AAUW ROSEVILLE SOUTH PLACER
POLICIES AND PROCEDURES
Roseville/South Placer Branch of AAUW – Policies & Procedures – December 2010 Page 1
I. BRANCH BOARD of DIRECTORS
A. Composition
1. Elected Officers
a. President
b. President-Elect
c. Program Vice President
d. Membership Vice President
e. Finance Vice President
f. Secretary
2. Appointed Directors – Committee Chairs may include:
a. Membership Treasurer
b. Parliamentarian/Bylaws
c. AAUW Funds
d. Public Policy
e. Development Chair
f. Tech Trek
g. Speech Trek
h. Scholarships
i. Communications Chair
j. Branch Lines
k. Webmaster
l. Handbook
m. Capital Counties IBC Representative
n. Sierra College Leadership
o. Reservations
p. Sunshine
q. Interest Group Coordinator
r. Neighborhood Group Coordinator
s. New Member Coordinator
B. Responsibilities
1. The Board priorities shall be to:
a. Contribute to the growth and advancement of AAUW and AAUW Funds.
b. Participate in the development and promotion of AAUW mission through branch programs, projects, and public policy advocacy.
c. Cooperate in AAUW work at the district, state and national level.
2. Each director shall:
a. Submit a written year-end report to the president(s) for inclusion in the annual report.
b. Keep a current experience binder that contains the branch bylaws,
policies & procedures, job description, meeting agendas and minutes,
year-end reports, and documents related to her activities. The binder
shall be passed on to the successor director.
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c. Appoint and chair a committee to assist in carrying out her duties, as
needed.
d. Be responsible for monitoring the funds remaining in her budget. (See
Financial Management below)
e. Meet deadlines for submitting Branch Lines articles and required reports.
f. Notify the president(s) if unable to attend a board meeting.
C. Meetings
1. Board meetings shall be held monthly.
2. The president(s) shall solicit agenda items at least ten days before the board meeting, asking officers and chairs to send in written reports, including any action items requiring board approval.
3. Minutes of the previous meeting, the agenda, and the financial report shall be sent to all board members prior to the monthly meeting.
D. Administration
1. The appropriate chair shall maintain an inventory of branch materials and supplies, such as office, communication and hospitality.
2. The nominating committee members shall be appointed as provided in the bylaws and shall serve for a full year. They shall be prepared to suggest to the executive committee names for unfilled offices or vacated positions.
3. The branch bylaws and policies and procedures shall be maintained by the parliamentarian who shall periodically appoint and chair a committee to review and update them. Any proposed revisions shall be submitted for Board approval.
4. The president(s) shall appoint an historian to keep branch records, such as publications, correspondence, awards, and photos.
II. FINANCIAL MANAGEMENT
A. Management. The job descriptions of the financial VP and membership treasurer in the Appendix detail the branch financial management policies relative to branch funds, financial records, and required reports.
B. Branch Budget
1. No later than June, the incoming finance VP shall appoint and chair a budget committee to draft a proposed budget for the next fiscal year. The committee shall consist of the incoming directors: president(s), president(s)- elect, program VP, membership VP, development committee chair, and communications chair.
2. Prior to the budget committee meeting, the finance VP shall ask current and incoming directors to submit requests for budget items.
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3. The finance VP shall submit the proposed budget to the board at its July meeting, for adoption no later than the August board meeting.
4. Following its adoption, the budget shall be published in the Branch Lines and Website, and in the Branch Handbook.
5. The budget committee shall review the budget status and submit any request for changes for board approval at the January board meeting. If any increase in branch dues is warranted, the committee shall submit the request no later than thirty days prior to the annual meeting. Following board approval, the proposed dues increase shall be submitted for approval of the membership at the annual meeting, as provided in the Bylaws Section V.4.a.
6. Funding requests for unbudgeted items may be submitted for board approval at any time. Such requests shall include the reason for the request, how it will be used, documentation re projected cost, and source of revenue to cover the cost.
7. Chairs who have a budget shall be responsible for monitoring the income and expense for that category. Any expenditure expected to exceed the budgeted amount by over 10% after any projected income is applied shall require board approval.
C. Project Budgets
1. Project Donations. As it is difficult to predict the total amount of moneys that will be raised in any of the various project events, the amount scheduled in the budget to be donated to a project in any one fiscal year should be approximately the amount that has been earned and carried forward from the previous fiscal year. Therefore, except for Speech Trek and specific contributions, project funds earned in a current fiscal year may not be used for project donations until the following fiscal year.
