Procedural Changes - Re-Affiliation

The Agent of Record will submit affiliation renewals and updates directly to the office. The office will forward copies of the form to the appropriate District Commissioner; until such time as the process can be done electronically (there will then be an electronic notification). This will allow the office to verify the information submitted as being complete. We have procedures in place that will assure that only current affiliates can re-affiliate.

In the case of problem affiliates, the office will notify the appropriate DC of all written complaints received regarding an affiliate, so that the BOD can take appropriate action, per 107.2 #6

“District Commissioners and Regional Vice Presidents shall report in writing excessive affiliate complaints to the BOD for consideration as to renewal of affiliation”

With the office and the DC having copies of all complaints, they can be brought before the BOD at the appropriate time. FYSA gives the power to approve affiliates to the BOD, not the DC so the DC signature on the affiliation form is not needed.

Procedural Changes – New Affiliates

New forms have been created for new affiliate application, and these forms must be used. These forms distinguish between full and associate affiliates. All documentation must be complete when submitted.

All documents will come to the FYSA office, complete, no later than 30 days prior to a scheduled EC/BOD meeting. The office will verify the completeness, the appropriate DC and RVP will receive copies, and the original will be presented by the Secretary at the DC/BOD meeting. When approved, the appropriate notation will be made on the form, and the form and all documentation will be filed in the FYSA office. Affiliations not approved, will be returned to the appropriate RVP/DC/ADC for return to the applicants.

For full affiliates, the FYSA office will notify all affiliates within the district in writing of the application and advise that they may submit objections to the affiliation, and that those objections for consideration must be received no later than seven (7) days prior to the scheduled meeting.