 3. Financial Interest. Any interest involving money, investments, credit or contractual rights —
whether directly or indirectly — that a person or member of Immediate family: a. Is a principal, partner of corporate officer of a business providing products or services to OAR or in a business being considered as a provider of products or services (“Business”): or b. Holds a seat on the board of directors unless the person’s only relationship to the Business is service on such board of directors as OAR’s representative: or 4
c. Holds an ownership interest (defined below) of more than (1%) one percent of the Business. 4. Ownership Interest. Cumulative holdings of the member, the member’s spouse, children, siblings, trust, corporation or partnership in which any of the foregoing individuals is an officer or director, or owns, in the aggregate, at least (50%) fifty percent of the (a) beneficial interest (if a trust), (b) stock (if a corporation) or (c) partnership interests (if a partnership). 5. Contract/Transaction. An agreement or relationship involving the purchase or sale of goods or services, providing a loan or grant, establishment of any other type of financial relationship, or the exercise of control over any other organization/affiliate. The making of a gift directly to or through OAR is not a Contract or a Transaction. Procedure:
The general rule is that Interested Parties are under a continuing obligation to avoid, and to
promptly disclose, legal, financial, or other Conflict of Interest involving OAR as soon as it is
known or reasonably should be known, and to remove themselves from a position of decisionmaking authority with respect to any conflict situation involving OAR.
1. Disclosure. When OAR has an ownership interest in an entity and a member has an ownership interest in that same entity, such member must disclose the existence of his or her ownership interest prior to speaking to a decision making body on any matter involving that entity. 2. If a member has personal knowledge that OAR is considering doing business with an entity in which a member has any financial interest, or with an entity in which the member serves in a decision-‐making capacity, then such member must disclose the existence of his or her financial interest or decision-‐making role prior to speaking to a decision-‐making body about the entity. 3. If a member has a financial interest in, or serves in a decision-‐making capacity for, any entity that the member knows is offering competing products and services as those offered by OAR, then such member must disclose the existence of his or her financial interest or decision-‐making role prior to speaking to a decision-‐making body about an issue involving those competing products and services. 4. After making the necessary disclosure, a member may participate in the discussion and vote on the matter unless that member has a Conflict of Interest as defined above. A director or committee member who plans not to attend a meeting at which he or she has reason to believe that the board or committee will act on a matter in which the person has a Conflict of Interest shall disclose to the chair of the meeting all facts material to the Conflict of Interest. The chair shall report the disclosure at the meeting and the disclosure shall be reflected in the minutes of the meeting. 5. A person who has a Conflict of Interest shall not participate in or be permitted to hear the board's or committee's discussion of the matter except to disclose material facts and to respond to questions. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting. A person who has a Conflict of Interest with respect to a Contract or Transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote. 6. The Interested Party having a Conflict of Interest may not vote on the Contract or Transaction, including votes to block or alter the actions of the body in order to benefit the 5
Business in which they have an interest, and shall not be present in the meeting room when the vote is taken, unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. 7. An Interested Party who is not a member of the Board of Directors or a Committee of OAR, or who has a Conflict of Interest with respect to a Contract or Transaction that is not the subject of Board or committee action, shall disclose to the Chief Executive Officer of OAR, the supervisor, the Chair, or the Chair's designee, any Conflict of Interest that such Interested Party has with respect to a Contract or Transaction. Such disclosure shall be made as soon as the Conflict of Interest is known to the Interested Party. The Interested Party shall refrain from any action that may affect OAR’s participation in such Contract or Transaction. Determining Whether a Conflict of Interest Exists and how to Address the Conflict of Interest. After disclosure of the financial interest and all material facts, after presentation by or
discussion with the Interested Party, he/she shall leave the governing board or committee
meeting while the determination of a Conflict of Interest is discussed and voted upon.
The remaining board or committee members shall decide if a Conflict of Interest exists;
provided, however, the board or committee shall refrain from acting until such time as the
proposed action, policy or transaction has been approved by the Executive Committee of
OAR.
Procedures for Addressing the Conflict of Interest a. Whenever there is reason to believe that a potential conflict of interest exists, the chair of the governing board or committee (except the Executive Committee) shall report to the Chief Executive Officer the results of any review and the action taken by such governing board or committee. The Chief Executive Officer may, if appropriate, appoint a disinterested person, outside consultant or committee to investigate alternatives to the proposed Contract or Transaction. The Chief Executive Officer shall then report all of such information and to the Executive Committee for review and decision on whether a Conflict of Interest exists or to otherwise determine the appropriate response. b. In each case, after exercising due diligence, the governing board or committee shall determine whether OAR can obtain with reasonable efforts a more advantageous Contract or Transaction from a person or entity that would not give rise to a Conflict of Interest. c. If a more advantageous Contract or Transaction is not reasonably possible under circumstances not producing a Conflict of Interest, the Executive Committee shall determine by a majority vote of the disinterested members whether the transaction or arrangement is in OAR's best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the Contract or Transaction. Violations of the Conflicts of Interest Policy d. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible Conflict of Interest, it shall inform the member of 6
the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. e. If, after hearing the member's response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible Conflict of Interest, it shall take appropriate disciplinary and corrective action. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain: f. The names of the persons who disclosed or otherwise were found to have a Financial Interest in connection with an actual or possible Conflict of Interest, the nature of the financial interest, any action taken to determine whether a Conflict of Interest was present, and the governing board's or committee's decision as to whether a Conflict of Interest in fact existed. g. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings. Compensation. h. A voting member of the governing board who receives compensation, directly or indirectly, from OAR for services is precluded from voting on matters pertaining to that member's compensation. i. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from OAR for services is precluded from voting on matters pertaining to that member's compensation. j. A voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from OAR, either individually or collectively, is prohibited from providing information to any committee regarding compensation. Annual Statements. Each director, officer, staff, volunteer, chair and member of a committee with governing board delegated powers shall at least annually sign a statement which affirms they: • Have received a copy of the conflicts of interest policy, • Have read and understand the policy, • Have agreed to comply with the policy, and • Understand OAR is a 501( c)(6) tax-‐exempt organization and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish at least one or more of its tax-‐exempt purposes. The OAR Conflict of Interest policy shall be included with or referenced to the member
prior to each meeting. By signing the attendance sheet at the meeting, the officer, staff,
volunteer, member or director and/or alternate acknowledges receipt of and adherence to
the OAR Conflict of Interest policy. The secretary of the committee or governing board
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shall file copies of all disclosure statements with the official corporate records of OAR.
Periodic Reviews. To ensure OAR operates in a manner consistent with its purposes and does not engage in any activities that could jeopardize its tax-‐exempt status, periodic reviews shall be conducted annually. The periodic reviews shall, at a minimum, include the following subjects: k. Whether compensation arrangements and benefits are reasonable, based on competent survey information and the result of arm's length bargaining. l. Whether Contracts or Transactions with OAR conform to OAR's written policies, are properly recorded within the minutes, reflect reasonable investment or payments for goods and services, further non-‐exempt purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction. Use of Outside Experts. When conducting either periodic reviews or review of a specific Conflict of Interest, OAR may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted. Lisa Noon 8/26/2014 3:07 PM
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COMMITTEES
GENERAL COMMITTEE POLICY AND PROCEDURE
Motions coming from OAR committees, task forces and working groups are to be worded and
addressed to the Board of Directors. The policy of the Executive Committee shall be to return to
committee or to recommend approval, non-approval, or suggested changes to the Board of
Directors with rationale for its recommendation in writing to be presented with the original
motion.
All committee expenditures are managed by the committee’s staff liaison in accordance with the
OAR budget or other approved action. All OAR contracts must be signed by the OAR CEO in
attendance with the OAR budget or other approved action.
The use of any recording device is not permitted in any OAR committee meeting without the
express permission of the individual chairing the meeting.
No OAR task force, committee, or other decision-making body may pass a motion that violates
OAR policies and procedures, bylaws or any other applicable law or regulation. If in question,
OAR legal counsel, auditor, parliamentarian or other outside experts as needed will provide
defining guidance.
All Committee members, including the committee chair, shall be given the OAR Conflict of
Interest policy at least annually. By signing the attendance sheet at the committee meeting, the
committee member acknowledges receipt of and adherence to the Conflict of Interest and other
OAR policies as applicable.
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The following guidelines will be sent to each committee chair at the beginning of the year, along
with the goals which have been set for each committee by the OAR Leadership Team in
accordance with OAR’s strategic plan and budget.
GUIDELINES FOR COMMITTEE CHAIR:
The purpose of your committee is explained in OAR's Policies and Procedures Manual
and the goals for your committee are outlined by the Leadership Team in accordance
with OAR’s strategic plan and budget. These should be distributed to all committee
members at the first meeting of the year and used as reference throughout the year.
Advise your committee members to refer to them frequently. Suggest that topics for
discussion or prospective motions be measured against the objectives and
responsibilities before they are introduced.
BEFORE THE MEETING
Staff will send you a draft of the committee agenda. Please submit any changes or
additions as soon as possible after you have received the draft. Review the previous
minutes of the committee. Make certain that pending matters are discussed at the
upcoming meeting. Your staff liaison will report to the committee any actions by the
Executive Committee and/or Board of Directors on any previous motions of the
committee.
GENERAL GUIDELINES FOR CHAIRING THE MEETING
Association Policies -- Committee members may wish to introduce motions that involve
procedures, finances, changes in policy, further study, or opinion for legal counsel. In
regard to OAR finances and policy, committees can only vote recommendations which
will be presented to the Audit and Finance Committee and/or Executive Committee for
consideration or approval.
THE COMMITTEE MEETING
A quorum of the committee members must be present in order to vote on any matters. A
vote may be taken by e-mail with that vote affirmed at the next meeting when a quorum
is present, and the result of the vote will be noted in the meeting minutes.
Conducting a meeting is a demanding job. Following is a quick checklist of points to
remember:
Attendance should be taken first by filling out the approved attendance forms.
Follow your agenda.
Participation should be encouraged but discussion kept to the subject matter.
Recognize each member who wishes to speak; Discourage side conversations and
interruptions; Defer recognizing those who have already spoken until all others who
wish to speak on the point in discussion have had the opportunity.
Keep the meeting moving by calling for a summary when one person monopolizes
the time.
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As the presiding officer, you are neutral. If you wish to be heard on a subject, ask
questions of the speaker....but don't argue.
Motions should clearly express the committee's intention. Please note the
following:
(1) Committee meetings are to be conducted in accordance with the most
recent edition of Robert’s Rules of Order.
(2)
Entertain only one main motion at a time.
(3)
Be sure the motion is seconded before discussion.
(4)
Be sure the motion is clearly stated before discussion begins.
(5)
The member who made the motion has the first opportunity for discussion.
(6)
Majority vote carries (more than one/half of the votes cast; some may
abstain) of the members present.
(7)
A motion of general consent may be recorded without the formalities of
a motion if no dissent is registered.
(8)
Votes may be taken by voice (aye/no), by a show of hands, in writing or
by electronic means.
The OAR staff liaison for the committee will record all motions of the committee in
the minutes which will be submitted for approval by the committee at its next
meeting.
SCHEDULE
In scheduling meetings for your committee, coordinate the meeting time, date and
location with the staff liaison for your committee.
REPORT TO THE EXECUTIVE COMMITTEE
A report of your committee actions or activities must be made to the Executive
Committee including all motions to be approved by the Board of Directors. Work with
the OAR staff liaison for your committee to help determine which motions require
further approval.
REPORT TO THE BOARD OF DIRECTORS
Committee chair will have the opportunity to present a report of their committees'
actions or activities at each Board of Directors meeting.
ACTION MOTIONS
All committee motions of recommendation to the Board of Directors must be
submitted to the Executive Committee for approval.
AFTER THE MEETING
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Carefully review the minutes of your meeting which will be sent to you by the OAR
staff liaison after the meeting. All minutes shall contain names of committee
members present and absent and declaration as to a quorum.
Follow up with OAR staff liaison that all actions by the committee are acted upon
and all interim business is accomplished.
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ASSOCIATION EXECUTIVES’ COMMITTEE
The Association Executives’ Committee's purpose is to assist the Association in meeting its
objectives in the areas of communication with member boards/associations, training of
volunteer leaders and training of member board/association executives.
1. The Committee shall meet at least three times annually as necessary, scheduling meetings
in conjunction with OAR Board of Directors meetings whenever possible.
2. The Committee shall solicit applications for the AE scholarship to attend the NAR AE
Institute. The Committee shall award the scholarship to an active AE on an annual basis.
The amount of the scholarship is determined by the OAR Budget.
(Note: Please see "AE Scholarship Application Form" in the "Forms Appendix" section
of this Manual.)
3. The Committee shall elect their Chair and Vice Chair.
4. OAR may budget funds for use by the Committee for an educational retreat, if held.
ASSOCIATION MEETINGS COMMITTEE
The Association Meetings Committee's purpose is to plan, promote and facilitate OAR’s Fall
Conference.
1. Sponsorships may be solicited for all events. The committee shall recommend and
communicate a sponsorship plan for all sponsored events which includes sponsorship
recognition and solicitation.
2.The Committee will assist in the planning of the OAR Education Conference & Trade
Show including solicitation of exhibitors, sponsors and conference day activities, as
needed.
A. Conference registration fees are to be recommended during the budgeting process
by the Association Meetings Committee and are subject to approval by the
Finance Committee, Executive Committee and Board of Directors as part of the
OAR budget. Any changes from the budgeted amount shall be subject to approval
by the Finance and Executive Committees. Full refund of registration fees less a
processing fee will be granted up to 30 days prior to the opening of the
conference.
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B. Complimentary registration and meal tickets will be provided to the Association
Meetings Committee chair for the annual Education Conference & Trade Show.
C. Meetings held in conjunction with OAR meetings by the Institutes, Societies and
Councils are to be coordinated with OAR staff liaison for the day prior or the day
following scheduled conference events. The content of such meetings shall not
conflict with the content of the state meetings.
Members attending functions of the Institutes, Societies and Councils held in
conjunction with OAR meetings will pay the OAR conference registration fee in
order to attend any of the OAR functions.
D. The Education Conference and Trade Show location is to be recommended by the
Association Meetings Committee with approval of the Executive Committee.
E. Exhibitors for the Education Conference and Trade Show are to be solicited by
the Association Meetings Committee and the OAR staff liaison. Cost of the
exhibit booth is to be set during the budgeting process and may be reviewed as
needed.
AUDIT AND FINANCE COMMITTEE
The Audit and Finance Committee’s purpose shall be to prepare a three (3) year budget in
accordance with the Association’s Strategic Plan; to review and recommend for approval the
financial reports for presentation at each Board of Directors Meeting; to review requests for
additional funds not requested in the OAR budget; to monitor and direct the Association’s
reserve funds; to monitor the condition of the OAR building and recommend repairs or
modifications as appropriate, and to assist in arranging additional financing as appropriate.
1. Each member of the Audit and Finance Committee shall sign a confidentiality agreement
before the first meeting of their term.
(Note: Please see "Confidentiality Agreement Form" in the "Forms Appendix" section of this
Manual.)
2. Revisions to a three (3) year budget based on anticipated expenses and income for the
remainder of the budget term may be presented to the Board of Directors as necessary.
3. The Committee shall review the audit and the Association’s internal financial procedures and
controls with the Auditor, annually. OAR shall issue a Request for Proposal for auditor
every three years and routinely (at least every six years) change audit firm.
4. All non-dues income programs must be approved by the Committee.
5. The committee shall annually recommend to OAR’s Board of Directors, the amount for OAR
membership dues that are required to support the approved three (3) year budget and any
amendments.
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CONTRACTS FORMS COMMITTEE
The Contract Forms Committee’s purpose shall be to review all OAR-created forms available
through OAR’s Forms Library to ensure the forms are usable and current with federal and state
laws. The committee shall make recommendations to the OAR Board of Directors for changes to
existing forms, as well as for the creation of other contract or transaction forms the committee
deems necessary. The term is for three years.
EXECUTIVE COMMITTEE
The Executive Committee’s purpose shall conduct the affairs of the Association in accordance
with the Bylaws, Policies and instructions of the Board of Directors and shall report on action
taken during any interval at the next scheduled meeting of the Board of Directors. The Executive
Committee shall meet on the call of the President, the Board of Directors, or any five (5) of its
members. The President shall act as Chair of the Executive Committee.
1. Each member of the Executive Committee shall sign a Confidentiality Agreement before the
first meeting of their term.
(Note: Please see "Confidentiality Agreement Form" in the "Forms Appendix" section of this
Manual.)