2. Miscellaneous Fundraising. Miscellaneous fundraising that is not designated for a specific philanthropic project shall be budgeted to be used for operating expenses as needed. If recommended by the development committee and approved by the board, any moneys not needed for operating expenses in the current year may be transferred to specific projects, either when the budget is adopted or later in the fiscal year. If there are any remaining profits from these fundraisers at the end of a fiscal year, they shall be absorbed into the operating account balance forward.
III. BRANCH MEETINGS
A. Types
1. The branch shall have a branch activity for all membersat least nine times a year.
2. The annual meeting in April/May shall include an election of the following year’s officers and, when needed, voting on any changes in branch dues or amendments to the bylaws.
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3. The May/June program shall include installation of elected officers and
announcement of branch honorees, and may include presentation of the new board.
B. Program Committee. The incoming program VP 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.
C. Reservation Procedure. The reservation chair shall divide the membership list into geographic areas and appoint one or more representatives for each area. The representatives shall contact the members on their list to advertise events and encourage member attendance, as well as take reservations for the event. The representatives shall report attendance totals to the reservation chair, who shall then report them to the program VP.
D. All meetings, events and interest groups are open to all members. Where space is limited, reservations may be required.
IV. COMMUNICATIONS
A. Communications Committee
1. The communications 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.
2. Written or website communication such as donation solicitations, thank you correspondence to a large audience, programs, brochures shall go through the committee to ensure a consistent and professional use of Logo and style. The committee shall work to meet the requirements of the committee chair making the request.
3. Member information in branch publications is for the personal use of
members and may not be used by members or given to other agencies for purposes unrelated to the branch activities without board approval.
4. Committee membership shall include the chairs of Branch Lines, Handbook, website, and publicity, and thehistorianand the president(s).
B. Communication Committee Responsibilities
1. Prepare informational marketing materials to be used to promote membership and to solicit donations.
2. Work with the development committee to maintain a branch database of all potential donors, including date solicited and results. The database shall be made available to the various fundraising project chairs who shall attempt to avoid soliciting a potential donor who has been contacted by another chair.
3. Solicit advertising for the website, handbook, Branch Lines, and brochure using the guidelines approvedby the board for acceptable ads. All advertising profits shall be contributed to the operating budget.
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4. Send mass emails 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 emails require the approval of the communications chair and a president.
C. Handbook
1. The branch shall publish a yearly handbook to be mailed to all members before the first branch meeting of the fiscal year. An update, including new members, changes, and corrections, shall be published with the February
Branch Lines.
2. The handbook shall include, but not be limited to: members' names,
addresses, telephone numbers, e-mail addresses, AAUW member numbers, educational sites, degrees, profession, birth month and day. 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 directors' names, and branch interest groups. Other listings may include past presidents, branch honorees, the year's program and other pertinent information.
D. Branch Lines Newsletter
1. Branch Lines shall be published monthly and disseminated by either
email or USPS eleven months a year, with June and July being combined.
2 All copy for inclusion in the Branch Lines shall be sent to the editor by the 15th of each month with newsletter distribution by the fourth week of the month.
3. The Branch Lines shall contain as a minimum:
a. A summary of the previous month's board minutes;
b. Information about all up-coming branch programs, meetings, and
events;
c. Reports of important public policy issues, including those
recommended by the Association or State AAUW;
d. Interest group information, including meeting dates;
e. The president(s)' report.
4. The editor is not a reporter. Content should be sent to the editor-print ready. However, the editor may reformat the material to meet space requirements or improve readability.
5. Photos of president(s) for Branch Lines shall be submitted by the respective presidents.
6. Upon approval by a president(s), information from organizations that meet the branch community outreach requirements may be included in Branch Lines on a space available basis.
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7. The Branch Lines draft shall be proofread by a president and an assistant proofreader.
8. The editor shall be responsible for maintaining the current list of email addresses and emailing any changes to the board.
E. Website
1. A branch website shall be maintained by the webmaster, incorporating branch information about membership, the board, planned events, a copy of the current Branch Lines and current bylaws and policies and procedures, 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. All members' addresses, email addresses and telephone number shall be omitted from the Website.
3. With the webmaster's approval, users of the website may reprint materials provided that credit is given to the AAUW Roseville-South Placer Branch.
4. The website may not be linked or used for personal or professional financial or political gain.
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. Photos of president(s) for the website shall be submitted by the respective president(s).
7. Upon approval from a president, information from organizations that meet the branch community outreach requirements may be included on the website.
