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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 9. Elected Officers10. Appointed Officers11. Committee Job Descriptions
1.1. Policies and Procedures Review. This document shall be reviewed biennially in the autumn of odd-numbered years 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 shall be reviewed biennially in the autumn of odd-numbered years. Amendments mandated by AAUW or the state shall be made in whatever time frame required by AAUW or the state.
1.3. Standing Rules Review. Branch standing rules should be reviewed biennially in the autumn of even-numbered years by the board. 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 2010-2011 year are:
Notes: *Dual members are not required to pay AAUW or state dues if they have already paid them through another AAUW branch.
Regular Members (not members of any other AAUW branch) AAUW: $49 ($46 of which is tax deductible) State: $16 Branch: $10 TOTAL: $75
Dual Branch Members (member of another California state branch) AAUW: $0 *State: $0 Branch: $10 TOTAL: $10
Member at Large (MAL) or Non-California-Resident Dual Branch Members (MAL of AAUW who is joining the Online Branch, or member of another AAUW branch outside California) AAUW: $0 State: $16 Branch: $10 TOTAL: $26
Student AffiliatesAAUW: $17 ($16 of which is tax deductible) State: $7 Branch: $5 TOTAL: $29
AAUW Life Members (have paid life membership to national AAUW) AAUW: $0 State: $16 Branch: $10 TOTAL: $26
AAUW Life/Dual Branch Members (AAUW life members and dual members of another California branch) AAUW: $0 *State: $0 Branch: $10 TOTAL: $10
2.3. AAUW Life Members (those who have paid AAUW lifetime dues according to AAUW policy) are exempt from paying the AAUW portion of the dues, but are still required to pay state and branch dues.
2.4. Honorary Life Members (those who have paid AAUW dues for 50 years or more) may continue their membership in AAUW and the branch without paying any additional dues, after being duly recognized as an Honorary Life Member by AAUW.
2.5. AAUW and state dues are fixed by a vote at national and state annual meetings; 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 AAUW 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 AAUW dues and one-half of branch dues. Full price dues paid anytime after March 15 will be cover membership through June 30 of the following year.
2.7. The branch database (“Members Only” section of website) contains the latest information on our membership individual contact information and branch financial reports.
3.1. Branch business will be conducted on the branch listserv, and only current members are subscribed to the listserv. Board business will be conducted on the board listserv, with all branch officers subscribed to that listserv, as well as any interested branch member. Branch program discussions occur on a separate program listserv, with current branch members invited to opt-in to discussions if interested in the topic. Because of the inherent flexibility of listserv participation, “meetings” do not occur. Branch business, board business, and program discussions are conducted over a period of days and weeks, as defined by the branch officer initiating the business or program.
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
3.3. Programs primarily consist of topical group discussions on the program listserv, as well as in articles posted on the branch blog. 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. A
nominating committee of at least two and no more than five members
shall be appointed by the board at least two months before the
officer elections,
3.7. No in-person social gathering, or scheduled chat room or conference call meeting shall conflict with AAUW or state conventions, or major religious holidays, including Maundy Thursday through Easter, the evening preceding the first day of Passover, Rosh Hashanah (two days), Yom Kippur, Christmas, or any other holidays significant to major ethnic or religious groups. (All Jewish holidays begin at sundown the day before.) This is in accordance with AAUW Diversity Policy.
4.1. The board must approve a branch budget no later than September (See bylaws, Article IX, Section 3). 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 percent (25%) of the preceding year’s annual general revenue, based on net dues income (not including state and AAUW dues income). At no time shall the reserve fall below this base amount. Should the base amount fall below twenty-five percent (25%), 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, which may be accumulated over several months if the total expense is under $25.
c. Receipts must accompany the voucher. IRS requires receipts for all individual items exceeding $25.
d. The branch budget will include an appropriate amount to reimburse some of the expenses of the branch president for registration, travel, hotel and meals to attend the AAUW CA convention. If the president cannot attend, the board may allocate convention reimbursement funds to the president-elect or another board officer. If no board officer can attend, the board may allocate the funds to any branch member to assist them in attending convention, giving highest priority to first-time convention attendees. Any branch member receiving convention reimbursement is expected to provide a full convention report to all branch members.
4.7. The AAUW CA assessment for AAUW Funds will be allotted from the branch budget, not the funds raised separately in the AAUW Funds bank account.
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 on the board listserv 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. 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.
5.5. Take responsibility for a program, in coordination with the program chair, as deemed appropriate.
5.6. Coordinate responses to “Contact Us” messages from the branch website. Should any other board or committee members request to simultaneously receive these messages, the first person to respond will cc the others receiving the message, so they all know the inquiry has been answered.
