Policy Manual
I. PUBLICATIONS
1.00 Association apartment lease forms, publications, videos, lists or mailing labels as well as other valuable resources created or re-sold by AATC will be made available to members in good standing of the Association when sufficient notice is provided and at fees established by the Association’s board of directors.
1.10 Association forms, publications, videos, lists or mailing labels as well as other valuable resources created or re-sold by AATC will NOT be distributed, sold or bartered at any price to non-members of the Association without the consent of the Association’s board of directors.
1.20 The TAA Redbook may be sold only to members of the Association in good standing unless written permission is obtained from TAA. (Adopted 10/15/92)
1.21 The TAA Redbook may be distributed at no cost by AATC to elected members of the State Legislature, justices of the peace and constables, as well as to local, state and federal agencies upon request.
1.30 The Association will publish and distributed a membership directory each year to current members of AATC. The Metroplex Membership Directory and Buyers Guide committee will annually determine advertising rates.
1.31 The Buyers Guide may be distributed at no cost by request to area justices of the peace, as well as to local, state and federal agencies upon request.
1.40 Dimensions magazine is the official news and information publication of the Apartment Association of Tarrant County. The Association’s board of directors will annually determine advertising rates. (Amended 08/14/03)
1.41 Additional member subscriptions to Dimensions magazine will be made available to PSC members at a rate established by the Association’s board of directors. (Adopted 08/14/03)
1.42 Advertising requests submitted from non-profit organizations will be considered on a case-by-case basis and billed at ½ the posted rate schedule. AATC reserves the right to accept or decline any or all ad requests. Non-profit ads will be limited to 1-page per month on a first-come basis and must be paid in advance. (Adopted 08/14/03)
1.50 The Association’s web site shall be maintained by staff with appropriate committee oversight, including a schedule of Internet advertising rates considered annually by the AATC board of directors. (Adopted 08/14/02)
II. FACILITIES
2.00 The Association building and grounds will be made available for on-going business and related activities of the Association. The Executive Director, with the consent of the Association’s board of directors and or executive committee will consider requests for use from non-association individuals and or organizations on a case-by-case basis. (Adopted 8/13/92)
2.10 The Association will make every effort to maintain or exceed all local, state and federal building and fire prevention ordinances, statutes and related building regulations, including ADA mobility impaired and OSHA safety standards.
2.20 The Association building will be maintained in a non-smoking environment. Members, guests and staff must exit the building to smoke at all times.
III. FINANCIAL MANAGEMENT
3.00 The Apartment Association will provide full membership services based on annual investment rates as indicated on schedule 3.1 unless otherwise determined by majority consent of the Association’s board of directors.
3.01 New members of the Association will be required to pay dues in full per the adopted schedule. A prorated schedule will be applied during the member's second full year of membership. For example, if a new member's initial annual dues investment is $400 with a join date of July 1, membership dues required at that date would include the full annual amount of $400. However, on December 1 of that same year, only $200 would be due, representing the balance of the total amount of membership dues required for the subsequent year. The annual dues amount of $400 would then be required on December 1 each year thereafter to maintain active membership participation and privileges.
3.02 All member employees are granted full privileges of membership in the Association unless an authorized list of qualified purchasing agent employees is submitted in writing to the Association by the member’s principal representative of record.
3.03 Provisional members, defined as those individuals or companies having completed application for membership and accompanied by a full membership dues payment, but lacking formal consideration by the Association’s board of directors, will be granted the following privileges of full membership on a cash basis: attendance at membership meetings and special events, enrollment in education courses and access to all inventoried publications and forms.
3.10 The Association’s accounts receivable procedure for membership dues will be as follows: Invoices will be mailed to all members annually, on or about the first day of December and due by the last day of December of that same year.
3.11 A second statement will be mailed at 30-days past due, on or about the last day of January in the subsequent year, accompanied by a letter extolling membership benefits.
3.12 A letter will be mailed at 60-days past due, on or about the last day of February each year, notifying members of potential membership cancellation. In addition, form sales will be suspended at that time and membership privileges will be available only on a cash basis.