2. The Committee shall approve and review from time to time a job description for the
Association's chief executive officer and shall set and review at least once a year the chief
executive officer’s compensation and performance standards. A formal job performance
evaluation of the chief executive officer will be conducted by the OAR President, PresidentElect, Treasurer and Secretary using an Executive Committee-approved evaluation form and
shall present the evaluation to the Executive Committee at least once a year.
3. Motions relating to OAR finances must first be presented to the Audit and Finance
Committee for consideration.
4. Motions coming from OAR committees and task forces are to be worded and addressed as
recommendations to the Board of Directors. All motions are to be reviewed by the Executive
Committee. The Executive Committee may return the motion to the committee for further
consideration or to recommend approval, non-approval or suggested changes to the Board of
Directors with rationale for its recommendation in writing to be presented with the original
committee or task force motion.
5. The Executive Committee will serve as the local board/association certification committee.
6. An application for at-large membership or secondary membership may be approved at a
meeting of the Executive Committee or by unanimous written consent of the members of the
Executive Committee. Written consent may be given by mail, fax or electronic means.
GOVERNMENT AFFAIRS COMMITTEE
The Government Affairs Committee’s purpose is: (1) to develop a legislative policy agenda
which outlines the association’s positions on issues (2) to recommend positions on legislation
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filed at the Oklahoma Legislature, (3) to identify and recommend positions on regulatory issues
(4) to develop strategies and activities for the successful monitoring and attendant grassroots
action on those issues and (5) to provide programs and training necessary for the members of the
Association to set and achieve their goals at the local, state and national levels.
1. Each committee member of the Government Affairs Committee shall acknowledge of receipt
of OAR’s Confidentiality Policy before the first meeting of their term.
(Note: Please see "Confidentiality Policy" in the "Forms Appendix" section of this Manual.)
2.
The Committee chair may appoint, if necessary, the following working groups:
A. Legislation Working Group: Formulating overall strategy on legislative matters,
taking into account policy recommendations from the Legislative Policy Agenda
and other statements of policy from the Board of Directors.
B. Regulatory Affairs: Providing liaison with the Oklahoma Real Estate
Commission by researching, reviewing, and providing recommendations for
Association positions on proposed Oklahoma Real Estate Commission actions
and activities and communicating Association positions on proposed Commission
actions and activities to the Commission, as well as other boards and commissions
as necessary.
C. NAR FPC Meritorious Service Award : Nominate one Federal Political
Coordinator from Oklahoma FPC appointees to be considered for NAR
recognition.
3.
The Government Affairs Committee shall recommended positions on issues or legislation
shall be identified in the following ways: Support, Oppose, No Position (monitor).
4.
The Government Affairs Committee, with the aid of the Chief Executive Officer and the
Vice President of Government Affairs, shall prioritize the top legislative items each
session.
5.
The Government Affairs Committee shall develop and implement a communications
program at the beginning of each year designed to inform the membership of its activities.
6.
A training seminar for member board/association legislative chairs is to be held annually.
8.
OAR encourages member boards/associations that hold orientation courses for new
members to include a section on NAR/OAR government affairs programs.
GRIEVANCE COMMITTEE
1. Grievance Committee members must be thoroughly conversant with the obligations imposed
by the Code of Ethics and with the Professional Standards procedures of the Association.
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2. The Grievance Committee shall examine an ethics complaint or a request for arbitration to
determine if it is properly presented and has the validity and substance to warrant a hearing.
3. The Code of Ethics and Arbitration Manual of the National Association of REALTORS® is
adopted by the Association subject to conformity with the laws of the state of Oklahoma.
4. A $250 deposit will be set as an arbitration fee for arbitrations filed with the State
Association.
5. A $250 deposit will be set as a fee for appeals to State Association ethics hearings to cover
expenses resulting from such appeals.
6. Payment of attorney fees incurred during ethics or arbitration hearings when such hearings
are heard by the State Association’s Professional Standards Committee for a Local Board is
the responsibility of the Local Board, unless that Board is participating under the OAR
Statewide Professional Standards Program.
Lisa Noon 11/12/2013 12:51 PM
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LEADERSHIPOAR BOARD OF GOVERNORS COMMITTEE
The LeadershipOAR Committee’s purpose is to oversee the quality of the program, monitor the
attendance of the participants, alumni activities and participate in LeadershipOAR when needed.
The Committee will outline, assign and monitor a class project for each LeadershipOAR class.
The Committee shall approve the application form and agreement, date and locations of retreats,
and student absences. The Committee shall oversee alumni activities in accordance with the
OAR budget. OAR staff will keep the committee informed of any decisions that directly affect
the LeadershipOAR program prior to implementation when practical.
OUTLINE OF LEADERSHIPOAR PROGRAM
1. Mission Statement:
The purpose of the LeadershipOAR is to identify emerging REALTOR® leaders and
potential Association leadership; empower those individuals to maximize their leadership
potential; encourage those individuals to participate in Association leadership roles; and to
incorporate those individuals into the Association’s committee/leadership structure.
2. Guiding Principles:
A. The program emphasizes “practical training” rather than academic theories and
intellectual exercises.
B. The program includes only a limited number of participants who submitted
applications and are chosen by a selection committee.
C. The program requires significant time commitment from participants.
D. Participants should enjoy prestige, recognition and positive reinforcement during
the program.
3. Selection of Attendees:
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A. The LeadershipOAR participants are to be chosen by an anonymous five (5)
person LeadershipOAR Selection Committee.
B. The Selection Committee is selected jointly by the OAR Chief Executive Officer,
OAR President and OAR President-Elect.
C. The Selection Committee chooses 14 LeadershipOAR participants with 2
alternates and strives to balance gender, ethnicity, geography and real estate
specialty.
D. Applicants are notified by letter as are those who are not selected.
4. Program Outline:
A. The program is created by a partnership of the LOAR Board of Governors
Committee and OAR staff, subject to approval by the Executive Committee.
B. Each class will be assigned a class project by the LeadershipOAR Committee that
will be used to benefit the real estate industry.
C. The financial commitment for attendees will be established by the OAR budget.
This amount covers all attendee expenses (meals, materials, accommodations)
except for transportation. Local brokers, boards/associations and affiliate
members are encouraged to sponsor those selected from their community.
D. Speakers are a mix of professional speakers, speakers from government,
NAR/OAR leadership and community service organizations.
5. Class Project:
A. The class project should benefit the Oklahoma Association of REALTORS®, as
well as its local boards/associations and the real estate industry as a whole.
B. The project deadline will be set by the LeadershipOAR Committee.
C. Each class is responsible for raising funds to support the class project.
D. All funds raised for the class project must be made payable to the: Oklahoma
Association of REALTORS®; Attn: LeadershipOAR Team Project, 9807 N.
Broadway, Oklahoma City, OK 73114.
E. OAR is responsible for housing the funds and reporting back to the
LeadershipOAR class the balance in the fund.
F. If more funds are raised than necessary, any leftover funds after the project’s
completion will go into OAR’s general operating fund and outside donor’s should
be made aware of this policy.
LEGAL ACTION SPECIAL COMMITTEE
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The Legal Action Special Committee’s purpose shall be to review the merits and implications of
each request of the fund and make a recommendation with the advice and assistance of the Legal
Counsel for the Association, to the Executive Committee which shall be approved by a majority
vote of the Board of Directors. For a member board/association to be eligible for legal assistance,
the member board/association must keep the State Association informed of the necessary legal
steps taken in regard to the case, the same as it does the NATIONAL ASSOCIATION OF
REALTORS®.
LIFE MEMBERSHIP COMMITTEE
The Life Membership Committee’s purpose is to review nominations for Life Membership in the
Association as may be submitted and make recommendations on such requests to the Board of
Directors. Only nominations which are recommended for approval by the Life Membership
Committee will be forwarded to the Board of Directors.
1. The Board of Directors’ approved nominating form for Life Membership should be provided
to the local board/association presidents and executive officers no fewer than 90 days prior to
the scheduled Life Membership Committee meeting.
Only the local board/association may nominate a member for Life Membership. All
applications must be signed by the local board/association President.
2. Until such time as NAR can provide thirty (30) years’ history on a nominee for life
membership, the local board must provide to OAR two (2) separate statements or affidavits
from a local REALTOR®, an OAR member, or executive officer stating that the nominee
has been a REALTOR® for a period of thirty (30) years.
3. A decision by the Committee to recommend a nominee for life membership will be heavily
weighted by the nominee’s level of activity (unusual meritorious service) in the State
Association.
(Note: Please see "Life Member Nomination Form" in the "Forms Appendix" section of this
Manual.)
MEMBERSHIP COMMITTEE
The Membership Committee’s “Purpose & Responsibilities” are as follows: The Committee
shall oversee new member materials and orientation, recruitment of affiliate members, volunteer
engagement programs, and other membership functions.
Specific Responsibilities
1. The Committee will work with OAR’s staff to review the new member online packet and
provide suggestions for improvement in design and/or content.
2. The Committee will review the current affiliate member structure and make any suggestions
for additional affiliate member “levels” or benefits that may accrue to affiliate members.
3. The Committee will consider opportunities for engaging member volunteers, and for
recognition of volunteers. They will review member volunteer activities in the community,
and suggest nominees to go forward for NAR’s Good Neighbor Award.
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NOMINATING COMMITTEE
The Nominating Committee’s purpose is to serve as the selection committee for various State
Association and National Association elective office nominees.
1.
Each committee member of the Nominating Committee shall acknowledge of receipt of
OAR’s Confidentiality Policy before the first meeting of their term.
(Note: Please see "Confidentiality Policy" in the "Forms Appendix" section of this Manual.)
The nominating procedure for State Association and National Association elective offices, other
than filling elective officer vacancies, is as follows:
1. OAR Staff Procedure:
A. A notice is sent to all member board/association presidents and association executives
(or elected secretaries) ninety (90) calendar days prior to the scheduled Annual
Meeting to request nominees for OAR president- elect, treasurer, secretary, and if
necessary, for OAR district vice president, NAR directors and NAR Region IX vice
president. Member board/association recommendations and any other nominees
willing to serve shall be provided to the committee at least ten (10) calendar days
prior to the meeting. Fifteen (15) calendar days prior to the meeting of the OAR
Nominating Committee, member boards/associations that have not sent ballots will be
notified of OAR’s non-receipt.
B. Any individual member in good standing may petition to add his or her name for
consideration for office by the OAR Nominating Committee. Such petition for office
must be received at the OAR offices at least ten (10) calendar days prior to the
meeting of the Nominating Committee. Petitions are subject to Nomination
Procedure as stated in Section 3.2, Nomination by Petition.
C. Each nominee will be contacted by OAR staff to confirm their willingness to serve in
the position for which they have been nominated. Any Nominee who has not
previously submitted an application, must complete an application, and return it to the
OAR office prior to the Nominating Committee meeting. Staff will make inquiries for
the OREC and the nominee’s local board/association to verify that the nominee has
no outstanding financial obligations, pending Code of Ethics or arbitration complaints
pending against them and/or other factors which might be of interest to the
Nominating Committee in determining “good standing”.
(Note: Please see "OAR Officers Application Form" in the "Forms Appendix" section
of this Manual.)
D. Local board/association recommendations and any other nominee willing to serve
shall be provided to the Nominating Committee for consideration at least ten (10)
calendar days in advance of their meeting. The Nominating Committee may choose
from the provided list of nominations or may nominate any other qualified member in
good standing.
E. The Nominating Committee's report of nominations shall be posted in the office of
the Association at least thirty (30) calendar days prior to the Annual Meeting and
shall be distributed by the Association to member boards/associations in care of their
presidents for dissemination to their REALTOR® members and to all REALTOR®
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members who are non-board/association members at least thirty (30) calendar days
prior to the Annual Meeting.
F. Nominating Committee members shall recuse themselves from any director or officer
nomination process.
2. Member Board Director Nominations:
A. The member board/association is requested to return its slate of nominees for member
board/association directors (selected by its Nominating Committee) by a specific
deadline, which is approximately 30 calendar days from receipt of the memorandum,
in order that all names might be considered by the Committee prior to the Annual
Meeting.
B. The nomination form must be signed by the member board's/association's president or
executive officer and is to be returned to the Oklahoma Association of
REALTORS®, Nominating Committee, 9807 North Broadway, Oklahoma City,
Oklahoma 73114.
3. Election Procedures: Nomination and Election of Officers
It is the right and responsibility of each member to nominate and elect their officers. Per OAR
Bylaws, nominations for officers are made by the Nominating committee, or by petition and all
REALTOR® and REALTOR-ASSOCIATE® members are allowed to vote for the officers at the
Annual Membership Meeting.
Nomination Procedure
As stipulated in the OAR Bylaws, ARTICLE VII -Election of Officers, State Directors, MemberAt-Large Director(s), and Nominee(s) for NAR Director(s) and NAR Regional Vice President;
Section 2. Nominating procedures and ARTICLE V - Officers; Section 1. Qualification of
Officers the following procedures shall be followed for nominations:
1.
Nominating Committee. The Nominating Committee shall, in closed session:
a.
Review and compile a pool of qualified candidates for each open office;
b.
Rank and discuss the candidates;
c.
Ensure acceptance of the candidate’s willingness to serve
d.
Nominate one (1) qualified candidate for each:
i.
elective office (except President)
ii.
State Director position
iii.
State Director position to be filled by a REALTOR® Member-at-large of
the Association
iv.
NAR Director position available, as appropriate, and
v.
NAR Region IX Vice President, as appropriate.
e.
Prepare and deliver a report of its nominations and associated willingness to serve
forms, in writing to the office of the Association at least forty (40) calendar days prior to
the Annual Meeting.
2.
Nomination by Petition Outside of the Nominating Committee Process. Any OAR member
may nominate a qualified candidate for any office, (except the office of President) provided the
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nomination is in writing signed by thirty (30) additional OAR Members in good standing. Any
individual desiring to nominate a qualified candidate for an office shall:
a.
obtain from the office of the Association the OAR Petition for Office Form
b.
complete the heading of the Petition and duplicate copies of the Petition;
c.
circulate the petition pages, obtaining both a printed name and signature for each
signee. Any member, including members of the Nominating Committee, is eligible to sign
a petition for office on behalf of a candidate – the petition is only an endorsement for
inclusion on the ballot, not necessarily an endorsement of the candidate him-/herself;
d.
gather up all petition pages, numbering each page;
e.
obtain a signed willingness to serve form from the petition candidate);
f.
send/deliver all petition pages and the signed willingness to serve form to the office
of the Association at least fifteen (15) days* prior to the Annual Meeting.
Nominee qualifications for office are subject to review by the OAR Nominating Committee, and
any additional names for elective office will be posted in the office of the Association and be
mailed by the Association to member boards/associations in care of their presidents for
dissemination to their REALTOR® members and to all REALTOR® members who are nonboard/association members fifteen (15) calendar days prior to the Annual Meeting.
(*NOTE: Subject to Annual Meeting membership approval of Bylaws at the 2013 Fall
Conference, this will be changed to correspond with recommended Bylaws change to 20 days to
allow additional time for the Nominating Committee to review petition candidate qualifications
for office.)
Election Process
As stipulated in the OAR Bylaws, ARTICLE VII -Election of Officers, State Directors, MemberAt-Large Director(s), and Nominee(s) for NAR Director(s) secret, written ballot elections shall
be held during the Annual Meeting for each office that has more than one (1) nominee. If there is
only one nominee for an office, the election is declared by the chair (acclamation)
1.
Voting Member. Every REALTOR® and REALTOR-ASSOCIATE® member in good
standing wishing to vote shall register in the foyer of the meeting room and, once verified, will
be given a nametag and voting card that have the same name on each and shall be worn/carried
in the meeting room.
2.
Nominations from the floor. Nominations from the floor are not allowed according to the
Nomination Procedure outlined in OAR Bylaws.
3.
Election of Officers. For any office that has only one person running for that office, they
shall be declared elected by the chair. All other offices shall be filled by a ballot vote.
4.
Candidate Promotion. Candidates for election are prohibited from campaigning in the
vicinity of the designated area for voting. Flyers, posters, and any other promotional materials
are discouraged. For each position that has two or more nominees, each candidate shall be given
two minutes to address the membership. No other speeches shall be allowed.
5.
Voting Process. Appointed tellers will direct members to receive a ballot, mark the ballot
and place it in the ballot box. Once the member has voted they will return to their seats. No
person shall be allowed into or out of the meeting room during the voting process.
6.
Voting Cards. Upon presentation of their voting card, the teller will identify the member by
name on the ID badge to the name on the voting card; each voting card will be marked to prevent
its reuse.
7.
Ballots. Each voting member shall be given a single ballot listing each Office that has
more than one candidate.
8.
Ballot Marking. Ballots may be marked by a check, an x or by encircling the name of the
candidate. An abstention may be processed by placing no marks on the ballot, and depositing the
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“blank” ballot into the ballot box. If the member mis-marks the ballot, it can be turned in to the
tellers, who will mark it “spoiled” and issue a new ballot.