The branch year begins July 1, but the incoming board may begin planning as soon as they are elected.
Summer (June-August):
Autumn (September-November)
Winter (December-February)
Spring (March-May)
7.1. No financial donations of any kind shall be made to outside organizations except for educational purposes as approved by the board.
7.2. No outside organization shall be allowed to promote its own fundraising activities.
7.3. 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.
7.4. The branch membership directory shall not be made available to any outside organization for recruiting or solicitation.
8.1. The branch may choose to endorse, oppose or take no position on candidates for appointive office.
8.2. 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.
8.3. The branch may choose to take positions on candidates for state agencies.
8.4. To receive the endorsement of the branch, candidates must be in accord with the mission statement, public policy priorities and guidelines of AAUW and AAUW California on issues that may be affected by their offices.
8.5. The number of endorsed candidates need not be limited to the number of seats to be filled in any election.
8.6. Endorsement Procedure for Appointive Office
8.6.1. Appointive offices/positions to be considered for endorsement are limited to state governmental agencies.
8.6.2. Any member may submit to the board recommendations for endorsement.
8.6.3. An interested candidate shall submit to the president a statement of qualifications, reasons for seeking the appointment and a statement of intent.
8.6.4. Board approval is required for endorsement of a candidate for appointive office. Endorsement shall be in the name of the board.
8.7. Endorsement Procedure for Non-Partisan Elective Office
8.7.1. 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.
8.7.2. The president, with the approval of the board, shall appoint an ad-hoc action committee and name its committee chair. The ad-hoc committee shall be composed four branch members, at least one of whom is a current board member. 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 ad-hoc committee 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.
8.8. Branch Contributions to Campaigns
8.8.1. The branch may not contribute either money or anything of material value to non-partisan candidates for elective or appointive office.
8.8.2. No paid political announcements may be posted on the branch web site.
8.9. Candidate Forum Policy
8.9.1. 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.
8.9.2. 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.
8.10. Election Activities of Individual Branch Members
8.10.1. 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.
8.10.2. 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.
9. Elected Officers9.1. PRESIDENT The 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 this branch or another AAUW branch at some time. The president:
9.1.1. Serves as the official representative of the branch in activities of AAUW 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). Provides quarterly minutes on all branch and board business, to be posted on the branch website. (The president may write these minutes or delegate the responsibility of keeping minutes to another person.)
9.1.3. Calls 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.
9.1.5. Interprets the objectives of AAUW 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 AAUW. Notifies the state and AAUW of any changes in branch officers throughout the year.
9.1.7. Reviews web update procedures with technology chair to correct any postings by others.
9.1.8. Ensures that all AAUW or AAUW CA deadlines are met. Submits the documentation required in the event of any AAUW or state branch recognition program.
9.1.9. Ensures that the branch bylaws are in conformity with the AAUW bylaws after each AAUW annual meeting and with the state bylaws after each state annual meeting.
9.1.10. Serves as an ex-officio member of all committees except the nominating committee.
9.1.11. Attends state conventions and other meetings to the extent possible and reports on these conventions and meetings to branch members.
9.1.12. Creates a harmonious climate for cooperative interrelationships among board members.
9.1.13. Encourages member participation.
9.1.14. Knows and implements business-like procedures and processes.
9.1.15. 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.]
9.2. TREASURER 9.2.1. Submits a proposed budget to the board for its review and approval no later than September. In preparing the budget, takes into account:
9.2.2. Receives all monies due the branch via PayPal or postal mailing of a check written to our branch or AAUW Funds etc.
9.2.3. 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 AAUW Funds, and any other accounts required by the IRS to be kept separate.
9.2.4. Pays all bills provided for in the budget or verified by the president.
9.2.5. 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.).
9.2.6. Presents the board with quarterly financial reports within 2 weeks of the close of each quarter, which shall then be posted on the branch website.
9.2.7. Retains all branch financial records for a period of seven (7) years or in accordance with IRS regulations.
9.2.8. Ensures that the branch financial records are reviewed annually.
9.2.9. Pays premiums for insurance policies on or before renewal dates.
9.2.10. Assists with updating this job description and any procedures with which s/he has had experience.
9.2.11. Purchases president’s gift and delivers it before the end of the fiscal year. The gift will be:
9.2.12. 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.]
9.3. BOARD DIRECTORS AT-LARGE 9.3.1. Chairs one of the following committees: Program, Membership, or AAUW Funds. These committees are listed in the priority order in which they should be filled. Should there be an insufficient number of directors at-large to fill all these functions, the remaining functions will be handled collectively by the board at its discretion.
