The Governance and Operation Manual

of the

Mississippi Association of School Business Officials

October 2012

November 2013

February 2016 (By-laws change)

February 2018 (By-laws and Constitution change)

Table of Contents

Governance

Mission Statement……………………………………………………. 3

Constitution…………………………………………………………… 4

Bylaws………………………………………………………………… 7

Operations

Office and Committee Responsibilities……………………………… 15

Financial Review Committee Guidelines……………………………… 19

Standards of Conduct for Board of Directors…………………………. 20

Code of Ethics………………………………………………………… 21

Conflict of Interest Policy and Contract……………………………... 22

Whistle Blower Policy…………………………………………………. 23

Document Destruction & Retention Policy……………………………. 24

Outstanding School Business Officials Award……………………….. 25

Paul L Franklin, Sr Scholarship Application………………………….. 29

MASBO Presidents…………………………………………………… 33

Outstanding Business Officials Award Recipients……………………. 34

Paul L Franklin Scholarship Recipients……………………………… 35

Committee Assignments……………………………………………… 36

Amendments or Revisions……………………………………………. 38

Mission Statement

The mission of the Mississippi Association of School Business Officials is to provide engaging and empowering support that ensures the highest standards, ethics and efficiencies in school business leadership.

CONSTITUTION OF THE MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

ARTICLE I

Name

THE NAME OF THIS ASSOCIATION SHALL BE:

MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

ARTICLE II

Mission

The mission of the Mississippi Association of School Business Officials is to provide engaging and empowering support that ensures the highest standards ethics and efficiencies in school business leadership.

ARTICLE III

Members

SECTION1. CLASSES OF MEMBERS. The Association shall have four classes of members. These are: active, life, associate and honorary. The qualifications for membership in each class are as follows:

ACTIVE. Active members shall be restricted to the School Business Administrator of each district.
LIFE. Active members may become life members upon payment of a sum as set forth in the By-Laws.
ASSOCIATE. Associate members shall be all other employees of school districts, exhibitors, and other persons directly associated with or concerned in the objectives of the Association.
HONORARY. Honorary members shall be limited to former officials of the Association who are no longer employed in school administration, and such other persons as the Association may elect from time to time.

SECTION 2. PRIVILEGES OF MEMBERSHIP. Only active and life members shall have voting rights. Each active of life member shall be entitled to one vote on each matter submitted to a vote of the members.

ARTICLE IV

Officers

SECTION 1. OFFICERS. The officers of the Association shall be the immediate Past President, President, President-Elect, Secretary/Treasures, and seven Directors. The seven directors shall be as follows:

One director to the Southeastern Association of School Business officials (SASBO);
One director to the Mississippi Association of School Administrators (MASA);
One director from each of the four (4) congressional Districts, and
One director appointed at large.

The officers shall constitute the Executive Committee.

SECTION 2. ELECTION AND TERM OF OFFICE. The office of President in each year shall be filled by automatic succession by the individual serving as President-elect in the previous year. The President-Elect and Secretary/Treasurer shall be elected annually. The Director to SASBO and MASA, respectively, shall have a term of three (3) years. Each Director’s shall be limited to serving two (2) full terms exclusive of filling an unexpired term. The four (4) Congressional District Director and one (1) At-Large Director shall have a four (4) year term. Only active and life members shall be eligible to serve as officers. Election and appointment of officers shall be held at the last general session of the annual meeting.

Any officer may be removed from office by the affirmative vote of four-fifths (4/5) of all members of the Executive Committee for malfeasance, failure to perform officials duties, or any other action detrimental to the Association. In case a vacancy occurs in the Executive Committee by death or otherwise, the remaining members of the Committee shall have the power to fill the vacancy.

At the annual meeting, the officers shall be chosen by ballot, or, in the case of a motion and second, by voice vote for the ensuing year. All officers shall enter their duties according to Article I of the By-Laws.

In case of a failure to elect or appoint an officer at an annual meeting, the incumbent of said office shall continue to serve until a successor is elected or appointed, and in the event of a vacancy and no election or appointment, the Executive Committee shall have the power to fill such vacancy. The Executive committee shall meet at the call of the President.

SECTION 3. VOTING AND HOLDING OFFICE. The right to vote shall be limited to active and life members whose dues are paid for the current fiscal year. A proxy may be appointed with seven days of prior written notice received by the Executive Director. The right to hold office shall be limited to active and the life members whose dues are paid for the current year.

All questions, except amendments or revisions to Constitution and By-Laws shall be determined by a majority vote. The right to have a voice in the discussions at a meeting shall be limited to active, life, association, and honorary members.

ARTICLE V

Meetings and Quorum

SECTION 1. ANNUAL MEETINGS. The Annual meetings of members shall be held at such time and place as may be determined by the Executive Committee.

SECTION 2. SPECIAL MEEETINGS. The Executive Committee may call special meetings of the members.

SECTION 3. QUORUM. A majority of the active and life members present at annual or special meetings shall constitute a quorum for the transaction of business.

ARTICLE VI

Amendments or Revisions to Constitution

Amendments to or revisions to the Constitution may be proposed at any meeting of the Association, provided resolutions are first presented at the first regular session of said meeting. Such resolution shall then be referred to the Committee on Constitution for recommendation and may be adopted or rejected by the Association at any time prior to adjournment of the Association at its annual meeting. Such amendments or revisions shall be determined by a two-thirds majority of the active and life members present.

