Branch Policies and ProceduresCalifornia Online Branch Policies and Procedures Table of Contents 2. Membership 4. Finance 5. Board of Directors, Responsibilities in addition to those in the bylaws 8. Background information for all elected and appointed officers9. Elected Officers9.1. President9.2. Secretary9.3. Treasurer10. Appointed Officers10.1. Technology/Communications Chair10.2. Parliamentarian/Bylaws Chair11. Committee Job Descriptions 11.1. Finance Committee 11.2. Nominating Committee 11.3. Program Committee 11.4. Membership Committee 11.5. Educational Foundation Committee 11.6. Public Policy Committee 11.7. Technology Committee 11.8. Bylaws Committee
1.1. Policies and Procedures Review. This document shall be reviewed biennially in the autumn of odd-numbered years by a committee of board members appointed by the president and chaired by the parliamentarian/bylaws chair. Suggested changes shall be considered by the board within thirty (30) days and, if approved, posted online not more than three (3) days after board approval. If this document differs from the bylaws or the standing rules it will be brought into compliance with them without further vote.
1.2. Bylaws Review. The branch bylaws must be reviewed biennially in the autumn of odd-numbered years to be sure mandated changes occasioned by changes in the Association or state bylaws have been made.
1.3. Standing Rules Review. Branch standing rules should be reviewed biennially in the autumn of even-numbered years by the board, led by the parliamentarian/bylaws chair. Standing rules can be amended by a majority vote of branch members with a minimum of fifteen (15) days notice of the proposed changes.
2.1. All Online branch members must be members of AAUW and AAUW California.
2.2. Current dues for the 2008-2009 year are:
Regular Members (not members of any other AAUW branch)*Association: $49 State: $16 Branch: $10 TOTAL: $75
Dual Branch Members (member of another California state branch) Association: $0 **State: $0 Branch: $10 TOTAL: $10
Non-California-Resident Dual Branch Members (member of another AAUW branch, but not in California) Association: $0 State: $16 Branch: $10 TOTAL: $26
Student AffiliatesAssociation: $17 State: $7 Branch: $5 TOTAL: $29
Association Life Members (have paid life membership to national Association) Association: $0 State: $16 Branch: $10 TOTAL: $26
Association Life/Dual Branch Members (Association life members and dual members of another California branch) Association: $0 **State: $0 Branch: $10 TOTAL: $10
Notes: *The Association portion of the dues will increase by $2 in FY 2009-2010 **Dual members are not required to pay Association or state dues if they have already paid them through another AAUW branch.
2.3. Association Life Members (those who have paid the Association a lump payment of 20 years of dues) are exempt from paying the Association portion of the dues, but are still required to pay state and branch dues.
2.4. Honorary Life Members (those who have paid Association dues for 50 years or more) may continue their membership in the Association and the branch without paying any additional dues, after being duly recognized as an Honorary Life Member by the Association. California state dues are paid only if required under AAUW-CA rules.
2.5. Association and state dues are fixed by a vote at convention; branch dues may be changed by a two-thirds vote of the membership at a branch business session upon recommendation of the branch board of directors, provided branch members have been given 15 days prior notice of the proposed change.
2.6. Dues are assessed for the fiscal year (July 1-June 30). Dues of the new fiscal year will be collected between April 1 and June 15 of each year, allowing enough time for the state and Association portions of the dues to be remitted to those entities no later than June 30. New members joining the branch between January 1 and March 15 shall pay full state dues, one-half of Association dues and one-half of branch dues.
3.1. Programs and branch business will be conducted via the branch listserv, and only current members are subscribed to the listserv. Because of the inherent flexibility of listserv participation, “meetings” do not occur. Branch business is conducted over a period of days and weeks, as defined by the branch officer initiating the business.