3.13 A certified letter will be mailed at 90-days past due, on or about the last day of March each year, notifying members of impending cancellation. All membership privileges will be suspended at that time, and membership renewals will be suspended until all accounts are settled. (Amended 10/14/05)
3.14 The Association will attempt to contact the principal representative on record from each past due account by phone prior to cancellation of membership. (Adopted 08/14/03)
3.15 A list of membership cancellations will be distributed to the Association’s board of directors at its regular April meeting, so that all past-due membership accounts can be expunged from the membership roster. (Adopted 01/15/98)
3.20 The responsibility of fulfilling all association accounts payable will be the responsibility of the Association’s treasurer, director of operations, and its executive director. Expenses will be paid by check from receipts, purchase order, invoice, check and or voucher on or about the 15th and the 31st of each month; with disbursements made in writing no later than the 10th and 25th days of each month.
3.21 Checks must be signed by two officers of the Association, including the executive director, after review by the Association’s director of operations and or executive director. (Amended 08/14/03)
3.22 Disbursements may be made for expenses incurred only within AATC budget guidelines unless approved by majority consent of the Association’s board of directors.
3.23 The Association will provide a corporate credit for use by the director of operations and the executive director. Charges will be incurred exclusively for business expenses and only within adopted budget guidelines. Charges will be made for purchases of products and or services that are unable to be procured via individual credit accounts or advance payment. Receipts and or a detailed ledger will be provided to the director of operations for payment. Upon termination of employment, the executive director will immediately surrender the card to the Association’s president. (Adopted 06/11/98) (Amended 08/14/03)
3.24 All purchasing will first consider Association member companies. Purchases exceeding $1,000 will require a minimum of 2 bids and approval of both the executive director and director of operations. Considerations exceeding $5,000 will require approval from the executive director and executive committee. (Amended 08/14/03)
3.25 Contracts for equipment and services relating to the Association’s copier, postage equipment, credit card equipment, long-distance carrier, lawn maintenance, janitorial and window cleaning services, as well as computer hardware systems and software programs will be reviewed annually. The executive committee and or board of directors will approve all new contractual agreements. (Amended 08/14/03)
3.26 The Association will provide cellular telephone service for use by its executive director. Local service charges will be incurred on a monthly basis for business and personal use within a budget of $150 per month. The executive director, on a monthly basis, will pay all personal long distance charges directly to the service provider. (Adopted 12/9/93)
3.30 Accounts receivable will be the responsibility of the treasurer, director of operations, and the executive director. The treasurer will review individual accounts at 90-days past due and beyond. The executive committee will be provided a monthly list of 120-day past due and beyond accounts. Accounts can only be written-off by a vote of the board of directors and or executive committee. (Amended 08/14/03)
3.31 The director of operations will adopt and following invoicing, statement and collection procedure: Invoices will be mailed within 30-days for all accounts receivable, indicating a due upon receipt status.
3.32 Statements will be mailed at end of each month.
3.33 A second statement will be mailed at 30-days past due.
3.34 A third statement will be mailed or faxed at 60-days past due, accompanied by a phone call from the director of operations and or his or her representative.
3.35 After 120-days past due and beyond accounts, a monthly procedure of mailing and or faxing subsequent statements will be repeated along with staff phone calls. (Amended 08/14/03)
3.36 Receivables will be written-off and or referred to the appropriate credit agencies and or legal counsel on an individual basis for accounts deemed uncollectible (i.e. foreclosures, bankruptcy, out of business, etc.) Membership renewals will be suspended until all accounts are settled. (Amended 08/14/03) (Amended 10/14/05)
3.40 Owner, Property and IROC member accounts will be notified in writing and by phone at 60-days past due that all form sales privileges will be suspended until all past due statements are paid in full. A 1.5% rate of interest will be charged for all 60-day or more outstanding accounts. In addition, at 60-days past due member privileges will be provided only on a cash basis. Any member with a chronic 90-day or more past due account problem will be notified in writing that all membership benefits and privileges are suspended. In addition, for property members, the owner of the property will be notified of the chronic delinquent account problem by certified mail. (Adopted 01/15/98)
3.41 PSC member accounts will be notified in writing and by phone at 60-days past due that all member privileges will be on a cash basis until all past due statements are paid in full. A 1.5% rate of interest will be charged for all 60-day or more outstanding accounts. Any member with a chronic 90-day or more past due account problem will be notified that all membership benefits and privileges will be suspended. (Adopted 01/15/98)
3.42 Accounts deemed uncollectible will be considered on a monthly basis by the executive committee and or Board of Directors for alternate collection procedures (such as filing in the appropriate county small claims court) and will be notified in writing they are being reported to appropriate credit agencies. (Adopted 9/15/94)
3.43 Expenses incurred by a management company no longer under contract by property ownership will be the ultimate responsibility of the current property owner. Every attempt will be made to collect outstanding receivables from both the current or prior management.
