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AAUW ROSEVILLE SOUTH PLACER

POLICIES AND PROCEDURES

I. GENERAL ADMINISTRATION

A. BRANCH ACTIVITIES

1. The branch shall have a branch activity at least nine times a year.
2. The annual meeting in May shall include an election of the following year’s officers, presentation of the budget and, when needed, voting on any changes in branch dues or amendments to the bylaws.
3. The June program shall include installation of elected officers, announcement of the EF honorees, and presentation of the new board.
4. The program chair shall form a committee and meet as soon as feasible after the Annual Meeting to plan the year’s programs. This committee shall include a representative from the Communication Committee and the Development Committee.
5. Reservation Procedure:  The reservation calling procedure shall advertise events and encourage members’ attendance. The Reservation Chair shall divide the membership list into geographic areas and appoint one or more telephone callers for each area. The individual callers shall report attendance to the Reservation Chair who shall report to the Program Chair.
6. The membership committee shall provide nametags for all meetings and events.

B. BRANCH BOARD

1. Board meetings shall be held monthly.
2. The president(s) shall solicit agenda items during the week before the board meeting, asking officers and chairs to send in written items, reports if they are absent, and where possible written action items requiring motions.
3. Written agendas shall be sent out to all board members prior to the monthly meeting.
4. Written minutes of the previous meeting shall be sent to board members prior to each meeting.
5. Financial reports shall be sent to board members prior to each meeting.
6. Branch materials and supplies—office, communication and hospitality—shall be inventoried by the secretary and the list made available to all Board members and committee chairs.

C. FINANCE

1. The treasurer shall appoint two people to a budget committee to prepare a proposed budget for submission to the board by no later than March.
2. Any non-budgeted item proposed for expenditure during the year must be approved by the Board.

D. NOMINATING COMMITTEE:

The members shall serve for a full year and be prepared to suggest to the Executive Committee names for unfilled offices or vacated positions.

E. BRANCH HISTORIAN:

The Board shall appoint a Historian to keep branch records such as publications, awards, photos, and photo release forms.

II  PHILANTHROPY

A. The Branch is committed to support financially

1. The Educational Foundation:  See Appendix I
2. The Legal Advocacy Fund 
3. Scholarships for Re-entry Women:  See Appendix II
4. Tech Trek
5. Speech Trek

B. Fund Raising

1. All fundraising in support of the Branch philanthropies shall be overseen by the Development Committee, which shall facilitate the coordination of multiple fundraising efforts.
2. The Development Committee shall be comprised of  chairs of  EF, LAF, Tech Trek, Scholarships, Speech Trek, the treasurer, a representative of the Communication Committee and the Program Committee, and branch president(s).
3. The Development Committee shall

a. Establish fundraising guidelines and evaluate fundraising options.
b. Assist the separate fundraising committees to set target financial goals and plan fundraising events.
c. Work with the Communication Committee to develop and maintain a database of all Branch solicitations.  To ensure that donors are not overly solicited for gifts, the database shall segregate the list by various fundraising groups.
d. The purpose for which funds shall be used shall be made clear   on all advertisements in newsletters, newspaper articles, the Website, and tickets, etc.  The destination of funds may not be changed after the fundraiser is over, except proceeds from general fundraising for branch operations may be reallocated to branch projects by the Board.
 e. Submit all fundraising plans to the Board for approval.
 f. Recommend to the Board the use of any unallocated proceeds  from fundraising events.
 g . Committee Chairs shall make sure that thank you letters are sent to all contributors.

III. COMMUNITY OUTREACH

In order to increase the visibility of AAUW in the community, encourage additional membership and focus our energy and time on our fundraising activities, the Branch may

A. Encourage members to participate with and support other community organizations and communicate AAUW’s mission, programs and events to them.

B. Seek out those organizations or groups having similar goals in order to develop a working relationship. AAUW and community organizations may function as partners or sponsors in events or programs that benefit both organizations

C. Requests from non-members to sell merchandise at events shall be reviewed and approved by the Executive Committee or president(s) in advance.

IV. COMMUNICATION

A. The Communication Committee’s role is to ensure a uniform and  accurate portrayal of the Branch and its mission to prospective members, potential donors, and the public at large.  Written or Website communication such as donation solicitations, thank you correspondence to a large audience, programs, brochures shall go through the Communications Committee for a consistent and professional use of Logo and style. The Communications Committee shall work to meet the requirements of the committee chair making the request.