3.2. The branch president shall clearly define the timeline for all board and branch business, including how many days will be allowed for discussion and voting. After a motion and second have been acknowledged, the president shall allow a minimum of four (4) days for discussion and possible amendments before calling for a branch vote. Should there be an amendment to the motion, voting on both the amendment and the main motion may take place simultaneously. Branch votes will occur on a voting page created by the technology chair in the Members Only section of the branch website. This process allows only current branch members to vote and prevents them from voting more than once. The president will allow a minimum of four (4) days from the time voting is announced open until the close of voting. Branch members must be given at least fifteen (15) days notice for any business item that requires a branch vote for any business item concerning electing officers, changing branch dues, or amending the branch bylaws.
3.3. Programs primarily consist of topical group discussions. The listserv or blog discussion can continue for as many days/weeks as interested members care to participate, or the program chair may establish a timeline.
3.4. Prospective members and/or guests may be temporarily subscribed to the branch listserv, at the discretion of the president, program chair, or membership chair. The length of time of their listserv subscription must be clearly defined to the technology chair in advance, and prospective members may not continue to be subscribed to the listserv past the defined introductory period (which may not exceed one month) unless they join the branch.
3.5. Anytime between March 1 and May 30, the president shall call for officer elections. At this time other branch business shall be conducted including, but not limited to, hearing officers’ reports, reviewing the budget, electing officers, changing branch dues, amending bylaws and giving directions to the board. As with other branch business, the president shall define the timeline for the discussion and voting, as outlined in section 3.2 (above).
3.6. The nominating committee shall be elected at least two months before the officer elections, and preferably in the autumn. The president shall call for volunteers willing to serve and hold an election, allowing branch members to select up to 5 members to serve on the committee. At least one person must be a current board member, who will serve as chair. If only two people volunteer, no election is necessary. If only two board members volunteer, the president will designate which one is the committee chair. (See also Article IX of the bylaws).
3.7. No in-person social gathering, or scheduled chat room or conference call meeting shall conflict with Association or state conventions , or major religious holidays, including Easter, Passover, Rosh Hashanah (two days), Yom Kippur, Hanukkah, Christmas, or any other holidays significant to major ethnic or religious groups.
4.1. Once the board has approved the branch budget, it must be posted on the branch website within fifteen (15) days, and all branch members notified via the branch listserv.
4.2. Branch financial records must be reviewed annually to ensure that record-keeping is orderly, accurate and up-to-date. The incoming president will appoint a financial reviewer who is familiar with financial record keeping and has knowledge of accounting procedures. No member shall serve as financial reviewer for more than two consecutive years.
4.3. The financial reviewer shall submit a report to the board by the end of August.
4.4. A permanent reserve shall be an amount established by the board at twenty-five (25) percent of the preceding year’s annual general revenue, based on net dues income (not including state and Association dues income). At no time shall the reserve fall below this base amount. Should the base amount fall below twenty-five (25) percent, an amount sufficient to bring the reserve up to base level shall be a budget item in the next year’s budget.
4.5. Most programs are listserv discussions or blog postings. However, if a guest “speaker” is invited to participate in the branch listserv discussion, the speaker must agree to participate at no charge.
4.6. Payment and Reimbursement
a. The treasurer shall pay all bills by the due date or within thirty (30) days.
b. Vouchers requesting reimbursement should be submitted to the treasurer within thirty (30) days of the date the expense was incurred with the exception of telephone expenses.
c. Receipts must accompany the voucher. IRS requires receipts for all individual items exceeding $25.00.
d. The branch budget will include an appropriate amount to reimburse some of the expenses of the branch delegation chair for registration, travel, hotel and meals to attend the CA state convention. It is expected that the incoming president will be the delegation chair, but if the president cannot attend, the board will elect another delegate as chair.
4.7. The California AAUW assessment for the Educational Foundation will be allotted from membership dues.
5. Board of Directors, Responsibilities in addition to those in the bylaws
5.1. Read and be familiar with these policies and procedures and the bylaws.
5.2. Be subscribed to the board listserv and participate in all board listserv discussions and business transactions, with the president establishing the agenda and the range of dates for discussion and votes. If unable to participate for any length of time, notify the president.