3.50 Advertising and professional education tuition, with the exception of tuition to annual education conference seminars and or TAA legal seminars, must be paid in advance of publication deadlines or course payment scheduling respectively. Trade show exhibition fees must be paid in full in advance of the scheduled exposition date. Event Sponsorships must be paid within 60-days of the scheduled activity, unless otherwise determined by the board of directors.
3.60 All certificates of deposit and other savings accounts will be reviewed monthly by the treasurer, director of operations and executive director for maximum investment return. (Amended 08/14/03)
3.70 The Association will engage an outside accounting firm approved by the executive committee and or Board of Directors who will review monthly accounting activity for AATC and API, provide balance sheets and budget reports based on the current fiscal year, as well as file sales tax reports and 940, 941, W-2, 1099 and 1040 federal tax forms. In addition, the ascribed accounting firm will file corporate forms for the AATC PAC, calculate annual dues accrual and provide consultation on an as needed basis.
3.80 Members in good standing will be provided opportunities to sponsor various events and activities of the Association as indicated on schedule 3.6 and approved annually by the Association’s board of directors. The Association’s director of meetings and special events will manage all sponsorship programs. (Adopted 12/9/93)
3.81 Sponsorship commitments will be received on a first-come basis and due upon receipt on invoice. After 45-days, unpaid sponsorship opportunities will be open to any interested member. (Adopted 08/14/03)
3.82 No refund will be made for sponsorship commitments for any reason. (Adopted 12/9/93) (Revised 08/14/03)
IV. PROFESSIONAL EDUCATION
4.00 The Association will make available the following curriculum at tuitions indicated on schedule 4.41 as determined annually by the Association’s board of directors or executive committee.
4.10 Students unable to attend a scheduled class will be issued a credit voucher for any course to be repeated within one year. Classes canceled by the Association can receive a credit voucher, or receive a full refund.
4.20 Students are expected to conduct themselves in a professional manor, polite and considerate of staff, instructors and examiners at all times. Failure to abide by these standards can result in a review by the appropriate program supervisor, committee chair and staff, as well as immediate expulsion from the course without refund.
4.30 The Association has established criteria for the selection of all professional designate program faculties in an effort to maintain the integrity of the Association’s education curricula and to insure the long-term credibility of each professional designation. (Adopted 08/19/98)
4.31 Each education program instructor must complete an approved faculty agreement, adhere to all instructional goals, objectives and principals provided within respective course curricula, and agree to abide by the Association’s bylaws, policies and procedures. (Adopted 08/19/98)
4.32 Instructors must have previously completed the appropriate designation requirements, secured a minimum of 5-years of appropriate experience within a real estate or multifamily industry-related discipline and or demonstrated credentials or hold a professional license directly related to the appropriate instructional program. (Adopted 08/19/98)
4.33 Approved instructors must hold membership in a real estate industry-related trade association affiliated with the National Apartment Association, be employed within the rental housing industry, hold a professional license directly related to the rental housing industry, and or retain proven product, service or regulatory expertise specifically related to the rental housing industry and related program curricula. (Adopted 08/19/98)
V. PERSONNEL POLICIES & PROCEDURES
5.10 A handbook of operational policies and procedures will be maintained and kept current by the Association’s executive director for reference by the Association’s staff at any time. (Adopted 01/4/93)
5.20 Requests from affiliated or ancillary organizations for Association staff assistance and or participation requiring time away from normal work assignments will be categorized as time away from work with pay and will be considered on a case-by-case basis by the Association’s executive director. (Adopted 12/1/92)
5.30 The Association staff will be reimbursed for pre-approved business-related expenses upon submission of receipts for products and or services rendered. Staff will also be reimbursed for pre-approved mileage for business-related expenses, not including travel to and from their homes, at a rate fixed to the IRS standard mileage reimbursement rate. (Amended 10/14/05)
5.40 On or within close proximity to the tenth, twentieth and twenty-fifth employment anniversaries, the Board of Directors shall appropriately recognize the tenure of staff members by individual recognition commensurate with, and reflecting appreciation for dedicated service to the Association. (Adopted 12/16/02)
VI. OFFICER RESPONSIBILITIES
6.00 The President will serve as the chief elected officer of the Apartment Association and will preside at all meetings of the executive committee, board of directors, and membership. His or her responsibilities will include supervision of other executive officers and coordination of all activities of the Association.