9.
Ballot Folding. Ballots shall be folded twice, once in each direction to prevent two ballots
from being cast together.
10. Ballot Box. Once a ballot is marked, only the member casting the ballot shall touch the
ballot until it is deposited into the ballot box.
11. Illegal Votes. The following shall constitute illegal (ignored) votes:
a.
Voting for more than 1 candidate for an office
b.
Voting for any candidate other than those of the OAR Nominating Committee or
nominated through the petition process.
c.
Two or more ballots folded together.
12. Polls Closed. Once all members have voted that desire to do so, the President (and only the
President) declares the polls closed. Once the polls have been closed, the tellers will take the
ballot box(es) outside the room to count the ballots.
13. Tellers report. Once all ballots are counted, the tellers shall fill out the teller’s report and
return it, folded in half, to the President at the podium.
14. Announcement of Election. The President will announce the vote to the membership. The
vote tally will be provided upon request by a majority of the membership.
15. Destruction of Ballots. Ballots shall be collected by the Nominating Committee
Association Liaison after the election and shall be destroyed 30 calendar days after the Annual
Membership Meeting, if there are no election disputes.
Nominations for Oklahoma Real Estate Commission
The Nominating Committee is to serve as the selection committee for the Oklahoma Real Estate
Commission commissioner appointment nominations, and the Committee is to send the
nominations directly to the Governor without approval of the Executive Committee or Board of
Directors.
1. The nominating procedure for members of the Oklahoma Real Estate Commission is as
follows:
A. A memorandum is sent from the chair of OAR's Nominating Committee to all
member board/association presidents and executive officers (or elected secretaries)
advising of the commissioner positions which become vacant or will expire July 1 of
the following year.
B.
The memo states that the OAR has the opportunity to recommend to the governor a
list of three qualified individuals for each commissioner vacancy from which the
governor may select one person for each commissioner vacancy for appointment to
the Oklahoma Real Estate Commission. It reminds the boards that no more than
two commissioners may be appointed by the governor from one congressional
district.
C.
Enclosed with the memo are nominating questionnaire forms and the approved
criteria individuals must meet in order to be considered by the OAR Nominating
Committee for inclusion on the list of candidates to be submitted to the governor.
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D.
Boards/associations are reminded that nominees may be submitted by the
boards/associations or by any individual and are asked to publicize the request for
nominees and the selection criteria utilized by the Committee.
E.
A copy of the memo is sent to OAR's officers, directors, Nominating Committee
members, and Government Affairs Committee members.
F.
The Nominating Committee meets as soon as possible after the deadline for receipt
of nominations. During the meeting, the Committee members review the
nominations which have been received and select up to three nominees for each
commissioner position that will become vacant.
G.
For the meeting, staff prepares an agenda packet which includes the following:
I. A copy of the state statute dealing with appointees to the Oklahoma Real Estate
Commission
II.
H.
A list of the current OREC commissioners and their term expiration dates, as
well as the thoughts of any seated commissioner whose term is expiring
regarding his/her reappointment
III.
A list of nominees received (including their districts)
IV.
Nomination ballots for the nominees
Following the Nominating Committee meeting (which is a "closed" meeting
attended only by members of the Committee), staff prepares a letter from the
Committee chair to the governor. The letter lists up to three recommendations for
each commissioner position vacancy and is copied to members of the Committee
and to all applicants or any member upon request.
2. Brokers
A. All nominees must meet all statutory criteria in order to serve, be a member in good
standing, and describe their unique qualifications to serve as a commissioner.
B. Demonstrate a favorable business reputation: By "favorable reputation" is meant
that the person is not subject to any unresolved charges of civil rights violations,
violation of consumer protection laws, violations of the real estate license laws or
other violations of law. It is not intended that "reputation" be evaluated on
subjective impressions or hearsay.
C. A statement that the person is not involved in any pending bankruptcy or insolvency
proceedings.
D. Willing to devote a minimum of two full meeting days each month to Commission
meetings and activities.
E.
Agrees to be present for regular or called meetings at least 75% of the time.
F.
Has clear record with OREC (no suspensions or revocations and no cases pending
for which formal notice of hearing has been issued).
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G. Has clear record with local Board of REALTORS® if a REALTOR® member (no
suspensions or expulsion and no cases pending for which formal notice of hearing
has been issued).
H. What, if any, professional designations are held.
3. Real Estate School
B. Demonstrate a favorable business reputation: By "favorable reputation" is meant
that the person is not subject to any unresolved charges of civil rights violations,
violations of consumer protection laws, violations of the real estate license laws, or
other violations of law. (It is not intended that "reputation" be evaluated on
subjective impressions or hearsay.)
C. A statement that the person is not involved in any pending bankruptcy or insolvency
proceedings.
D. Willing to devote a minimum of two full meeting days each month to Commission
E.
F.
Has clear record with OREC (no suspensions or revocations, and no cases pending
for which formal notice of hearing has been issued regarding person's approved
school or, if applicable, person's real estate license).
G. Has clear record with local Board of REALTORS® if a REALTOR® member (no
suspensions or expulsion and no cases pending for which formal notice of hearing
has been issued).
4. Lay Person
B. List experience over the past ten years which has provided a reasonable knowledge
of real estate transactions involving Buyers and Sellers using the services of a
licensed broker and be recommended by the Nominating Committee.
C. Demonstrate a favorable reputation: By "favorable reputation" is meant that the
person is not subject to any unresolved charges of civil rights violations, violations
of consumer protection laws, or other violations of law. It is not intended that
"reputation" be evaluated on subjective impressions or hearsay.
D. A sound credit rating. By "sound credit rating" is meant that the person is not
involved in financial problems which could reasonably be expected to involve real
property. The evaluation of a person's credit rating shall be based on objective data
and not on rumor or general reputation.
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E.
Willing to devote minimum of two full meeting days each month to Commission
F.
G. Willing to attend at least four days annually of license law meetings and regulatory
conferences and workshops in State or out of State.
H. Understands that total remuneration will be based on state law.
I.
Willing to review and be familiar with hearing cases and general business agenda,
reports, and proposals prior to meetings.
J.
Agrees to disqualify himself/herself in case of conflict of interest (related by blood
or marriage to any party to the dispute, witness in dispute, discussed matter with any
party to the complaint prior to the hearing, employer, partner, or employee or is in
any way associated in any business capacity with a party to the complaint, any other
reason that may prevent a member from rendering an impartial decision).
K. May not be related to or associated with a Commission member or staff member.
L.
Shall not be associated with or financially interested in practice or business of any
licensee or any proprietary school that offers licensing or continuing education
courses.
5. The memo shall state the deadline date for nominations for real estate commissioners to be
sent to the OAR office.
6. All nominees for commissioners are to be selected by secret ballot.
Nominations for the OREC Contract Forms Committee
Local board/associations and members will be notified by the OAR Nominating Committee
to submit REALTOR® member names for nomination. The Nominating Committee will
review all nominations submitted and make recommendations to the OAR Executive
Committee and OAR Board of Directors for approval. OAR appointees to the OREC
Contract Forms Committee should be members of OAR and representative of the state, with
appointees from both urban and rural areas. The Nominating Committee should consider the
current and future composition of OAR appointees when making their recommendations.
Members for all other newly established OREC/OAR ad hoc task forces or other such work
groups are subject to the committee appointment process found within the OAR President’s
job description.
(Note: Please see "OREC Broker Commissioner Nominating Form", "OREC Representative of a
School of Real Estate Commissioner Nominating Form", and "OREC Lay Person Commissioner
Nominating Form" in the "Forms Appendix" section of this Manual.)
COMMUNITY ROCK STAR AWARDS COMMITTEE
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The Community Rock Star Award Committee’s purpose is to review the Community Rock Star
award applications and determine up to three recipients. Judges may or may not be past
recipients, and judges’ names may remain confidential. If more than three award recipients are
selected, the approval of the Audit & Finance Committee will be required. Judges should
consider their work confidential and may be asked to sign the OAR Confidentiality Agreement.
The award is accompanied by a $1,000 contribution to the charity of the winner’s choice, a
complimentary ticket to the event where the award is presented, and notice to members and the
media.
PROFESSIONAL DEVELOPMENT COMMITTEE
The Professional Development Committee's purpose is to further opportunities for real estate
education and instructor development throughout the state.
1. The Committee shall oversee a statewide educational calendar.
2. The Committee shall oversee delivery of educational programs throughout the state.
3. The Committee shall provide offerings of REALTOR® Institute courses of study as certified
by the NATIONAL ASSOCIATION OF REALTORS® for the Graduate, REALTOR®
Institute (GRI) designation and other designation offerings.
4. A Professional Designation Scholarship Fund shall be provided in the OAR budget. The
Committee shall set standards for applicants and award scholarships.
(Note: Please see "Professional Designation Scholarship Application" in the "Forms
Appendix" section of this Manual.)
5. OAR shall coordinate OAR sponsored educational offerings with local boards that are being
held within a local board’s jurisdiction.
6. The Committee shall oversee the Graduate REALTOR® Institute designation program using
the following guidelines:
A. GRI is designated for members of the Association however, Real Estate Licensees
who are either Active and inactive may attend at non-member tuition; Anyone may
attend individual classes as available for continuing education credit at the per-credit
hour fee. Affiliate members, association executives and staff may attend at member
tuition and an out of state REALTOR® member of a member board/association or
state association may attend at member tuition.
B. Member tuition, non-member tuition and audit fee are set by the OAR Budget and
may be reviewed annually by the Professional Development Committee and OAR
staff liaison for any changes to be approved by the Board of Directors.
C. The fees and procedures for transfers and cancellations shall be recommended by the
Professional Development Committee and established by the Board of Directors as
part of the OAR Budget.
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D. Refund of tuition (or deposit) will be granted, upon written request received in the
OAR office at least ten (10) days prior to the first day of the REALTOR® Institute for
which payment was made. For any written request received during the period
beginning nine (9) days prior to the REALTOR® Institute up to the start of class, no
refund of tuition paid will be granted but will be transferable to the next Institute.
Exceptions may be granted by approval of the Professional Development Committee.
E. Students may transfer tuition on request. Any student transferring to the next Institute
will be required to pay an additional sum to equal current tuition fee, if increased.
F. Curriculum selection shall be in compliance with guidelines set by the NATIONAL
ASSOCIATION OF REALTORS®.
G. The annual class schedule shall be established by the OAR staff liaison and presented
to the Professional Development Committee.
H. Students may take the modules in any sequence. OAR staff liaison will determine
what courses the OREC will require for provisional licensees and make such
information available to prospective students.
I. EXAMINATION
I. A passing rate of 70% for each GRI examination is required.
II.
OAR staff may allow an open-book test in REALTOR® Institute modules. If
allowed, it shall be so stated at the start of the module.
III.
Students enrolled for continuing education credit must follow requirements
and guidelines set by the Oklahoma Real Estate License Code and Rules and
the Oklahoma Real Estate Commission.
IV.
Retaking of Examination:
A retake of any REALTOR® Institute exam by a student who failed the exam
will be allowed. A $10.00 administrative fee will be paid by the student at the
time of the retake exam. A re-test is to be taken which the student must pass
before delivery of the next GRI module, or within 30 days of the class,
whichever is soonest. Any GRI student who fails to take and pass their retake
exam within 30 days of the class will be sent a letter from OAR stating that
they failed to retake their exam within the allotted 30-day period, and
therefore no credit for GRI or Provisional may be given for the class
J. GRI DESIGNATION/CERTIFICATION/PIN
Only members in good standing with OAR and NAR will receive the GRI designation,
certificate and NAR REALTOR® Institute pin after successful completion of all modules.
A $25.00 designation fee will be paid by all designees to OAR at the time of registration
for their final module. Fees will be forwarded to NAR on a quarterly basis, as required by
NAR. Certificates and pins for REALTOR® Institute graduates are to be mailed directly
to the appropriate member board/association or broker for presentation. Certificates and
pins for OAR members-at-large will be mailed directly to the recipients.
26
I.
II.
NAR stipulates that a student must successfully complete all modules within
five (5) years to receive his/her designation.
Continuing education certificates are awarded to students completing
continuing education topics.
III.
The number of hours of continuing education credit offered in each Institute
module will be the maximum approved by OREC.
IV.
To receive continuing education credit, students and/or monitors must meet
the current OREC policy.
V.
Courses approved by OREC for continuing education credit may be attended
for continuing education credit at a fee established by the Professional
Development Committee.
K. TRANSFER OF COURSE CREDIT
Students transferring into the Oklahoma REALTOR® Institute program will be
required to submit confirmation of credit granted through another state's REALTOR®
Institute program and provide a copy of course content for review for compliance
with NAR requirements prior to approval of course credit by the OAR staff. Such
requests will be approved by the Professional Development Committee. Student will
pay a $25.00 transfer fee at the time of transfer request.
L. INSTRUCTORS
I. Instructor Fees. OAR staff shall work within the GRI budget when negotiating
fees and reimbursed expenses for instructors. Expenses shall follow the
guidelines set forth as negotiated in the contract with the instructor or in
absence of an agreement an expense reimbursement shall follow the
guidelines set forth in the OAR Travel Policy.
II.
Selling/Advertising of Materials:
a.
Instructor's company name and/or logo may appear on handouts.
However, there shall be no more than three minutes devoted to
personal or commercial solicitations from the platform.
b.
Instructors will be allowed to distribute information on materials
the Instructor sells that pertains to the class being taught.
c.
Student complaints about Instructor solicitation will be handled by
staff.
d.
It is the policy of the Institute that an instructor will not make
derogatory remarks about any company or franchise. An Instructor
is not to wear or exhibit any identification relating to specific name
or identity of a real estate company, group of companies, or
franchises while in the classroom.
M. MISCELLANEOUS
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I.
Members of the Professional Development Committee are welcome to
monitor classes in order to report to the Professional Development Committee
and may receive continuing education credit.
II.
Evaluations will be reviewed by OAR staff after each Institute. Summaries of
instructor review may be made available to the Professional Development
Committee members at future meetings.
III.
Smoking is prohibited in or within twenty-five (25) feet of the building
entrance where the Institute takes place.
IV.
Students are responsible for obtaining and paying for their own lodging, meals
and miscellaneous expenses.
V.
Recruiting of sales associates during an Institute offering is prohibited and is
not in keeping with the Institute program for development of REALTOR®
networking.
VI.
If any REALTOR® Institute student exhibits improper/unacceptable
classroom behavior, that person may be removed from the classroom. The
decision to remove a student will be made by Professional OAR staff or the
Instructor.
N. DRESS CODE
At all OAR education offerings, unless advertised otherwise, a minimum of business
casual attire is required. Attendees who are dressed inappropriately can be denied
access at the discretion of the instructor, speaker, volunteer monitor and/or staff.
PROFESSIONAL STANDARDS COMMITTEE
1.
The OAR Professional Standards Committee or a panel thereof selected by the committee
chair, rather than the Board of Directors, may serve as the panel to hear professional
standards complaints.
2.
The Code of Ethics and Arbitration Manual of the National Association of REALTORS®
is adopted by the Association subject to conformity with the laws of the state of Oklahoma.
3.
Payment of attorney fees incurred during ethics or arbitration hearings when such hearings
are heard by the State Association's Professional Standards Committee for a Local Board is
the responsibility of the Local Board, unless that Board is participating under the Statewide
Professional Standards Program.
4.
The Committee shall provide professional standards training to Grievance and Professional
Standards Committee members.
COMMUNICATIONS & OUTREACH COMMITTEE
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Deleted: Governance
The Communications & Outreach Committee’s purpose shall be to work to promote the image of
both Oklahoma REALTORS® and Oklahoma’s real estate industry and make recommendations
accordingly regarding public awareness campaign(s) utilizing various forms of media. From time
to time, and as budget allows, the Committee may request funds from the Public and Legislative
Awareness Fund to be used according to the purpose of the Fund. Committee oversight shall
include but not be limited to: industry information and statistics, website and other electronic
communications, research, member data, and promotions and public relations.
The committee shall consist of fifteen (15) members who shall serve three year staggered terms.
The terms of the initial members will be from one (1) year to three (3) years and shall be
assigned by the President in order to create staggered terms.
REALTOR® OF THE YEAR COMMITTEE
The REALTOR® of the Year Committee’s purpose is to receive nominations on an approved
Association form for the annual REALTOR® of the Year award from member
boards/associations and REALTOR® members, whether board/association members or membersat-large, and from the nominations received, shall choose the Oklahoma REALTOR® of the
Year. The Committee shall consider the nominees’ REALTOR® spirit, activity in civic affairs,
activity in member board/association, activity in State Association, activity in National
Association, business accomplishments and other information submitted in selecting the
Association’s REALTOR® of the Year. The recipient of the award shall be recognized during
the REALTOR® of the Year event.