I hereby certify that the Executive Committee approved the constitution on January 5, 2018 and adopted by the vote of the MASBO membership on February 8, 2018, as amended, approved the foregoing Constitution.

Signature of Executive Director

BY-LAWS OF MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

ARTICLE I

Duties of Officers

SECTION 1. PRESIDENT. The President shall

(a) preside at all meetings of the Association and of the Executive Committee,

(b) have general supervision of the affairs of the Association and shall perform the duties which usually devolves upon the chief executive of such an Association,

(d) be required to be a member of the Association of School Business Officials International, and

(e) appoint all committees not otherwise provided for, and shall be ex-officio member of all committees.

The President shall make a special effort to attend the annual meeting of the Southeastern Association of School Business Officials and the annual conference of the Association of School Business Officials International, for which the Mississippi Association of School Business Officials will pay a reasonable amount of travel cost that has been approved by the Executive Committee. Meal and travel expenses shall be paid on the same basis as that of the State of Mississippi.

The President shall prepare the program forth general sessions of the meetings of the Association, and shall have power to modify or change the program, if, in the President’s judgment, such changes do not conflict with the provisions of the Constitution and By-Laws.

The President shall approve all necessary notices distributed to the membership and all expenses incurred by the Association, or by any authorized member of the Association, before claims for such obligations are paid.

The President may delegate any administrative duties to the Executive Director from time to time.

SECTION 2. PRESIDENT ELECT. The President Elect shall exercise all the functions of the President in the President’s absence and the President may delegate such other duties as. The President Elect shall serve as Membership Chairman for the Association.

SECTION 3. SECRETARY/TREASURER. The Secretary/Treasurer, or the Executive Director, acting on behalf of the Secretary/Treasurer, shall perform the following functions:

(a) receive and collect all monies due the Association and shall hold in safekeeping all Association funds,

(b) certify all claims for payment to the President and pay same after written approval by the President,

(c) have the financial records present in electronic form at all meetings of the Association and of the Executive Committee,

(d) be custodian of all financial records and property of the Association,

(e) make a report of the transactions of the Association at its annual or special meetings,

(f) At the expiration of his or her term of office, transfer to the successor in office, all books, papers, records, another property in his possession belonging to the Association,

(g) attend each and every session of the Associations annual or special meetings unless otherwise excused by the President,

(h) furnish insurance/bond in an amount to be fixed by the Executive Committee, the premium therefore to be paid by the Association,

(i) keep a record of all receipts and disbursements supported by proper vouchers and shall close and balance the books by August 31 of each year, and shall immediately furnish the Executive Committee with a complete financial statement and

(j) perform any other duties not herein specified which may be authorized by the President.

(k) have the secretarial records present at all meetings of the Association and of the Executive Committee,

(l) keep a master file of members, separating the same into active, life, associate and honorary,

(m) be custodian of all secretarial records and property of the Association,

(n) keep a file on all official correspondence of the Association,

(o) serve all necessary notices after the same have been approved by the President,

(p) at the expiration of his or her term of office, transfer to the successor in office, all books, paper, records, another property in his possession belonging to the Association,

(q) attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President,

(r) perform any other duties not herein specified which may be authorized by the President.

The Executive Committee may delegate any of the foregoing duties to the Executive Director from time to time.

SECTION 4. EXECUTIVE COMMITTEE. The Executive Committee shall be vested with the power to act in the name of the Association between annual meetings on all matters pertaining to the welfare of the organization, provided same are not in conflict with the Constitution and By-Laws.

Meetings of the Executive Committee will generally be held at least once a month at such day and time as the Executive Committee may determine. There shall be additional meetings of the Executive Committee as required. Notwithstanding anything to the contrary in this section, the Executive Committee shall meet as often as necessary to carry out the business of the Association.

The President may call a special meeting of the Executive Committee at any time and determine the time and manner of holding such meeting, and the President shall do so upon the request of any three Committee members, or of the Executive Director. In the President’s absence or disability the President-Elect may call a special executive committee meeting at any time and determine the time and manner of holding such meeting.

The President shall give reasonable notice of all meetings by telephone or e-mail employing the contact information designated from time to time by each Director. If given by telephone or e-mail, such notice shall be given at least twenty-four hours before the time of the meeting. Notwithstanding the foregoing in exigent circumstances notice of special meetings shall be given as far in advance of such meetings as circumstances shall permit.

Meetings held via video or telephone conference should be the exception rather than the rule and should meet the following three general conditions: (1) reasonable effort is made to meet in person; (2) the Secretary’s ability to make record of the meeting is not hindered; and (3) all votes are taken by roll call.

The Executive Committee shall be vested with the power to call a special meeting of the Association and to designate the date, time and place of such meeting. The reason for calling such a meeting must be fully stated in a notice to be distributed to each member at least twenty days prior to the date of the meeting if at all possible. The Executive Committee shall be vested with the power to set the special meeting time and place.

The Executive Committee shall have the authority to appoint an Executive Director, who may or may not be an Association member, to assist with the preparation of the annual conference, to maintain the daily records, finances and affairs of the Association, and to assist with any other matters requested by the Executive Committee. The Executive Committee is authorized to negotiate and enter into on behalf of the Association an agreement with any Executive Director, stating, among other things, the Executive Director’s status, duties, compensation, expense reimbursement and other related matters.

ARTICLE II

Committees

SECTION 1. GENERAL. At any time during his or her term of office, but not later than one month after the end of the annual meeting of the Association at which he or she is installed, the President shall appoint all Committee members of the following committees.