6.10 The President-elect will serve as the primary assistant to the president and preside in his or her absence. Present-elect responsibilities include supervision of Association staff, internal operations, personnel policies and procedures and will serve as executive liaison to a variety of association programs. (Amended 08/14/03)
6.20 The Treasurer is responsible for day-to-day income and expenditures, monthly financial reports and accounting, investments, audits and the Association’s annual budget. He or she shall preside in the absence of the president and president-elect and will serve as executive liaison to a variety of association programs. (Amended 08/14/03)
6.14 The Vice-president will be an active past-president of the association’s Products and Services Council and shall serve as the executive liaison to a variety of association programs, including PSC. (Amended 08/14/03) (Amended 09/28/05)
6.15 The Secretary is responsible for the accuracy and completeness of the Association’s board minutes, corporate charter and other important records and documents. It is his or her responsibility to supervise the publication of Dimensions magazine and the annual Membership Directory and Buyers Guide, and other publications of the Association. The secretary shall preside in the absence of the president, president-elect, treasurer and first vice-president and serve as executive liaison to a variety of association programs. (Amended 08/14/03)
6.16 Past Presidents of the association shall serve as executive liaison to the By-laws committee as well as a variety of other association programs and special activities. (Amended 08/14/03)
6.17 PSC Nominating Committee – The PSC Nominating Committee will be comprised of 5 members in good standing of the apartment association, including the presiding PSC chair, PSC chair-elect, the 2 most recent PSC past-chairs and AATCs president-elect. If the association’s presiding vice-president is not a member of the committee by virtue of a previous role, he or she would become a 6th committee appointment. The PSC immediate past-chair will serve as the nominating committee chair. Annually, before the end of May, the committee will convene and choose a slate of 9-PSC advisory board members, including confirmation that the PSC chair-elect is willing and able to serve as the PSC chair and the presiding PSC chair is willing and able to serve as the immediate past-chair. The committee will also select a new PSC chair-elect and the subsequent year trade show chair, plus representatives from 5 additional PSC members in good standing. The recommended slate will be submitted to all PSC members, inviting additional petitions which must be accompanied by signatures from 10% of the council’s key representatives. Additional nominees will be added to the slate and distributed to all PSC members with the majority vote prevailing. If no additional nominees are submitted within 10-days of distribution, the slate will be confirmed as presented. (Amended 05/24/07)
VII. TEXAS APARTMENT ASSOCIATION DIRECTORS
7.00 The Association will reimburse travel-related expenses up to $200 per person for 9 elected directors or alternate directors elected to serve on the Texas Apartment Association board of directors. Each director must register in person and attend each of up to 4 TAA board meetings held throughout the state of Texas, beginning in June and ending in May of the following year. No travel-related expenses will be paid for attending TAA meetings conducted in the Dallas or Fort Worth metropolitan area, with the exception of business-related expenses made by the Association’s president and or executive director and approved staff. (Adopted 12/9/93) (Amended 08/19/98)
7.10 TAA alternate directors will be contacted by the association staff in the order of their selection as a means of verifying his or her availability to attend TAA board meetings after each verbal and or written decline to attend is received by any elected director.