Each member of the REALTOR of the Year Committee shall sign a confidentiality agreement
before the first meeting of their term.
1.
2.
®
®
The REALTOR of the Year Committee chair and staff shall ensure that REALTOR of
the Year nomination forms are distributed to all member boards/associations for their
recommendations in order to select a REALTOR® of the Year prior to the REALTOR® of
the Year event.
The nomination forms for REALTOR® of the Year nominees shall not be opened prior to
the date the REALTOR® of the Year Committee meets to select the REALTOR® of the
Year but shall be opened by the Committee chair during the Committee’s meeting.
(Note: Please see “REALTOR® of the Year Nomination Ballot Form” in the Forms Appendix
section of this Manual.)
REALTORS® COMMERCIAL ALLIANCE COMMITTEE
The purpose and responsibilities of the REALTORS® Commercial Alliance Committee (“RCA”)
shall be to provide specialized services to OAR Members who are actively engaged in
commercial real estate.
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committee may be held as confidential.
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1.
Each year the RCA Committee shall recommend a Vice Chair (who may succeed the
current Chair) to OAR’s President Elect before the annual selection of committees and
committee chair.
2.
The RCA Chair may appoint subcommittees as necessary in order to carry out the purpose
and responsibilities of the committee.
3.
The RCA Committee shall submit a nomination for any District VI Vice President vacancy
to the Nominating Committee for consideration.
STRATEGIC PLANNING COMMITTEE
The Strategic Planning Committee's purpose is to study all aspects of the real estate industry,
prepare and recommend to the OAR Board of Directors a three (3) year strategic plan.
1.
The Committee shall review and measure the progress of the Association in meeting its
major goals and objectives as outlined in the approved Strategic Plan on an annual basis; be
responsible for making recommendations for changes, as needed, and establish the next
year’s strategic plan priorities.
2.
The Committee may hire a professional strategic planning consultant to assist in the
preparation of the Strategic Plan with the approval of the Board of Directors as part of the
OAR budget process.
OFFICERS AND DIRECTORS
1.
PRESIDENT
The president shall be the Chair of the Board of the Association and shall perform such
duties as are usual to the office. It is the duty of the president to preside at all meetings of
the State Association, Board of Directors, and Executive Committee.
A.
Committee Appointments
I.
The president has authority to appoint committee members to standing
committees outlined in the Bylaws.
II.
B.
Annually, the president appoints a chair for all the standing and special committees.
III.
The President may create such other committees, task forces and working
groups and appoint members, as necessary.
IV.
Members appointed to a committee or other task force may be required to sign
a confidentiality agreement as directed by the president.
(Note: Please see “Confidentiality Agreement” in the Forms Appendix
section of this Manual.)
Liaison with Allied Organizations
30
The president, and others that may be appointed, will meet from time to time with
the leadership of allied organizations to discuss problems and solutions of common
interest to the industry.
C.
Installation of Local Board Officers
The president shall act as installing officer at the member boards'/associations'
invitation.
D.
General
I.
All correspondence requiring the president's personal reply will be brought to
his/her attention; routine letters will be written from the Association office
and copied to the president.
II.
E.
National Level
I.
The president will be expected to attend all National meetings during their term of
office such as: Legislative Conference, Mid-Year Meetings, Four-State Regional
Conference and Annual Convention, as well as any specially called meetings. At the
discretion of the president, funds will be provided for the president's spouse (or a
guest) to attend the NAR annual convention. Funding for the president’s spouse (or
guest) will be in accordance with OAR’s travel policy.
II.
III.
F.
The president may recommend OAR members for appointment to state or federal
governmental bodies, including (but not limited to) councils, task forces, and
boards. The president's recommendations are subject to approval of OAR's
Executive Committee.
Upon invitation and when possible, the president should attend all Institute,
Society and Council meetings in the state.
The president will attend and serve as an NAR Director on the NAR Board of
Directors.
Involvement
I.
The president will be expected to serve in a liaison capacity on any
governmental or cooperative committee which would be advantageous to the
Association.
II.
The president is an ex-officio, non-voting member of all Association
committees (unless otherwise provided in the Bylaws) with the exception of
the Nominating Committee and the REALTOR® of the Year Committee.
III.
The president shall ensure that Committee chairs are aware of the goals of
their committee at the beginning of the year.
IV.
The president is invited to write a column or commentary for each issue of the
Opening Doors®.
V.
The president's advice will be sought in planning for OAR meetings which
take place during their term of office.
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G.
2.
Expense Policy
The President shall be subject to the OAR travel and expense policies.
PRESIDENT-ELECT
It is the duty of the president-elect to perform such duties as may be specified by the
Bylaws, president, or the Board of Directors. The president-elect shall assume the duties
and responsibilities of the president in the event of the president's death, resignation,
absence or disability.
A.
Representative to the President
I.
The president-elect shall serve on the Executive Committee, Audit and
Finance Committee and Real Estate Issues Task Force and shall serve as chair
of the Legal Action Special Committee and Strategic Planning Committee.
II.
III.
B.
On some occasions, the president-elect may be called on by the president to
represent the Association at important meetings, luncheons, dinners, and
business sessions where representation of the Association is deemed
appropriate.
Team Effort
I.
During the president-elect's year in office, goals and theme should be
established for the following year.
II.
3.
The president-elect shall appoint, subject to approval of the Board of Directors
or as otherwise provided in the Bylaws, the vice chair for OAR committees.
The president-elect shall act as installing officer at the member
boards'/associations' invitation.
C.
National Level
The president-elect will be expected to attend all National meetings during his/her
term of office: Mid-Year Meetings, NAR Fall Leadership Summit and Annual
Convention, as well as any specially called meetings.
D.
Expense Policy
The president-elect shall be subject to the OAR travel and expense policy.
TREASURER
The treasurer shall serve as chair of the Audit and Finance Committee and as a member of
the Investment Advisory Group, Association Meetings Committee, Executive Committee,
Real Estate Issues Task Force,and Strategic Planning Committee.
A.
The treasurer shall render to the Board of Directors an accounting of all financial
reports and the financial condition of the Association. A report will be given at each
meeting of the Board of Directors, following the Finance Committee meetings.
B.
The treasurer will request input from various chair of the Association committees to
determine the financial needs of the committee prior to finalizing the budget.
32
4.
5.
C.
The treasurer is responsible for determining, as far in advance a possible, the
Association’s financial needs and is to make proper recommendations to the
Executive Committee when dues increase or expense reductions are predicted.
D.
The treasurer shall confirm that an annual audit is made by a certified accounting
firm.
E.
The president may assign additional responsibilities to the treasurer as needed.
F.
The treasurer shall be subject to the OAR travel and expense policy.
SECRETARY
It is the responsibility of the secretary to assist the treasurer in fulfilling those
responsibilities, to assist the president as requested.
A.
The secretary shall serve as vice chair of the Audit and Finance Committee and to
serve as a member on the Association Meetings Committee, Executive Committee,
Real Estate Issues Task Force and the Strategic Planning Committee.
B.
The secretary shall be subject to the OAR travel and expense policy.
CHIEF EXECUTIVE OFFICER
The executive vice president serves as the Chief Executive Officer, responsible to the
Executive Committee for the effective conduct of the affairs of the Association. The
executive vice president recommends and participates in formulation of Association
mission, goals, objectives, and related policies. Within that framework he/she plans
activities of the Association and provides staff liaison to all committees and serves as
liaison between committees and the Board of Directors.
A.
Specific Responsibilities
Within the limits of the charter and bylaws of the Association and policies
established by the Board of Directors, the executive vice president is responsible for
the following:
I.
Responsibility to the Association
a. Employed by the Board of Directors
b. Responsible to the Executive Committee
II.
Operation of Corporate Headquarters
a. Employs persons as may be necessary to conduct the activities of the
Association within budgetary limitations.
b. Monitors the condition of the OAR building, its equipment, and all other
contents and recommends repairs, modifications, or replacement as
appropriate.
c. Establishes and maintains an internal OAR Staff Policies and Procedures
Manual.
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III.
Relationship with Members/Member Boards
a. Interprets State, National and member board/association bylaws and other
State Association governing documents.
b. Analyzes board/association problems, offers suggestions, and makes
recommendations for solutions.
c. Provides information about the NATIONAL ASSOCIATION OF
REALTORS® and affiliated Institutes, Societies and Councils.
d. Arranges for and schedules president's official visits and accompanies the
president on those visits as appropriate.
e. Available for board/association meetings on request.
f. Assists in the organization of new boards/associations.
IV.
Membership Records
a. Supervises the processing and maintenance of membership records of
State Association.
b. Supervises the recording and acknowledgment of dues payments to State
Association and remittance of member-at-large dues to the NATIONAL
c. Supervises the recording and acknowledgment of contributions to RPAC
and forwarding of contributions to RPAC Trustees.
V.
Legislation
a. Supervises the lobbyist/vice president of government affairs and keeps the
president, the chair and members of the Government Affairs Committee
and the Executive Committee informed on legislative matters.
b. Registers as lobbyist and provides testimony when required.
c. Files necessary accountability statements.
d. Subscribes, in the name of the Association, to legislative bill service.
f. Provides members with information as requested.
g. Follows course of legislature, especially progress of bills of interest.
h. Works with other associations and organizations to meet legislative
objectives.
VI.
Financial
a. Maintains close liaison with the secretary as well as all officers and
directors of the Association.
34
b. Assists Audit and Finance Committee in drafting the annual budget.
c. Maintains liaison with accountant for annual audit.
d. Supervises receipt of deposit, disbursement, and investment of funds;
supervises maintenance of official records; and supervises maintenance of
a current asset inventory.
e. Supervises items sold to members as a service of the Association.
f. Makes recommendations; forwards requests to management team,
officers, directors, and committee chair.
VII.
Expense Policy
In connection with OAR and NAR meetings, OAR will pay for all meeting
related expenses, registration fees, airline tickets (at lowest available fare),
and hotel accommodations (lowest single rate at headquarters hotel) for the
OAR executive vice president.
VIII.
Education
a. Supervises educational programs as recommended by the Professional
Development Committee and approved by the Board of Directors.
b. Maintains liaison with schools and colleges offering real estate courses.
IX.
Public Relations
a. Maintains close personal liaison with administrative staff of Oklahoma
Real Estate Commission.
b. Serves on NATIONAL ASSOCIATION OF REALTORS® committees as
appointed.
c. Supervises composition and distribution of special Association pamphlets
and news releases.
d. Supervises composition and distribution of all official publications of
OAR.
X.
Other
a. Plans the annual first quarter OAR Conference and the Inaugural and
REALTOR® of the Year events with the president and OAR staff.
b. Responsible for determining the actual meeting days that the president,
president-elect, and staff are assigned to attend at OAR-reimbursed
meetings.
c. Responsible for coordinating attendance at NAR meetings by OAR
attendees to cover as many activities as possible.
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6.
DISTRICT VICE PRESIDENTS
A. DISTRICT DIVISIONS
The district division of the state is to be as follows:
District 1:
Enid, North Central, Stillwater, Woodward
District 2:
Altus, Duncan, Lawton, Western Oklahoma
District 3:
Ada, Shawnee, Southeastern Oklahoma, Southern Oklahoma, Texoma
District 4:
Bartlesville, Cushing, GTAR, Muskogee, Northeast Oklahoma
District 5:
Edmond, El Reno, Midwest City/Del City/Moore, Norman, OKCMAR
District 6:
Commercial Brokers (Including the Oklahoma City RCA, Tulsa RCA,
CCIM Chapter, SIOR Chapter)
B.
RESPONSIBILITIES
I.
Function as a liaison between the members of their districts and the Oklahoma
Association of REALTORS®
II.
III.
Promote the development and progress of the member boards/associations.
IV.
Develop a good working knowledge of each member board's/association's
activities and programs.
V.
Establish a communication link with the leaders of the boards/associations
within the district.
VI.
Make a minimum of one contact each quarter and annually one (1) physical
visit with each assigned board/association.
VII.
VIII.
IX.
X.
Serve on the OAR Executive Committee to ensure that member
board/association needs are addressed.
Report to the Executive Committee concerning issues facing their districts.
The Executive Committee will then decide what action should be taken, if
any.
Promote member participation in OAR and NAR programs.
Attend and promote attendance at OAR educational functions, meetings and
conferences.
XI.
Conduct installation ceremonies for new board/association officers in the
district upon request of member boards/associations.
XII.
Conduct district meetings as needed to address problems or opportunities
shared by the boards/associations in the district.
XIII.
C.
Promote a good REALTOR® image in the community.
May serve as ex-officio, voting member of the Association Meetings
Committee during their term of office.
TRAINING
36
I.
II.
7.
8.
Orientation for district vice presidents is to be held annually during the OAR
Leadership Conference.
OAR Staff is to send updates on OAR/NAR activities to the district vice
presidents as needed to keep the district vice presidents knowledgeable of
upcoming events and issues.
ELECTED STATE DIRECTORS
A. The Bylaws of the Association provide that the government of the Association shall
be vested in the Board of Directors. Therefore, it is important that directors attend
the Board of Directors meetings or be subject to removal from office as provided
for in the Association Bylaws.
B.
One important purpose of a State director is to create a liaison between OAR
member boards/associations and the Board of Directors to ensure that the members
are aware of Association actions, and the Board is aware of member concerns and
interests.
C.
For the purpose of maintaining and increasing OAR and member board/association
membership, it is important for each director to keep abreast of the Association
accomplishments, particularly in the areas of legislation, education, and
professional standards.
D.
Each director, in accepting election to the office, assumes the responsibility to
attend all OAR conferences.
E.
Directors will, insofar as possible, attend the OAR Annual Membership Meeting.
F.
Each elected state director shall be given a copy of the OAR ownership disclosure
and conflict of interest policy.
NAR DIRECTORS
A. NAR directors are to know the issues of importance to NAR and are to report
matters of concern and actions taken by NAR back to OAR;
B.
NAR directors are to understand how NAR works -- to read and know the
Constitution & Bylaws, Policies and Procedures Manual, Strategic Plan, etc.;
C.
NAR directors are to attend NAR Board of Directors meetings which are held
during NAR's Midyear Meetings and Annual Conventions (and special meetings
which may be called) -- NAR directors automatically forfeit their offices if they are
absent from three consecutive meetings without a satisfactory explanation;
D.
NAR directors are to attend and participate in the Member and Director Forums
which are held prior to NAR Board of Directors meetings.
E.
NAR directors are encouraged to serve on at least one NAR committee.
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Deleted: <#>Each director should be an active
member of an OAR committee.
Lisa Noon 8/6/2014 3:01 PM
Deleted: the OAR's annual OAR First Quarter
Conference
F.
In conjunction with OAR meetings, NAR directors are responsible for their own
expenses, unless otherwise provided for in OAR’s budget.
G.
NAR directors may provide a report of NAR activities and actions at the OAR
Board of Directors meetings.
H.
Elected NAR directors’ are subject to OAR’s travel and expense reimbursement
policy.
I.
A consensus of the Oklahoma Association of REALTORS®’ NAR Directors shall
constitute OAR’s endorsement of candidates for NAR elected positions.
INSTITUTES, SOCIETIES AND COUNCILS
For Institutes, Societies and Councils' functions which take place in conjunction with OAR
meetings, OAR staff is to be responsible for registrations and ticket sales. The appropriate
Institute, Society or Council is to be responsible for planning and promoting its functions and is
to be responsible for accounts receivable and accounts payable.
Lisa Noon 8/6/2014 3:02 PM
Deleted: ,
Lisa Noon 8/6/2014 3:02 PM
Deleted: and payments to hotels for meal
functions and beverage breaks
Lisa Noon 8/6/2014 3:02 PM
Deleted: (other than for meal functions and
beverage breaks)
38
OPERATIONAL POLICIES
COMMUNICATIONS
1. ADVERTISING POLICY
Advertising will refer to any paid form of printed, electronic, video and audio material
communicating a product and/or service to members of the Oklahoma Association of
REALTORS®. The Oklahoma Association of REALTORS® does not and will not
knowingly accept any advertisement that may be misleading, deceptive, fraudulent, unlawful
or is in bad taste. Additionally, OAR does not discriminate with respect to race, creed, color,
national origin, age, handicap or sex and will not accept advertising that in any way indicates
such discrimination by an advertiser. In an attempt to maintain truth and integrity in the
advertising which appears in any and all of its publications, OAR supports the Advertising
Code of American Business and further subscribes to the following guidelines:
A.
The Association reserves the right to reject any advertisement in accordance with
the policies of the Oklahoma Association of REALTORS® and the NATIONAL
B.
