Policy Book
IDAHO OPTOMETRIC PHYSICIANS
POLICY BOOK
I. OPTOMETRIST OF THE YEAR
A. Purpose The Idaho Optometric Physicians Optometrist of the Year recognizes those ODs who have been in practice over ten years, and show consistently outstanding service to their profession, their patients, and their community.
B. Eligibility
1. The nominee must be an AOA member.
2. The nominee must be in active optometric practice over 10 years. Age is not a criterion for this award.
3. The nominee must be nominated by his or her respective IOP Member.
C. Rules And Requirements All nominations for the IOP Optometrist of the Year Award shall conform to the following requirements:
1. Nominations are to be submitted online at www.idaho.aoa.org or by completing the appropriate form. A statement, not to exceed 2,000 words, should accompany the nomination, explain the primary reason the nominee should be named as award recipient (see Criteria section).
2. Supplemental information (i.e., letters of recommendation, curricula vitae, etc.) may also be attached to the form.
3. A current head and shoulders photograph must be included with the completed nomination form.
4. Nomination of a person in any given year does not preclude future nominations of the same person. Nominators may wish to enter the same nominee at a later date due to new or continued service.
5. The completed nomination form must be submitted by June 15.
D. Criteria
1. Service To Optometry
a. Leadership Roles
b. Major Accomplishments
c. Initiating and/or Implementing Unique Plan, Program, or Action On Behalf of Optometry
d. Published Professional Articles or Research Findings
e. Outreach to Potential Students, or Assistance to Optometry Students and/or Recent Graduates
2. Service To The Visual Welfare Of The Public
a. Sight-Saving Groups or Charities
b. Service Efforts in the Community
c. Participation in Government Health Care Programs
3. Service To AOA Or State Affiliates
a. Service as an Officer, Committee Chair or Member, etc.
b. Promotion of the Association’s Goals and Programs
c. Activity in Support of Association’s Projects
d. Involvement in Public Information Activities (Media Spokesperson, Etc.)
E. Selection The Optometrist of the Year will be selected by the IOP Awards Committee no later than sixty (60) days preceding IOP’s Annual Congress®. The Awards Committee will be comprised of the five most recent available past recipients.
II. YOUNG OPTOMETRIST OF THE YEAR
A. Purpose The Idaho Optometric Physicians Young Optometrist (defined as those who have been in active practice 10 years or less, including residency or fellowship) recognizes those ODs in their first decade of practice who show leadership skills when serving their profession, their patients, and their community.
B. Eligibility
1. The nominee must be an AOA member.
2. The nominee must be in active optometric practice 10 years or less (including residency or fellowship). Age is not a criteria for this award.
3. The nominee must be nominated by his or her respective IOP Member.
C. Rules And Requirements
All nominations for the IOP Young Optometrist of the Year Award shall conform to the following requirements:
1. Nominations are to be submitted online at www.idaho.aoa.org or by completing the appropriate form. A statement, not to exceed 2,000 words, should accompany the nomination, explain the primary reason the nominee should be named as award recipient (see Criteria section).
2. Supplemental information (i.e., letters of recommendation, curricula vitae, etc.) may also be attached to the form.
3. A current head and shoulders photograph must be included with the completed nomination form.
4. Nomination of a person in any given year does not preclude future nominations of the same person. Nominators may wish to enter the same nominee at a later date due to new or continued service.
5. The completed nomination form must be submitted by June 15.
D. Criteria
1. Service To Optometry
a. Leadership Roles
b. Major Accomplishments
c. Initiating and/or Implementing Unique Plan, Program, or Action On Behalf of Optometry
d. Published Professional Articles or Research Findings
e. Outreach to Potential Students, or Assistance to Optometry Students and/or Recent Graduates
2. Service To The Visual Welfare Of The Public
a. Sight-Saving Groups or Charities
b. Service Efforts in the Community
c. Participation in Government Health Care Programs
3. Service To AOA Or State Affiliates
a. Service as an Officer, Committee Chair or Member, etc.
b. Promotion of the Association’s Goals and Programs
c. Activity in Support of Association’s Projects
d. Involvement in Public Information Activities (Media Spokesperson, Etc.)