SECTION 2. FINANCIAL REVIEW. The accounts and records of the Association shall be reviewed by three active or life members and report submitted to the Association at its annual meeting.

SECTION 3. CONSTITUTION AND BY‑LAWS. The Committee shall consider proposals for amendments or revisions to the Constitution and By‑Laws and present recommendations to the Association in accordance with Article VI of the Constitution and Article VI of the By‑Laws.

SECTION 4. NOMINATING. The Nominating committee shall consist of Immediate Past President, President, and President elect. The committee shall nominate a person or persons for the elective offices and present its nominations to the membership before adjournment of the regular sessions of the Association.

SECTION 5. RESOLUTIONS. The Committee on Resolutions shall receive and consider all resolutions that may be referred to it by the Association and may hold meetings to hear the proponents and opponents of such resolutions. It shall also prepare all special resolutions concerning memorials, withdrawals, etc., and present it on the floor of the conventions at the call of the President. The Committee shall report before the adjournment of the annual meeting of the Association.

SECTION 6. SPECIAL COMMITTEES. Special Committees shall be appointed by the President and approved by the Executive Committee, as needed. The term of a special committee shall end at the expiration of the term of the appointing President.

SECTION 7. RESEARCH COMMITTEE. The Research Committee shall be a standing committee comprised of at least six members whose terms at appointment shall be for three (3) years each. The President shall make all Committee appointments necessary upon the expiration of Committee members’ terms. In addition, the President, President Elect, and the Past President shall serve on the Committee each year. Duties of the Committee shall be: To provide a vehicle through which the State Efficiency Committee, the State Department of Education, the State Department of Audit, the State Legislature, and the Local School District Officials can work to achieve a more solid and consistent financial accounting and reporting system for Mississippi Public School Districts.

SECTION 8. Any committee, including the Executive Committee, may meet periodically upon the call of the committee chairman. Any committee may permit any or all members to participate in any meeting by, or conduct such a meeting through the use of, any means of communication by which all committee members participating may simultaneously hear each other during the meeting. Any committee member participating in meeting by this means is deemed to be present in person at the meeting.

If and when the Executive Committee shall severally or collectively consent through the official minutes to any action to be taken by the Association, such action shall be as valid as though it had been authorized at a meeting of the Executive Committee.

ARTICLE III

Reports and Proceedings

SECTION 1. REPORTS. The Secretary/Treasurer, or Executive Director, shall be supplied with a copy of each paper, address or lecture which is given before the Association, to the extent available in writing.

SECTION 2. PROCEEDINGS. The Secretary/Treasurer or Executive Director shall compile the proceedings of the annual or special meetings of the Association. Each member of the Association shall be entitled to a copy of the report.

ARTICLE IV

Dues and Registration

SECTION 1. DUES. The Executive Committee shall be authorized to establish from time to time the annual dues of members within each membership classification of the Association. Payment of such dues shall entitle such members to receive the printed proceedings of the Association, special bulletins and reports as issued. Life members are also entitled to receive these materials.

Only members who pay their dues by the annual meeting are entitled to register at the annual meeting, except members of Boards of Education and Superintendents who may attend the annual meeting by payment of a registration fee only (if a fee is being charged.)

ARTICLE V

Membership and Fiscal Year

SECTION 1. The Fiscal Year will be July 1 through June 30. All Association positions and membership will run, however, from annual meeting to annual meeting.

ARTICLE VI

Amendments or Revisions to By-Laws

SECTION 1. AMENDMENTS OR REVISIONS TO THE BY-LAWS may be proposed at any meeting of the Association, provided resolutions for such shall be first presented at the first regular session of said meeting. Such resolutions shall then be referred to the committee on By‑Laws for recommendation and may be adopted or rejected by the Association at the last regular session of the meeting. Such amendments or revisions shall be determined by a two-thirds majority of the active and life members present.

ARTICLE VII

Rules, Adoption, Amendments or Revisions to Constitution and By-Laws

SECTION 1. RULES. The rules contained in Robert’s Rules of Order Revised, shall govern this Association wherever applicable, and in which they are not inconsistent with the Constitution or By‑Laws, or special rules of the Association.

SECTION 2. ADOPTION. Adoption of Constitution and By‑Laws was made at the first annual meeting of the Association in Jackson, Mississippi on February 27, 1970.

I hereby certify that the foregoing By-Laws, as amended, were approved by the Executive Committee on February January 5, 2018 and adopted by the vote of the Association membership on February 8, 2018.

Schedule of Membership Fees

As approved by the MASBO Board of Directors at their regularly scheduled board meeting held on June 14, 20013 and recorded in their minutes, the following Annual Membership Fees were established:

TYPE OF MEMBERSHIP	ANNUAL FEE
Active – School District Business Administrator	$30
Associate – (Other School District Employees)	$30
Associate – (Vendors, Other)	$50
Associate – (Employed by State Agencies)	$50
Life	$500

RESOLUTION OF THE EXECUTIVE COMMITTEE OF THE

MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS

OFFICIALS REGARDING PROPOSED

CONSTITUTION AND BY-LAW AMENDMENTS

Whereas, the Executive Committee (the “Executive Committee”) of the Mississippi Association of School Business Officials (“MASBO”) believes certain amendments to the Constitution and By-Laws of MASBO should be presented to the full MASBO membership at its 2004 Conference.

NOW THEREFORE, be resolved and determined by the Executive Committee as follows:

The Constitution and By-Laws should be amended to change the wording of First Vice President to President Elect and automatically succeed to the office of President the following year.