The Association will not accept advertising that is in conflict with the principles and
high educational standards set by the Oklahoma Association of REALTORS®, the
NATIONAL ASSOCIATION OF REALTORS® and its affiliated Institutes,
Societies and Councils.
C.
The publication of any advertisement of a product, service, education idea or the
like is not in any way to be construed as the approval, guarantee, or endorsement of
the Oklahoma Association of REALTORS® of such product, service or idea, and
the publisher reserves the right to affirm such fact in the publication.
D.
Publisher reserves the right to reject any advertisement for any reason that the
publisher determines to be good and sufficient cause.
E.
At the request of the publisher, the advertiser will warrant to the publisher that no
material used in any advertisement is defamatory, libelous, obscene, an invasion of
privacy, or obtained in violation of the proprietary rights of any person, and
advertiser will indemnify the publisher against any claims based on a breach of such
warranty.
F.
At the request of the publisher, the advertiser will submit, prior to acceptance,
adequate substantiation of advertising claims or product.
G.
Use of the REALTOR® membership marks or any trademarks of the Oklahoma
Association of REALTORS® or any of the NATIONAL ASSOCIATION OF
REALTORS®' affiliate Institutes, Societies or Councils is subject to guidelines and
policies stated by the NATIONAL ASSOCIATION OF REALTORS® and the
approval of the Oklahoma Association of REALTORS®. Publisher reserves the
right to correct any advertising copy to conform to such guidelines or reject any
copy which cannot be brought into compliance.
39
H.
The Association strives to maintain a proportional balance between advertisements
and editorial content for its website and all printed materials, and therefore the
publisher may reject or postpone any advertisement in order to accomplish this
balance.
I.
In all advertisements, the advertiser and the product or service should be clearly
identifiable.
The word "advertisement" may be required on any advertisement that is designed in
a manner that allows confusion between the advertisement and the editorial content
of any OAR publication or OAR website.
J. The Association will not accept or publish any advertisements which it deems to be a
political advertisement.
K.
All advertisements for any printed OAR publication should be camera-ready. Any
advertiser requiring set-up for their advertisement will be charged a fee.
L.
Advertisements that violate, or assist in violating, any real estate license law or
other governmental regulations or statutes are ineligible.
M.
The Association will not provide free or reduced-rate advertising space in exchange
for editorial material. Prices and policy for advertising may be subject to change at
any time.
N.
Members and non-members may advertise with the Oklahoma Association of
REALTORS®.
O.
Advertising within the Oklahoma Association of REALTORS® offices: Space is
not guaranteed for any advertising material display within the Oklahoma
Association of REALTORS® offices, and is subject to approval by the CEO.
2. WEB SITE
The Website OklahomaRealtors.com will be maintained on a regular basis with the most upto-date information possible. All information on this site should support the mission and
goals of the Association. If at some point, it is decided by the publisher of the Web site to
accept advertising, the rules of acceptance of such advertising will fall under the same
guidelines as stated above. Local board/association events, as well as events of the
Association’s Institutes, Societies and Councils, may be posted on the OAR website as made
available to OAR at no charge. Postings for other entities, such as real estate schools,
instructors, services, etc. are subject to the OAR advertising policy.
3. PUBLICITY
A. Publicity will be sent to the media in a timely manner concerning all Association
events, Leadership team, Executive Committee, Board of Directors,
LeadershipOAR, education and association events.
B.
The official spokesperson for the Oklahoma Association of REALTORS® will be
the current president, the CEO or an officer, committee chair or other member
designated by the President when speaking to the press. Any persons speaking on
40
behalf of the Oklahoma Association of REALTORS® will work with OAR staff in
preparing comments that reflect the policies of the association.
FINANCIAL
1.
Events:
A. OAR is to budget costs of the Inaugural and REALTOR® of the Year events; and
further, the entertainment, banquet wine and receptions are to be sponsored, if
possible.
B.
Complimentary registrations allowed for each OAR function as follows:
I. Conference Functions: President and spouse (or guest)
President-Elect
Treasurer
Secretary
Immediate Past President
District Vice Presidents
NAR & Other Dignitaries
(as approved by the Chief Executive
Officer)
OAR Staff
Hotel costs will be complimentary for OAR officers, including District Vice
Presidents, attending the OAR spring conference and fall conference and trade
show.
II.
Inaugural and REALTOR® of the Year Events:
Master of Ceremonies
Installing Officer
NAR & Other Dignitaries
(as approved by the Chief Executive
Officer)
President and spouse (or guest)
President-Elect
Treasurer
Secretary
Immediate Past President
District Vice Presidents
OAR Staff
C.
2.
Complimentary conference registration for the OAR Education Conference and
Trade Show is to be given to the current Association Meetings Committee
chairperson.
Operational:
A.
For depreciation purposes, any item purchased by OAR which exceeds $1000.00 is
to be depreciated, and any item which is purchased for under $1000.00 is to be
expensed.
41
3.
B.
An annual inventory will be taken of all assets. Photographs will be taken each year
of all rooms in the OAR office building and of all OAR office equipment for
insurance purposes. A copy of these should be kept with then inventory list outside
the premises in a safety deposit box.
C.
The Association will maintain a corporate credit card (with a $20,000 credit limit)
for the chief executive officer for approved budgeted expenses only. Additional
corporate credit cards are to be issued on the existing account for use by staff
members for specific situations.
D.
With the exception of the NAR REALTOR® Relief Fund, no cash contributions to
any charitable organization are to be made. Any funds contributed to OAR for
disaster relief will be directed to the appropriate relief organization unless otherwise
directed by the OAR Executive Committee.
E.
The Association will use the accrual method of accounting.
F.
$1,000 is to be budgeted annually for use by the OAR president as a discretionary
fund and to be shown as an expense line item on OAR financial statements and
budget.
G.
The Chief Executive Officer is authorized to stamp the name of an OAR officer on
checks upon approval by that officer through established OAR accounting
procedures. Check signers are the OAR Chief Executive Officer and the OAR
Treasurer.
H.
An application fee of $50 shall be assessed to each new member upon submission
of application, and will be collected as part of the normal dues process.
I.
Maintain a budgeting process, which includes preparing a three-year budget based
on the OAR Strategic Plan, which incorporates a reserve policy and provides
adequate information.
J.
The Chief Executive Officer may rent the OAR facilities to outside individuals of
companies. The OAR facility rental rates and policies are in the appendix and are
incorporated herein by reference. Changes to the OAR facility rental rates and
policies may be made by the Chief Executive Officer as needed.
K.
RPAC TRUSTEES
OAR is to provide administrative and other supportive services to the RPAC
Trustees. OAR is to be reimbursed for any expenses incurred on behalf of RPAC.
L.
OKLAHOMA HOUSING FOUNDATION
OAR is to provide administrative and other supportive services to the Oklahoma
Housing Foundation. OAR is to be reimbursed for any expenses incurred on behalf
of the Oklahoma Housing Foundation.
Travel:
42
Lisa Noon 8/6/2014 3:03 PM
Formatted: No bullets or numbering
A.
OAR will fund and make travel arrangements for the current OAR President,
President-Elect, Treasurer, Secretary, Chief Executive Officer, OAR staff as
determined by the Chief Executive Officer, and elected or appointed NAR
Directors’ attendance to all required NAR meetings in accordance with the OAR
travel policy. OAR will fund OAR’s Region IX Vice President’s attendance to all
required NAR meetings in accordance with the OAR travel policy for the year
preceding their year of service. OAR will fund the OAR REALTOR® of the Year
to attend the NAR Convention during the year the OAR REALTOR® of the Year is
named and the Government Affairs Committee chairperson’s attendance to the
NAR Midyear meetings in Washington, D.C. in accordance with OAR travel
policy.
B.
OAR will reimburse expenses for NAR meeting-related expenses up to $2,000
annually, for any member who serves as a chair or vice chair of an NAR committee,
or who is accepted for the current year NAR Leadership Academy. OAR will
reimburse Federal Political Coordinators (FPCs) up to $500 each for attendance at
the NAR REALTOR® Party (MidYear) meeting.
C.
OAR TRAVEL POLICY
I.
OUT OF STATE OAR TRAVEL POLICY
a. It is expected that any member receiving travel reimbursement or per diem
from OAR will attend all meetings related to their position, or as
designated by the Chief Executive Officer.
b. OAR will not reimburse expenses submitted which are not in compliance
with the OAR Travel Policy.
c. Receipts:
Original receipts required for all expenses other than a non-accountable
per diem of $75 for meals and incidentals. Your receipts should be
included when you submit your expense report.
d. Deadlines:
Expense reports should be received by OAR within 30 days of travel. In
no case will any expenses be reimbursed more than 90 days after
completion of a trip.
e. Airfare:
OAR staff will make all airline reservations unless the member prefers to
make their own travel plans. Advance purchase of tickets will be done
whenever possible to take advantage of the lowest fares. Members
must purchase seating in the Economy or Coach class of fares.
Additional costs for premium class seating (ex. - first class, business
class, economy plus, etc.) are not reimbursable. Tickets should be
purchased as early as possible to take advantage of the lowest costs.
Seat assignment fees within the Economy or Coach classes are
reimbursable. Convenience charges such as fees for extra legroom,
priority check-in and express security clearance fees, etc. are subject to
review by the Chief Executive Officer.
43
Checked and carry-on baggage fees (up to a total of 2 checked bags
per trip) are reimbursable. However, overweight baggage fees
are not reimbursable.
You may use your own credit card instead of OAR’s credit card, in
which case you will need to include your airfare on your expense report.
f. Ground Transportation:
Mileage is not to exceed the amount per mile as per the Internal Revenue
Service. Mileage cannot exceed cost of airfare to same destination.
g. Rental Car:
Must consult OAR’s Chief Executive Officer first. Rental cars are
reimbursable only when other methods of transportation are not obtainable
or in a situation when a rental car is less expensive than public
transportation. Collision damage waiver must be purchased.
Lisa Noon 9/13/2014 2:34 PM
Deleted: OAR staff will make all airline
reservations through a local travel agency.
Reservations are for coach class or fares only unless
member wants to pay the difference. Advance
purchase of tickets will be done whenever possible
to take advantage of the lowest fares. You may use
your own credit card instead of OAR’s credit card, in
which case you will need to include your airfare on
your expense report.
h. Parking & Tolls:
Actual cost, original receipt required.
i. Train, Taxi & Bus:
Actual cost, original receipt required.
j. Lodging:
Lodging will be arranged by OAR staff. OAR will reimburse for room
and tax. Incidentals should be paid by you upon check out.
CANCELLATIONS: Should an officer find it necessary to cancel their
hotel reservations, it is the officer’s responsibility to contact OAR staff
during business hours or the hotel after hours so OAR is not charged with
a “no show”.
k. Meals & Incidentals:
A non-accountable per diem of $75 per day for meals & incidentals will
be issued prior to the date of travel. Incidentals are defined as items such
as personal entertainment (i.e. laundry, valet services, in room movies,
snacks/mini bar) and are to be paid out of the per diem.
l. Tips:
Actual cost for skycap, doorman and bellman.
m. Telephone/Internet:
All OAR business calls are reimbursable. Internet connection charges will
be reimbursed, actual receipt required.
II.
IN-STATE OAR OFFICER/EMPLOYEE TRAVEL
In-State OAR officer and staff travel requires Chief Executive Officer
approval for reimbursement.
a. Ground Transportation:
Tolls and mileage at the Internal Revenue Service per mile rate will be
reimbursed for transportation to and from OAR Board of Director
44
Lisa Noon 8/6/2014 3:16 PM
Deleted: I
meetings, to and from the airport for National meetings, for district
meetings, leadership retreats, board installations or board/association visits
and all other meetings as approved by OAR’s Chief Executive Officer
required as part of the leadership duties. Mileage to and from the OAR
office for Executive Committee meetings will be reimbursed; however,
mileage for other OAR committee meetings will not be reimbursed.
b. Lodging:
If overnight accommodations are required for OAR business, hotel at the
single rate will be reimbursed. Receipts for purchases greater than or
equal to $25.00 are required.
c. Meals and Incidentals:
If meal and incidentals are incurred on overnight In-State trips, OAR will
pay up to $75 per day. Receipts are required for reimbursement.
ANTI-TRUST POLICY
The OAR has the following anti-trust policy:
POLICY: That the Oklahoma Association of REALTORS® is complying with and
intends to continue to comply fully with anti-trust statutes and hereby adopts the following
guidelines for the Association concerning Restraint of Trade:
A.
All governance personnel, governance advisory personnel, staff and members of the
Association shall refrain from any restraint of trade activities.
B.
The staff or legal counsel shall periodically update members concerning restraint of
trade problems.
C.
The staff may obtain legal counsel review of all new Association programs or
changes in existing programs that may have potential restraint of trade implications.
D.
All Association meetings shall be regularly scheduled, whenever possible.
E.
The staff may obtain legal counsel review of any meeting agenda items that may
have potential restraint of trade implications.
F.
Any action which has the effect of rejecting a membership application or
suspending or expelling a member should be reviewed by legal counsel before
becoming final.
G.
Neither governance, personnel, governance advisory personnel, nor staff shall
communicate with officials of the Federal Trade Commission or the Anti-Trust
Division of the Department of Justice without prior approval of the Association
president and chief executive officer.
H.
At least the following topics shall be avoided at any Association meeting:
45
Current or future professional service charges
I.
II.
"Fair" profit levels
Increases or decreases in professional service charges
III.
Standardization or stabilization of professional service charges
IV.
Methods of setting professional service charges
V.
VI.
VII.
VIII.
IX.
X.
XI.
Cash discounts
Credit terms that may be extended by real estate offices
Control of sales or services
Allocation of markets
Refusal to deal with a corporation or its pricing or distribution practices
Whether or not the pricing practices of a colleague are ethical, appropriate,
unethical, or constitute an unfair trade practice, and
Other topics that shall be considered by the courts, in subsequent decisions, to
be of an anti-trust nature.
MISCELLANEOUS
1. OAR will provide, upon request, an electronic membership roster of business and e-mail
addresses for membership to approved OAR affinity partners and affiliate members for
marketing purposes. OAR will not provide membership rosters or mailing labels to any
other third party, member or member board/association.
2. There are to be no honors, scholarships or awards given by the Oklahoma Association of
REALTORS® in anyone's or any entity's name.
3. The OAR President may have the opportunity to award presidential service awards to any
member of the Association.
4. Existing members in good standing (whose board/association is disbanding) will be
allowed to transfer to member-at-large status, and OAR will waive the membership
application fee for a grace period of 90 days from the date the board officially disbands.
5. The OAR Chief Executive Officer shall maintain the files and documents of the
association and shall create a list of the types of documents to be maintained along with
the retention time for each type of document. Such list shall be the document retention
policy of the association and is incorporated herein by reference.
(Note: Please see “Document Retention Policy”)
46
6. OAR is part of Region IX of the NATIONAL ASSOCIATION OF REALTORS®. The
other states of Region IX are Arkansas, Kansas and Missouri.
(Note: Please see “Region IX Policies” in the Forms Appendix section of this Manual.)
WHISTLE-BLOWER POLICY
OAR has the following “whistleblower policy”:
OAR is committed to lawful and ethical behavior in all of its activities, and requires its
officers, directors, staff and committee members to conduct themselves in a manner that
complies with all applicable laws and regulations. If at any time a concern exists regarding
the propriety or legality of any action contemplated to be taken by an OAR officer,
director, staff, committee member, or any contractor or vendor, as the action related to
OAR activities, or in an action needs to be taken in order for OAR to be in compliance with
law or appropriate ethical standards, you can address the issue directly by going to the chief
executive officer as needed until matters are satisfactorily resolved.
Alternatively, if you are not comfortable speaking to the chief executive officer about the
matter, or do not feel your issue has been properly addressed, you may contact OAR’s
president or outside legal counsel about the matter. If you do not believe that these
channels of communication can/should be used to express your concerns, you can send an
anonymous letter or e-mail utilizing the U.S. Mail or any internet hosted e-mail service
(using an anonymous name) to OAR’s president or outside legal counsel.
Under this policy (sometimes referred to as a “Whistleblower Policy”), efforts will be made
to treat a report of wrongful, unethical or illegal conduct as confidential, to the extent
confidentiality is consistent with the need to investigate and prevent or correct the
offending conduct. The individual making the report will not be discharged, threatened,
harassed or discriminated against for reporting in good faith what they perceive to be
wrongdoing, violations of law, or unethical conduct.
This whistleblower policy shall also be included in the OAR Employee Office Policies and
Procedures Manual.