5.3. Email votes promptly to the parliamentarian when board votes are called for by the president (after motion, second and discussion).
5.4. Monitor the branch website, particularly the page(s) pertinent to his/her branch office, and send in all requests for website additions, corrections or updates to the technology chair.
5.5. Take responsibility for a program, in coordination with the program chair, as deemed appropriate.
6.1. No financial donations of any kind shall be made to outside organizations except for educational purposes as approved by the board.
6.2. No outside organization shall be allowed to promote their own fundraising activities.
6.3. Information concerning any organization other than AAUW shall not be posted on the branch website, unless in relationship to a program or activity in which it participates as a partner with AAUW.
6.4. The branch membership directory shall not be made available to any outside organization for recruiting or solicitation.
7.1. The branch may choose to endorse, oppose or take no position on candidates for appointive office.
7.2. The branch may endorse or take no position on candidates for non-partisan elective office. The branch may not oppose candidates for non-partisan elective office.
7.3. The branch may choose to take positions on candidates for state agencies.
7.4. To receive the endorsement of the branch, candidates must be in accord with the mission statement, public policy priorities and guidelines of the Association and AAUW California on issues that may be affected by their offices.
7.5. The number of endorsed candidates need not be limited to the number of seats to be filled in any election.
7.6. Endorsement Procedure for Appointive Office
7.6.1. Appointive offices/positions to be considered for endorsement are limited to state governmental agencies.
7.6.2. Any member may submit to the board recommendations for endorsement.
7.6.3. An interested candidate shall submit to the president a statement of qualifications, reasons for seeking the appointment and a statement of intent.
7.6.4. Board approval is required for endorsement of a candidate for appointive office. Endorsement shall be in the name of the board.
7.7. Endorsement Procedure for Non-Partisan Elective Office
7.7.1. For a candidate to be endorsed for non-partisan elective office, the board must vote to initiate the process outlined below. Members may recommend endorsement to the board. All candidates need not be considered.
7.7.2. The president, with the approval of the board, shall appoint an ad-hoc action committee to be composed of the public policy chair, two past presidents and two members-at-large. The committee shall:
i) Formulate a list of questions to ask the candidate.
ii) Send a packet by
certified mail to all candidates in a specific election, which will
include a copy of the branch endorsement policy, AAUW use of name
policy, interview invitation with response deadline and a request for
written answers to the list of questions.
iii) Post the questions and answers on the branch website and initiate a branch discussion on the branch listserv. The branch public policy chair shall act as moderator.
iv) Conduct a branch vote after the moderator formally closes the listserv discussion, with the moderator announcing the deadline for voting. A two-thirds majority vote of those voting constitutes endorsement.
v) Notify candidates of the endorsement decision.
7.8. Branch Contributions to Campaigns
7.8.1. The branch may not contribute either money or anything of material value to non-partisan candidates for elective or appointive office.
7.8.2. No paid political announcements may be posted on the branch web site.
7.9. Candidate Forum Policy
7.9.1. Partisan Elective Office
a. Before a partisan election the branch may hold an online forum to which all candidates are invited to submit statements to be posted on the branch listserv for branch discussion. If three or more political parties have nominees for any office, the branch may limit invitations to the two political parties receiving the highest number of votes in the last preceding election. If one or more candidates decline to participate, the program may still be held. The same policy applies in polling candidates on issues related to AAUW program with results to be posted online.
b. The branch may invite a declared candidate in a partisan election to participate in a listserv discussion on a subject of particular expertise but not on her/his candidacy for future office.