9.3.2. Assists with updating her/his job description and any procedures with which s/he has had experience.
9.3.3. 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 11.4.4.,
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, AAUW Funds 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 that includes specific information needed to administer all implemented technology solutions.
10.1.8. Chairs a Technology Committee when needed 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.
11. COMMITTEE JOB DESCRIPTIONS11.1. NOMINATING COMMITTEE
11.1.1. Composition: A minimum of two members, one of whom shall be a board member, up to a maximum of 5 members, appointed as described in section 3.6 (above) and Article V of the bylaws.
11.1.2. Selection of the Chair: The board member on the committee is the chair. If there is more than one board member on the committee, the president names the chair from among them.
11.1.3. Term of service: One year (from the time of appointment until branch elections), and not more than 2 consecutive years.
11.1.4. 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.
11.1.5. 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.
11.1.6. Duties of the Committee a. Become familiar with the duties of the elected positions for which they are selecting candidates: president, treasurer and at-large directors (See Policy 9.3.1 for priority order of at-large director chair responsibilities).
b. Calculate the number of at-large directors to be elected as five percent (5%) of branch membership size (See bylaws Article VI, Section 1-a). The number of members as of February 1 determines the size of the branch. 1. Less than 30 members = 1 at-large director 2. 30-49 members = 2 at-large directors 3. 50-69 members = 3 at-large directors 4. 70-89 members = 4 at-large directors
c. In considering candidates for branch president, candidates must have served on the board of this branch or some other AAUW branch 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, AAUW Funds 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 AAUW 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
c. Work with the technology chair and treasurer to keep the membership directory database current and accurate; ensure that branch records match AAUW membership records; and work with AAUW staff to correct errors.
d. Use the following procedure, working with the treasurer and technology chair, to welcome new members:
1. Treasurer receives check in mail or notification of payment received by PayPal.
2. Treasurer acknowledges payment with welcome email to member, and forwards info to membership vice president and technology chair.
3. Membership chair fills out and forwards the Additional Dues Remittal form to Treasurer. (Download ADR from aauw.org, complete and return as an email attachment).
4. Treasurer mails ADR with appropriate dues payments to AAUW and state.
5. Technology chair subscribes the new member to the branch listserv, contacts the new member, provides ID and password to the Members Only section of the branch website and explains how the branch listserv and website work.
6. Membership chair welcomes the new member and encourages him/her to join Facebook to enhance social interaction with other branch members: http://docs.google.com/View?docid=ddzhjjgr_41fmk9jr.
7. Once the new member is subscribed to the branch listserv, membership chair emails the branch, introducing the new member. Introductory listserv messages may be delayed for up to one month to allow multiple introductions at one time.
e. Notifies other branches when members transfer.
11.4.5. Duties of Committee: a. Initiates and coordinates branch recruitment efforts.
b. Sends out dues renewal to members between March 1 and June 15 of each year.
c. Coordinates branch gathering at the annual state convention.
d. Maintains accurate database record of branch members' information by contacting members for missing or outdated information.
e. When emails are returned undelivered, telephone member to get current email address.
11.5. AAUW FUNDS COMMITTEE
11.5.1. Composition: AAUW Funds chair, president, and any others deemed necessary by the committee chair.
11.5.2. Chair: AAUW Funds chair.
11.5.3. Term of Service: One-year term.
11.5.4. Duties of Chair: a. Oversee AAUW Funds finances. Keeps accurate records of all money contributed by branch members to AAUW Funds.
b. Work with the treasurer to ensure all contributions are sent in by the appropriate deadlines.
c. Thank all donors by recognizing them on the website and/or by sending them personal notes.
d. Serve on the Program committee.
11.5.5. Duties of Committee: a. Educate the branch about the programs of the AAUW Funds and Legal Advocacy Fund, using the branch website, listserv, and blogs.
b. Plan and coordinates fund raising activities for the AAUW Funds and Legal Advocacy Fund.
c. Recommend to the board where AAUW Funds contributions should be designated.
d. Recommend to the board any named gift honorees. 11.6. TECHNOLOGY COMMITTEE
11.6.1. Composition: Technology/communications chair, president, program chair, membership chair and any others deemed necessary by the committee chair.
11.6.2. Chair: Technology/Communications chair.
11.6.3. Term of Service: One-year term.
11.6.4. Duties of Chair: a. Chair business sessions of the committee.
b. Coordinate and facilitate committee members’ activities and communication.
c. Present website development plan to board.
11.6.5. Duties of Committee: a. Evaluate branch website and blogs.
b. Investigate options for improvements and upgrades.
c. Report findings and recommendations to the board.
_______________________________________________________
Date Last Amended: March 31, 2010
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