The Constitution and By-Laws should be amended to change the wording of second Vice_President-to-Vice_President.

The Constitution should be amended to allow for the removal of any officer by affirmative vote of four-fifths (4/5) of all members of the Executive Committee for malfeasance, failure to perform official duties, or any other action detrimental to the Association.

The By-Laws should be amended to require the President to be a member of the Association of School Business Officials International.

The By-Laws should be amended to change the masculine gender notations to a neutral gender.

The By-Laws should be amended to remove language about establishing research committee appointments that expire in 2004.

Upon motion duly made and seconded, the forgoing resolution was adopted by the Executive Committee of the Mississippi Association of School Business Officials on March 18, 2003 and adopted by the vote of the Association membership on February 19, 2004.

Officer and Committee Responsibilities

President

Shall preside at all meetings

Shall have general supervision of the affairs of the Association and shall perform the duties which usually devolves upon the chief executive of such an Association

Shall be required to be a member of SASBO

Shall appoint all committees and committee chairpersons not otherwise provided for within one month after the end of the annual meeting and shall be ex-officio member of all committees

Shall make a special effort to attend the annual meeting of SASBO

Shall prepare the program for the general sessions of the meetings of the Association and shall have the power to modify or change the program. Responsible for the overall programming and general session speaker of the conference

Shall approve all necessary notices mailed to the membership and all expenses incurred by the Association, or by any authorized member of the Association, before claims for such obligations are paid - All expenses incurred by the Association or by any authorized member of the Association that are ordinary and usual in nature may be paid prior to approval by the President and presented to the board at the next regularly scheduled board meeting following payment. Any claim that is deemed unusual and not ordinary should be presented to the President for prior approval before payment. These claims may be presented to the entire board for prior approval at the discretion of the President. Travel expenses of the Executive Director should have prior approval of the President before incurred.

Shall delegate any administrative duties to the Executive Director from time to time Secure past presidents gifts at the past president luncheon at the conference.

Served as contact with the MS Department of Education

Represent MASBO at various meetings and functions

President Elect

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall exercise all the functions of the President in the President’s absence and such duties as may be delegated by the President

Responsible for all the roundtables at the annual conference

Vice President

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall perform all duties as may be delegated by the President

Responsible for the banquet entertainment and centerpieces at the annual conference

Secretary/Treasurer

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall perform all duties as may be delegated by the President

Responsible for conference registration including registration table workers

Represent MASBO at the annual SASBO leadership conference

Responsible for 990 compliance

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall keep a full and accurate record of the proceedings and transactions of all meetings of the Association and of the Executive Committee

Shall perform all duties as may be delegated by the President

Represent MASBO at the annual SASBO leadership conference

Past President

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall serve on the research committee

Shall perform all duties as may be delegated by the President

Shall serve as compliance officer

MASBO Directors

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall perform all duties as may be delegated by the President

SASBO Director

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall serve on the Board of Directors of SASBO

Shall be the liaison between MASBO and SASBO

Represent MASBO at the annual SASBO leadership conference

Update membership on SASBO events at the annual conference

Responsible for MASBO Outstanding Business Official Award

MSBA Director

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall serve ex-officio on the Board of Directors of MSBA

Shall be the liaison between MASBO and MSBA

Update the membership on MSBA events at the annual conference

MASA Director

Shall attend each and every session of the Association’s annual or special meeting unless otherwise excused by the President

Shall serve ex-officio on the Board of Directors of MASA

Shall be the liaison between MASBO and MASA

Update the membership on MASA events at the annual conference

Convention Committee (Conference Planning)

Recommend theme

Recommend educational sessions

Recommend a pre-conference session

Brainstorm other possible recommendations for the annual conference

Financial Review Committee

Shall consist of at least three active or life members

Shall review the accounts and records of the Association and submit a report on the Association’s finances to the Association at its annual meeting

Follow the established guidelines below

Constitution and By-Laws Committee

Shall consider proposals for amendments or revision to the Constitution and By-Laws and present recommendations to the Association is accordance with Article VI of the Constitution and Article VI of the By-Laws

Nominating Committee

Shall consist of three active members in attendance at the annual meeting.

Shall nominate a person or persons for the elective offices and present its nominations to the membership before adjournment of the regular sessions of the Association

Past committees included the President, Past President and President-Elect

Resolutions Committee

Shall receive and consider all resolutions that may be referred to it by the Association and may hold meetings to hear the proponents and opponents of such resolutions

Shall also prepare all special resolutions concerning memorials, withdrawals, etc., and present it on the floor of the conventions at the call of the President

Shall report before the adjournment of the annual meeting of the Association

Publicity and Local Committee

Shall perform duties at the annual meeting place to obtain adequate publicity coverage and to assist in the smooth operation of the conference

Special Committees

Shall be appointed by the President and approved by the Executive Committee, as needed. The term of a special committee shall end at the expiration of the term of the appointing President

Research Committee

Shall be a standing committee comprised of six members whose terms at appointment shall be for three (3) years each. The President shall make all Committee appointments necessary upon the expiration of Committee members’ terms

The President and the Past President shall serve on the Committee each year

To provide a vehicle through which the State Department of Education, the State Department of Audit, the State Legislature, and the Local School District Officials can work to achieve a more solid and consistent financial accounting and reporting system for Mississippi Public School Districts

Address legislative issues

Report recommendations to MASBO Board of Directors

Professional Development Committee

Shall be a standing committee whose members are appointed by the President

Shall be responsible for planning and coordinating training opportunities and other initiatives designed to enhance the professionalism and competence of Association members