(see Section VI, below)
F. Advertising (WIP)
V. PHILANTHROPY
A. Support. The Branch is committed to support financially the following projects:
1. AAUW Funds
2. Scholarships for Re-entry Women
3. Tech Trek
4. Speech Trek
B. Fundraising/Development Committee
1. All fundraising in support of the branch philanthropic projects 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 AAUW Funds, Tech Trek, Scholarships, Speech Trek, the finance VP, a representative of Roseville/South Placer Branch of AAUW -Policies & Procedures -December 2010 Page 7
the communication committee and the program committee, and the branch president(s).
3. Development Committee Responsibilities
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 communications committee to maintain a branch database
of all potential donors, including date solicited and results. The database
shall be made available to the various fundraising project chairs who shall attempt to avoid soliciting a potential donor who has been contacted by
another chair.
d. Make clear that the purpose for which the funds will be used appears on all advertisements in newsletters, newspaper articles, the website, and on tickets, etc. The destination of funds may not be changed after the fundraiser is over, except that 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. Ensure that project committee chairs send thank you letters to all
contributors.
h. Ensure that members are reminded three times a year in the Branch Lines
and continuously on the branch website that they can donate directly to
the various branch philanthropies.
C. Guidelines for Other Fundraising. In addition to the annual fundraising events supporting the branch philanthropies, there may be other types of fundraising sponsored by the branch.
1. Fundraising for various charities
a. The branch may want to support a particular cause on a one-time basis.
b. The request for such fundraising must be approved by the development committee and the board.
c. The charities may be local, state, national, or international. If the charity is international, preference should be given to the international charities with which our Association has a partnership, namely CARE, One Shared World and the United Nations.
d. Preference should be given to the goals and guidelines designated each year by the State AAUW International Affairs Committee.
2. When speakers are invited to present a program to the branch, they may sell their books or other items to members who wish to purchase them. Branch members should be notified that the funds so raised do not support AAUW philanthropies. In general, requests to sell merchandise at events shall be reviewed and approved by the development committee and the board in advance.
D. Scholarships
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1. Branch academic scholarships shall be offered to re-entry Sierra College women who are financially in need of support to meet their academic goals, to be economically independent, successful in the workforce, and to become contributing members of their community.
2. The branch is committed to supporting a qualified recipient until she reaches her goal of AA/AS/BA/BS or a teaching certificate.
3. Scholarships usually will be paid to Sierra College or other appropriate
institutions before the beginning of each semester and are contingent upon the recipient having successfully achieved a 3.0 or better GPA while enrolled in a minimum of 12 units.
4. The Branch may provide the recipient with a student affiliate membership.
E. AAUW Funds Honorees
1. Each year, the branch shall honor one or two of its members who have made special contributions to the branch and who have not been so honored before.
2. A request for nominees shall be included in the December and January
Branch Lines.
3. A committee appointed by the president(s) shall select the recipients. The names shall remain secret until the award is given.
4. The committee shall be responsible for timely submitting names of the
honoree(s) to the state recognition program, if any.
5. The committee shall collect information about the honoree(s), such as
contribution to the Branch and personal information about education and profession, to be used for the award presentation.
6. The award(s), in the form of a certificate and an honoree pin, shall be made at the Installation meeting in May/June and announced in the next Branch Lines.
7. The name(s) shall be included in the Handbook.
VI. COMMUNITY OUTREACH
A. In order to increase the visibility of AAUW in the community, encourage additional membership and focus members' energy and time on branch fundraising activities,
the Branch may:
1. Encourage members to participate with and support other community
organizations and communicate AAUW's mission, programs and events to them.
2. 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.
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APPENDIX A
OFFICERS' JOB DESCRIPTIONS
PRESIDENT
1. Leadership
a. Serves as the official representative of the branch in activities of AAUW at all levels.
b. Interprets the objectives of AAUW to the members and to the public.
c. Upholds the bylaws, the policies and procedures and the standing rules, and ensures that all board officers have current copies of these documents.
d. Creates a harmonious climate for cooperative interrelationships among board members.
2. Branch Administration
a. Presides at all branch, executive committee and board meetings.
b. Prepares agendas and distributes them in advance of meetings.
c. Writes a monthly president's message and a summary of the previous board meeting's actions for Branch Lines.
d. Reviews newsletter/web site content with the respective chairs before
submission of copy to the printer/webmaster.
e. Serves as an ex-officio member of all committees except the nominating committee.
f. Prepares branch annual report.