B. The Communication Committee shall

1. Maintain a database of all solicitations and shall segregate the database for each of the various fundraising groups to ensure that donors are not overly sought for gifts.
2. Maintain a list of recommended professional printers for reference by any Branch member.
3. Solicit advertising for the Website, Handbook, Branch Lines, and Brochure using the guidelines established by the Board for acceptable ads. All advertising profits shall be contributed to the Operating Budget
4. Send mass E-mails only when such are compelling and immediate in nature, a correction of a serious informational error, or include time-sensitive information not available when the monthly bulletin was published. All mass E-mails require the approval of the president(s).

C. HANDBOOK

1. The Branch shall publish a yearly handbook to be distributed at the first branch meeting of the year. Handbooks will be mailed to members not in attendance.
2. The handbook shall include, but not be limited to, members’ names, addresses, telephone numbers, e-mail addresses, AAUW member numbers, educational sites and degrees and professions. Spouse’s or significant other’s names may be included by member choice.
3. The handbook shall include, but not be limited to, the yearly budget, the elected and appointed officers’ names, committee chairs’ names, and Branch interest groups. Other listings may include past presidents, Branch EF honorees, the year’s program and other pertinent information.

D. BRANCH NEWSLETTER

1. A monthly newsletter shall be published and disseminated by either E-mail or USPS eleven months a year, with June and July being combined.
2. All copy for inclusion in the newsletter shall be sent to the editor by the 15th of each month with newsletter distribution by the fourth week of the month.
3. The newsletter shall contain as a minimum
   • A summary of the previous month’s Board minutes
   • Information about all up-coming Branch programs, meetings, and events
   • Reports of important Public Policy issues, including those recommended by the Association or State AAUW
   • Dates of Interest Group Meeting
   • A president(s)’ report
4. The editor is not a reporter. Content should be sent to the editor “print ready.”
5. Photos of Presidents for Branch Lines shall be submitted by the   President(s).
6. On approval of a president information from organizations that meet the Branch Community Outreach requirements may be included in Branch Lines on a space available basis.
7. The newsletter draft shall be proofread by a president and an assistant proofreader.

E. WEBSITE see Appendix III

1. A Branch Website shall be maintained by the Webmaster, incorporating Branch membership information, the monthly newsletter, list of candidates, by-law or policy changes, photos from events, graphics, logos, and other information that shall project the Branch’s image to the public and promote AAUW’s mission and values.
2. With the Webmaster’s approval, users of the Website may reprint materials provided that credit is given to the AAUW- Roseville-South Placer Branch.
3. The Website may not be linked or used for personal or professional financial or political gain.
4. All members’ addresses, E-mail addresses and telephone number shall be omitted from the Website.
5. A photo release form must be signed by parents for the use of any minor’s picture in Branch distributions, and release forms shall also be obtained for photos of individuals.
6. Information in Branch publications is for the personal use of members and may; not be given to individuals, agencies or organizations outside of AAUW without the approval of the Branch Board of Directors.
7. Photos of Presidents for the Website shall be submitted by the President(s).
8. On approval from a President, information from organizations that meet the Branch Community Outreach requirements may be included on the Website.

 

APPENDIX I

EDUCATIONAL FOUNDATION HONOREE TIMELINE

• June/July:The President appoints an EF Honoree Chair and committee to select the recipient(s) of the Eleanor Roosevelt Award. The committee should include at least one of a previous year’s honorees if feasible.
• November:The EF Chair completes the form for the EF donation for the amount in the approved Branch budget and sends it to the Treasurer for submission with the check before the deadline (currently December 1).
• November: the December Branch Lines the Committee Chair requests members to submit names of members who have made special contributions to the Branch during the recent fiscal years. The January Branch Lines shall repeat this request.
• January:The Committee meets to select the Eleanor Roosevelt Honoree(s). One nominee is selected for each $750 donated by the Branch to EF, but the committee should not select more than three Honorees each year regardless of the size of the Branch donation. The committee shall try to select Honorees who have not recently been chosen.
• January:The Chair shall submit the names to the State EF by the State deadline (currently February 1). Honorees’ names are presented at the State Convention in the spring.All Honorees’ names are to be kept secret until the Branch presentations are made later in the year.
• February:The Committee shall order EF honoree pins for each person (see State Website). State EF sends certificates to the Branch EF Committee Chair.
• February:Information about each Honoree shall be collected for use at the presentation—summary of contributions to the Branch, personal information about education and profession.
• May/June:  Presentation of the awards shall be at the Installation—certificate and pin—and announcements made in the next Branch newsletter.
• August:  Handbook Chair adds the names to the cumulative list.