CONFIDENTIALITY AGREEMENT:
All Committee members shall sign a Confidentiality Agreement with the exception of the
following Committees:
• Association Executives
• Association Meetings
• Contract Forms
• LeadershipOAR Board of Governors
• Life Member
• Membership
• Community Rock Star
• Professional Development
• Communication & Outreach
• Commercial Alliance
• Strategic Planning
47
Any Task Force deemed necessary to keep information confidential shall be required to
sign a Confidentiality Agreement.
A new Confidentiality Agreement must be signed upon the return from any absence from
service. Thereafter, however, continuing Members of the committees need not sign a new
form unless the same has been amended.
Lisa Noon 8/6/2014 3:28 PM
The Confidentiality Agreement shall provide for maintaining the confidentiality of
Association business, and shall mandate that each person act in good faith in conducting
Association business and in accordance with his or her fiduciary duty to the Association.
Lisa Noon 8/6/2014 3:28 PM
48
Deleted: Executive, Audit and Finance, and
Government Affairs Committees must sign the
Oklahoma Association of REALTORS®
Confidentiality Agreement.
Deleted: foregoing
OAR INVESTMENT POLICIES AND PARAMETERS August 2014 (Revised) The Investment Policy of the Oklahoma Association of REALTORS® was developed and approved by the Board of Directors to guide the investment of the Association’s investment portfolio or funds. The Board shall engage and oversee one or more professional consultants and/or money managers in the implementation of this Policy. This Policy shall be reviewed periodically and revised as necessary. All revisions are subject to approval by the Board. I. SCOPE OF THE INVESTMENT POLICY This statement of investment policy reflects the investment policy, objectives, and constraints of the Oklahoma Association of REALTORS®, and is set forth in order to: 1. Define and assign the responsibilities of all involved parties. 2. Establish a clear understanding for involved parties of the investment goals and objectives for Fund assets. 3. Offer guidance and limitations to the primary Investment Manager regarding the investment of Fund assets. 4. Establish a basis for evaluating investment results. 5. Comply with fiduciary, prudence and due diligence requirements that experienced investment professionals would expect. 6. Establish the relevant investment horizon for which Fund assets will be managed. DELEGATION OF RESPONSIBILITIES The Sponsor of OAR’s investment portfolio is the Board of Directors, which is the named fiduciary and is responsible for directing and monitoring the investment management of assets. As such, the Sponsor is authorized to delegate certain responsibilities to professional experts in various fields. Investment Manager(s) The Investment Manager(s) has/have discretion to purchase, sell, or hold the specific investment options that will be used to meet the Fund’s objectives. Each investment manager engaged to manage a portion of the Association’s assets shall: a. Have full discretion in option selection; b. Initiate transactions on a best execution basis; c. Serve as a fiduciary with respect to the portion of Association assets under their management. Reporting The OAR Investments Work Group shall be responsible for quarterly review of all OAR investments, and shall report their summary findings to the Audit & Finance Committee. The OAR Treasurer, under the direction of the Audit & Finance Committee, shall be responsible for reporting of the status of all investments to the Board of Directors at each of their regularly scheduled meetings. 49
II. INVESTMENT FRAMEWORK General Objectives Investments will be made for the sole interest and exclusive purpose of helping meet the funding needs of the Association and the specific funds which it oversees. Investments will be made in accordance with the Oklahoma Uniform Prudent Investor Act, currently found at 60 O.S. §175.60 et. seq. A secondary goal is to accommodate the Association’s spending policy plus normal inflation, in an effort to preserve the constant dollar value and purchasing power of the Association for future generations. Specific Objectives 1. Capital Preservation 2. To secure the best available rates of return while assuming a minimum of risk 3. To retain liquidity to meet projected cash needs of OAR SCOPE OF ALLOWABLE ASSETS • Treasury Bills • Treasury Funds • Certificates of Deposit • Money Market Funds • Fixed Income Securities (i.e. Treasury Bonds, Corporate Bonds, Municipal Bonds) • Obligations of United States Government Agencies • Large Cap Funds • Small Cap Funds • International Stocks • Emerging Markets (Note: See Glossary, page 6) III. FUND DESCRIPTIONS OPERATING FUND-‐OAR ACCOUNT DESCRIPTION OAR shall maintain an Operating Fund Account for the purposes of supporting the day to day business needs of the Association. The purpose is to provide cash management and investment earnings throughout the year. CURRENT POLICY: OAR funds in financial institutions are to be retained up to the government-‐insured levels of each institution with earned interest withdrawn monthly and deposited in the general operating account. SIZE OF FUND. Available cash in excess of average estimated monthly cash needs INVESTMENT OVERVIEW Account funds will be in non-‐interest-‐bearing checking in order to maintain sufficient cash flow for OAR. Funds will be transferred through wire transfers or OAR check-‐writing privileges. 50
51
OPERATIONAL RESERVE FUND ACCOUNT DESCRIPTION OAR shall maintain an Operational Reserve Fund to continue providing services to members during periods of time when revenue may be insufficient to meet those needs. All OAR funds not needed for the daily operation of the Association are to be retained in interest bearing accounts. SIZE OF FUND: Operational Reserve Fund should contain a percentage (%) of prior year annual gross operating expense as determined annually at the fall Finance Committee budget meeting. The target funding level should be at least 30% of prior year annual expenses. PRIMARY INVESTMENTS: Funds will be in cash equivalents in order to maintain sufficient cash flow for OAR. (For purposes of the statement of cash flows, the Association considers all highly liquid investments for current use with an original maturity of three months or less to be cash equivalents.) REPAIRS & REPLACEMENT FUND ACCOUNT DESCRIPTION OAR shall maintain a “Repairs and Replacements Fund” to provide for major repairs and replacement of Association fixed assets. There shall be a $50,000 minimum and $100,000 cap on the Repairs and Replacements Fund and any deficit shall be replenished with amounts not to exceed year-‐end depreciation. Expenditures made from the Repairs and Replacements Fund shall be approved by the Executive Committee. SIZE OF FUND Minimum: $50,000; Maximum: $100,000 PRIMARY INVESTMENTS: Per OAR stated Investment Policy as herewith stated under Section II and at the discretion of the OAR Investment Manager(s). The account funds will be invested for accessibility but with slightly longer term for greater performance. Therefore, a combination of money market funds and certificates of deposit may be used to maximize returns and minimize risk. REAL ESTATE ISSUES FUND ACCOUNT DESCRIPTION OAR shall maintain a Real Estate Issues Fund to promote improvement of government by encouraging members to take more active parts in governmental affairs by supporting or opposing state and local issues and questions that impact the real estate industry in Oklahoma. The Real Estate Issues Task Force’s responsibility and purpose is to support or oppose, on behalf of the Association, state and local ballot issues and questions that impact the real estate industry in Oklahoma. The Task Force’s decisions shall not be inconsistent with the current strategic plan and policies of the OAR. The Task Force shall have general supervision and control over the Real Estate Issues Fund and shall establish and carry out all policies and activities of the Task Force within the oversight of the Government Affairs Committee. The Real Estate Issues Committee shall consist of (a) one (1) member from each District of the Association, who shall serve three (3) years, be appointed annually in such numbers and in such manner as to create staggered terms of such members; (b) two (2) members who shall serve one (1) year, and be appointed annually; (c) any member who is a member of the State & Local Issues Mobilization Support Committee of the NATIONAL ASSOCIATION OF REALTORS® shall serve one (1) year and be appointed annually; and (d) the President, the President-‐Elect, Treasurer, the Secretary, and the Chairman of the Government Affairs Committee. The Chief Executive Officer shall be an ex-‐officio, non-‐
voting member of the Real Estate Issues Committee. No member representing a District of the Association may serve more than two (2) consecutive three (3) year terms. Meetings of the Task Force 52
may be called by the Chair or upon the request of three (3) voting members, upon seven (7) days advance written notice, or upon consent of two-‐thirds of all the Task Force members. CURRENT POLICY: One or more separate segregated accounts of the Association will be established for the Real Estate Issues Fund. All funds allocated shall be utilized each fiscal year on the following percentage basis: A. Sixty percent (60%) of the total of the Real Estate Issues Fund for that fiscal year shall be set aside for state-‐wide ballot issues and questions. The Real Estate Issues Task Force shall have sole authority regarding use of such portion. B. Forty percent (40%) of the total of the Real Estate Issues Fund for that fiscal year shall be set aside for local ballot issues and questions. Such funds shall be used by the Real Estate Issues Task Force upon the request of any Member-‐at-‐Large, local Board, or local Association of REALTORS® which is a member of OAR. The Real Estate Issues Task Force shall have a form for such Members-‐at-‐Large, Boards, and Associations to provide the Real Estate Issues Task Force with the necessary information for such a request. The Real Estate Issues Task Force shall have final authority regarding use of such portion. A report of funds disbursed will be made at each meeting of the OAR Board of Directors. SIZE OF FUND $100,000. Should the Fund exceed $100,000, the overage and income generated from invested funds shall inure to OAR’s operating accounts. CASH FLOW – IN An amount equal to $8 for each new member, and an amount equal to $1 for each member continuing from the previous year shall be allocated for use by the Real Estate Issues Task Force. The allocations are to be prorated on a monthly basis, as are member dues. CASH FLOW – OUT The OAR Real Estate Issues Task Force may approve single requests for funds up to a maximum of $100,000; any requests exceeding that amount may be taken to the Audit & Finance Committee for review. In the event the Real Estate Issues Fund falls below $50,000, the Real Estate Issues Task Force shall recommend action to the Audit and Finance Committee and the Executive Committee, and the Executive Committee shall recommend action to the Board of Directors. PRIMARY INVESTMENTS: Per OAR stated Investment Policy as herewith stated under Section II and at the discretion of the OAR Investment Manager(s). The account funds will be invested for accessibility but with slightly longer term for greater performance. Therefore, a combination of money market funds and certificates of deposit may be used to maximize returns and minimize risk. (Note: Please see "Real Estate Issues Funding Request Form for Local Board and Members-atLarge" form in the "Forms Appendix" section of this Manual.)
PUBLIC AND LEGISLATIVE AWARENESS FUND ACCOUNT DESCRIPTION (per BOD Minutes, October 7, 2005) OAR shall maintain a Public & Legislative Awareness Fund to create and implement public awareness and political campaigns in the state through the funding of lobbying, consulting and other expenses on issues consistent with the Association’s legislative policy agenda. OAR’s Executive Committee shall approve expenditures from the fund. Examples of use of this fund include lobbying expenses for coalition building or the 2011-‐2012 Quality of Life campaign. SIZE OF FUND Currently, $180,000 approved for use in 2012 CURRENT BALANCE $1,113,925 CASH FLOW – IN Interest only. CASH FLOW – OUT The Executive Committee shall have final approval of all expenditures from the Public and Legislative Awareness Fund. 53
PRIMARY INVESTMENTS: Per OAR stated Investment Policy as herewith stated under Section II and at the discretion of the OAR Investment Manager(s). A portion of the account funds will be in interest-‐
bearing money market funds and short-‐ and long-‐term bank quality certificates of deposit in order to maintain sufficient cash flow for requirements established annually by the Audit & Finance Committee and OAR Board of Directors. Funds will be transferred through wire transfers or OAR check-‐writing privileges. RECOMMENDED CHANGE TO BYLAWS (for presentation at 2013 Annual Meeting): OAR shall support the association, its members and local associations in legal matters that are of significance to the real estate profession as a whole. Funds shall be allocated as needed by the Audit & Finance Committee within the OAR Operating Budget in order to respond to requests for legal action support. All requests for funds shall be approved by the OAR Board of Directors. 4. INVESTMENT MANAGER(S) PERFORMANCE REVIEW AND EVALUATION Performance reports generated by the investment management consultant shall be compiled at least quarterly and communicated to the Investments Work Group for review. The investment performance of total portfolios, as well as asset class components, will be measured against commonly accepted performance benchmarks. Consideration shall be given to the extent to which the investment results are consistent with the overall investment objectives, goals and guidelines as set forth in this statement. The Investments Work Group intends to evaluate the portfolio(s) over at least a three-‐year period, but reserves the right to terminate investment managers for any reason, at any time, including the following: 1. Investment performance that is significantly less than anticipated given the discipline employed and the risk parameters established, or unacceptable justification of poor results. 2. Significant qualitative changes to the investment management organization including: personnel, strategy, research capabilities, organizational and business matters, and other qualitative factors that may impact their ability to achieve the desired investment results. Drafted April 10, 2012 Revised August 25, 2012 BOD Approved October 17, 2012 BOD Approved May 9, 2013 Revised to allow additional asset allocations June 2014 – approved by BOD June 12, 2014 54
GLOSSARY Treasury bills (or T-‐bills) are short-‐term securities that mature in one year or less from their issue date. T-‐bills are purchased for a price less than or equal to their par (face) value, and when they mature, Treasury pays their par value. The interest is the difference between the purchase price of the security and what is paid at maturity (or what it sells for if it is sold before it matures). For example, if an investor bought a $10,000, 26-‐week Treasury bill for $9,750 and held it until maturity, the interest would be $250. Treasury notes and bonds are securities that pay a fixed rate of interest every six months until the security matures, which is when Treasury pays the par value. The only difference between them is their length until maturity. Treasury notes mature in more than a year, but not more than 10 years from their issue date. Bonds mature in more than 10 years from their issue date. These are issued by the U.S. Government and are generally considered a very safe investment. However, the government guarantee only applies to repayment of principal and interest earned if held to maturity and these securities remain subject to market and interest rate risk if sold prior to maturity. Interest earned from these investments is exempt from state and local taxes, though it is subject to federal taxation. Because their risk is considered low, the bonds usually earn lower interest than other kinds of fixed-‐income securities. Certificates of Deposit (CDs) are like promissory notes. When you invest in a CD, you agree to hold that investment for a set period of time, in exchange for a fixed interest rate. Brokered CDs are similar to CDs purchased directly from a bank, except they can be traded on the open market, which means you can sell the CD before its maturity date and avoid paying "early withdrawal" penalties. However, brokered CDs that you choose to sell prior to maturity in a secondary market may result in loss of principal due to fluctuation of interest rates, lack of liquidity, or transaction costs. Money Market Funds are a type of mutual fund that is required by law to invest in low-‐risk securities. These funds have relatively low risks compared to other mutual funds and pay dividends that generally reflect short-‐term interest rates. Unlike a “money market deposit account” at a bank, money market funds are not federally insured. Money market funds typically invest in government securities, certificates of deposit, commercial paper of companies, or other highly liquid and low-‐risk securities. They attempt to keep their net asset value (NAV) at a constant $1.00 per share – only the yield goes up and down. But a money market’s per share NAV may fall below $1.00 if the investments perform poorly. While investor losses in money markets have been rare, they are possible. Obligations of United States Government Agencies are debts that are backed by the full taxing power of the U.S. government. Direct obligations include Treasury bills, Treasury bonds, and U.S. savings bonds. These investments are generally considered to be of the very highest quality. Corporate bonds are issued by companies. The risk of investing in these bonds varies based on the credit rating of the company that issued them. This is known as credit risk -‐ the issuing company's ability to repay its obligations. Corporate bonds usually earn higher interest than CDs or government-‐backed bonds with the same maturity but can experience greater price volatility. 55
Municipal bonds are issued by states, their agencies and subdivisions (i.e., counties and municipalities). There are two main categories of municipal bonds (or "munis" as they are sometimes called): 1) General obligation bonds are backed by the issuer's power to tax. If the issuer needs funds to pay interest or repay the debt at maturity, it can tax its citizens to raise the necessary funds. General obligation bonds are considered the safest type of munis. 2) Revenue bonds are backed by revenue from the project built with the proceeds of the bond sale. For example, a city might issue revenue bonds to construct a toll bridge. The toll revenue would then be used to pay interest and repay principal at maturity. Revenue bonds are considered less secure than general obligation bonds because the revenue might be insufficient to make these payments. 56
Confidentiality Agreement
Members of the Executive, Audit and Finance, Nominating, REALTOR® of the Year, and
Government Affairs Committees carry certain duties and responsibilities for the well-being of
the OKLAHOMA ASSOCIATION OF REALTORS® (“OAR”). This Confidentiality
Agreement outlines some of those duties and responsibilities in accordance with OAR’s
governing documents.
I.
Confidentiality
Members of OAR’s Executive, Audit and Finance, Nominating, REALTOR® of
the Year, and Government Affairs Committees will have access to information,
the disclosure of which could be damaging to the Association, it’s staff,
members, and may create legal liability for OAR. Such information may include
personnel, financial, contractual, membership or legal matters. All information,
unless otherwise designated for dissemination is intended strictly for use in
decision-making and governance of OAR. Information shall be held in the
strictest of confidence and shall not be disclosed to any third parties, other
committees, or other OAR members, absent the express authorization of the
Executive Committee, President or Chief Executive Officer.
II.