3. State and AAUW Responsibilities
a. Submits a list of incoming and continuing branch officers and directors to AAUW CA and AAUW.
b. Submits the documentation for the current AAUW CA branch recognition program.
c. Ensures that the branch bylaws are in conformity with the AAUW bylaws after each AAUW convention and with the AAUW CA bylaws after each state convention.
d. Ensures that the branch has enrolled in the state liability insurance program.
e. Attends Interbranch Council and district meetings or sends a representative.
f. Represents the branch at AAUW CA conventions, AAUW conventions and other meetings to the extent possible. Reports the results of these conventions and meetings to branch members.
PRESIDENT-ELECT
Note: If this office is vacant, the president shall apportion the duties to other directors.
1. Duties
a. Serves as an ex-officio member of all committees except the nominating committee.
b. Attends meetings of Interbranch Council.
c. In the absence or disability of the president(s), acts in place of the president(s) and presides at meetings.
d. As incoming president(s), chooses the installing officer for the installation event.
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PROGRAM VICE PRESIDENT
1. Program Development
a. Incorporates AAUW and AAUW CA program themes and priorities into the branch program.
b. Appoints and chairs the program committee to plan branch programs.
c. Develops and monitors the budget for the branch programs and serves as a member of the budget committee.
d. Serves on development committee.
2. Administration
a. Writes newsletter articles about upcoming program events.
b. Reserves meeting rooms for general meetings.
c. Oversees room arrangement for the meetings.
d. Assures that prompt payment for room is made.
e. Advises the finance VP of pending meetings so that she can give notice to the insurance company.
MEMBERSHIP VICE PRESIDENT
1. Membership Activities
a. Appoints and chairs the membership committee.
b. Initiates and coordinates branch recruitment and retention efforts.
c. Plans and chairs membership meetings including orientations.
d. Works with new member coordinator to sponsor new member orientation meetings.
e. Develops and monitors the budget for the branch's membership activities.
2. Administration
a. Assists the membership treasurer with membership records and keeps an accurate list of branch members.
b. Ensures that an article focusing on new members of the branch is submitted each month to the Branch Lines.
c. Maintains nametag file and brings it to all meetings.
FINANCE VICE-PRESIDENT
1. Cash Procedures
a. Receives, copies, and promptly deposits all monies payable to the branch.
b. Pays all bills provided for in the budget or as directed by the board, including insurance premiums.
c. Promptly remits dues with appropriate form to State and National as requested by the membership treasurer.
d. Monitors directors' compliance with their respective budgets.
e. Reimburses committee chairs that submit a receipt indicating the purpose of the expenditure, signed by the chair. Board approval is needed for any expenditure request that would cause the category budget to be exceeded 10%.
f. Promptly remits donations for projects as requested by the project chair.
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2. Financial Records
a. Maintains an accurate set of computerized financial records.
b. Backs up files on a CD or flash drive at least each month.
c. Manages branch bank accounts.
d. Keeps separate ledger accounts for branch operations and branch projects.
e. Ensures that the branch financial records are reviewed annually.
f. Retains financial records for seven years or in accordance with IRS regulations.
3. Reports
a. Files 990-N for group 501(c)(4) with IRS by November 30.
b. Files RRF-1 with Attorney General by November 30.
c. Files Branch Annual Report to AAUW-CA by July 31.
d. Renders a financial report at each board meeting and at the branch annual meeting. The report shall include income, expenditures, budget balances, and account balances. The report shall be submitted to the board in advance of each monthly meeting.
e. After adoption, submits the budget for publication in the newsletter and handbook.
f. Maintains list of paid members, showing payment date and periodically emails updated list to the board.
4. Miscellaneous
a. Notifies insurer of date, place and time of each branch function.
b. Orders past president and honoree pins. If president already owns the pin, purchases a gift certificate to the AAUW store as the president's gift.
5. Membership Treasurer Duties
a. Receives dues checks, records information, and promptly sends then to the finance VP.
b. Completes AAUW membership report forms.
c. Submits completed AAUW reports and the requests for CA and national dues payment to the finance VP.
SECRETARY
1. Responsibilities
a. Records attendance at board meetings.
b. Takes minutes of board, executive committee and branch meetings.
c. Sends a copy of the minutes of the previous board meeting, together with a list of unfinished business, to the president(s) within 7 days after the meeting.
d. Sends a copy of the minutes of the previous board meeting to board members a
week in advance of the next meeting.
e. Retains minutes of board and branch proceedings and all communications sent or received by the branch or board.