Oversee the MASBO Academy

Recommend additional professional development ideas to the Board of Directors

Review all nominations for the Outstanding School Business Official award and recommend a winner to the board for approval

Financial Review Committee Guidelines

The Executive Director should maintain a fiscal year binder containing:

Copy of MASBO Bylaws
Copy of MASBO Minutes for that year
Reconciled bank statements for that year
Current budget (showing original budget vs. final expenses format)
Current financial statements (Balance Sheet, Rev & Exp Report, Treasurer’s Report)
Active Membership List
Copy of the MASBO Conference program
Conference attendance numbers (number registered for conference, guest, banquet)

The Committee should establish a date with the Executive Director between July 1 and Sept. 30 to conduct the review of documents. The review will take place at a location designated by the Executive Director. The review should be completed and filed with the MASBO Board of Directors no later than Sept. 30 each year.

The Committee should use the following checklist to complete the review:

Read current minutes pulling out all items regarding monetary transactions and adoption of budget.
Review approved budget compared to final expenditures looking for unexplained variances. Unexplained variances are those that are not approved or addressed within the minutes.
Review bank statements comparing:

Cancel checks with actual expense documents
Test and review all items over $750
Test and review all payments made to individuals

Review expense items for invoices, receipts, and receiving records (all expense items should have some type of document to justify the purchase)
Review receipt items for deposit records. Compare annual revenue to conference participation numbers.

Mississippi Association of School Business

Officials

Approved: November 3, 2010

Standards of Conduct

In relationships within the school district it is expected that the School Business Official will:

Support the goals and objectives of the employing school system.
Interpret policies and procedures fairly and objectively.
Implement, to the best of their ability, promulgated laws and regulations.
Assist fellow administrators as appropriate in fulfilling their obligations.
Establish and maintain the best possible image of the school district.
Refrain from publicly criticizing board members, administrators or other employees.
Avoid conflicts of interest or the appearance of such, by not conducting business with a company which the official or family member has a vested interest.
Avoid preferential treatment of an outside interest group, company or individual over another.
Never accept or offer illegal payment for services rendered.
Permit the use of school property only for officially authorized activities.

In relationships with colleagues in other districts and professional associations, the School Business Official will:

Support the actions of a colleague whenever possible, never publicly criticizing or censuring the official.
Offer assistance and guidance to a colleague when such help is requested or when the need is obvious.
Actively support and promote appropriate professional associations aimed at improving school business management.
Accept leadership roles and responsibilities when appropriate.
Refrain from using any organization or position of leadership in it for personal gain.
Acquire and disseminate information through ethical and responsible means.
Respond to requests for information in a timely manner.
Take appropriate steps to ensure the accuracy and completeness of all communicated information.
Safeguard restricted or confidential information.
Support the professional association’s Constitution.

Certification
I certify that I have read the above Code of Ethics and Standards of Conduct and further, that I understand and agree to respect, honor and uphold these standards of the Mississippi Association of School Business Officials.
Signature	Date

Mississippi Association of School Business

Officials

Approved: November 3, 2010

Code of Ethics

A school business official’s professional behavior, within the school system, the profession and the community must conform to an ethical code. The code must be idealistic yet practical as applied to the members of our profession. The official acknowledges that the schools belong to the public they serve for the purpose of providing educational opportunities to all. The official assumes responsibility for providing professional leadership in the school and the community. This responsibility requires the official to adhere to standards of exemplary professional conduct. It is understood that the official’s actions are observed and appraised by the community, professional colleagues and students. Therefore, members of the Mississippi Association of School Business Officials subscribe to the following:

The well being of students is the primary consideration in all decision-making actions.
Build respect, credibility and strategic importance for the profession within our organization and the communities in which we work.
Obey all local, state and federal laws.
To preserve the integrity of the school business office in its dealings with others.
To inform and educate current and future practitioners, the organizations we serve, and the general public about principles and practices that help the profession.
To positively influence the workplace.
To promote professional growth through affiliation with international, regional, state and local organizations.
Avoid using position for personal gain through influence politically, socially or economically.
To encourage professional decision-making and responsibility.
To encourage social responsibility.

Mississippi Association of School Business

Officials

Approved: November 3, 2010

Conflict of Interest Policy and Contract

Statement of Policy

Each member of the Board of Directors for the Mississippi Association of School Business Officials (MASBO) has a duty to place the interest of the association foremost in any dealings with or on behalf of the association. No member shall use his or her position, or the knowledge gained there from, in such a manner that a conflict arises between the interest of the association and his or her personal interests.

Whenever a director or officer has a financial or personal interest in any matter coming before the board of directors, the affected person shall a) fully disclose the nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested directors determine that it is in the best interest of the association to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.

To implement this policy, Board members of the association will acknowledge understanding and acceptance of this policy by signing the attached, and by submitting the attached report of material facts and personal interests. These reports will be reviewed by the Board of Directors, which will attempt to resolve any actual or potential conflict.

If not previously disclosed, Board members will make disclosure prior to any relevant action by the Board.

ACCEPTANCE OF

Mississippi Association of School Business Officials

CONFLICT OF INTEREST POLICY

As a member of the Board of Directors for Mississippi Association of School Business Officials, I hereby acknowledge that I have read and understand this Conflict of Interest policy, and that I accept its conditions as outlined.