E. Selection
The Young Optometrist of the Year will be selected by the IOP Awards Committeeno later than sixty (60) days preceding IOP’s Annual Congress®, and honored at that event.
III. PARAOPTOMETRIC OF THE YEAR
A. Purpose This award is given as recognition of exemplary service to optometry and paraoptometric associations.
B. Requirements The nominee must work under the direct supervision of a licensed doctor of optometry assisting in patient care and/or in office management. They must be a member of IOPPS and AOA Paraoptometric Association.
C. Criteria
1. Service to Optometry and Paraoptometric Associations
a. Leadership Roles
b. Office Competency
2. Service to the Visual Welfare of the Public
3. Public Service
4. Letter of Recommendation
D. Selection The nominations will be compiled and delivered to the same IOP Awards Committee composed for Optometrist & Young Optometrist of the Year and the selection made by the group. The decision should be made no later than sixty (60) days preceding the Annual Congress.
E. Presentation The award plaque will be prepared in advance by the Executive Director for presentation by the previous year’s recipient or chair of the IOP Awards Committee at the Awards Program.
IV. MEETING REPORTS TO MEMBERSHIP
A resume' of the minutes of the Board or other important meetings, along with comments and recommendations, will be mailed to the general membership as soon as possible after the meeting by a person designated by the president. (i.e., adopted at the 1969 Annual Congress)
V. DUES
The IOP annual dues shall be $620.00 in addition to the current AOA dues. (i.e., adopted at the 2015 Annual Congress)
VI. DISTRICT MINUTES AND COMMUNICATIONS
Each district will keep an official minutes book of all meetings and those minutes will be submitted to the executive director of the Association and to the editor of the newsletter. The secretary of each district should be the regional correspondent to the newsletter and should submit an area report for inclusion in the newsletter of the Association. (ie, adopted at the 1980 Annual Congress)
VII. BOARD OF DIRECTORS MEETING REQUIREMENTS
A member of the Board of directors shall attend all meetings. If a Board member misses more than two Board of Directors meetings without a reasonable excuse, he shall be released from service on the Board and the president shall appoint a new Board member to serve until the next Annual Congress.
VIII. ALTERNATE (PROXY) BOARD MEMBERS
When members of the Board of Directors are unable to attend a regular or special board meeting, the president may appoint an alternate to serve as a proxy for the absent board member. Such proxy board member shall serve at the pleasure of the duly elected Board of Directors, and shall represent the area from which the non-attending member was elected. Reimbursement of expenses for the proxy board member to attend the board meeting shall be paid only in the event the proxy is needed to fulfill the requirements of meeting a quorum. (not voted on yet 2-13-93)
IX. STANDARD ANNUAL CONGRESS ORGANIZATION PROCEDURE
The annual congress committee shall be composed of the standing congress committee chairman, the local congress chairman, the continuing education chairman or other member appointed by the president. They shall maintain a congress procedure book, which is to be updated on a yearly basis.
X. ANNUAL GENERAL MEETING OF IOP MEMBERSHIP
Each annual general membership meeting of the IOP will be designated and publicized as the "Year Annual Congress and Educational Seminar of the Idaho Optometric Physicians". The only allowable exception to this resolution would occur when the annual IOP general membership meeting is held in conjunction with other states. (i.e., adopted at the 1971 annual congress)
XI. ACTIVE MEMBERSHIP LIST
A list of active members, in good standing, shall be prepared previous to the annual congress to be given to the officers and other interested members at the congress. Additions to this list can be announced from the floor prior to the business sessions. Dues must be paid in full by November 1st to be considered an active member in good standing. (i.e., adopted at the 1988 Annual Congress)
XII. ATTENDANCE OF NON-MEMBERS
Nonmembers may attend business sessions only at the invitation of the president. Notice will be given to nonmembers at the congress registration.