7.9.2. Non-Partisan Elective Office
a. Before a non-partisan election in which AAUW California has not endorsed candidates the branch may hold candidate forums to which all candidates in that election are invited. Before a non-partisan election in which AAUW California has endorsed candidate(s) the branch may invite the endorsed candidate(s) to participate in an online forum on her/his/their candidacy with or without inviting non-endorsed candidates.
b. Whether or not a declared candidate in a non-partisan election has been endorsed by the branch, the candidate may be invited to communicate with the branch on a subject of particular expertise.
7.10. Election Activities of Individual Branch Members
7.10.1. An individual member may, as a private citizen, endorse candidates for appointive and elective partisan or non-partisan offices. An individual branch member may contribute money or things or value to such candidate(s) but such contributions or endorsements shall not use the name of AAUW.
7.10.2. As a candidate for any office, an individual may declare membership in AAUW as long as s/he is not opposing AAUW program or policy. Declaring one’s AAUW membership while opposing AAUW policies violates AAUW use of name policy.
8. Background information for all elected and appointed officers
8.1. All officers of the Online branch are expected to be familiar with the leadership resources posted at www.aauw.org or available through Shop AAUW. Tool Kits applicable to all officers include the Leader Tool Kit, the Change Management Tool Kit, and the Community Coalitions Manual. Officers may request reimbursement for purchase of resources that are available only through Shop AAUW; if reimbursed for these materials, the officers will be expected to turn those documents over to their successors.
8.2. All officers of the Online branch are also expected to maintain areas of the website related to their areas of responsibility, with the assistance of the technology chair. While there may be special cases where other communication methods are appropriate, officers in general are expected to use the branch or board listserv, blogs, or website to communicate to the branch or the board.
8.3. The branch database (“Members Only” section of website) contains the latest information on our membership individual contact information and branch financial reports.
8.4. Three members of our board, usually the president, technology chair, and membership chair will receive simultaneous incoming "Contact Us" messages from the website. The first to respond will cc the others so they know the inquiry has been answered.
9. Elected OfficersThe president is the branch’s administrator, coordinator and creative planner. The president believes in the philosophy of AAUW and has faith in the branch members. To qualify for this position the president must have served on the board of the branch at some time. The president:
9.1.1. Serves as the official representative of the branch in activities of the Association at all levels.
9.1.2. Presides over all branch and board business, clearly defining the timeline for all listserv discussions, motions, and votes, and ensures that there is always a minimum of four (4) days for discussion and four (4) days for voting for board or branch business. (See also 3.2 for procedures for conducting business)
9.1.3. Calls special business sessions of the branch in accordance with the provisions of the branch bylaws.
9.1.4. Appoints the chairs of all task forces and committees except the nominating committee and those chairs provided for by election.
9.1.5. Interprets the objectives of the Association to the members and to the public.
9.1.6. Submits a list of incoming and continuing branch officers and chairs to the state and the Association.
9.1.7. Reviews web update procedures with technology chair to correct any postings by others.
9.1.8. Submits the documentation required in the event of any Association or state branch recognition program.
9.1.9. Ensures that the branch bylaws are in conformity with the AAUW charter and bylaws after each Association convention and with the state bylaws after each state convention.
9.1.10. Ensures that the branch has enrolled in the state liability insurance program.
9.1.11. Ensures that all other mandated deadlines are met.
9.1.12. Serves as an ex-officio member of all committees except the nominating committee.
9.1.13. Represents the branch at state conventions, and other meetings to the extent possible and reports on these conventions and meetings to branch members.
9.1.14. Creates a harmonious climate for cooperative interrelationships among board members.
9.1.15. Encourages member participation.
9.1.16. Knows and implements business-like procedures and processes.
9.1.17. Assists with updating this job description and any procedures with which s/he has had experience.
[See also sample job description at www.aauw.org and the AAUW President's Tool Kit.]
The secretary is the recording officer of the organization and the custodian of the records except those specifically assigned to others. The secretary:
9.2.1. Takes minutes of board, executive committee and branch business including the dates of discussion, date of motion, name of person making the motion, date/person making a second, beginning and ending dates of voting, and voting results.