_______________________________________

Signature

_______________________________

Date

Noted below are material facts and personal interests that may conflict with the best interest of the organization (please list any current, past or planned personal, professional, business or other interests or associations that may be actually or perceived as in conflict with the best interest of MASBO):

Mississippi Association of School Business

Officials

Approved: November 3, 2010

Whistleblower Policy

The Mississippi Association of School Business Officials (the “Association”) officers, directors and employees shall observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of the Association, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

Reporting Responsibility

It is the responsibility of all directors, officers and employees to comply with the Code and to report violations or suspected violations in accordance with this Whistleblower Policy.

No Retaliation

No officer, director or employee who in good faith reports a violation of the Code shall suffer harassment, retaliation or adverse employment consequence. The Association will investigate any possible fraudulent or dishonest use or misuse of Association property by officers, directors, staff, volunteers or members. Anyone found to have engaged in a fraudulent or dishonest conduct is subject to disciplinary action by the Association up to and including civil or criminal prosecution when warranted. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the Association prior to seeking resolution outside the Association.

Reporting Violations

Individuals are encouraged to share their questions, concerns, suggestions or complaints with someone who can address them properly. In most instances, the Executive Director should be contacted. If this is not practical, concerns should be addressed to the immediate Past President.

The immediate Past President shall investigate and resolve all reported complaints and allegations concerning violations of the Code of Ethics or Conduct Code.

Compliance Officer

The Association’s Compliance Officer is responsible for investigating and resolving all reported complaints and allegations concerning violations of the Code and, at his discretion, shall advise the Executive Director and/or the audit committee. The Compliance Officer has direct access to the audit committee of the board of directors and is required to report to the audit committee at least annually on compliance activity. The Association’s Compliance Officer is the immediate Past President.

Accounting and Auditing Matters

The financial review committee of the board of directors shall address all reported concerns or complaints regarding the Association’s accounting practices, internal controls or other financial matters. The Compliance Officer shall immediately notify the financial review committee of any such complaint and work with the committee until the matter is resolved.

Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation of the Code must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations

The Compliance Officer will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

Mississippi Association of School Business

Officials

Approved: November 3, 2010

Document Destruction & Retention Policy

The purpose of this Policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed by the Association or are of no value are discarded at the proper time.

The following table provides the minimum requirements.

Type of Document	Minimum Requirement
Accounts payable ledgers and schedules	7 years
Audit reports	Permanently
Bank Reconciliations	2 years
Bank statements	3 years
Checks (for important payments and purchases)	Permanently
Contracts, mortgages, notes and leases (expired)	7 years
Contracts (still in effect)	Permanently
Correspondence (general)	2 years
Correspondence (legal and important matters)	Permanently
Correspondence (with customers and vendors)	2 years
Deeds, mortgages, and bills of sale	Permanently
Depreciation Schedules	Permanently
Duplicate deposit slips	2 years
Employment applications	3 years
Expense Analyses/expense distribution schedules	7 years
Year End Financial Statements	Permanently
Insurance Policies (expired)	3 years
Insurance records, current accident reports, claims, policies, etc.	Permanently
Internal audit reports	3 years
Inventories of products, materials, and supplies	7 years
Invoices (to customers, from vendors)	7 years
Minute books, bylaws and charter	Permanently
Patents and related Papers	Permanently
Payroll records and summaries	7 years
Personnel files (terminated employees)	7 years
Tax returns and worksheets	Permanently
Timesheets	7 years
Trademark registrations and copyrights	Permanently
Withholding tax statements	7 years

MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

AND

SOUTHEASTERN ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

OUTSTANDING SCHOOL BUSINESS OFFICIAL AWARD

Each year at the annual conference in February, the Mississippi Association of School Business Officials will recognize an outstanding MASBO member who for that year exemplifies professionalism, leadership and innovation in the field of school business management. The award winner will be recognized by the Southeastern Association of School Business Officials at their Annual Conference in April. A team of past Association of School Business Officials International Eagle Award Recipients from SASBO will assist the State Association’s Outstanding Business Official, who are ASBO International Members and are interested, in preparing an application for the ASBO International Eagle or Pinnacle Awards.

MASBO will send their award winner’s name to the SASBO Executive Secretary no later than April 1 of each year. The SASBO Executive Secretary will work with the past ASBO International Eagle Award Recipients in contacting the State Award Winner and assist those interested in applying for the ASBO International Eagle or Pinnacle Awards.

GUIDELINES:

A Superintendent or active member of MASBO may submit nominations for the Outstanding Business Official to MASBO by submitting the following information:

A description of the nominee’s service to their school district, their profession, their colleagues and their communities by completing the official Nominee Application.

Three letters of recommendation, at least two of which directly address issues concerning the nominee’s activities and career as a school business official. (This is Optional)

Additional information regarding the nominee, if appropriate, on a separate sheet.

The completed application and attachments must be submitted to MASBO on or before October 31 of each year.

Nominees for the Outstanding Business Official must be a current active MASBO member who is employed by a Mississippi school district.

The MASBO board will review nominees objectively. The board reserves the right to request additional information on any nominee.

MASBO will notify the superintendent and/or family of the successful candidate and invite them to attend the presentation of the award at the annual conference. The names of candidates submitted, and the selection of the successful candidate, will be kept in strict confidence.

MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

OUTSTANDING SCHOOL BUSINESS OFFICIALS AWARD

NOMINEE APPLICATION

Nominee Information

Full Name of Nominee (an active MASBO member)

___________________________________________________________________________

Position Title ________________________________________________________________

Current Employer _____________________________________________________

Years with Current Employer ________________

Address _____________________________________________________________________________________________

Previous Employers (List all known) _____________________________________________________________________________________________

_____________________________________________________________________________________________

Total Years of Service as a School Business Official (estimate if unknown) ___________________

Please provide the nominee’s superintendent as well as a family contact in the event this nominee is chosen as a recipient.