XIII. COMMITTEE REPORTS
All standing committees and special committees shall make written reports and submit to the executive director previous to the congress. (i.e., adopted at the 1972 Annual Congress)
XIV. ANNUAL MEETING ORDER OF BUSINESS
1. Call to order
2. Roll call of officers
3. Reading of minutes
4. Appointment of congress committees resolution, audit and budget, time & place
5. Report of the treasurer
6. Report of the Board of Directors
7. Report of the standing committees
8. Report of the special committees
9. Communications
10. Unfinished business
11. New business
12. Report of congress committees
13. Nomination of officers and election of officers
14. For the good of the association
XV. OUT OF STATE TRAVEL
Members will be reimbursed for transportation expenses for authorized out of state travel; to include airfare, hotel room, and registration fees. If meals are not included in registration fees for official meetings, members shall be reimbursed an amount per diem not to exceed fifty dollars ($50.00) divided as follows: fourteen dollars ($14.00) breakfast; sixteen dollars ($16.00) lunch; twenty dollars ($20.00) dinner. Departure time determines the allowance as follows: Full day if before 10:00am; lunch + dinner if between 10:00am to 2:00pm and dinner after 2:00pm. The indicated amount shall be subtracted from the per diem for each meal provided as a part of the meeting agenda. Compensation shall not be paid to members who are receiving travel payments from another group for a meeting held at the same general location and time. A written report is required from those who are reimbursed by the IOA. (i.e., amended by membership action October 28, 2017)
XVI. BOARD MEMBER TRAVEL EXPENSE
Directors and officers will be paid travel mileage, which will be computed as the total round trip distance. The allowed travel expense will be the current IRS allowable rate per mile. If traveling by air, reimbursement will be based on coach rate. When members are traveling by air, mileage will be reimbursed for travel to and from airports by personal auto. Taxi or shuttle costs to and from airports will be reimbursed. Rental cars are not covered unless the cost is less than taxi or shuttle fare. Board members travel will be paid to all Board meetings. Airport parking expense for official designates of the IOP traveling on IOP business will be reimbursed. Members traveling overnight to meetings shall be reimbursed for lodging for one night only, up to the cost for the least expensive “single” room available (at a designated hotel, resort, etc.) or the actual cost, whichever is less. A per diem food allowance will be reimbursed according to the schedule listed in Section XV. OUT OF STATE TRAVEL. The president may approve reimbursements for additional nights, if deemed necessary. (i.e., adopted by membership action October 28, 2017)
XVII. MEMBERSHIP-APHA
The IOP will pay membership dues in the American Public Health Association for the current president and president-elect. (i.e., adopted at the 1990 Annual Congress)
ADOPTED OCTOBER, 2009
REV: 1-2017
PARAOPTOMETRIC SECTION RULES
ARTICLE I: NAME
The name of the organization shall be the IDAHO OPTOMETRIC PHYSICIANS PARAOPTOMETRIC SECTION (IOPPS).
ARTICLE II: PURPOSE
The purpose of this organization shall be to assist and facilitate opportunities for optometric assistants to improve their job performance through networking, professional development and educational opportunities.
ARTICLE III: STATE ORGANIZATION
The Para Section’s statewide organization will be divided into districts. The districts are subordinate to the IOPPS, defined geographically and governed according to ARTICLE III, Sections 1 & 2 and their subsections, of the Idaho Optometric Physicians CONSTITUTION.
ARTICLE IV: MEMBERSHIP
1. Voting Members. Voting membership in this organization shall be open to persons employed or sponsored by members of the Idaho Optometric Physicians.
2. Life Members. Life members of this organization shall be those who have long and faithfully served as active members, who have rendered outstanding service to the organization, or to the profession and have played a vital role in the organizations success. Those who have maintained membership for 20 years or more, either continuous or total, are eligible. A nomination for life membership shall be made to the IOPPS Board of Directors and approved by a majority of the Board. Life members are not entitled to vote.