Violations
Violations of this Confidentiality Agreement may result in disciplinary action
in accordance with the governing documents of OAR. Discipline may include
removal from office, removal as a committee member, or such other discipline
as may be approved from time to time by the OAR Executive Committee.
Acknowledgement:
I ___________________________________ acknowledge that I have read the OKLAHOMA
ASSOCIATION OF REALTORS® Confidentiality Agreement and agree I will comply
herewith.
Signature
Date
57
PROFESSIONAL DESIGNATION SCHOLARSHIP
Application Instructions
Revised by Board of Directors 6-15-06
(Applicants must be active members of the Oklahoma Association of REALTORS®)
1.
Please fill in all blanks completely.
2.
This scholarship applies to the cost of tuition for any designation.
3.
If selected, applicants are eligible for up to a maximum of $500 per quarter.
4.
Examples of qualifications & experience in field relating to desired designation.
CRS – involved in residential sales
CRB – management
CCIM – involved in commercial sales
RAA – appraiser
Resumes may be used for documentation if desired.
5.
Applicants must have completed one course in chosen designation.
6.
Please submit appropriate letters of recommendation as specified below:
A.
If sales associate, a letter from principal broker of firm.
B.
If principal broker, a letter from 2 other principal brokers or 2 designees or 1
of each.
C.
If associate appraiser, a letter from the principal appraiser of firm.
D.
If independent appraiser, letters from 2 appraisers with designations.
E.
Two letters of recommendation required from a Graduate of the chosen
designation.
NOTE: Designees writing recommendations must hold designations in the
field for which you are applying.
7.
Applicant must provide a summary of current and past committees they have
participated in locally and statewide.
8.
Application must be received in OAR office at least 60 days prior to the date of the
course offering for which scholarship is being sought.
9.
All decisions of the OAR Education/REALTOR® Institute Committee shall be final.
10. Please mail application with appropriate enclosures to:
Professional Designation Scholarship
9807 North Broadway
Oklahoma City, OK 73114-6312
For more information, please call: (405) 848-9944 or (800) 375-9944
PROFESSIONAL DESIGNATION SCHOLARSHIP
APPLICATION (Revised 6-15-06)
58
(Applicant must be an active member of the Oklahoma Association of REALTORS®)
Name: _____________________________________________________________________
Real Estate License #: ________________________
Broker
⁪ or Sales Associate ⁪
Address: ___________________________________________________________________
Office Phone: _______________ Fax: _______________ Home Phone: _______________
Firm: ______________________________ Local Board: ____________________________
Offering entity of course applying for: ____________________________________________
Name/Number of course: ______________________________________________________
Designation for which course is credited: ___________________ Tuition Fee: $___________
Qualifications & experience in field: ______________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Full time in real estate since: ______________________ Provisional Licensee Yes
⁪ No ⁪
If original Provisional License, date renewable license issued: __________________________
Local Association activities: _____________________________________________________
_____________________________________________________________________________
State Association activities: ______________________________________________________
_____________________________________________________________________________
Previous designation credit courses attended: ________________________________________
_____________________________________________________________________________
Do you plan to pursue this designation? Yes
⁪ No ⁪
Please mail completed Application form with appropriate enclosures (see Application Instructions)
To: Oklahoma Association of REALTORS®, 9807 North Broadway, Oklahoma City, OK 73114-6312
ALL DECISIONS OF THE OAR EDUCATION/REALTOR® INSTITUTE COMMITTEE
SHALL BE FINAL.
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LIFE MEMBERSHIP COMMITTEE:
LIFE MEMBERSHIP NOMINATION FORM
LIFE MEMBER NOMINATION FORM
The OAR Bylaws require that nominees for life membership in the Oklahoma Association of
REALTORS® must have demonstrated unusual meritorious service to the State Association and must
have held membership in the Association for a period of thirty years.
NAME OF NOMINEE
LOCAL BOARD/ASSOCIATION
NUMBER OF YEARS THE NOMINEE HAS BEEN A REALTOR® OR REALTORASSOCIATE® MEMBER
Please submit two statements or other documents from a local REALTOR®, an OAR member,
or a local board/association executive officer stating that the nominee has been a REALTOR® for
a period of thirty years.
1.
NOMINEE’S ACTIVITY IN THE OKLAHOMA ASSOCIATION OF REALTORS®
Special emphasis will be placed on the nominee’s level of activity in the State Association.
List offices held, committee work, special assignments, seminar activity, education work, and
unusual meritorious service. Please list dates of service.
2.
NOMINEE’S ACTIVITY IN HIS/HER LOCAL BOARD/ASSOCIATION OF
REALTORS®
Please list offices held, committee work, special assignments, seminar activity, education work,
and unusual meritorious service.
60
LIFE MEMBERSHIP NOMINATION FORM Cont’d.
3.
NOMINEE’S ACTIVITY IN THE NATIONAL ASSOCIATION OF REALTORS®
List offices held, committee work, special assignments, seminar activity, education work,
and unusual meritorious service. Please list dates of service.
4.
NOMINEE’S ACTIVITY IN COMMUNITY AND CIVIC AFFAIRS
BOARD/ASSOCIATION PRESIDENT
ADDRESS (city, state, zip)
PHONE (office and residence)
61
NOMINATING COMMITTEE APPLICATION FOR ELECTED OFFICERS
Officer Candidate: The information requested below will assist OAR’s Nominating
Committee in evaluating your application for a position as an officer of the Association.
Please review the attached Member Profile for any updates, and return to us with your
completed application. Your application package should be returned to OKLAHOMA
ASSOCIATION OF REALTORS® (marked “CONFIDENTIAL”), Attention: Nominating
Committee Chair, 9807 N. Broadway, Oklahoma City, OK 73114 to be received by
Wednesday, July 28, 2010.
I am a Candidate for the Office of:
Date:
1.
Full Legal Name of Candidate:
2.
Nicknames of Other Names You Have Used:
3.
Current Home Address:
Number and Street
City
Home Phone: (
County
State
)
Home Fax: (
4.
Other Residences During the Past Five Years:
5.
Current Firm Name:
6.
Current Size of Firm:
7.
Current Position with Firm:
8.
Explain responsibilities of your position with your firm:
62
Zip
)
9.
Business Address:
Number and Street
City
Office Phone: (
County
State
)
Office Fax: (
E-mail Address:
10.
Zip
Pager: (
)
)
Other Firm Affiliations during past five years, starting with most recent.
1.
Date from
/
/
to
/
/
Name of Firm/Name of Broker/Reason for Leaving
Number and Street
2.
Date from
/
City
/
to
County
/
State
Zip
State
Zip
State
Zip
/
Number and Street
3.
Date from
/
City
/
to
County
/
/
Number and Street
City
County
(Attach extra sheet, if necessary)
11.
Your Marital Status:
[ ] Never Married
[
] Married
[
Name of Spouse:
12.
Your Date of Birth:
13.
Your Place of Birth:
63
] Divorced
[
] Widowed
14.
Your Social Security Number:
15.
[
16.
List each MLS and/or Association/Board of REALTORS® of which you are currently a
Member, indicating type of membership (i.e. primary or secondary). Please attach
information from your local board/association regarding your involvement at the local
board/association level such as committee involvement, offices held, etc.:
17.
List each MLS and/or Association/Board of REALTORS® of which you were a member
within the last five years, starting with the most recent:
] Yes
[
] No
Do you have a current Oklahoma real estate broker or sales
associate license?
If yes, indicate license number, type, and expiration date:
1.
Date from
/
/
to
/
/
2.
Date from
/
/
to
/
/
3.
Date from
/
/
to
/
/
(Attach extra sheet if necessary)
18.
[
] Yes
[
] No
Are you a United States Citizen?
19.
[
] Yes
[
] No
Are you a United States Resident Alien?
20.
[
] Yes
[
] No
Are you a citizen of another country? If yes, which
country?
21.
[
] Yes
[
] No
Have you ever been subjected to reprimand,
discipline, public reproval, citation, or other action, or had
your real estate license or other professional license
suspended, restricted or revoked by the Oklahoma Real
Estate Commission, or any other federal, state, or local
professional or business licensing agency, regulatory or
administrative agency, or court? If yes, please attach copies
of discipline and explain.
64
22.
[
] Yes
[
] No
Are there any federal, state or local government
agency, investigations, actions or proceedings now pending
against you? If yes, please attach copies and explain.
23.
[
] Yes
[
] No
Have you ever been subjected to reprimand, public
reproval, citation, or other disciplinary action by any
professional association, disciplinary committee, other
professional group (including and REALTOR®
boards/associations), for an alleged breach of ethics,
unprofessional conduct, or violation of a rule, regulation,
statute, order, membership duty, or code of ethics? If yes,
please explain and attach copies of final action.
24.
[
] Yes
[
] No
Are there any professional association, disciplinary
committee, or other professional group investigations,
actions, or proceedings now pending against you? If yes,
please explain and attach copies of complaint and other
relevant documents.
25.
[
] Yes
[
] No
Do you have any felony convictions of any federal, state,
county or municipal law including driving under the
influence of drugs and/or alcohol or any pending criminal
charges against you OR are you currently aware of any
federal, state or local investigation of you for possible
violation of a criminal law or ordinance? If yes, please
explain and attach a copy of the complaint, findings or
other information.
26.
[
] Yes
[
] No
Do you now have, or have you in the past had, any
problems or circumstances in the following areas which
could impair your ability to serve as an Officer of the
Oklahoma Association of REALTORS®, including
anything in your background, which although not
specifically asked, if made known to the general public
through your nomination or election would cause an
embarrassment to you and/or the Oklahoma Association of
REALTORS®? If yes, please explain.
[
[
[
[
[
] Yes
] Yes
] Yes
] Yes
] Yes
[
[
[
[
] No
] No
] No
] No
Financial
Legal
Health
Substance Abuse
Other
EXPLANATION OF ITEMS ABOVE (Include the number of the questions/answer you are explaining.
Attach additional sheets if necessary.)
65
66
Important: I have read the above application and have answered each question truthfully,
completely, and to the best of my knowledge and belief. I hereby consent to and understand
that (1) legal and credit reports, as well as information from the Oklahoma Real Estate
Commission, federal and state courts, other federal, state, and local governmental agencies,
and other entities and persons, may be obtained to assist the Nominating Committee in
making nominating decisions; (2) periodic updates to such reports and information may be
obtained; (3) such reports and information may be obtained either directly or through the use
of an investigative agency(ies); (4) the contents of such reports and information will be
revealed to persons authorized by the Chair of the Nominating Committee; and (5) shall not
be used for any reasons other than those of the Nominating Committee, Executive Committee
of Board of Directors in determining my qualification to serve as an officer of OAR.
Signature
Candidate
67
Oklahoma Association of REALTORS® Petition for Office In accordance with Article VII, Section 2 of the Oklahoma Association of REALTORS® (OAR) bylaws, I am nominating the following person (please print)___________________________________________ as a candidate for the office of___________________________________________ for the _________ (year) term of office. I certify that the nominee meets all the qualifications of this position, and that all the signatures below represent members in good standing of the Oklahoma Association of REALTORS®. Nominated by: (please print)_____________________________________________________________ Signed:______________________________________________Date:____________________________ Nominee Signature____________________________________ Date:____________________________ OAR Member Signatures 1. License #: 2. License #: 3. License #: 4. License #: 5. License #: 6. License #: 7. License #: 8. License #: 9. License #: 10. License #: 11. License #: 12. License #: 13. License #: 14. License #: 15. License #: 68
16. License #: 17. License #: 18. License #: 19. License #: 20. License #: 21. License #: 22. License #: 23. License #: 24. License #: 25. License #: 26. License #: 27. License #: 28. License #: 29. License #: 30. License #: 69
NOMINATING COMMITTEE:
OREC BROKER COMMISSIONER NOMINATING FORM
The Oklahoma Real Estate Commission appointment questionnaire for brokers is accepted as follows:
QUESTIONNAIRE
For Nominee for OREC Commissioner
Broker Candidate
NAME
FIRM NAME
FIRM ADDRESS
HOME ADDRESS
CONGRESSIONAL DISTRICT #
RESIDENT OF OKLAHOMA
YEARS
LICENSE #
POLITICAL PARTY
LICENSED BROKER SINCE
1.
List professional designations, if any.
2.
List civic, business, or community organizations to which you belong, as well as positions held in each.
3.
List educational background, specify degrees, if any. Also list continuing education courses attended.
4.
List name and address of employer for past five years.
5.
Business references (3)
6.
Personal references (3)
70
NOMINATING COMMITTEE: OREC BROKER COMMISSIONER NOMINATING FORM...cont'd.
7.
What qualities should this committee be looking for in recommending people to serve on the Oklahoma
Real Estate Commission?
a.
b.
c.
d.
8.
Specifically, what do you believe you could contribute to the Commission?
9.
How do you feel that the Oklahoma Real Estate Commission can better serve the public interest?
10. What do you perceive as strengths and weaknesses of the Oklahoma Real Estate Commission?
11. What is your opinion about pre-license education requirements and continuing education requirements?
12. What is your opinion about the Education Recovery Fund?
ADDITIONAL COMMENTS:
71
NOMINATING COMMITTEE: OREC BROKER COMMISSIONER NOMINATING FORM...cont'd.
I have read the criteria for appointment as Commissioner to the Oklahoma Real Estate Commission and hereby
affirm that I meet all specified qualifications and agree to accept all commitments herein if I receive a Commission
appointment from the Governor of the State of Oklahoma. I consent that the Oklahoma Association of
REALTORS®, through its Nominating Committee or otherwise, may invite and receive information and comment
about me from any member or other person, and I further agree that any information and comment furnished to the
OAR by any person in response to the invitation shall be conclusively deemed to be privileged and not form the
basis of any action by me for slander, libel, or defamation of character. I hereby submit the following information
for your consideration, and I authorize you to secure a report covering my credit, general reputation, and character to
be used in consideration of this application.
(Signature)
(Social Security Number)
72
OREC REPRESENTATIVE OF A SCHOOL OF REAL ESTATE COMMISSIONER
NOMINATING FORM
QUESTIONNAIRE
For Nominee For OREC Commissioner
Real Estate School Candidate
Name
REAL ESTATE SCHOOL NAME
TITLE
REAL ESTATE SCHOOL ADDRESS
PHONE (
)
RESIDES IN CONGRESSIONAL DISTRICT #
YEARS
POLITICAL PARTY
1.
List duties and responsibilities in your real estate school.
2.
How long have you been associated with the real estate school?
3.
List civic, business, and community organizations to which you belong as well as
positions held n each.
4.
List educational background, specify degrees if any.
73
NOMINATING COMMITTEE: OREC REPRESENTATIVE OF A SCHOOL OF REAL ESTATE
COMMISSIONER NOMINATING FORM...cont'd.
QUESTIONNAIRE
Page Two
5.
List names and addresses of employers for past 5 years.
6.
Business references (3)
7.
Personal references (3)
8.
What qualities should this committee be looking for in recommending people to serve on
the Oklahoma Real Estate Commission?
(a)
(b)
(c)
74
QUESTIONNAIRE
Page Three
(d)
9.
10.
How do you feel that the Oklahoma Real Estate Commission can better serve the public
interest?
11.
What do you perceive as strengths and weaknesses of the Oklahoma Real Estate
Commission?
12.
What is your opinion about license education requirements and continuing education
requirements?
13.
What is your opinion about the Education Recovery Fund?
75
QUESTIONNAIRE
Page Four
I have read the criteria for appointment as Commissioner to the Oklahoma Real Estate
Commission and hereby affirm that I meet all specified qualifications and agree to accept all
commitments herein if I receive a Commission appointment from the Governor of the State of
Oklahoma. I consent that the Oklahoma Association of REALTORS® through its Nominating
Committee or otherwise, may invite and receive information and comment about me from any
member or other person, and I further agree that any information and comment furnished to the
OAR by any person in response to the invitation shall be conclusively deemed to be privileged
and not form the basis of any action by me for slander, libel, or defamation of character. I
hereby submit the preceding information for your consideration, and I authorize you to secure a
report covering my credit, general reputation and character to be used in consideration of this
application.
(Signature)
76
OREC LAY PERSON REAL ESTATE COMMISSIONER
NOMINATING FORM
QUESTIONNAIRE
For Nominee for OREC Commissioner
Lay Person Candidate
NAME
HOME ADDRESS
PHONE (
)
POLITICAL PARTY
RESIDES IN CONGRESSIONAL DISTRICT#
YEARS
BUSINESS NAME
BUSINESS ADDRESS
PHONE (
)
1.
List civic, community, and business organizations to which you belong, as well as
positions held in each.
2.
List educational background, specify degree if any.
3.
List names and addresses of employers (if any) for past 5 years.