Superintendent Name _________________________________________

Telephone Number ___________________________________________

Family Contact ______________________________________________

Telephone Number ___________________________________________

Nominator Information

Name of Nominating Individual _______________________________________________

Position Title ______________________________________________________________

Employer _________________________________________________________________

Address __________________________________________________________________

Telephone Number _________________________________

Email ____________________________________________

Return this nomination application, three letters of recommendation (optional), and any additional information to:

Sheryle Coaker, Executive Director, MASBO, P. O. Drawer 664, Petal, MS 39465

All nomination applications must be postmarked by December 31. Applications received after the deadline will be returned. Do not fax nomination applications. Please fill out next page.

MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

OUTSTANDING SCHOOL BUSINESS OFFICIAL AWARD

Please provide the Board with as much information on the Nominee by answering the following questions.

When appropriate, please indicate the total years of service for the various activities described.

1. Describe the achievements that the individual you are nominating has made to his/her current and prior

school district, including implementation of significant project or programs:

_____________________________________________________________________________________________

______________________________________________________________________________

2. Describe the service that the individual you are nominating has provided to his/her peers and subordinates

either through district service or other formal/informal arenas.

_____________________________________________________________________________________________

3. Describe the service that the individual you are nominating has made to MASBO.

_____________________________________________________________________________________________

____________________________________________________________________________________________

_____________________________________________________________________________________________

4. Describe the community service provided by this individual.

_____________________________________________________________________________________________

MISSISSIPPI ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

PAUL L. FRANKLIN, SR. SCHOLARSHIP APPLICATION

Purpose of Scholarship: To assist interested members of MASBO with tuition expenses of college courses taken to meet certification requirements of Certified School Business Official or Certified Business Administrator or to enhance the professional skills of the recipient(s).

Please type application

Circle: Dr. Mr. Mrs. Ms. Miss

Nominee Name: __________________________________________________________

First Middle Last

Home Address: ___________________________________________________________

Street City Zip

School Name: ____________________________________________________________

Address: ____________________________________________________________

Telephone Home: ____________ Office: ______________ Fax: ____________

__________________________________

Signature of Nominee

__________________________________

Date

State Reason(s) for Seeking Scholarship

________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________

List Professional Preparation: (begin with most current)

Dates Institution or Location # Hours or Degree

List Professional Experience: (begin with present position)

Position Name and Location/School District Dates

Professional Activities, Awards, and Honors:

Cite professional organizations of which you are a member with year(s) of membership and office(s) held. Also, cite service or professional task forces and other leadership activities. Give name and dates in chronological order or special awards and honors.

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Community Service:

Cite membership in civic, social, athletic, humanitarian, philanthropic, or other organizations and leadership roles played. Cite special awards and honors with dates in chronological order.

Evidence of Effective Leadership:

Cite three or four noteworthy accomplishments in your career to show evidence of specific results.

MABSO Participation:

Please describe your participation and activities relating to MASBO.

Future Plans:

What are your future professional plans as they relate to school business activities?

To be completed and returned to:

Sheryle Coaker, Executive Director

MASBO

P O Box 664

Petal, MS 39465

Phone: (601) 544-0262

This application must be completed along with a letter of recommendation and support from the supervisor or superintendent before July 1 of each year.

The Scholarship will be awarded each year on or before August 15.

The scholarship recipient will be required to submit proof of successful completion of the course(s).

MASBO PRESIDENTS

YEAR PRESIDENT SCHOOL DISTRICT

1970-71 * Paul Franklin Meridian Municipal

1971-72 * M. L. Malone Pascagoula Municipal

1972-73 Smith Sparks Laurel Municipal

1973-74 Bob McCord Tupelo Municipal

1974-75 Roy Boutwell Jones County

1975-76 W. E. Barksdale Hattiesburg Municipal

1976-77 * Roger McDaniel Hinds County

1977-78 Richard Hamberlin Clarksdale Municipal

1978-79 * O. B. Singleton Leflore County

1979-80 Patricia Robertson McComb Municipal

1980-81 * Bob Hoffman State Dept. of Audit

1981-82 * Hilda Robinson Louisville Municipal

1982-83 * Donald Marion Natchez-Adams

1983-84 Martha Dees New Albany Municipal

1984-85 Bruce Stewart Biloxi Municipal

1985-86 Joyce Franklin Warren County

1986-87 Scott Dutt Tupelo Public

1987-88 Jackie Roberson Lauderdale County

1988-89 * Truman Albritton Tate County

1989-90 Carey Smith Clinton Public

1990-91 Barbara Howard Humphreys County

1991-92 Maureen Gunkel Vicksburg-Warren

1992-93 * Stan Woodward Moss Point Public

1993-94 Billie Arnold Pearl Public

1994-95 Bo Surrell Grenada Public

1995-96 Phyllis Gronewold Louisville Public

1996-97 Joyce Riales DeSoto County

1997-98 Kevin Brantley Rankin County

1998-99 Shirley Vickers Yazoo County

1999-2000 Randy Thweatt Lee County

2000-01 Teresa Dunn Calhoun County

2001-02 Gwen Durham Sunflower County

2002-03 Linda Pannell Tupelo Public

2003-04 Sandy Halliwell Clinton Public

2004-05 Milton Stennett Laurel Public

2005-06 Bobbie Sparks Corinth Public

2006-07 Scott Lewis Jones County

2007-08 Charles Webb Oxford Public

2008-09 Stuart White George County

2009-10 Sheryle Coaker Petal Public

2010-11 Debbie Jones Madison County

2011-12 Stacey Graves Desoto County

2012-13 Earl Burke Hinds County

2013-14 Kathy Roberson Senatobia Schools

2014-15 Shane Switer………………………………………………......... Biloxi Schools

2015-16 Jana Grenn-------------------------------------------------------- Long Beach Schools