3. Honorary Members. Honorary membership in this organization shall be open to persons who have rendered outstanding service to the organization or to the profession. Written nominations shall be made to the IOPPS Board of Directors and approved by a majority of the Board. Honorary members are not entitled to vote.
ARTICLE V: OFFICERS
Officers of this organization shall be President, Vice President, Secretary Trustee Chair and IOP Board Member Liaison. Terms of office: Officers shall be elected by the popular vote of the membership at the regular Idaho Optometric Physicians Annual Congress and shall serve for a term of one year.
Succession: No officer shall be allowed to succeed their office more than once.
President: The president, or in his or her absence, the vice president, shall preside at all meetings of the organization; shall call all meetings of the Board of Directors; shall appoint all committees not otherwise provided for by the constitution and bylaws; shall designate the chairmen of all committees and similar subordinate bodies functioning within the structure of the Association; and shall act officially for the association when the occasion requires.
Duties also include:
a. Providing an agenda for all meetings
b. Provide articles for newsletters
c. Hold the responsibility of the IOPPS Stamps
d. Request CE forms (i.e. ABO/NCLE, CPC) for Annual Congress education
e. Provide Education Certification sign in.
President will work closely with the Executive Director.
Vice President: The vice president shall perform the duties of the president in the absence or inability of the president to discharge the duties of the office. The vice president shall also serve as official Historian of the organization.
Duties also Include:
a. Speaker selection for Congress
b. Negotiate speaker contract fees
c. Assist Executive Director in grant applications
d. Produce a post-Congress survey
e. The vice president shall work closely with the Executive Director.
Secretary: The Secretary shall be responsible for the minutes of the meetings of the organization. In the event of the failure or inability of the president or vice president to perform their duties, the secretary shall assume the duties of the president.
Duties Also Include:
a. Membership Letters
b. Letters to Doctors
c. Newsletter in coordination with the Executive Director
d. Membership database maintenance
The secretary will work closely with the IOPPS President and IOP Financial Director
Trustee Chair: The Trustee Chair shall be responsible for coordinating regional trustees while helping them communicate membership benefits to the IOPPS members. The member voted to this position will also be responsible for reporting activities of the organization to the IOPPS and is a voting member of that board.
Duties Also Include:
a. Membership drive
b. Regional representative reports for the Annual Congress
c. Website maintenance regarding Para Section concerns
The Trustee Chair will work closely with the IOPPS Secretary and IOP Financial Director
Vacancies: Any vacancy among the elected officers shall be filled for the unexpired portion of the term of office by appointment by the President.
ARTICLE VI: COMMITTEES
1. EXECUTIVE COMMITTEE: The Executive Committee shall be comprised of the elected officers and the immediate past president, and shall meet at the discretion of the President to transact any business deemed necessary. Additional committees may be appointed as needed by the IOPPS Board of Directors.
2. BUDGET COMMITTEE: The Budget Committee shall consist of three members; the current Vice-President, Secretary and Trustee Chair. Funds of the organization shall be kept with the IOP checking account and managed according to the line-item budget this committee establishes. Reports to the IOP Board will be made at the annual Congress meeting or upon request.
3. SPONSORSHIP COMMITTEE: The Sponsorship Committee develops and implements a sponsorship plan for the Idaho Optometric Physicians Paraoptometric Section Annual Congress. The committee builds relationship with companies that support the IOP-PS. The Sponsorship Committee works closely with the Executive Director and Financial Secretary.
Specific Tasks:
-
- Set a sponsorship goal and create a strategy, in partnership with the Executive Director
- Keep a proper record of sponsor details
- Invite prospective sponsors to congress
- Give a report at Para Section and IOP Board Meeting
- Share reports with all board members as the process proceeds
- Initiate contact with potential sponsors and remain available for exchange of information
- Liaise with the Financial Director regarding payment from sponsors
- Liaise with the Executive Director to ensure sponsorship proceeds smoothly
- Assure recognition for sponsorship and communicate a “Thank You”.