 

APPENDIX II

SCHOLARSHIP

Purpose:Roseville-South Placer AAUW offers academic scholarships to re-entry* Sierra College women who are financially in need of support to meet their academic goals, to become economically independent and successful in the work force and to become contributing members of their community

*(Definition of re-entry woman: A woman whose education has been interrupted for a period of time. Reasons for interruption may be due but not limited to being a single parent raising children, raising a family, a medical crisis, participation in the military service, etc.)

Scholarship Policy and Procedure

• The Scholarship Chair will select branch members to form a scholarship committee.  This committee will review and evaluate the applications. The committee will then interview those chosen and select a recipient.  The committee may consider renewal of grants to applicants who have previously received branch scholarships and intend to continue their education. Their recommendations will be brought before the Board for approval.
• The Roseville-South Placer Branch of AAUW is committed to supporting a recipient until she reaches her goal of AA/AS/BA/BS or a teaching certificate.
• Scholarships usually will be paid before the beginning of each semester and contingent upon the recipient having successfully achieved a 3.0 or better GPA and enrolled in the minimum number of hours.
• The Branch may provide the recipient with a student affiliate membership to the Roseville-South Placer Branch of AAUW.
• If the recipient drops out of college or completes her program, a new application is submitted to Sierra College and the process begins again.

 

Appendix III

AAUW Roseville South Placer Branch
Website Policy Statement

This policy has been developed to maintain the integrity of the AAUW Roseville South Placer Branch Website and to use information about AAUW and our Branch in ways that accurately portray the AAUW image and its mission, strategic process, policies, and programs.  Inquiries about the Website or this policy should be directed to the Webmaster.

Goals

• The purpose of the Website is to disseminate:

• Information to members including prospective members.
• Information to community businesses, academic institutions and high school administrators/students.
• Information for community outreach programs and publicity.

Webmaster

• The Webmaster maintains the existing Website on the remote server. 
• The Webmaster is responsible for the Host vendor contract and for payment of services received.
• The Webmaster is responsible for Website design and content.
• The Webmaster is responsible for ensuring that the Website is easy to navigate and that it meets the needs of its members.
• The Webmaster ensures that the Website is a valuable resource for its members.

Communication Committee

• The Webmaster in conjunction with the Communication Committee defines, updates and enforces the Website policies.
• The purpose of the Website policy is to define the content, format and style of the Website html pages.
• The Communication Committee Chairman will be the committee liaison to the board.

Ownership Statement

• All content unless otherwise defined is the sole property of our Branch and AAUW; and such content is protected by copyright.
• Content may be used for AAUW Roseville South Placer purposes only.
• Image rights are retained by the person submitting images for the web site.  Photo Release Forms must be obtained by the person submitting the photo with due diligence in the case of minors.
• Images from the Website may only be used with the approval of the Webmaster.

Content

• Board members and committee chairmen may submit content for the Website to the Webmaster.
• Other Website content requests will be published upon approval of the Communication Committee Chairman.  The Communication Committee Chairman may bring requests to the Board if she deems Board approval necessary.
• We reserve the right to remove any materials on our Website that we consider to be objectionable for any reason.

Timeliness

• Material to be posted should be sent to Webmaster in a timely manner.
• Dated material will be posted and removed by the Webmaster at her discretion.
• The Webmaster continually monitors the Website to ensure the up-to-datedness of AAUW and Branch information.

Endorsement

• The Website provides links to other websites for convenience and informational purposes only. Links are not intended as endorsements of any views expressed, products or services offered on other sites, or the organizations sponsoring those sites.
• Reference to any product or service by trade name, trademark, manufacture, or otherwise does not constitute an endorsement, or a recommendation by the Branch.

Privacy Statement

• All contact information provided is intended for Branch purposes.
• It is the responsibility of the sender (newsletter editors, committee members, board members) to remove personal or sensitive material before sending content to the Webmaster for posting.
• E-mail addresses of members will not be posted.  The Website email address will be used instead. 
• The Webmaster will handle all Website correspondence, forwarding as necessary to appropriate members.
• AAUW Roseville South Placer does not share, disclose or sell any personal information provided by members

 

 

 

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