77
NOMINATING COMMITTEE: OREC LAY PERSON REAL ESTATE COMMISSIONER NOMINATING
FORM
QUESTIONNAIRE
Page Two
4.
Business References (3)
5.
Personal References (3)
6.
What qualities should this committee be looking for in recommending people to serve on
the Oklahoma Real Estate Commission?
(a)
(b)
(c)
(d)
7.
78
FORM
QUESTIONNAIRE
Page Three
8.
How do you feel that the Oklahoma Real Estate Commission can better serve the public
interest?
*9.
What do you perceive as strengths and weaknesses of the Oklahoma Real Estate
Commission?
*10.
What is your opinion about license education requirements and continuing education
requirements?
*11.
What is your opinion about the Education Recovery Fund?
*
It is not necessary to answer questions 9,10,11 unless you have some knowledge of the
Oklahoma Real Estate Commission.
79
FORM
QUESTIONNAIRE
Page Four
I have read the criteria for appointment as Commissioner to the Oklahoma Real Estate
Commission and hereby affirm that I meet all specified qualifications and agree to accept all
commitments herein if I receive a Commission appointment from the Governor of the State of
Oklahoma. I consent that the Oklahoma Association of REALTORS® through its Nominating
Committee or otherwise, may invite and receive information and comment about me from any
member or other person, and I further agree that any information and comment furnished to OAR
by any person in response to the invitation shall be conclusively deemed to be privileged and not
form the basis of any action by me for slander, libel, or defamation of character. I hereby submit
the preceding information for your consideration, and I authorize you to secure a report covering
my credit, general reputation, and character to be used in consideration of this application.
(Signature)
80
REAL ESTATE ISSUES COMMITTEE:
ISSUES FUNDING REQUEST FORM FOR
LOCAL BOARDS AND MEMBERS-AT-LARGE
The application for use by local boards to request funds from the state association is adopted as follows:
Rec'd at OAR:
Action Taken:
Check Date:
Check Number:
Date Mailed:
(For OAR Office Use Only)
LOCAL BOARD OF REALTORS® OR MEMBER-AT-LARGE
APPLICATION FOR ISSUES FUNDING REQUEST FORM
Date:
Use additional space as needed
I.
FUNDS REQUESTED BY:
Name of Local Board or Member-at-Large:
Contact Person/Title:
Address:
City:
Telephone: Area Code (
Oklahoma
)
Zip:
Number
Amount Requested:
II.
III.
PURPOSE OF FUNDING REQUEST:
BACKGROUND OF ISSUE:
A) POSITION
IV.
SUPPORT
OPPOSE
APPRAISE THE SIGNIFICANCE OF THE ISSUE AS IT COULD AFFECT THE REAL ESTATE
INDUSTRY STATEWIDE:
A) LOCAL:
81
REAL ESTATE ISSUES COMMITTEE: APPLICATION FOR ISSUES FUNDING...cont'd.
V.
VI.
VII.
WHAT IS THE PROPOSED COURSE OF ACTION?
ASSESS THE ODDS OF THE ISSUE PASSING OR FAILING:
WHAT ARE THE OVERALL POTENTIAL COSTS INVOLVED?
A) HOW WILL THESE REQUESTED FUNDS BE USED?
VIII.
HOW MUCH MONEY HAS OR IS YOUR LOCAL BOARD PROGRAM PREPARED TO COMMIT?
IF A MEMBER-AT-LARGE, HOW MUCH MONEY ARE YOU PREPARED TO COMMIT?
A) HOW WILL THESE SPECIFIC FUNDS BE USED OR HOW HAVE THEY BEEN USED?
IX.
WHAT OTHER ORGANIZATIONS ARE INVOLVED IN SUPPORT OF YOUR POSITION TAKEN
ON THIS ISSUE?
A) HAVE THEY MADE A FINANCIAL CONTRIBUTION?
Yes
No
If so, what amount?
B) PLEASE EXPLAIN HOW THESE FUNDS WOULD BE USED:
X.
LIST THE GROUPS OR ORGANIZATIONS THAT OPPOSE THE ISSUE:
82
REAL ESTATE ISSUES COMMITTEE: APPLICATION FOR ISSUES FUNDING...cont'd.
XI.
A)
HOW WELL ORGANIZED IS THE OPPOSITION?
B)
HOW WELL FUNDED?
C)
WHAT DO YOU ANTICIPATE FROM THEM IN THE WAY OF STRATEGY AND
TACTICS?
HAS ANY STAFF MEMBER OF THE NATIONAL ASSOCIATION OF REALTORS® OR
OKLAHOMA ASSOCIATION OF REALTORS® BEEN NOTIFIED OR IS PRESENTLY INVOLVED?
Yes
No
If not, please explain why not:
If so, please identify the staff member and explain how:
I will send a campaign follow-up report to the Real Estate Issues Committee
within 30 days following resolution of the issue.
Local Board President
Date
Local Board Executive Officer
Date
Member-at-Large
Date
To avoid delays in processing requests, please be sure the above information is complete and accurate.
INCOMPLETE FORMS WILL BE RETURNED FOR FURTHER INFORMATION.
Mail completed forms to:
Real Estate Issues Committee
9807 North Broadway
Oklahoma City, OK 73114
For more information call: 405/848-9944 or 1-800-375-9944
83
REALTOR® OF THE YEAR COMMITTEE:
REALTOR® OF THE YEAR NOMINATION BALLOT FORM
REALTOR® OF THE YEAR
NOMINATION BALLOT
BOARD OF REALTORS®
1.
NAME OF NOMINEE
2.
BUSINESS ADDRESS
DATE
3. ACHIEVEMENTS & CONTRIBUTIONS (Please use additional pages, if necessary.)
(A)
REALTOR® SPIRIT (faithfulness to the principles of organized real estate, laws and regulations of
his/her Board and the NAR Code of Ethics; efforts to encourage good real estate practice among other real
estate brokers; time spent with the media and the general public explaining the real estate profession)
(B)
ACTIVITY IN CIVIC AFFAIRS (local, state, and national participation in civic and service clubs,
charitable activities, political action, fraternal, or religious groups)
(C)
ACTIVITY IN LOCAL BOARD (Board office and committee work, special assignments, seminar activity
and education work, membership and offices held in local chapter of Institutes, Societies & Councils)
(D)
ACTIVITY IN STATE ASSOCIATION (same as [C] but on a state level)
84
REALTOR® OF THE YEAR COMMITTEE:
REALTOR® OF THE YEAR NOMINATION BALLOT FORM...cont'd.
(E)
ACTIVITY IN NATIONAL ASSOCIATION (same as [C] but on a national level)
(F)
BUSINESS ACCOMPLISHMENTS (public recognition of business conduct; service to clients;
imaginative and creative advertising programs; rehabilitation work; land utilization, etc.)
(G)
OTHER COMMENTS
PLEASE RETURN COMPLETED FORM BY AUGUST 31 TO:
Nominating Committee: ROTY BALLOT--CONFIDENTIAL
9807 North Broadway
Oklahoma City, OK 73114
BOARD PRESIDENT:
ADDRESS (city, state, zip):
PHONE (office & residence):
85
The Oklahoma Association of REALTORS® is pleased to offer its headquarters to host
your next function.
Oklahoma Association
of REALTORS®
Meeting Rooms
Classroom
(with tables)
Theatre (without tables)
Conference Center
86
100
Board Room
15
N/A
RENTAL FEES:
MEETING ROOM
Half Day
Conference Center
Board Room
After Hours Mandatory Personnel Fee*
$125.00
$100.00
$15/hr
*Rentals outside of normal operating hours (8:30 a.m. – 5:00 p.m.) will require additional fees.
AUDIO VISUAL EQUIPMENT
Video Conference/Distance Learning
$400.00/day
Equipment
$200.00/half day
LCD Projector (includes use of
$300.00/day
VCR/DVD and computer)
Easel/Flip Charts
$10.00 each/day
Microphone (podium or handheld)
$25.00 each/day
Overhead Projector
$25.00 each/day
Wireless Internet Access
$50.00/day
FOOD AND BEVERAGE
Coffee, Water, etc.
$0.75/per person
Use of Catering Kitchen
$50.00
Food may be catered upon written approval of OAR Staff
86
Oklahoma Association of REALTORS® MEETING SPACE INFORMATION
• Reservations require a signed waiver contract and a refundable security deposit
of $100.00 guaranteed by VISA/MasterCard.
• 10% discount on base rental for OAR members.
• Facilities may not be used pasted midnight.
• To inquire about available dates or to schedule a tour of our facility, please
call 405-848-9944.
OAR CONFERENCE CENTER FEATURES
• Ample parking for up to 65 vehicles
• Separate entrance and registration area
• Separate back door for loading/unloading meeting equipment
• Fully-equipped catering kitchen with pass-through serving window featuring:
o Double oven
o Microwave
o Refrigerator
o Ice machine
• Podium with slide-out trays for computers and notes
• Soft-drink vending machine
• Various table sizes
• Large coffee urn
• On-site staff assistance
• Wall-to-wall carpeting
COMPLETE AUDIO AND VISUAL SYSTEM AVAILABLE
• State-of-the-art Video Conferencing equipment
• Fast, reliable wireless Internet connection for use by attendees
• Ceiling mounted LCD Projector
• Large motorized screen
• Podium, handheld, lavaliere microphones
• Wall and ceiling mounted speakers
• VCR and DVD player
• AC receptacles
• Adjustable lighting
• Overhead Projector
• Easel-mounted flip charts
87
NATIONAL ASSOCIATION OF REALTORS® REGION 9 POLICIES ( AS ADOPTED BY R EGION 9 O N F EBRUARY 2 , 1 990, N OVEMBER 1 2, 2 000, O CTOBER 3 0, 2 005 AND N OVEMBER 7 , 2 010) Section 1. Section 2. Section 3. Section 4. Section 5. Section 6. MEMBERS. Region 9 shall be comprised of the state REALTOR® associations of Arkansas, Kansas, Missouri and Oklahoma. PURPOSE. To provide a structural process for the exchange of ideas; discussion of content and importance of NAR issues/programs; discussion of regional concerns; coordination of education on issues at NAR director meetings and NAR officer elections. MEETINGS AND ACTIVITIES. Region 9 shall meet at the NAR Mid-‐Year Meetings and Annual Convention. The Region 9 Trustees may also determine to host other meetings and activities that further the purpose of the Region i.e. Regional Reception for all members of the Region, Regional Cocktail Reception following the Regional Caucus, Regional Reception open to members from other states and meetings of the trustees held at the NAR Mid-‐Year Meetings and Annual Convention. VOTING. All REALTORS® and REALTOR-‐Associates® registered for the meeting at which a Region 9 meeting is held shall be eligible to vote. Individuals must be present to cast their vote; proxies are not permitted. QUORUM. A quorum shall be those voting members present. RULES OF ORDER. Robert’s Rules of Order, latest edition, shall be recognized as the authority governing all meetings of the Caucus except where otherwise provided in this policy. 88
Section 7. REGIONAL VICE PRESIDENT. The general purpose, duties, authority and responsibilities of the regional vice president shall be in accordance with the NAR regional vice president published job description. Beginning with the 1987 year, the states within Region 9 shall have the opportunity to select a member to serve as regional vice president in the following rotation: Kansas, Oklahoma, Arkansas, Missouri. Said rotation shall continue unless in any given year the eligible state is unable to offer a candidate. In that event, the next state in the rotation shall be eligible to offer a candidate and so on, through the rotation until a candidate is submitted. The eligible state shall disclose its nominee to the Region in a timely manner however not later than the NAR Mid-‐Year Meetings preceding the year the nominee shall be elected. Should the regional vice president be unable to perform the duties of the office at any time during the term, the Regional Caucus shall authorize the state association from which the regional vice president was selected to submit the name of its nominee to the NAR Nominating Committee within 30 days of the vacancy. The nominee shall meet the qualifications for office of regional vice president as established by the National Association of REALTORS®. In the event of the absence of the regional vice president at a Region 9 meeting, the most recent Region 9 vice president in attendance shall serve as chairman of the meeting. Section 8: REGIONAL TRUSTEES The Trustees of Region shall be the Regional Vice President, the President, President Elect, and chief executive officer of the four state associations. The Regional Vice President shall serve as Chair of the Trustees without vote. Any member, who has been nominated for Regional Vice President, shall also serve as a trustee without vote. Additionally any Past President of the National Association of REALTORS® who is a member of Region 9 shall serve as a regional trustee in an advisory capacity without a vote. The duties are outlined in these policies and include administering the Reserve Fund. Section 9: REGION 9 RESERVE FUNDING. 89
The Region authorizes the creation of a Regional Fund for the purpose “of promoting the goals and objectives of the Region;” with authorized expenditures pre-‐approved by the Trustees; 1. That the account be opened by August 1, 2005, and that the State Associations annually contribute $2,500, beginning with 2005 and by vote of the region in 2009, increased to $5,000 payable annually in January. 2. That selection of all issues to support, all expenditures of the Fund, and continuation of support to all issues, be pre-‐approved by at least nine (9) voting Trustees. 3. That electronic balloting of the Trustees be permitted on all matters. 4. That any issue(s) requests be submitted to the Trustees in writing from a state association with a detailed description of their issue(s) activities and projected expenses for initial and all subsequent funding. 5. Should the trustees decide to not support an issue, not approve expenditures or withdraw support, the state association will be notified in writing. 6. That state associations contribute to their issues(s) campaign(s) an amount equal to at least one-‐half of the funds contributed by the Regional Fund. 7. Any disbursements from the fund will be paid to the requesting state association. 8. The custodian of the Regional Fund shall be appointed by a vote of the Trustees who agrees to and shall remain until a successor is named. 9. The custodian of the Regional Fund shall be one of the four states in the region and they agree to use their federal tax ID number to secure accounts on behalf of the Region. Additionally the fund shall be subject to audit in which ever state houses the fund. 10. Monthly Bank Statements shall be shared, if requested. 11. Upon the request of the Region 9 Vice-‐President, the custodian shall present a financial report to the Region 9 Trustees. Section 10. GUIDELINES FOR EXPENDING REGIONAL FUNDS FOR PRE-‐APPROVED EXPENSES. 1. Any expenses for travel from shall be in accordance with the NAR Travel Policy and Procedures for General Membership Traveling on Behalf of the Association. 2. Any expenses shall be reimbursed from NAR if funding is available. 3. Original receipts shall be provided within the IRS guidelines for any expenses that are to be reimbursed. Section 11. REGIONAL RECORDING SECRETARY. The state executive officer of the state of the regional vice president shall serve as regional recording secretary. In the event the state executive 90
Section 12. Section 13. Section 14. officer is unable to serve, the regional vice president shall appoint a regional recording secretary. The regional recording secretary is responsible for: 1. Minutes of each meeting and disbursement to the national directors and state executive officers within the Region. 2. Notification of all regional meetings. 3. Submittal of proper paperwork to the NAR Nominating Committee or the NAR president, as required or requested, of Region 9’s nominations for NAR officers, Region 9 vice president position of the NAR Nominating Committee, or any other Region 9 representatives on NAR committees. 4. Compiling any documentation from the year and passing it along as history to the next regional recording secretary. REGIONAL REPRESENTATION ON NAR NOMINATING COMMITTEE. The Region shall designate the current regional vice president as the nominee to serve on the NAR Nominating Committee in the year following his/her term as regional vice president. Should the Region’s nominee be unable to serve on the NAR Nominating Committee, the Regional Caucus shall authorize the state association from which the Region’s nominee was selected to submit the name of its nominee to the NAR Nominating Committee within 30 days of the vacancy. REGIONAL RPAC TRUSTEE The Region shall make a suggestion as to who to appoint for the Regional RPAC Trustee. The name put forth will comply with any requirements to serve as an RPAC Trustee and will take into consideration the regional rotation. Regional RPAC Trustees shall not automatically be suggested to serve consecutive terms. ENDORSEMENT OF NAR OFFICERS. The Region may endorse candidates for NAR offices. Regional endorsements shall be determined according to the policies of the National Association of REALTORS® for said officers to be elected and installed. Regional endorsements shall be determined by a unanimous vote, with each state having one (1) vote. Each state shall determine by its own process for which they provide endorsements. It is the desire and intent that the Region endorse one (1) candidate for each office. However, absent a unanimous vote of the states, there will be no regional endorsement for that candidate forwarded to the NAR Nominating Committee from the Region. Any state may make endorsements directly to the NAR Nominating Committee in addition to 91
Section 15. and absent of a regional endorsement. AMENDMENTS. These policies may be amended at any meeting of the Region by an affirmative majority vote, provided that written notice of the substance of any proposed amendment shall first have been delivered to each NAR director in the Region and the regional vice president at least thirty (30) days in advance of the meeting. 92

Policies & Procedures Manual – Proposed Changes for Approval by

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