4. MEMBERSHIP COMMITTEE: The Membership Committee helps maintain membership by creating, enhancing, and demonstrating the value of the Idaho Optometric Physicians Paraoptometric Section to new and existing members and build increased awareness of the IOPPS purpose. The Membership Committee will work closely with the Financial Director and IOPPS Trustee Chair.
Specific Tasks:
a. Promote the many benefits of Para Section membership
b. Help develop a marketing plan to attract new members
c. Contact previous members who have not rejoined and develop solutions for their reasons
d. Assist the Financial Director and Trustee Chair with any member task needed.
ARTICLE VII: MEETINGS
1. The Board of Directors shall meet annually at the Idaho Optometric Physicians Annual Conference. The Board of Directors shall also meet on a quarterly basis for the purpose of carrying on the business of the Association. Quarterly meetings will coincide with the Idaho Optometric Physicians Board of Directors meetings. The Board of Directors may also meet as necessary, on call of the President, or upon petition of a majority of the members of the Board. Board meetings require written notice of at least ten (10) days, except by waiver of notice signed by at least two-thirds of the board members. The Board may transact business by mail, by email or by telephone under the same conditions and with the same notice as other board meetings. The Board of Directors reserves the right to have conference calls with the IOPPS Regional Representatives throughout the year to discuss official business of the Association. Conference calls will be limited to one (1) hour.
2. A majority of the Board shall constitute a quorum for Board action(s), and the act of the majority of the board members present at any meeting at which there is a quorum shall be the act of the Board of Directors.
3. A general membership meeting of the organization shall be held at the Idaho Optometric Physicians Annual Conference. All members shall be notified of meetings at least fifteen (15) days in advance of said meeting by mail, fax or email.
4. Board Member Travel Expense: Board members; President, Vice President, Secretary, Trustee chair, will be paid travel mileage which will be computed as the total round trip distance. The allowed travel expense will be the current IRS allowable rate per mile. If traveling by air, reimbursement will be based on coach rate. When members are traveling by air, mileage will be reimbursed for travel to and from airports by personal auto. Taxi or shuttle costs to and from airports will be reimbursed. Rental cars are not covered unless the cost is less than taxi or shuttle fare. Airport parking expense for official designates of the IOPPS traveling on IOPPS business will be reimbursed. Board members traveling overnight to meetings shall be reimbursed for lodging for one night only, up to the cost for the least expensive “single” room available (at a designated hotel, resort, etc.) or the actual cost, whichever is less.
5. Out of State Travel: The IOPPS President and Vice President will be reimbursed for transportation expenses for authorized out of state travel; to include airfare, hotel room, and registration fees. If meals are not included in registration fees for official meetings, the President and Vice President shall be reimbursed an amount per diem not to exceed thirty dollars ($30.00) divided as follows: seven dollars ($7.00) breakfast; nine dollars ($9.00) lunch; fourteen dollars ($14.00) dinner. The indicated amount shall be subtracted from the per diem for each meal provided as a part of the meeting agenda. Compensation shall not be paid if the President and/or Vice President are receiving travel payments from another group for a meeting held at the same general location and time. A written report is required from those who are reimbursed by the Idaho Optometric Physicians.
6. Quorum: A quorum shall consist of a majority of members present.
ARTICLE VIII: RESTRICTIONS
All activities shall be in accordance with the high professional standards of optometry in Idaho. This organization shall never be used in any way to negotiate in the matter of salaries or compensation of any of its members.
ARTICLE IX: AMENDMENTS
These Rules may be amended by a majority vote of the members present at a properly noticed membership meeting. Notice of a proposed amendment shall be included in the official announcement of the meeting in which the voting will take place. Rules changes are subject to the approval of the Idaho Optometric Physicians Board of Directors.