7.20 The Association president and executive director will be reimbursed for the following personal travel-related expenses for each meeting of the TAA board of directors: conference registrations, coach airfare or ground transportation at a rate fixed to the IRS standard for mileage reimbursement; hotel accommodations; appropriate tips and gratuities; parking fees; public ground transportation expenses related to each meeting; meals and other association business-related expenses. (Amended 01/09/98)
7.30 Upon request, the Association’s president and executive director or staff will receive an expense advance for TAA meeting travel in cash or travelers checks. A written accounting with receipts of all expenses will be provided to the director of operations within 5 business days after return from each meeting. (Adopted 12/09/93)
7.40 Upon request, appointed members and alternates to the TAA Legislative Committee will be reimbursed up to $200 for attending each meeting held outside of the DFW metropolitan area and conducted beyond the regular schedule of quarterly TAA meetings, including the bi-annual TAA legislative conference. The association, on a case-by-case basis and with approval of the executive committee and or board of directors, will also consider reimbursement for additional TAA committee and or task force members for other out of the ordinary travel-related expenses. (Adopted 12/09/93) (Amended 08/14/03)
7.50 TAA directors or alternate directors will be required to designate in writing a payee to the association’s director of operations in order to receive travel-related reimbursements. Under normal conditions, affiliated companies that front travel-related expenses will be reimbursed directly. However, the director or alternate may designate himself or herself as the payee when their company does not pay for these related travel expenses. (Adopted 08/14/03)
VIII. NATIONAL APARTMENT ASSOCIATION DELEGATES
8.00 The Association will reimburse travel-related expenses for up 5 elected delegates or alternate delegates elected to serve as a member of the National Apartment Association assembly of delegates. Each delegate must register in person and attend each of up to 3 NAA assembly meetings held annually throughout the nation. No travel-related expenses will be paid for attending NAA meetings conducted in the Dallas or Fort Worth metropolitan area, with the exception of business-related expenses made by the Association’s president and or executive director and approved staff.
8.10 NAA alternate delegates will be contacted by the association staff in the order of their selection as a means of verifying his or her availability to attend NAA assembly meetings after each verbal and or written decline to attend is received by any elected delegate.
8.20 Delegates or alternates will be reimbursed for the following personal travel-related expenses for each meeting of the NAA board of directors: conference registrations, coach airfare or ground transportation at a rate fixed to the IRS standard for mileage reimbursement; hotel accommodations; appropriate tips and gratuities; reasonable parking fees; public ground transportation expenses related to each meeting; as well as other association business-related expenses. (Amended 10/14/05)
8.30 Upon request, the Association’s president and executive director or staff will receive an expense advance for NAA meeting travel in cash or travelers checks. A written accounting with receipts of all expenses will be provided to the director of operations within 5 business days after return from each meeting.
8.40 Upon request, the Association, on a case-by-case basis and with approval of the executive committee and or board of directors, will reimburse additional NAA committee and or task force travel-related expenses.
8.50 NAA directors or alternate directors will be required to designate in writing a payee to the association’s director of operations in order to receive travel-related reimbursements. Under normal conditions, affiliated companies that front travel-related expenses will be reimbursed directly. However, the director or alternate may designate himself or herself as the payee when their company does not pay for these related travel expenses. (Adopted 08/14/03)
IX. STANDING RESERVATIONS
9.00 Any member of the Apartment Association will be provided the opportunity to retain standing reservations as confirmed in writing for many of the Association’s monthly membership events. The cost of admission to each of these events will be automatically billed to each member unless his or her standing reservation is canceled a minimum of 48-hours in advance of the event. A standing reservations form will be made available to members upon request.
X. COMMUNICATIONS
10.00 Requests for verification of current or past Association membership or membership dues will be approved by the Association’s executive director.
XI. MEDIA RELATIONS
11.00 Requests from print or electronic news media for official Association statements and or positions will be directed to the executive director and or the president. Normally, the executive director will address procedural questions, while policy and or general opinion questions will be addressed by the president or his or her designee.
Adopted, revised and amended by the AATC Board of Directors and or Executive Committee on: August 13, 1992; October 15, 1992; December 1, 1992; December 9, 1993; September 15, 1994; January 15, 1998; June 11, 1998; August 19, 1998; December 16, 2002; August 14, 2003; and October 14, 2005.