9.2.2. Emails draft minutes of business to the president and parliamentarian within 5 days of the close of the business session for review, then emails the approved minutes to the technology chair to post at our website. As soon as the minutes have been posted, the secretary emails the branch listserv the details about where the minutes are posted.
9.2.3. Assists with updating this job description and any procedures with which s/he has had experience.
9.2.4. Performs other duties requested by the president or the board.
9.3.1. Chairs the Finance Committee.
9.3.2. Receives all monies due the branch via PayPal or postal mailing of a check written to our branch or EF/LAF etc.
9.3.3. Works with the membership chair and technology chair to handle the dues of new members, as described in the detailed procedure in the membership chair’s duties (see 11.4.4.d.)
9.3.4. Pays all bills provided for in the budget or verified by the president.
9.3.5. Keeps an accurate set of financial records. Manages the branch’s bank accounts. Keeps separate bank accounts and records for the branch general account, the Educational Foundation, and any other accounts required by the IRS to be kept separate.
9.3.6. Renders a financial report at the annual business session of the branch and at other times as requested by the board. Posts the budget to the web page no later than the end of October.
9.3.7. Retains all branch financial records for a period of seven (7) years or in accordance with IRS regulations.
9.3.8. Ensures that the branch financial records are reviewed annually.
9.3.9. Pays premiums for insurance policies on or before renewal dates.
9.3.10. Assists with updating this job description and any procedures with which s/he has had experience.
9.3.11. Orders the past president’s pin.
9.3.12. Performs other duties as requested by the president or the board.
[See also sample job description at www.aauw.org and the AAUW Branch and State Finance Officer Tool Kit.]
9.4.1. Chairs one of the following committees: Program, Membership, EF/LAF, Public Policy.
9.4.2. Assists with updating her/his job description and any procedures with which s/he has had experience.
9.4.3. Performs other duties requested by the president or the board of directors.
[See also sample job descriptions at www.aauw.org and the applicable Tool Kit.]
10. Appointed Officers10.1. TECHNOLOGY/COMMUNICATIONS CHAIR The Technology/communications chair is responsible for the overall technology and communications strategy to support the operations of the branch, and to maintain the website, branch listservs, and membership database in a way that enhances visibility of AAUW’s mission and branch programs. The technology/communications chair:
10.1.1. Recommends specific technology and communications solutions to the board for their approval.
10.1.2. Maintains the branch technology plan and is responsible for the corresponding technology budget.
10.1.3. Assists the treasurer and membership chair in adding new members to the membership database and subscribing them to the branch listserv (See 9.4.4., above).
10.1.4. Ensures that branch officers’ submissions for updates to the website are handled promptly.
10.1.5. Acts as the web manager for our website at www.aauwcaonline.org. This includes maintaining historical records of branch activities, listing board officers, committee members, EF honorees, etc.
10.1.6. Acts as a mentor to other branch members, particularly board members, on the use of implemented solutions and other technology to improve the efficiency and effectiveness of the branch.
10.1.7. Maintains a Technical Administration Document filed with the president and secretary that includes specific information needed to administer all implemented technology solutions.
10.1.8. Chairs a Technology Committee and delegates the above tasks to the committee members as needed.
10.1.9. Assists with updating this job description and any procedures with which s/he has had experience.
10.1.10. Performs other duties requested by the president or the board.
10.2. PARLIAMENTARIAN/BYLAWS CHAIR 10.2.1. Participates in all board listserv discussions as a non-voting member of the board and counsels the president on questions related to parliamentary procedure.
10.2.2. Receives and tallies board email votes, reporting voting results on the branch listserv.
10.2.3. Has on hand the branch bylaws, standing rules, policies and procedures, the current edition of Robert’s Rules of Order, Newly Revised, and other documents likely to be needed in board deliberations.