2016-17 David Rubenstein…………………………………………South Panola Schools

2017-18 * Kenneth Hughes ………………………………………Lowndes County Schools

2018-19 Sharolyn Miller..…… ……….……………..Jackson Public School District

2019-20 Jennifer Hession ------------ --------------------------Lamar County School District

2020-21 Brenda Myers………………………………………………Pearl School District

*Deceased

OUTSTANDING BUSINESS OFFICIALS AWARD

RECIPIENTS

2007

Marsha Garziano, Pass Christian School District

2008

Jamie Harvey, Long Beach School District

2009

Donna Martin, Marion County School District

2010

Sheryle Coaker, Petal School District

ASBO International Eagle Award Recipient - 2010

2011

Bo Surrell, Grenada School District

2012

Sandy Halliwell, Clinton School District

ASBO International Eagle Award Recipient – 2011

2013

Kevin Brantley, Rankin County School District

2014

Debbie Jones, Madison County School District

2015

Earl Burke, Hinds County School District

ASBO International Eagle Award Recipient – 2012, 2015

2016

Jennifer Hession, Lamar County School District

2017

Stacey Graves, Desoto County School District

2018

Dennis Cochran, Greene County School District

2019

Tammie McGarr, Starkville-Oktibbeha School District

2020

Melinda Aven, Western Line School District

2021

Tammy McGarr, Starkville-Oktibehha School District

2022

T.J. Burleson, Pearl River County School District

2023

Stephen May, Forrest County Agricultural High School

PAUL L. FRANKLIN, SR. SCHOLARSHIP

RECIPIENTS

2008

Yulanda Austin, Tunica School District

Lotis Richardson, Greenville School District

2009

Diedra Cooley, Richton School District

Sharon Harris, Clinton School District

2010

Deneshia Harrison, Leake County School District

Kelly Penson, Philadelphia School District

2011

Elizabeth McLendon, George County School District

Rebecca Roby, Oktibbeha County School District

Kelly Penson, Philadelphia School District

2015

Melissa Wallace, Tate County School District

2017

Emily Jenkins, Starkville School District

Christy Jones, Hinds County School District

2019

Pauline Geiselman, Gulfport School District

2023-2024 Committee Assignments:

MASBO Board of Directors:

*President, T.J. Burleson, Pearl River County School District

*President Elect, Susan Cothren, West Point School District

*Secretary-Treasurer , Rodney Murphy, Grenada School District

Director, Jennifer Clanton, Canton School District

*Director, Dana Fleming, Gulfport School District

Director, T.J. Burleson, Pearl River County School District

Director, Susan Cothren, West Point School District

Director, Rodney Murphy,

MASA Director, Shane Switzer, Biloxi School District

SASBO Director, David Rubenstein, South Panola School District

Past President, Jennifer Clanton, Hattiesburg School District

Executive Director, Sheryle Coaker

*Executive Committee

RESEARCH COMMITTEE:

District

Rachel Murphree

Tupelo

Jennifer Hession

Lamar

Sharolyn Miller

Jackson Public

Brenda Myers

Pearl

Sheryle Coaker

Executive Director

Paige Bromen - CHAIR

Pass Christian

Bailey James

East Jasper

Jana Grenn

Pascagoula

Dennis Cochran-

Greene

Barry McKenzie

Madison

Pam Anthony

South Delta

FINANCIAL REVIEW COMMTTEE:

Yulanda Austin, CHAIR

Pearl

Rhonda Rowzee

Laurel

Natasha Henderson

George

CONSTITUTION/BY-LAWS COMMITTEE:	District
David Rubinstein - CHAIR	South Panola
Jennifer Clanton	Canton
Kathy Roberson	Senatobia
Gwendolyn Williams	Hollendale


RESOLUTION COMMITTEE:
T. J. Burleson - CHAIR	Pearl River
Susan Cothren	West Point
Kim Rogers	Columbia

PROFESSIONAL DEVELOPMENT COMMITTEE:
Sub-committee - SBA Certification
Dana Fleming - CHAIR	Gulfport
Jennifer Hession	Lamar
Sheryle Coaker	ED
Sharolyn Miller	JPS
Shane Switzer	Biloxi
Latasha Straughter	Aberdeen
Rodney Murphy	Grenada
Susan Cochran	McComb

PROFESSIONAL DEVELOPMENT COMMITTEE:
Sub-committee - Conference Planning
Dana Fleming - CHAIR	Gulfport
Jennifer Hession	Lamar
Sheryle Coaker	ED
Marcy Hartzog	Walthall
McKay Tingle	Richton
Tammy McGarr	Starkville
Brett Reynolds	Carroll
Denise Ladner	Hancock

AMENDMENTS OR REVISIONS TO GOVERNANCE MANUAL

March 25, 2011	Reviewed
October 2012 November 2013
February 2016	Amended
May 2016 April 2018	Reviewed, Amended
May 2019	Reviewed, Updated