10.2.4. Assists the president and the public policy chair at endorsement meetings.
10.2.5. Chairs the Bylaws committee (See 11.8).
10.2.6. Assists the Secretary and President in reviewing draft minutes of branch and board business.
10.2.8. Performs other duties as requested by the president or the board.
11. COMMITTEE JOB DESCRIPTIONS11.1. FINANCE COMMITTEE
11.1.1. Composition: The Budget Committee shall consist of the treasurer, president, and membership chair. The chair may add other committee members as needed.
11.1.2. Chair: Treasurer
11.1.3. Term of Service: One-year term.
11.1.4. Duties of the Chair a. Chair business sessions of the committee.
b. Present proposed budget to board for approval by the end of September.
c. Send the proposed budget and quarterly budget reports to the technology/communications chair to be posted on the branch website.
d. Call a committee meeting in January to review and adjust the budget as needed.
11.1.5. Duties of the Committee a. Ensure that budget planning maintains the fiscal health of the branch and takes into account all branch fiscal obligations as specified in branch bylaws and Policies & Procedures.
b. Use realistic estimates of expected income.
c. Consult past budgets and year-end financial reports.
d. Consider branch goals in setting funding priorities.
11.2. NOMINATING COMMITTEE
11.2.1. Composition: A minimum of two members, one of whom shall be a board member, up to a maximum of 5 members, elected as described in section 3.6 (above) and Article IX of the bylaws.
11.2.2. Selection of the Chair: If there is more than one board member on the committee, the president names the chair from among them.
11.2.3. Term of service: One year, and not more than 2 consecutive years.
11.2.4. Desirable qualifications: a. Branch member for at least two years b. Active in the branch for at least the past two years, preferably serving on the board.
11.2.5. Duties of the Chair a. Chair business sessions of the committee.
b. Emphasize confidentiality.
c. Instruct the committee on the elected positions to be filled and the qualifications desired for each office.
d. Set deadline for completing the slate.
e. Keep in close touch with committee members.
f. Send the slate to the president, allowing enough time for it to be presented to the branch as stated in the branch bylaws.
g. See that all written items in the hands of committee members about members’ qualifications and personalities are discarded as soon as the committee finishes its work.
h. Submit a final report to the president with suggestions for the coming year.
11.2.6. Duties of the Committee a. Become familiar with the duties of the elected positions for which they are selecting candidates.
b. Offer suggestions to the incoming president about prospective appointive officers, off-board positions and committee members.
c. In considering candidates for branch president, candidates must have served on the board at some time. Other officers are required to have been branch members for at least one year.
d. Respect the confidentiality of the committee work.
11.3. PROGRAM COMMITTEE
11.3.1. Composition: Program chair, membership chair, Educational Foundation/Legal Advocacy Fund chair, public policy chair, and any others deemed necessary by the committee chair.
11.3.2. Chair: Program chair.
11.3.3. Term of Service: One-year term.
11.3.4. Duties of Chair: a. Chair business sessions of committee.
b. Coordinate and facilitate committee members’ activities and communication.
c. Present branch program plan to board.
d. Send technology chair updates for the historical record of program activities on the website.
e. Serve on the technology committee.
f. Submit a report to the president at the end of the year with recommendations for the coming year.
g. Preside over the branch and acts as president in the absence of the president.
11.3.5. Duties of Committee:
a. Create a calendar of branch programs (monthly discussions on the branch listserv, blog, or other electronic forum) that fulfill AAUW’s mission to promote equity for all women and girls, incorporating Association and state program themes and priorities.
b. Delegate responsibilities for each program, including but not limited to: research, blog and website postings, and outreach.
11.4. MEMBERSHIP COMMITTEE
11.4.1. Composition: Membership chair, president, program chair, and any others deemed necessary by the committee chair.
11.4.2. Chair: Membership chair.
11.4.3. Term of Service: One-year term.
11.4.4. Duties of Chair: a. Coordinate and facilitate committee members’ activities and communication.
b. Serve on the Finance committee, Program committee and Technology committee |